BBA Business Communication Study Material Guidelines For Effective Communication : BBA Business Communication Most Important Notes Sample Model Papers in English.
- Understanding the process of communication, and the problems/barriers likely to arise in it is necessary for an effective communicator.
- An effective communicator must be clear about what he wants to say. It can be done only by careful planning. Communication does not take place by chance.
- Effective communication is the responsibility of all the people in an organization working towards a common goal.
- Effective communication is based on the use a set of symbols mutually understood by the sender and the receiver. One must, therefore, use simple language and avoid jargon.
- The needs of the receiver must always be kept in mind.
- Communication will not be regarded complete unless the sender gets feedback from the receiver.
- For effective communication emotions should be kept under control.
- Politeness is an indispensable, ingredient of effective communication.
- All efforts must be made to eliminate ‘noise’.
- Assumptions mar communication.
- The language of effective communication is simple, relying more on denotations than on connotations.
- Communication can be effective only when both the sender and the receiver are well informed about each other.
- A message must be complete leaving, as far as possible, no scope for guesswork.
- Effective communication is concise and crisp.
- Proper use of body language is necessary for effective communication.
If we have a reasonably good understanding of the process of communication and its problems, barriers and breakdown it should not be difficult to make our communication effective. It must, however, be made clear that ideal communication is rarely achieved. Perhaps it does not exist. But we can, and should, strive to acquire all those skills and take care of all those aspects that make communication effective. As somebody has very well said, “Ideals are like stars. We may never reach them, but they keep guiding our path”. So is the case with communication. Given below are some guidelines that must help us communicate effectively.
In the first place we must make a careful analysis of what exactly we wish to communicate. As is often the case in business we may not be able to clarify the issue completely, unless it is by nature very simple. But any effort made in this direction proves to be fruitful. Hence it is absolutely necessary to understand the purpose of our message. And this requires careful planning as has been noted in the preceding chapter, lack of planning becomes the first major barrier in communication. Does not just take place. We have to make all possible efforts to understand the why’s and how’s the when and where, and above all the ‘what’ of our message. As George Bernard Shaw says, “The major mistake in communication is to believe that it happens”.
Let us not forget that effective communication is the responsibility of all persons in the organization. They may be at any level – managerial or non-managerial. They are all working towards a common goal. It means that all of them have a share, directly or indirectly, in many different ways, in the process of communication. Whether communication is effective can be judged on the basis of the intended results. And the results are the responsibility of the entire organization. It has, therefore, to e group – responsibility. Managers are advised to consult with others whenever necessary. Often it is necessary to seek the authority to communicate before a message is sent, or someone is to e kept in the picture in regard to the action intended. It is, therefore, useful to remember the headings ‘For Action’ and ‘For Information’ when communications are being planned.
The encoding and decoding of the message should be done with symbols that are familiar to the sender and the receiver. It is an immutable condition of communication that the code or set of symbols be mutually understood/intelligible. That is why managers, and especially the specialist staff, are advised to avoid unnecessary technical jargon which is intelligible only to the experts in their respective fields. Quite often communication becomes ineffective if the specialists/technical experts, who are accustomed to using a special kind of vocabulary and phraseology among themselves, use their particular variety of language even with the administrative or accounts section of the organization. They must remember that, beyond their jargon, there is a common core of language.
Whenever we communicate we must keep in mind the needs of the receivers of the message/information. It should be our Endeavor to see that whatever we communicate should be of value to the receiver, both in the short run and in the distant future. Our awareness of the needs of the receiver will make him more receptive.
‘Use feedback’, exhorts Stephen Robbins, a renowned authority on organizational behavior. As the model of the communication process given in the preceding chapter shows, communication is complete only when the message is understood by the receiver. And we can never know whether communication/message is understood unless the sender gets feedback. Many communication problems arise because of misunderstandings and inaccuracies. They are less likely to occur it we make sure that the ‘feedback loop’ is utilized in the communication process. We can achieve this target by asking questions, requesting a reply to a letter, and encouraging the receiver to give his reactions to the message/information.