IMPROVING COMMUNICATION
(Part 3 of Communication)

Effective communication is the responsibility of each and every individual in the organization. The intended results cannot be achieved if there occurs any lapse at any stage. At each stage, breakdowns can occur – in the encoding of the message, in the transmission of the message, in the decoding state or at the time of understanding by the receiver. Besides, there are a lot of disturbances that affect the movement of communication. To avoid this some simple guidelines can be adopted.

• The sender of the message must be clear regarding the message to be communicated. Clarity of thought is essential. If there are any faults in the beginning itself, the entire process would fail.

• For better control, encoding and decoding should be done with those symbols, which are popularly used by the group members and are familiar to all. It is better to avoid technical jargon unless the communication is to be done with experts on the particular subject.

• At the stage of planning of the message, every individual who is directly or indirectly affected by the said message should be involved. To build up a healthy environment and to avoid unnecessary speculation, whenever possible, people should be involved. Because of this nobody feels that the message was given abruptly or that enough time for information was not given. Besides, nobody would feel leftout.

• While making the communication, the need of the receiver is of prime importance. If the receiver is not interested in the information that is provided, it has no value for him. The purpose of communication is not only to get the message understood, but also accepted by the receiver. And hence, while communicating the viewpoint of the receiver is equally important.

• Communication is not simply passing of a flat message. There has to be harmony between the choice of words, tone of voice, what is to be said and the manner in which it is to be said. There needs to be congruency in the words being said and the body language expressed.

• A continuous feedback by the receiver should be given to the sender. If this fails, though the information may be transmitted, there are chances that it may not be understood and accepted. So if the sender keeps on receiving the feedback, the lapses if any can be easily identified.

• Control is an essential part of communication. The passing of information takes place; not only from top to bottom but also from bottom to top with a view to achieve the stated objectives. Hence care should be taken that the passing of information should be such that it does not deviate from the original course.

• Communication is not only the responsibility of a sender alone, but the receiver is also equally responsible. A receiver needs to be fully attentive, listen actively and ask for clarification, repetition, wherever required.

• It is advisable to test the understanding of the message. Both, the sender and receiver can discuss it out.  It is good to share opinions, feelings and perceptions that are generated after the message is passed. The acceptability of the communication can be known only after the message has settled down.

TEN WORDS EFFECTIVE MANAGERS NEVER USE

1. NO   

Saying no to customers is as good as sending them somewhere else.
Say : YES

2. CAN’T

It means though you could do something you are unable to do it.
Say : CAN.

3. IMPOSSIBLE

Believe there is always a solution.
Say : POSSIBLE.

4. WHY

Why carries a suspicious tone. It implies mistrust.
Say : MAKE ME UNDERSTAND…

5. WHAT

It makes people repeat themselves and implies doubt.
Say : EXCUSE ME.

6. POLICY

People see it as dodge. It seems a trap.
Say : MISSION.

7. LISTEN

Interrupting people is not an effective way to get them to listen to you.
Say : I UNDERSTAND.

8. WAIT

Nobody likes to wait. Things should always be going.
Say : LET’S MOVE FORWARD.

9. WRONG

Blaming someone never leads to solutions.
Say : OUR SOLUTION IS …..,

10. SHOULD’VE

Deal with the present. No use cribbing over the past.
Say : NOW.

The total process of communication is dependent upon the activation of different senses of human beings. The reception of the message as well as reaction to this message depends upon the combined perception of the senses. The most utilized senses in communication are sight and hearing. People build their attitude, preferences likes and dislikes on the basis of the stimulus to these senses.

Communication (Part - 1)

THE PROCESS OF COMMUNICATION.(Part - 2)

 IMPROVING COMMUNICATION (Part - 3)

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