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It is the mutual exchange of understanding, originating with the reciever. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (Planning,Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is integral part of business communication. Organizations these days are verly large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in process of directing and controlling the people in the oragnization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large(for example between management and trade unions). It is essential for success and growth of an organization. Communication gaps should not occur in any organization.
What is Managerial Communication ?
Managerial communication is a function which helps managers communicate with each other as well as with employees within the organization. Communication helps in the transfer of information from one party also called the sender to the other party called the receiver. Managerial Communication helps in the smooth flow of information among managers working towards a common goal. The message has to be clear and well understood in effective communication. The team members should know what their manager or team leader intends to communicate. Effective managerial communication enables the information to flow in its desired form among managers, team leaders and their respective teams. Managerial communication is of the following two types: Interpersonal Communication - Interpersonal communication generally takes place between two or more individuals at the workplace.
Organizational Communication - Communication taking place at all levels in the organization refers to organizational communication.
Ways of Managerial Communication
A successful manager is one who communicates effectively with his subordinates. It is really essential for managers to express their views clearly for the team members to understand what exactly is expected out of them. Usually there are two ways managers communicate amongst themselves and with their subordinates: i. Verbal Communication Communication done with the help of words is called as verbal communication. No written records are available in verbal communication. In verbal communication individuals need to be very careful about their speech. What they speak and how they speak matter a lot. Managers must choose the right words to address their team members. Make sure you do not confuse your team members. One has to be loud and clear while interacting with employees at the workplace. Be very clear and precise. ii. Written Communication Communication is also done through emails, letters, manuals, notices and so on. Such mode of communication where written records are available is often called written communication. Managers must inculcate a practice of communicating through emails with their juniors as it is the one of the most reliable modes of communication. It is essential for the managers to master the art of writing emails.
emails.Written means of business communication includes . Formal Communication Communication which follows hierarchy at the workplace is called as formal communication. Body Language Managers must also take special care of their body language. bright colours. Business Communication is regulated by certain rules and norms. Components of Communication . Generally business 2. group discussion. business communication was limited to paper-work. speeches etc. Managers often give orders and directions to their subordinates as to what to do and how to do various tasks. Make sure your signatures are correct. facial expressions. Downward Communication Downward communication takes place when information flows from managers to the subordinates. Informal Communication Employees also communicate with each other just to know what is happening around. Upward Communication Flow of information from employees to managers is called upward communication. regulations and policies of a company have to be communicated to people within and outside the organization. Business Communication can be of two types: 1. like : meetings. video conferencing. Direction of Communication Flow i. Oral Communication . Written Communication . ii. The rules. interviews. ii. But now with advent of technology. Business Communication is goal oriented. Such type of communication is called downward communication. Be warm and friendly with your team members. Organizational Communication Organizational Communication is of the following two types: i. designer font styles in official mails. job responsibilities and how they feel about the organization on the whole.An oral communication can be formal or informal.Grapevine. gestures for effective communication. Upward communication takes place when employees share their views with their managers on their nature of work.Avoid using capitals.agenda. level in the hierarchy and so on. we have cell phones. manuals etc. satellite communication to support business communication. reports. Being a Boss does not mean you need to shout at people. An example of Informal business communication would be . communication is a formal means of communication. A manager who always has a frown on his face is generally not liked and respected by people. Employees communicate formally with each other to get work done within the desired time frame. Such type of communication is called as informal communication and it has nothing to do with designation of individuals. In early times. telephone calls etc. Effective business communication helps in building goodwill of an organization.
culture and country communicate information in their own way. Components of Communication 1. Context Context Sender/Encoder Message Medium Receiver/Decoder Feedback Every message (Oral or written). Another aspect of context is external stimulus. experience. words. Message Message is the information that is exchanged between sender and receiver. Internal stimuli is another aspect of communication. Receiver/Decoder The person to whom the message is being sent is called ‘receiver’/'decoder’. meeting. emotions. A sender can communicate his ideas effectively by considering all aspects of context mentioned above. Communication is a dialogue not a monologue. may be print. This external stimuli motivates you to respond and this response may be oral or written. Medium Medium is the channel through which encoder will communicate his message. education and confidence. email and even a casual conversation. While. technical and needs to be documented. Messages can be intentional and unintentional. Medium may be a person as postman. The choice of medium totally depends on the nature of you message and contextual factors discussed above. culture and organization.We know that communication is a process of transmitting and receiving messages (verbal and nonverbal). 3. One aspect is country. These guidelines may change while communicating internationally where complex situations are dealt orally and communicated in writing later on. a communication is said to be effective only if it brings the desired response from the receiver. Your medium to send a message. graphs and pictures understandable by the receiver. Receiver may be a listener or a reader depending on the choice of medium by sender to transmit the message. Choice of medium is also influence by the relationship between the sender and receiver. These all have multifaceted influence on the way you communicate you ideas. So. internal and external stimuli. personal or when immediate feedback is desired. 2. In oral communication the encoder is speaker. fax. begins with context. The first task is to decide what you want to communicate and what would be the content of your message. While writing the message. How the message gets there. then written medium should be preferred that is formal in nature. You opinion. note. The oral medium. memo. letter. 4. Receiver is also influenced by the context. when your message is ling. electronic. attitude. An encoder uses combination of symbols. to convey your message. Every organization. what are the main points of your message and what other information to include. Sender/Encoder Encoder is the person who sends message. or sound. Context is a very broad field that consists different aspects. The sources of external stimulus includes. is effective when your message is urgent. 6. and in written communication writer is the encoder. Internal Stimuli includes. encoder should keep in mind all aspects of context and the receiver (How he will interpret the message). . telephone call. likes. to best convey his message in order to achieve his desired response. dis-likes. Communication consists of six components or elements. The central idea of the message must be clear. 5.
Would he understand the message? how it would sound on the other side of the table? Verbal Communication is further divided into: Oral Communication Written Communication Oral Communication In oral communication. In oral communication. so this can be counted as a . It includes face-to-face conversations. radio. actually. Nonverbal Communication Verbal Communication Verbal communication refers to the the form of communication in which message is transmitted verbally. volume. voice over internet. Types of Communication People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. So. by reading facial expression and body language one can guess whether he/she should trust what’s being said or not. television. completes the loop of communication. emotions and thoughts about the topic and hence creates barrier in delivering the right meaning. speech. silence may also be a feedback to a message. perception. In a face-to-face conversation. Objective of every communication is to have people understand what we are trying to convey. an action or simply. communication is influence by pitch. Communication is said to be effective only when it receives some feedback. Disadvantage of oral communication In face-to-face discussion. Types of communication based on the communication channels used are: 1. Feedback may be written or oral message. So in order to deliver the right message. there are variety of types of communication. we assume that others understand what we are saying because we know what we are saying. When we talk to others. But this is not the case. opinion. Spoken words are used. communication is done by word of mouth and a piece of writing. Advantages of Oral communication are: It brings quick feedback. Feedback is the most important component of communication in business. you must put yourself on the other side of the table and think from your receiver’s point of view. user is unable to deeply think about what he is delivering.Receiver is the person who interprets the message. telephonic conversation. There will be minor deviation in transmitting the exact idea only if your receiver is educated and have communication skills. is called ‘feedback’. Feedback. In verbal communication remember the acronym KISS(keep it short and simple). so higher the chances are of mis-communication because of receivers perception. attitude and personality. speed and clarity of speaking. usually people bring their own attitude. to a message. video. Choice of communication channel and your style of communicating also affects communication. Verbal Communication 2. Feedback Response or reaction of the receiver.
Usually professional settings. Volume. and electronic mail are the types of written communication used for internal communication. Memos. is influenced by the vocabulary & grammar used. It’s just a casual talk. letters. body language. foul language is not restricted. It take more time in composing a written message as compared to word-of-mouth. employee manuals. such as gesture. written signs or symbols are used to communicate. Nonverbal communication have the following three elements: Appearance Speaker: clothing. postcards. proposals. Informal Communication Informal communication is done using channels that are in contrast with formal communication channels. tone of voice or facial expressions. Authority lines are needed to be followed in formal communication. In written communication message can be transmitted via email. Nonverbal communication helps receiver in interpreting the message received. it is considered core among business skills. . Written Communication is most common form of communication being used in business. letter. So. contracts. Often. corporate meetings. brochures. Speech rate Types of Communication Based on Purpose and Style Based on style and purpose. For communicating with external environment in writing. Written communication provide record for every message sent and can be saved for later study. A written message enables receiver to fully understand it and send appropriate feedback. informal communication is done orally and using gestures. certain rules. In formal communication. precision and clarity of the language used. is called nonverbal communication. telegrams. conventions and principles are followed while communicating message. Written communication doesn’t bring instant feedback. postures Sounds Voice Tone.posture. writing style. Usually. furnishings Body Language facial expressions. use of cosmetics Surrounding: room size. there are two main categories of communication and they both bears their own characteristics.Nonverbal communication is all about the body language of speaker. advertisements. and number of people struggles for writing ability. faxes.Written Communication In written communication. reports. In informal communication use of slang words. report. It happens among friends and family.Sometimes nonverbal response contradicts verbal communication and hence affect the effectiveness of message. A written message may be printed or hand written. gestures. Internet Web sites. decorations. job descriptions. Formal Communication 2. and news releases are used. Advantages of written communication includes: Messages can be edited and revised many time before it is actually sent. nonverbal signals reflects the situation more accurately than verbal messages. It is established for societal affiliations of members in an organization and face-to-face discussions. in written communication. Disadvantages of written communication includes: Unlike oral communication. electronic mail. We can say that communication other than oral and written. bulletins. conferences undergoes in formal pattern. neatness. Formal communication occurs in formal and official style. use of slang and foul language is avoided and correct pronunciation is required. lighting. Communication types based on style and purpose are: 1. memo etc. Message. hairstyle. Nonverbal Communication Nonverbal communication is the sending or receiving of wordless messages. Informal Communication Formal Communication In formal communication.
Oral communication can be best used to transfer private and confidential information/matter. Informal communication helps in building relationships. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Oral communication is less authentic than written communication as they are informal and not as organized as written communication. It includes individuals conversing with each other. Oral Communication . The conflicts.) is significant so as to build a rapport and trust. Advantages and Limitations Oral communication implies communication through mouth. Written Communication . Advantages of Oral Communication • • • • • • • • There is high level of understanding and transparency in oral communication as it is interpersonal. disputes and many issues/differences can be put to an end by talking them over. In an organization. be it direct conversation or telephonic conversation. but it also saves upon money and efforts. it helps in finding out staff grievances as people express more when talking informally. The feedback is spontaneous in case of oral communication. Oral communication is best in case of problem resolution. Oral communication promotes a receptive and encouraging morale among organizational employees.Meaning. Oral communication is time-saving as far as daily interactions are concerned. Disadvantages/Limitations of Oral Communication • • • • • • • Relying only on oral communication may not be sufficient as business communication is formal and very organized. interviews. Speeches. etc. Advantages and Disadvantages . doesn’t follow authority lines. lectures. but in case of meetings. There is flexibility for allowing changes in the decisions previously taken. Unlike formal communication. Oral communications are not easy to maintain and thus they are unsteady. Face to face communication (meetings. long speeches consume lot of time and are unproductive at times. Oral communication is an essential for teamwork and group energy. discussions are all forms of oral communication. There may be misunderstandings as the information is not complete and may lack essentials. Oral communication (such as speeches) is not frequently used as legal records except in investigation work. conferences. Thus. It requires attentiveness and great receptivity on part of the receivers/audience. delay. decisions can be made quickly without any Oral communication is not only time saving. There is no element of rigidity in oral communication.Meaning.Informal communication. presentations.
Also. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. Speech came before writing. if the receivers of the written message are separated by distance and if they need to clear their doubts. The encoding and sending of message takes time. It provides ready records and references. Effective written communication develops and enhances an organization’s image. But writing is more unique and formal than speech. Disadvantages of Written Communication Written communication does not save upon the costs. Effective writing involves careful choice of words. Written communication is time-consuming as the feedback is not immediate. But while speech is spontaneous. attitudes. What is Non Verbal Communication ? It is communication of feelings. writing causes delay and takes time as feedback is not immediate. It is a permanent means of communication. emotions. It assists in proper delegation of responsibilities. it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.Written communication has great significance in today’s business world. It is an innovative activity of the mind. their organization in correct order in sentences formation as well as cohesive composition of sentences. the response is not spontaneous. it is useful where record maintenance is required. While in case of oral communication. Advantages of Written Communication Written communication helps in laying down apparent principles. Legal defenses can depend upon written communication as it provides valid records. Effective written communication requires great skills and competencies in language and vocabulary use. etc. writing is more valid and reliable than speech. Written communication is more precise and explicit. and thoughts through body movements / gestures / eye contact. Poor writing skills and quality have a negative impact on organization’s reputation. policies and rules for running of an organization. Effective written communication is essential for preparing worthy promotional materials for business development. Thus. The components of Non Verbal Communication are: . Too much paper work and e-mails burden is involved. Also.
a manager who has a meeting with the CEO. Planning. They generally devote approximately 6 hours per day in communicating. Haptics: It is the study of touching. Remember. Did you know that while in Argentina to raise a fist in the air with knuckles pointing outwards expresses victory. reports or memos wherever oral communication is not feasible.. when the speaker is making a presentation and is looking for a response.Kinesics: It is the study of facial expressions. postures & gestures. Organizational magazines. meetings and various other forms of oral and written communication help in moulding employee’s attitudes. and pauses to convey meaning. Communication also plays a crucial role in altering individual’s attitudes.Managers devote a great part of their time in communication. Communication helps managers to perform their jobs and responsibilities. Neatly combed hair. he will pause.4 min you decide that you are interested in someone or not. Organizing. he will talk faster with minimal pause. In other words. Interestingly. 2. Only 7% of comes from words .4 feet while.e. Did you know that the amount of personal space when having an informal conversation should vary between 18 inches . Leading and Controlling. Studies reveal that 50% of this first impression comes from non-verbal communication which includes oculesics. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Did you know that acceptable level of touching vary from one culture to another? In Thailand. “what we say” is less important than “how we say it” as words are only 7% of our communication. customers or suppliers. journals. Proxemics: It is the study of measurable distance between people as they interact. However. and how to improve their performance if it is not up to the mark. Organizing also requires effective communication with others about their job task. Communication promotes motivation by informing and clarifying the employees about the task to be done. colleagues. Did you know that in the first 90 sec . Communication serves as a foundation for planning. volume. Controlling is not possible without written and oral communication. raising a closed fist is considered rude? Oculesics: It is the study of the role of eye contact in non verbal communication. in Lebanon. helps identifying and assessing alternative course of actions. the personal distance needed when speaking to a crowd of people should be around 10-12 feet? Chronemics: It is the study of use of time in non verbal communication.that we actually say. Understand and enjoy non verbal communication as it helps forming better first impressions. Communication is a source of information to the organizational members for decision-making process as it 3. when no response is desired. They spend great time on face to face or telephonic communication with their superiors. Importance of Communication in an Organization Effective Communication is significant for managers in the organizations so as to perform the basic functions of management. a well informed individual will have better attitude than a less-informed individual. . The importance of communication in an organization can be summarized as follows: 1. i. Physical Appearance: Your physical appearance always contributes towards how people perceive you. speed. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. the manner they are performing the task. we can say that “effective communication is a building block of successful organizations”. ironed clothes and a lively smile will always carry more weight than words. i. Managers also use Written Communication in form of letters. communication acts as organizational blood. a late arrival will be considered as a nonverbal cue that he / she does not give adequate respect to his superior? Paralinguistics: It is the study of variations in pitch. touching someone's head may be considered as rude.e. Thus. subordinates. Have you ever observed that while AN employee will not worry about running a few minutes late to meet a colleague..
Organizational publications. Communication also helps in socializing. Communicating the organizations mission and vision to the employees. Thus. In other words. Downward communication is used by the managers for the following purposes Providing feedback on employees performance Giving job instructions Providing a complete understanding of the employees job as well as to communicate them how their job is related to other jobs in the organization. Highlighting the areas of attention. analyze the reasons for their occurrence and take preventive steps to avoid those barriers. This communication flow is used by the managers to transmit work-related information to the employees at lower levels. letter to employees. communication flows in 5 main directions1. A manager must discover various barriers to communication. They must comply with organizational policies. As discussed earlier. It is also said that one cannot survive without communication. communication from superiors to subordinates in a chain of command is a downward communication. group meetings etc are all examples of downward communication. There are various levels of hierarchy and certain principles and guidelines that employees must follow in an organization. In todays life the only presence of another individual fosters 5. Upward Flow of Communication: Communication that flows to a higher level in an organization is called upward communication. . Thus. managers must: • • • Specify communication objective Ensure that the message is accurate. communication helps in controlling function of management. 1. In order to have effective and error-free downward communication. Employees require this information for performing their jobs and for meeting the expectations of their managers. Downward Flow of Communication: Communication that flows from a higher level in an organization to a lower level is a downward communication. An effective and efficient communication system requires managerial proficiency in delivering and receiving messages. Downward Upward Lateral Diagonal External communication. Communication Flows in an Organization In an organization. 5. specific and unambiguous. The subordinates also use upward communication to tell how well they have understood the downward communication. communication also assists in controlling process. It helps controlling organizational member’s behaviour in various ways. 3. It provides feedback on how well the organization is functioning. The subordinates use upward communication to convey their problems and performances to their superiors. 2. Utilize the best communication technique to convey the message to the receiver in right form 2. perform their job role efficiently and communicate any work problem and grievance to their superiors.4. circulars. It can also be used by the employees to share their views and ideas and to participate in the decision-making process. 4. the primary responsibility of a manager is to develop and maintain an effective communication system in the organization.
The organization has to work a lot to get the accurate feedback. allowing their employees to express general views. peers. between managers at same levels or between any horizontally equivalent organizational member. etc. Lateral / Horizontal Communication: Communication that takes place at same levels of hierarchy in an organization is called lateral communication. There are lot of ways in which company takes feedback from their employees.Upward communication leads to a more committed and loyal workforce in an organization because the employees are given a chance to raise and speak dissatisfaction issues to the higher levels. employee attitude surveys. financial institutes etc. memos. For instance . Grievance Redressal System. Job Satisfaction surveys etc all help in improving upward communication. For instance . supervisor and organization in general. Employees are not always willing to provide feedback. Feedback is essential in communication so as to know whether the recipient has understood the message in the same terms as intended by the sender and whether he agrees to that message or not. banks. 3. open-door policies.. i. letters from employees. employee-manager discussions etc.suppliers. vendors. 5. Feedback Communication . The advantages of horizontal communication are as follows: It is time saving. It facilitates co-ordination of the task. It provides emotional and social assistance to the organizational members. It helps in solving various organizational problems. It facilitates co-operation among team members. communication between peers. 4. The managers get to know about the employees feelings towards their jobs. Other examples of Upward Communication are -performance reports made by low level management for reviewing by higher level management. Diagonal Communication: Communication that takes place between a manager and employees of other workgroups is called diagonal communication.e. Complaint and Suggestion Box. Managers can thus accordingly take actions for improving things. company news letter etc. The organization should be receptive to their employee’s feedback. emails. External Communication: Communication that takes place between a manager and external groups such as . The managers encourage feedback by asking specific questions.To design a training module a training manager interacts with an Operations personnel to enquire about the way they perform their task. It generally does not appear on organizational chart.To raise capital the Managing director would interact with the Bank Manager. It is a means of information sharing It can also be used for resolving conflicts of a department with other department or conflicts within a department. such as : Employee surveys.
Well timed . we should always direct it to the recipients goal. The manager must create an environment that encourages feedback. 3. 5. What is the value of learning technical skills? “Value” means different in different sentences. Impersonal . manager should say”I was annoyes when you missed your work yesterday”. “Do you have any doubts?” etc. There are several barriers that affects the flow of communication in an organization. Perceptual and Language Differences: Perception is generally how each individual interprets the world around him. If your audience doesn’t understand what you mean. It is essential for managers to overcome these barriers. Same word may mean different to different individuals. For example instead of saying”You were absent from work yesterday”. For example: consider a word “value”.Manager should make use of statements with the words like “I”. the family members might take him as an emotional support. The HR Manager might be in confusion whether to retain that employee or not. the manager should make sure that the recipients understands the feedback properly. 4. Communication Barriers . you can tell by the response and then refine the message accordingly. All generally want to receive messages which are significant to them. The main barriers of communication are summarized below. These barriers interrupt the flow of communication from the sender to the reciever.For feedback to be effective. A manger should ensure that a feedback should: 1. the message will be destroyed. the manager should not criticize anyone personally. Due to such disturbances.If we have something negative to say about the person. The linguistic differences also lead to communication breakdown. At the same time he must allow his subordinated to express their views also. the manager should not mention the factors which are not in control of the recipient. But any message which is against their values is not accepted. Giving your audience a chance to provide feedback is crucial for maintaining an open communication climate.Feedback is your audience’s response. Goal oriented . 6. Focus on a particular behaviour . it enables you to evaluate the effectiveness of your message. He should ask questions like “Do you understand?”. Following are the main communication barriers: 1. I value our relation? c. Communication breakdown occurs if there is wrong perception by the receiver. A same event may be taken differently by different individuals. If any kind of disturbance blocks any step of communication. Thus the managers must locate such barriers and take steps to get rid of them. thus making communication ineffective. a. 7. It is essential to control this information flow else .Feedback is most effective when there is a short gap between the recipients behaviour and the receipt of that feedback.It should be specific rather than being general. “However” etc. 2. While giving negative feedback to the recipient. Information Overload: Managers are surrounded with a pool of information.Reasons for Communication Breakdown Communication is a process beginning with a sender who encodes the message and passes it through some channel to the receiver who decodes the message. For example after explaining the job to the subordinated he must ask them whether they have understood it or not. Ensure understanding . Communication is fruitful if and only if the messages sent by the sender is interpreted with same meaning by the receiver. the immediate manager might think of replacement because his teams productivity is being hampered. For example : A person is on leave for a month due to personal reasons (family member being critical).Feedback should be job related. What is the value of this Laptop? b. Use “I” statements . managers in an organization face severe problems. 2.
but only hear. 3. Distraction/Noise: Communication is also affected a lot by noise to distractions. These are as follows: 1. Emotions: Emotional state at a particular point of time also affects communication. It persuades the audience. the audience’s view points. For example a traveler may pay attention to one “NO PARKING” sign. repetitive messages should be ignored for effective communication. Concise communication provides short and essential message in limited words to the audience. As a result communication is less effective. Completeness . Concise message is non-repetitive in nature. Time Pressures: Often in organization the targets have to be achieved within a specified time period.The communication must be complete. Conciseness . 6. Complete communication helps in better decision-making by the audience/ readers/ receivers of message as they get all desired and crucial information. he no longer listens to it. background. Only the people at the top level can see the overall picture while the people at low level just have knowledge about their own area and a little knowledge about other areas. i. 2. If the receiver feels that communicator is angry he interprets that the information being sent is very bad. the formal channels of communication are shortened. or messages are partially given. more the number of managerial levels). Thus. 4. Similarly use of loud speakers interferes with communication. Inattention: At times we just not listen. A complete communication has following features: Moreover. unhygienic room also affects communication in a meeting. It underlines and highlights the main message as it avoids using excessive and needless words. One cant always retain what is being told specially if he is not interested or not attentive.Consideration implies “stepping into the shoes of others”. more is the chances of communication getting destroyed. 7. the information is likely to be misinterpreted or forgotten or overlooked. This leads to communication breakdown. i. communicating what you want to convey in least possible words without forgoing the other C’s of communication. 5. the superior may not get what he is saying and it leads to disappointment of subordinate.e. not completely transferred. the failure of which has adverse consequences. The sender of the Complete communication develops and enhances reputation of an organization. Physical distractions are also there such as.3. mind-set. 8. poor lightning. Conciseness is a necessity for effective communication. message must take into consideration the receiver’s mind set and convey the message accordingly. i.e. A complete communication always gives additional information wherever required. Thus sufficient time should be given for effective communication. Effective communication must take the audience into consideration. Seven C’s of Effective Communication There are 7 C’s of effective communication which are applicable to both written as well as oral communication. education level. Concise message is more appealing and comprehensible to the audience.. Poor retention: Human memory cannot function beyond a limit. While he takes it differently if the communicator is happy and jovial (in that case the message is interpreted to be good and interesting). but if such sign is put all over the city. Complexity in Organizational Structure: Greater the hierarchy in an organization (i.e. uncomfortable sitting.Conciseness means wordiness. they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. .e. It leaves no questions in the mind of receiver. Similarly if a superior is engrossed in his paper work and his subordinate explains him his problem. It should convey all facts required by the audience. Concise communication has following features: It is both time-saving as well as cost-saving. Consideration . In a haste to meet deadlines.
. reflective and enthusiastic. If the communication is correct. Emphasize on “what is possible” rather than “what is impossible”. Awareness of these 7 C’s of communication makes you an effective communicator. Correctness . healthy. Courteous message has following features: Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. It makes use of appropriate and correct language in the message. Concreteness strengthens the confidence. Concrete messages are not misinterpreted. Empathize with the audience and exhibit interest in the audience. appropriate and concrete words. This will stimulate a positive reaction from the audience. It checks for the precision and accurateness of facts and figures used in the message. 6. Correct message has greater impact on the audience/ readers. committed. Clear message makes use of exact. It makes use of terms showing respect for the receiver of message. Show optimism towards your audience.Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. thanks. Modify your words in message to suit the audience’s needs while making your message complete. Clarity . It is not at all biased. Features of considerate communication are as follows: Emphasize on “you” approach. 5. warm. Clarity in communication has following features: It makes understanding easier.Correctness in communication implies that there are no grammatical errors in communication. judicious. emotions as well as problems. Correct communication has following features: The message is exact. rather than trying to achieve too much at once. correct and well-timed. Concrete message has following features: It is supported with specific facts and figures. Complete clarity of thoughts and ideas enhances the meaning of message. The sender of the message should be sincerely polite. help.etc. Lay stress on positive words such as jovial. Courtesy . it boosts up the confidence level. Courteous message is positive and focused at the audience. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. 7. It makes use of words that are clear and that build the reputation. etc.Concrete communication implies being particular and clear rather than fuzzy and general. 4. Concreteness . their requirements. Make an attempt to envisage your audience.Clarity implies emphasizing on a specific message or goal at a time.
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