Communication Perspective

Processes and Principles of Effective Communication

Effective communication is a key to interpersonal skill and by
learning how you can improve your communication has many
benefits. It sounds so simple: say what you mean. But all too often,
what you try to communicate gets lost in translation despite your
best intentions. You say one thing, the other person hears
something else, and misunderstandings, frustration, and conflicts
ensue. This is very true especially in the absence of physical, face-
to-face communication4
• Communication is beyond simply putting words into thoughts and
emotions. It is done effectively only when information is transmitted
without changing both the content and the context of the message.
Simply put, communication is the art of creating and sharing ideas for
a specific purpose. It comes in many forms:

verbal communication, which includes the use of language, sounds,

and tone of voice
non-verbal communication, which includes body language and facial
expressions
written communication, such as through journals, emails, blogs, and
text messages
visual communication, which involves signs, symbols, pictures,
graphics, and emojis
Effective communication is dependent on how rich those ideas are, and
how much of those ideas are retained in the process. In order to be an
effective communicator, a number of skills have to be utilized. Which
skill one chooses greatly varies and is dictated by the situation, the
content or the actual information a person needs or wants to convey,
and the intended recipient of that information.
DID YOU KNOW? Almost 91% of professionals from the world’s top 300
multinational companies said that communicating in English is
important for work success, but only 7% of them indicate that their
current level of English is sufficient for their jobs. This is
based on “The Globalization of English” research study conducted by
the McKinsey Global Institute.
Audience Analysis

A key element in effective communication is audience analysis.

“Audience” here does not only refer to the people listening to you in a
public speech. Rather, it refers to anyone who is expected to receive the
message you are sending. Knowing the audience, understanding their
level and how they need to receive the information – also known as skills
on audience analysis – are extremely important in “packaging” the
message and sending it across. Audience analysis is therefore one skill
an effective communicator must have. It is imperative that you find out
who the audience is – who will actually receive your ‘message’ – and
what they need to know. Only in doing so can you properly adjust all the
other elements of communication, such as your words or registers, your
tone, and your expressions.
Another aspect that needs consideration in analyzing the audience is identifying and
trying to overcome possible communication barriers. These are not confined to
physical noise (cars passing by, someone pounding on the table) and physiological
issues (an upset stomach), but could also include cultural difference, varying levels
of expectations and experiences, and difference in perspectives and communication
styles.
Anyone might experience one or all of these barriers at any given circumstance, and
that such barriers exist has to be recognized so that anyone who is trying to
communicate can adjust and apply the proper tools and strategies to remove
those barriers that prevent the message from getting across.
Principles of Effective Communication
Effective communication requires a certain level of connection between and among
people, allowing a series of exchanges of thoughts and emotions, eventually leading to
mutual understanding. In order for that to happen, the following principles must be
observed.
Clarity. This pertains to both the message and the purpose why the message has to be
sent. The message should be clear by using appropriate language and communication
channels, but equally important is that the reason for sending and receiving the
message must be understood by both sender and receiver.
Conciseness. The message should be as brief as may be required depending on one’s
purpose, especially in most modern contexts in the business and academic fields
where time is of the essence. It should be devoid of trivial details that would hinder
communication.
Completeness. Despite its conciseness, the message should still be complete and
accurate. Whenever necessary, background information should be given to provide
better context; facts and observations may also be helpful.
Organization. Effective communication is usually planned in order to
ensure the systematic flow of ideas and transition from one point to
another. There are instances, however, when communication is
impromptu, but this should not be an excuse for an organized
presentation of ideas.
Empathy. The sender of the message should be sensitive to the needs
and interests of the receiver. In case of face-to-face communication, the
speaker must always be conscious of the reaction of the listener and
adjust his/her communication strategy accordingly.
Flexibility. Different people have different communication styles, and
consequently, different expectations. Effective communicators know
how to adapt to the varying needs and expectations of their audience,
and modify the message or the way the message is sent to avoid
misunderstanding or misinterpretation.