Communicating Effectively and with Clarity

What is Communication?

A Few Definitions are

Communication allows people to exchange thoughts by one of several methods..

Auditory means, such as speaking or singing And Physical means such as sign language, touch or eye contact.

The exchange of information between two points. The successful transmission of information through a common system of symbols, signs, behaviour, speech, writing or signals.

Communication

Communication is an essential management function. It describes an attempt to achieve as complete and as accurate an understanding as possible between two or more people.. What you say is only as important as what is heard and understood by the listener.

Since the beginning of time the need to communicate emerges from a set of universal questions:

Who Who Why How How

am I? needs to know? do they need to know? will they find out? do I want them to respond?

Since the beginning of time

Individuals, communities and organisations express their individuality through their identity. From the cave paintings to digital messages transmitted via satellite, humanity continues to create an infinite sensory palette of visual and verbal expression.

What Does a communication process involve?

You have an idea that you need to communicate and a message is sent to the receiver, either verbally or non-verbally. The receiver then translates the words or nonverbal gestures into a concept or information.

The success of the transmission depends on two factors ..

Content the actual words or symbols that constitute a part of the message, known as language either spoken or written. Context is the way the message is delivered the tone, expression in the senders eyes, body language, hand gestures and state of emotion - anger, fear, uncertainty, confidence and so on. When we communicate, the other person notices two things: What we say and how we say it.

You cannot have human relations without communication

Good and effective communication is required for good and successful business administration. It is one of the basic functions of management in any organisation It is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organisation.

Manager and Employee relations

Effective communication of information and decision is an essential component for management-employee relations. Most management problems arise because of lack of effective communication. Chances of misunderstanding and misrepresentation can be minimized with proper communication.

For motivation and employee morale:

Inappropriate or faulty communication between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well they are doing and what can be done for better performance to improve their motivation. He can prepare a written statement clearly outlining the relationship between company objectives and personal objectives, integrating the interest of the two.

Verbal Communication

Could be an address or lecture A presentation with or without visual aids like slides, Flip Charts, short films A Power Point Presentation What is important though is that the message gets across with Clarity and no ambiguity

So How Do We Do it?

Decide what exactly do you want to tell your audience Then say it in simple and lucid language Your sentences have to be short and crisp grammatically correct and must carry the message without ambiguity. Each sentence must carry just one thought in a straightforward manner. Never ever use abusive language, it doesnt matter if your audience is made up of your juniors and you are trying to put the fear of God into them. Just never do it.

Five exercises to practise every day!

Pretend you a newscaster and read out the newspaper to your mirror. Do not read local newspapers. Focus on national newspapers. While reading a book, underline all the words you do not know. Look them up in the dictionary. Make a list of these words, make sure you use at least five of them in a conversation during the day. Most important, make an effort to speak in English to your friends and family.

All of us can hear, but all of us cannot listen..

Hearing and listening are not the same thing. Hearing is involuntary Listening involves the reception and interpretation of what is heard. It decodes the sound heard into meaning.

An Active Listener does not ..

Does not finish the sentence of others Does not answer questions with questions Never daydreams or becomes preoccupied with ones own thoughts when others talk Lets others talk Does not dominate the conversation Provides feedback but does not interrupt incessantly. Keeps the conversation on what the speaker says.. Not on what interests them.