The American Management Association has laid ten principles of effective communication. But this is not a one shot process. All information and all ideas be communicated at the proper time. The volume of information should be just right, neither too much nor too little. They may be upward, downward, lateral and diagonal. Whenever possible, communicate something that helps or is valued by the receiver. Human setting refers to the circumstances under which the message is communicated. Proper Time 8. In the written communication the sender can get the feedback by using appropriate means. Principle of attention, i.e., Communication must draw attention of the communicatee. Principle # 9. The effectiveness of a system is measured in terms of its objective achievement. Obviously, this will depend on the needs of a given situation. 4. The matter in the communication should be a believable and faithful matter. So in order to make the most out of our interpersonal relationships, we must learn some basic principles. Principle of Attention: In order to make communication effective, the receiver’s attention should be … Avoiding ambiguity by correct punctuation, personal pronoun, proverbs, etc. Communication is the basic step for the exchange of information. Answering all questions asked while replying to an enquiry, the sender has to note all the points and answer all of them. Repetition … Adequacy 7. 3. The sender must strike a balance among these three forces – brevity, clarity and completeness. Though ideal communication free from all barriers is seldom achieved, communicators should acquire communication skills and enhance effectiveness of their communication. The message to be communicated must be brief; as usually the recipient, specially an executive, would not have much time to devote to a single piece of communication. Ineffective communication has the power to confuse, destroy and damage relationships and business opportunities. Communication is effective when the workers are receptive to it and are able to give relevant feedback. 8. Hence, the action of the communicator should be in line with the message conveyed. In order to be effective and meaningful, the managerial function of communication must be guided by the following principles: Communication must be such, as transmits understanding of the communication message to the recipient; as per the intentions of the sender. The two-way communication process involves the transmission of a message from a sender to a receiver and back. Consider the total physical and human setting whenever you communicate. However, management must assure itself that rumors are not spread by informal groups. Not long ago, many people in Delhi fed milk to statue of Lord Ganesh because they heard about others doing it. vi. 3. Effective communication is a part and parcel of any successful organization. (m) Participative processes can be more and more resorted to for both downward and upward communication. Communication may take place through speech, hand signals, or other form. Technical words and words having various meanings should be used to the minimum. Speed – The communication system should be capable of carrying messages speedily. Modern technology has made available note-pads, I-pads and similar other devices for the purpose. Completeness of information increases the effectiveness of communication. Completeness o The message delivered should not be incomplete. A concise message saves time and energy of both sender and the receiver. The information may be written or spoken, professional or social, personal or … 9. In other words, it’s all about building trust. Communication is effective when the workers are receptive to it and are able to give relevant feedback. 9. To be effective at it – whether selling a product, trying to convince a group to act or getting your team aligned – these communication principles should help focus your thoughts into something both powerful and useful. Stress the positive and pleasant facts about the receiver of the message. No doubt, all communications have a beginning, a body and an end. He can furnish rentals per day, facilities provided, seasonal change in the rent, nearness to transport facilities, etc. First, you need to communicate a message. If managers want their subordinates to listen to them, they should develop their listening skills also. The sender should consider the interest and needs of the receiver of message. Communication is perceived to be effective only if the receiver receives the message in the same form and context as it is sent by the sender. Proper Medium 15. The gestures of the sender should correspond with the message he sends. Providing all necessary information, the sender has to answer all the five ‘W’s—who, what, when, where and why. Therefore, brevity is the soul of communication. Communication is effective where there are no barriers to communication. The sender must learn to listen with the inner ear. Efficiency of communicator and communicates is also affected. Reciprocal communication – Both the communicator and communicate should participate in the communication. Communication must be made in such a manner that it invites the attention of the recipient to it. Content of Message 23. Thanking the other person for a favour, acknowledging his action or response, apologizing for a mistake, avoiding negative expressions (the product failed because of you, your behaviour is bad etc.) The chief purpose of communication is the exchange of ideas among various people working in the organisation. Language 5. 4. Communication system should not be unnecessarily costly. i. Consider the content and the overtones of the message. There should be a two-way communication. It is no surprise, then, that people often cite Communication is important both for an individual and also for the society. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to … The medium employed may be formal or informal, oral or written, face-to-face or indirect, or an appropriate combination of them. And second, you need to communicate your person-ality — who you are as a professional and an individual. Poor communication is the most frequently cited cause of discontent within organisations and it would be reasonable to expect that most employers are seeking to appoint people with good communication skills. Principle of Clarity in Ideas 2. These special facts are known as ‘Principles of Effective Communication’. Basic Principles of Effective Communication. (f) There should be a proper internal organisational atmosphere of trust, goodwill, understanding and transparency in-the organisation among the various participants in the communication process. Examine the true purpose of each communication. However, it is possible to overcome such resistance if the format and media of communication is changed each time. Understand the physical and human environment when communicating. So please cooperate with us and work overtime.”. There should be room for listeners to interact and participate in the proceedings. Empathy – In order to communicate effectively, the communicator should understand the receiver and develop better human relations with his subordinates. Effective communication should be as clear as possible. So to have effective communication certain principles are to be followed. A communication will be as effective as its systematic follow-up. Ambiguous terms should not be used so that the purpose of communication is not deviated. The person who sends the messages is known as sender and the person who receives the message is known as receiver and the response to the message is known as feed back. Readers and listeners prefer reading and listening to short notices rather than lengthy details. This means the receiver accepting the statement of the sender as such. Dale S. Beach has rightly said, “People think with their heart, and not with their mind.” Hence, a good manager has to decide the time of communication. This implies that the information should be adequate and complete in all respect. The sender should not change his words and actions too often. This is used to draw out the other person. Principles of Communication: Lack of effective communication renders an organisation handicapped. In all types of communication, the communicator must keep in view the following principles in order to have an effective communication: 1. 7. They should be considerate towards needs, sentiments and emotions of the receiver. Communication is a means to an end and not an end in itself. For a practical application of this principle, it is imperative that not only must the message be expressed in a pleasant and sound manner; but also the purpose of the sender in making communication, must be absolutely clarified. Communication must be complete to avoid confusion in the mind of the receiver. Clear authority-responsibility structures facilitate answering questions like who will communicate with whom, who has authority over whom and increase the effectiveness of communication. ii. Ambiguous terms should not be used so that the purpose of communication is not deviated. Therefore, informal communication should also be given recognition in the organisation. Use of technical words and tough vocabulary should be avoided. Workers will contact their supervisors rather than functional managers. Co-operation of personnel – Co-operation of the organisation personnel is essential in order to make communication effective. Copyright 10. The need to make communication an effective instrument of organisational cohesiveness and control over it are well recognized. Clarity of message – The subject-matter, which is to be communicated, must be clear. (vii) Principle of the Constructive and Strategic Use of Informal Groups: The management must not hesitate in making a constructive and strategic use of informal groups; for ensuring and facilitating speedier communications in emergency situations. How often a manager should communicate with a subordinate or group of subordinates on the same subject? The sender should give the meaning of words instead of making the words speak for themselves. The communication should always be consistent with the objectives, policies and programmes of the enterprise. Regular training and refreshment is always provided to people in an organization to maintain Effective Communication. The sender should know the type of action taken by the receiver. Vendors and distributors! Principle of Attention 4. The above principles if followed will make the communication effective. The receiving person may be an individual, concerned department personnel or organisation as a whole. This principle im­plies that communication should always be con­sistent with the plans, objectives, policies and programmes of the organization and not conflict­ing. Feedback is an important element to effective communication. Note-Pads/I-Pads to keep Record of Spoken Words: Verbal communication can be of lasting value if listeners are provided pencils, pens and papers to note down the points made at the meeting. Efficiency of communicator and communicatee is also affected. 5. So, the sender should stop talking, because without stopping the talking, one cannot listen. Informal communication system speeds up the transmission of formal messages. Formal communication however is important in a formal organisation but informal communication does not lose its place in the organisation. Offer a way to meet personality needs appropriate to the group situation the receiver is in at the time Communication should be able to introduce all the employees in the enterprise with its objectives so that all the employees move unitedly towards the goal. Here, listening refers to the reactions of the receiver. 6. 6. The following guidelines ensure concreteness Use specific facts. 5. Such an attitude is likely to soften the attitudes of subordinates and enable them to share their ideas and views freely with their superiors. To make people believe in the content of a message, he should be himself sure that there is nothing incredible or exaggerated in the message. 7. They are more effective than impersonal, unilateral and authority-oriented communication. These are the ‘Ten commandments of good communication’. vi. Get step-by-step explanations, verified by experts. The communicator or the sender should observe the following principles for effective communication in all types of communication: The sender must use simple language and the language should be known to the receiver. For example, a baby in a cradle, communicates with a cry that she needs her mother. 10. If case studies of real life happenings are narrated, the lis­teners/readers will be better able to understand the points made. In order to make the message effective it is necessary that the recipient’s attention must be drawn to the message communicated to him. Information more than the need or less than the need is harmful. In any case, the speaker should speak at a pitch that even person sitting in the last row can hear him clearly. This exchange of thoughts or information to convey different messages by using the verbal, written or non-verbal medium is known as Communication. Principles of effective communication Executive summary This document brings together some general points about effective communication during a pandemic and also covers the specific issue about how best to communicate risk. The message transmitting ideas, facts or information should be clear and to the point. Examine the purposes of communication. Action Support Communication: The actions or attitudes of the sender should support the message. The Basic Principles Of Ethical Communication While project workflows, strategic planning, advanced technology, and business analyses are often topics associated with critical corporate discussions, an enterprise’s code of ethics - and its key ethical communication principles - is … Each of these examples illustrates how interpersonal communication meets our basic needs as humans for security in our social bonds, health, and careers. Principle # 4. Feedback is easily obtained in a face to face communication with the help of the facial reactions of the receiver. Account Disable 12. If the receiver happens to be capable more information can be given with the help of a few words. Principles of Brevity: A communication should be brief i.e. It means communication should be in accordance with the policies laid down for it. Lengthy letters may not result in desired actions. 3 min read. Therefore, the effective communication system is one which achieved its objectives. Seek not only to be understood but to understand-be a good listener. The basic purpose of any communication is to elicit a behavioural response from the receiver. This promotes the credibility of the communication and promotes its acceptability. In the context of business incomplete information is dangerous. It helps him to find out the correct time when the message is to be communicated. Communicate messages those are of short-run and long-run importance. Incorrect transmission will lead to incorrect action. In some cases, a series of communica­tions may produce better results. It is a long drawn process wherein the receiver thorough constant interaction with the sender understands the latter and accepts his statement to be true and honest. Clarity: The principle of clarity means the communicator should use such a … Listening is one of the most important tasks of the sender. But in certain situations where they are the sole and best judge, informality may be avoided. Image Guidelines 4. The feedback (or reaction or response) of the recipient to the message, must be as easily transferable to the sender, as the original communicable made by the sender. A manager says to his workers, “We want to increase production to meet the increasing demand. Seeing a cute little baby relishing a particular biscuit, the watcher may relate it to his own child and go and buy that same biscuit, for­getting that his own baby prefers a different biscuit. 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