Measures to improve Communication Effectiveness
The factors that obstruct the effectiveness of communication are known as communication barriers. Through these barriers, communication can be prevented or a part of it is filtered or incorrect information may be carried, which leads to misunderstanding.
For the success of an organisation, effective communication is very essential. So, it becomes very important to overcome the barriers of communication, like semantic barriers, personal barriers, organisational barriers, etc. If organisations want to develop effective communication system, they should take suitable measures to overcome communication barriers.
Measures to improve Communication Effectiveness/ Principles of Effective Communication
- Clarify the ideas before communication: The message should be clear in the mind of the sender. Messages can be properly conveyed only when it is clear to the communicator himself. Simple and precise language should be used, which can be easily understood by the receiver.
- Communicate according to the needs of receiver: Messages should be conveyed according to the needs receiver. Messages should contain words, jargon, facts, etc., according to the understanding and education level of the receiver.
- Consult others before communicating: A plan should be developed involving everyone before communicating a message. The communication process becomes more effective when plans are developed with the participation and involvement of subordinates.
- Be aware of languages, tone and content of message: The words, tone, language or symbols used for conveying the message must be easily understandable to the receiver in order to achieve mutual understanding. The sender should not offend the sentiments of the receiver with the message.
- Convey things of help and value to listeners: The sender should know the needs and interests of the receiver, and only such things should be conveyed which is useful and in the interest of the receiver.
- Ensure proper feedback: As we know that communication is a two-way process, so it is incomplete if the response or reaction of the receiver is not obtained. The effectiveness of communication is indicated through feedback. Feedback enables the communicator to know whether the receiver has properly received the message or not. So, the receiver must be encouraged to respond to communication.
- Communicate for present as well as future: In order to achieve effective communication, communication must meet the present and future needs. The communication should also aim to achieve the goals and objectives of the organisation.
- Follow-up communications: Follow-up of the message should be done to remove any hurdles or misunderstandings of the receiver. This is done to check whether the receiver has understood the message correctly or not.
- Be a good listener: A receiver should be a good listener to achieve effective communication. He should carefully, patiently and attentively listen to the message conveyed to him. Superiors also should develop a habit of good and patient listening and should convey the motive behind a particular message. The entire communication process can be improved because of this practice.
- Strategic use of Grapevine: A manager should strategically use grapevine communication along with formal communication to achieve organisational objectives. He should understand the informal groups and should intelligently make use of such groups.
- Timeliness: The message should reach the receiver at the right time when it is needed. The message that does not reach the receiver at the right time may turn out to be useless.
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