6.essentials of effective communication
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Transcript of 6.essentials of effective communication
Effective communication is a process by
which information is transmitted between
individuals and organizations with the
purpose to inform, to request or
persuade and to build goodwill.
It is clear , complete, correct and saves the
reader’s time and helps in achieving its
goals.
Essentials of Effective
Communication• Clarity of purpose• Be well informed • Analyze the audience• Avoid Jargons• Communicate Confidently• Be Consistent • Keep it simple• Be straightforward• Address your target• Good listening
Clear
Clarity means getting your message across
so the receiver will understand what you
are trying to convey.
◦ 1. Choose short, familiar words.
2. Construct effective sentences and paragraphs.
3. Achieve appropriate readability or audibility.
4. Include examples, illustrations, and other
visual aids, when desirable.
Conciseness
You should be brief and be able to convey
your message in fewest possible words
◦ Are there any unnecessary words or sentences?
◦ Have you repeated the point several times, in
different ways?
◦ E.g. instead of writing
‘A watch is an intricate instrument to measure time,
which many people consider the gift that is the most
valuable of all’
◦ It should be
‘A watch measures time, which many consider the most
valuable gift. ’
Concreteness
Communicating concretely means being
specific, definite, and vivid rather than vague
and general.
The following points be followed
◦ Use specific facts and figures.
Incorrect Correct
India is receiving huge Foreign
Direct Investment inflows
Foreign Direct Investment
inflows to India rose by 16
percent year-on-year to $1.44
billion in June, 2013.
Put action in your verbs
Use active voice
E.g. ‘Professors administered the tests.’
instead of ‘The tests were administered by the
professors.’
Active verbs help make your sentences more
vivid and explicit.
E.g. "The dean decided" is more explicit than "
A decision has been made.”
Completeness
Every communication must be complete and adequate.
Incomplete messages keep the receiver guessing, create misunderstanding and delay actions.
Provide all relevant details.
Remember the 5 W’s ◦ who ?
◦ what ?
◦ when ?
◦ where ?
◦ why ?
Correctness The term correctness as applied to business
messages means right level of language and
accuracy of facts, figures and words.
If the information is not correctly conveyed, the
sender will lose credibility.
To convey correct messages, grammatical errors
should also be avoided.
You should not transmit any message unless you
are absolutely sure of its correctness.
Consideration
The ‘ You Attitude’
You prepare every message with the
recipient in mind and try to put
yourself in his or her place.
Try to visualize your audience(or
listeners)—with their desires,
problems, circumstances, emotions,
and probable reactions to your
communication.
Courtesy Courtesy stems from sincere you-attitude.
To be courteous, considerate communicators
should follow these suggestions
• Be sincerely tactful, thoughtful, and appreciative.
• Omit expressions that irritate, hurt, or belittle.
• Exhibit courtesy in
Proper salutation, avoiding acronyms and Chat jargons
◦ Oral
Include a “please” and a “thank you.”
◦ Written (charts, memorandums, and newsletters.)
Spelling names correctly
◦ Customer communication
Be concise , save customers’ time
◦ General courtesy
Saying “good morning” or “goodbye” or a quick “Have a nice
day”