6.essentials of effective communication

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Transcript of 6.essentials of effective communication

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

7 C’s of communication

Clear.

Concise.

Concrete.

Correct.

Considerate.

Complete.

Courteous

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

◦ Email

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”