Communication is a driving force in an organization. The effectiveness of the process of communication Is a crucial factor to determine the success of a business organization and other sectors.
But what is communication? In simple terms, communication is an interaction between two parties. We may even say communication is a transaction of feelings and ideas that can help us to present ourselves.
Since an organization is personified as a living entity, it also has its communication strategies and ideologies.
It is through effective communication that businesses in far-flung areas can thrive and successfully achieve their aims.
In the absence of good communication, the management of organizations would be rendered isolated and will not be able to establish any contact with the employees.
Hence, effective communication is as vital to an organization as a soul is to a body. It helps to establish a bond between the sender and the receiver.
The effective communication of a message by the sender leaves an indelible impression on the mind of the receiver.
However, effective communication requires individuals to have knowledge and expertise in every aspect of the process of communication.
Due to this, the employees appointed at communication centers are competent enough and know how to supply the information.
But, how can you know if your communication is effective or not? If your communication works with the following models, then it is useful.
On the other hand, if it does not meet the requirements of the given models, then you need to improve your communication skills.
This model was fabricated by Vardaman and Vardaman and helps you to determine an effective communication process. The five-letter acronym PRIDE represents the model.
P- the Purpose of Communication
Communication is a failure if it cannot help you to achieve its goals. So, there should be a sense of responsibility in your communication
R- Receiver’s Role
The receiver is the individual who deduces the intelligence of the speaker. So, the speaker should have cognizance of the intellectual, psychological, and competent level of the receiver.
Such knowledge will help them to reflect on his message and modify it.
Impact means how the communicator will send their message to the receiver. One can succeed in their mission only if the message makes a desirable impact by fulfilling the purpose.
D- Design of Communication
Design implies the planning by the sender regarding the communication procedure.
Execution encompasses giving shape to the idea. Hence, it is the procedure of transforming the planning of the sender into action.
Besides the above model, there is another model that can facilitate an effective communication process. “PAIBOC” is a six-letter acronym that represents this model.
What is the proper purpose of your communication procedure? What do you want your listener to understand and feel?
Who is your audience? How is your audience distinct from other audiences? You should know the intellectual capacity and the grasping power of your audience
Information on the message helps you to know the problems which can be resolved from it.
What kind of benefits can you offer to your audience through your article?
How will your message affect your audience? Will your message help the organization to progress or not?
The Seven C’s
To ensure an effective communication process, you should know the application of some principles. Such principles are fundamental for communication and lay down a foundation of excellence.
Moreover, there should be no miscommunication.
So, let us take a glance at the seven C’s that serve as a touchstone in making communication effective.
It is the first and most critical attribute of effective communication. This principle states that the transmitted message should be complete in terms of information, facts, and ideas.
To adhere to this principle, you should take care of the following questions:
- What is the message?
- To who is the message being sent?
- What is the cause of the message?
- When should the message reach the receiver?
- What is the destination of the message?
Hence, a complete message has the answers to all such questions. Furthermore, pay heed to the following attributes to make your statement complete.
All the necessary information must be equipped in the message, which is required by a receiver to understand it.
Such information entails answers to 5 W questions and one how question. 5 W’s incorporate where, why, what, when, and who.
For example- What do you want? When do you want it? Who is required for this task? Where would it be done? Why do you want it? How is it to be done?
The Required Things
Besides answering the possible questions, it is crucial to integrate the formal elements in the message, which can confuse the receiver.
Missing out on such information may entail your ignorance of the customers, in terms of formality or other necessities.
The second most important principle of a message is conciseness. This means that the intentions of the sender must be conveyed to the receiver in a simple manner and accepted by them.
To make the receiver understand the statement in the same sense, the orator should use appropriate words that help the message to be understood accurately.
Moreover, integrate the small messages with the functional intensity of the verbal economy. The speaker should also make sure not to use ambiguous vocabulary.
The absence of such words will save time for both the sender and receiver.
Obliterate Wordy Expressions
For example, replace these phrases with the given words:
In the case of – If
Attached herewith – attached
In point of fact – In fact
It is desired that we receive – we want
Avoid Needless Repetitions
The message should be clear, and it should save effort and money for both parties. Moreover, the receiver can always seek clarification from the sender.
So, the sender should never repeat similar ideas in the same message.
Use Relevant Material
In communication, there is no room for unwanted clarifications, excessive adjectives, and prepositions, or long instructions.
Also Read: Elevator Pitch: Why and How to Master It?
Consideration is the third essential attribute of a message. As the name suggests, consideration aims at conveying the message, keeping the receiver in mind. It also integrates courtesy.
Moreover, the listener should also provide their feedback. The orator should aim at conveying the negatives through a rich expression that does not hurt the listener’s ego.
A credible message enriches mutual trust between both parties.
Concreteness aims at utilizing clear, specific, and definite information in your messages. This is because unconfirmed details can prove to have a significant negative impact and lead to lousy decision-making.
Delivering a message after the job is already completed has no relevance. So, it is crucial to convey the statement at the right time before the deadline.
The language of the information must be simple, straightforward, and state facts.
The speaker must make sure to deliver the message under favorable circumstances. This means that the conditions should feign no inconvenience to the receiver.
The result of ideas are words that help the receiver to conceive the meaning of the ideas. The speaker can ensure transparency of reviews by the following elements:
Clarity of Thoughts
The purpose of the message, the material of transmission, and the choice of the medium of communication.
For example, let us assume that some inflammatory material is kept in a godown. So, the communicator must stick a banner with the words, “smoking is prohibited” outside the godown.
Clarity of Expression
The receiver should quickly understand the meaning and presentation of the sender through the communication process.
For example, in the army, there are several codes which the parties can practice to communicate information.
Moreover, the speaker must make sure to use a direct and definite expression. For example, Indirect expression- we all have admired your efforts. Direct expression- we all are admirers of your actions.
Use Small Sentences
Long sentences tend to become complicated and hence may confuse the listener.
The more polite is your message, the more positive impact it will feign on the listener. You can integrate courtesy in your message with the following attributes:
- Apologize for any error and exhibit your sorrow for the same
- Respond to the feedback immediately
- Do not exhibit any undue excitement in expression that makes your message vague and rude
- Express your gratitude to the audience for hearing your message
For example, I am sorry that you could not receive your bag in time. Thanks a lot for your gift.
No matter if your language is formal or informal, but it should be correct. Conveying something in which you even do not believe is detrimental to your credibility.
Apart from the seven C’s, there are other strategies that you must follow to integrate consummate communication skills.
Non-verbal communication implies conveying without the use of words. The non-verbal aspects of communication entail the usage of various signals, signs, or indicators.
Such bodily movements help an individual to express feelings and emotions of happiness, displeasure, or anger.
As we all know, the face is the index of the mind. So, the intentions of the speaker can be exhibited and read by the audience from their face.
Hence, non-verbal communication helps to make the message effective and works as a compliment for your content.
There are four types of non-verbal communications- paralanguage, proxemics, body language or kinesics, and sign language.
With your effectual body language, you can exhibit your interest in the process of communication.
Such activities involve lip twisting, eye contact, the twinkling of eyes, shaking hands, a correct body posture, etc.
According to research, body language integrates 55% of your communication. Moreover, the pitch of your voice helps to convey 38% of the information.
Hence, the actual content owes only 7% to facilitate the communication process.
So, you can use functional body language in your communication process.
For example, when an audience sits in front of the speaker and leans towards them, this shows their interest in the speaker’s discourse.
Under stress, people tend to close their fists and bank against the table. Moreover, biting of nails exhibits stress and tension in a person.
Eye contact helps to know the inner feelings of the speakers. On the other hand, lowering of eyes is a sign of respect for people.
The face is the mirror of a personality and exhibits the true expression of an individual.
According to another research, a single glance at a person for even 33 microseconds can help to know about their personality.
So, the speaker should always make sure to smile and proffer their speech during communication.
Speaking extemporaneously means fabricating a rough draft of all the essential topics which you want to convey.
Lawyers follow this technique, and it helps to cover all the subjects without missing out on any crucial piece of information.
Apart from this, speaking extemporaneously will help you to be candid and thus, make your speech compelling and intriguing.
To communicate to the best of your potential, it is necessary to over-communicate.
According to a survey conducted at Stanford University in 1990, the speakers tend to overestimate the knowledge of the listeners.
Due to such a feature, they do not communicate effectively, and hence this may lead to misunderstanding.
The study named the Tapper and the Listeners exhibits the importance of over-communication. In this survey, there were two sets of participants.
The tappers were required to tap the tunes of 20 songs. The listeners had to assess the songs.
The researchers estimated that approximately 50% of the songs would be tapped. However, the result was only 2.5%.
A good speaker can improve audience retention by integrating stories into his or her speech. You can communicate your information with new situations that is likely to entice the listeners.
You can improve your communication skills by communicating interactively with your audience. Ask various hypothetical situations and thus, engage your listeners.
Communication is a two-way process. So, to convey your information in the best possible way, it is necessary to be a good listener.
This will help you to understand the ethics, culture, and emotional awareness of your audience.
Emotional awareness means knowing your’s and the audience’s emotions. This is because as social beings, we all tend to have emotional intelligence.
Emotional intelligence is of two types, personal and social. Personal refers to self-awareness, self-confidence, etc. whereas social relates to empathy.
Thus, communication is an art and which you need to learn and imbibe. Any transmission is successful only if the purpose for which it was done is achieved.