Effective communication is a part and parcel of any successful organization. Any communication should be free from barriers so, as to be effective. The Following are 7 Effective Principles of Communication.
Effective Principles of Communication
1. Principle of Clarity:
- It is the most important Effective Principles of CommunicationThe idea or message to be communicated should be clearly spelt out. It should be worded in such a way that the receiver understands the same thing which the sender wants to convey.
- There should be no ambiguity in the message. It should be kept in mind that the words do not speak themselves but the speaker gives them the meaning.
- A clear message will evoke the same response from the other party. It is also essential that the receiver is conversant with the language, inherent assumptions, and the mechanics of communication.
2. Principle of Attention:
- In order to make communication effective, the receiver’s attention should be drawn towards message.
- People are different in behaviour, attention, emotions etc. so they may respond differently to the message. Subordinates should act similarly as per the contents of the message.
- The acts of a superior also draw the attention of subordinates and they may follow what they observe. For example, if a superior is very punctual in coming to the office then subordinates will also develop such habits. It is said that actions speak louder than words.
3. Principle of Feedback:
- The principle of feedback is very important to make the communication effective.
- There should be a feedback information from the recipient to know whether he has understood the message in the same sense in which the sender has meant it. Thus feedback is one of the important Effective Principles of Communication
4. Principle of Informality:
- Formal communication is generally used for transmitting messages and other information. Sometimes formal communication may not achieve the desired results, informal communication may prove effective in such situations.
- Management should use informal communication for assessing the reaction of employees towards various policies. Senior management may informally convey certain decisions to the employees for getting their feedback. So this principle states that informal communication is as important as formal communication.
5. Principle of Consistency:
- This principle states that communication should always be consistent with the policies, plans, programmes and objectives of the organization and not in conflict with them.
- If the messages and communications are in conflict with the policies and programmes then there will be confusion in the minds of subordinates and they may not implement them properly.
- Such a situation will be detrimental to the interests of the organization.
6. Principle of Timeliness:
- This principle states that communication should be done at proper time so that it helps in implementing plans.
- Any delay in communication may not serve any purpose rather decisions become of historical importance only.
7. Principle of Adequacy:
- The information communicated should be adequate and complete in all respects.
- Inadequate information may delay action and create confusion.
- Inadequate information also affects efficiency of the receiver. So adequate information is essential for taking proper decisions and making action plans.
Conditions for Effective Communication:
- It is important to recognize that the environment within the formal organization structure will have an effect upon the successful transmission of concepts and ideas from the appropriate sender to the receiver.
- If the employees are clearly aware of superior-subordinate relationships and horizontal networks, the employees will know with whom they should communicate directly and also what communication needs and expectations the receiver will have.
- If lines of authority and channels of communication are not known, an abundance of miscommunication, excessive communication or lack of communication will occur; similar is the case in the field between extension functionaries and farmers.
- In an exhaustive theory of organization, communication would occupy a central place because the structure, extensiveness and scope of organization are almost entirely determined by communication techniques. Researchers have shown that the average executive spends nearly 70 percent of his working time in communication – in writing, reading, speaking and listening. Today’s managers must be active communicators since all management functions require the skill of communication.
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