Communication serves as the foundation of every facet of a business. Effective communication is communication between two or more persons with the purpose of delivering, receiving, and understanding the message successfully.
Communication is the act of sending a message through different media; it can be verbal or nonverbal, formal or non-formal so long as it transmits a thought provoking an idea, gesture, action, etc. Good communication is considered a learned skill.
Most people are born with physical ability to talk, but we must learn to speak well and communicate effectively. Speaking, listening and our ability to understand verbal and nonverbal meanings are skills we develop in various ways. We learn basic communication skills by observing other people and modelling our behaviors based on what we see.It is however important here to point out that information is of little use until it is communicated to the person who is to receive it or who has the need for it.
Communication therefore is the process of transmitting, disseminating or passing information from one person to the other or from one place to the other. In other words, communication is the process of creating, transmitting and interpreting ideas, facts, opinions and feelings. It is a process that is essentially a sharing one, a mutual interchange between two or more persons.In addition ,communication is the exchange of information between managers.
To make sure you communicate in the most effective manner possible, you need to know the 7 principles of communication. Therefore, below list of the 7Cs of communication, also known as the 7 principles of communication, will provide you with a useful checklist to ensure good communication in the workplace.
When your message that you want to convey is concrete – not liable to have fallen, your audience (team or clients) will have have a clear picture of what you’re trying to tell them. It will only be concrete when it has suitable data that backs it up. Your argument should be supported by factual material that includes data and figures, leaving no space for the audience to imagine the things.
The whole point behind your message will be useless when you are not coherent. You need to have a good understanding of what goes where and what comes when. Coherent communication is logical. It is a well-planned, logical and sequential manner of communication. There should be a good connection with the main topic and the flow should be consistent.
The purpose of your message should be clear so that the reader doesn’t head up scratching his/her head to understand what you mean. Be clear of what format do you want to say it in. Be clear about your goal or purpose. Your readers shouldn’t have to make assumptions regarding what you’re trying to say. For example, the sentences should be short, prefer the active voice and state it in separate bulleted points.
Commitment is a major part of workplace communication skills. It simply measures one’s dedication and the degree to which one communicates surety in the argument. It convinces the prospects kindly. A well-committed message will leave a greater impact and increase your morale.
The choice of words matters when you are communicating at work. Your words shouldn’t leave your team confused. You need to communicate your message in the least possible words, have the consistency of tone, voice, and content so that you can save time. There is no room for repetition. Try to use short sentences and short words.
Never leave your sentences incomplete. Each message must have a logical conclusion. People shouldn’t be left wondering if there is more to come. Make sure you communicate completely that includes the need to be informed and take action.
Your argument should make the other person respectful. Try your best that in your communication you’re honest, respectful, open and polite. Say it with proper care and it will be perfectly effective and important. Offensive words can put off people.
The Need for Good Communication in Organizations
Communication is an essential part of any company. Moreover, good communication skills are incredibly important in the business world. In some researches we can find many ways to manage and deal with difficult communication. She attests that the point of communication is having a conversation with another person, and this conversation must be two-way in order for communication to successfully occur. This central idea is to remember what is communicated especially during times of conflict. In fact, ―you are not being effective when your voice rises, your body tenses, or your temper flares.
Some scientists believe that in order for successful communication to occur, two things must be kept in mind; the first is that everyone has his/her own ideas and perceptions and these must be respected. The second is the idea of closure; that every conversation needs closure. Tucker states that you need to keep in mind that each person comes to the conversation table with his or her own perception of what happened, what exists, or how to do something.
It does‘t help the situation to negate a person‘s viewpoint without facts and concrete examples of behavior or acts that were considered inappropriate, unprofessional or unacceptable. However, it is important to communicate until you get closure‖ on the conversation. Closure means you and the other person have discussed all of the issues and, while the person may not agree, he or she has listened to you in a non-threatening, non-defensive environment and clearly heard what you had to say.
This concept is incredibly important to remember in the corporate environment. Companies are made up of various types of employees and managers, each with their own personalities and viewpoints. Therefore, it is important to remember to respect everyone‘s opinions no matter how different they may be. Also, the notion of closure in a conversation is essential because leaving a conversation up in the air or even with hostility can often result in damaging or breaking business relationships. Good communication is necessary in order for businesses to run successfully and smoothly.
While an organization is separated from its environment, it has to have some ways of communicating with the environment. Anything which is external to a system belong to the environment and not to the system itself. This is true of all types of organizations. The environment exerts considerable influence on the behavior of an organization at the same time, the organization can do little or nothing to control the behavior of the environment.
The importance of communication for a manager
The most effective managers are those who understand communication and its use in he organization setting. Communication is the vehicle that allows managers to fulfill each management function. To plan successfully, managers must be able to effectively communicate their vision to the rest of the organization. To organize successfully, managers must allow for and encourage free-flowing communication both up and down the hierarchy, as well as between departments and colleagues.
To lead successfully, managers must clearly communicate organizational goals to employees and through that communication, inspire employees to trust in their leadership and to perform at the highest levels possible. To control successfully, managers must effectively communicate with employees to monitor progress to re-emphasize organizational goals, and to correct on-going processes. Consequently, communication is more than simply talking, writing, reading and listening.
Effective communication is the key to successful management.Communication allows managers to share goals with shareholders both inside and outside the organization. It permits managers to stimulate behavior changes in employees and suppliers.It enable managers to inspire loyalty from employees and customers. It allows managers to convince employees and unions to abandon counter productive practices. It enables managers to persuade leaders to provide financing and it permits managers to calm angry customers and to impress new ones.
Hence, managers must be effective communicators to function. But what makes managers successful communicators? First, they must understand what communication is. Next, they must understand how communication works, on both an interpersonal and an organizational level and finally, they must understand what barriers can impede communication so that they can overcome such impediments and improve communication through the organization.
In the modern day organizations,communication is popularly considered in terms of; the media of communication such as internal memorandum, reports of various forms, etc; the skills of comm uni-cation such as giving instructions, interviewing, charing meetings, etc and the organization of communication like chain of command, briefing groups, work committees, etc.
However, communication at its basic levels involves three basic elements or components, which are encoder, channel and decoder. The source or the origin information is known as the encoder. That is, the encoder is the originator of the information to be communicated to the other party. The channel is the medium chosen or to be used in communicating the message or information to other party. The decoder is the person to whom the message or information is being sent. He is the receiver of the message. However, he may, or may not, be the user of such an information. For instance, if the Managing Director of company 22 telephoned the personnel manager of company 45, the managing director is the encoder, the telephone line the channel and the personnel manager is the decoder in this example. However, the three of them must always be present regardless of the size or system of communication.
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There are many methods or techniques of communication depending on the nature, scope and level of technology and those of application of information in the organization. For instance, in small scale business organizations like a sole proprietorship (Sole trader or one-man business), small scale dry-cleaning firms, etc., most communications whether between the business owner and the workers or between him and his clients are done on face-to-face personal contacts.
However, as business expands and nature of operations becomes more complex, there will normally be the need for more documentations which necessitates written rather than simple oral communication. This essentially the is the main feature of the medium scale business units like the partnerships, and private and public limited liability companies.
In addition, most of the giant companies especially the multi-products, multi-national and trans-national companies, etc, make use of the modern day high technology.In nearly all these companies, most communications are done using computers, telephone, Internet, Intercom, telex, telefax, radiogram, telegram General System of Mobile communications (GSM) and the like.
An organization can choose from variety of channels available for effective communication of business or management information across the lines within the system on the basis of its own peculiarities. Also, the nature of linkages between organizational systems will vary, depending on the requirements of each subsystem. Consequently, typical means or channels of communication from among which an organization may choose may be categorized as in the following subsections.
This express information through the use of languages, which is composed of words and grammar. To create a thought, words are arranged according to the rules of grammar so that the various parts of speech are in the proper sequence. Then the message is communicated either in Oral form or Written form.
The expression of ideas through spoken word. Managers communicate with colleagues and employees using such oral media as face-to-face conversion, telephone calls, (including messages left on answering machines), private meetings, group meetings, teleconferencing (the use of telephone equipment to allow people in differing locations to take part in discussion.
Oral communication is generally easier and more efficient than written communication. It allows for immediate feedback. Managers tend to rely more heavily on oral than on written communication for sharing information on a day-to-day basis, although they generally put important messages in writing.
From this analysis, it can be observed that oral communication may occur in a face-to-face personal situation or by telephone. Information regarding business can be communicated using the telephone. For instance, an oral contact can be made through the telephone by the sales ledger subsystem to find out when payment of an overdue debt is expected, the request and responses are both provided verbally. A major limitation of oral communication, however, is that, even though it provides a personal and dynamic form of expression, its transitory nature makes it subject to misinterpretation and mis-remembering.
Having discussed oral and communication thus far, attention here will be focused on an in depth study of the potency of oral communication. In this sense, emphasis will be laid on the ―Power of word concepts‖ as it has been revealed right from the beginning of the universe. ―Word‖ itself has been explained by various philosophers and the use or potency of it has almost become unquestionable.The potency or the power of words is undoubted. For instance, in saying prayers, in cursing one another, in praising, etc., word or oral communication is very important.
Knowing the simple ways of saying ―I am sorry, ―Please, ―Let us do it together, ―Kindly help me or even constructive criticism by word of mouth can do a lot to dictate the success or otherwise of an administrator or manager at work, at home, within a society, etc. Consequently, a good administrator should be mindful of what he says all the time with a high degree of consciousness. Once you have altered a word or statement, you cannot deny it; else you become a liar. Hence, a manager can use his word of mouth to damage his or her own chances of success at work not to talk of those of his subordinates or even colleagues. Likewise, the employees can make or mare the corporate objectives of their organization if care is not taken.
In many big companies or organizations where computerization has gained a lot of grounds, much information is transferred between subsystems by computers.Interfaces between modules of computer systems enable automatic transfer of electronic data in the forms of signals and waves. Consequently, details of dispatches of good from stock might be automatically passed on to the sales ledger or accounting subsystems, so that invoice can be raised.
Electronic communication is also possible for one off messages, for example, through the use of electronic mail. The benefits of electronic communication are speed, accuracy and the elimination of much human processing. Typical examples of electronic communication is the use of internet facilities such as E-mail, voice-mail, etc.
Information systems play a vital role in the e-business and e-commerce operations, enterprise collaboration and management, and strategic success of businesses that must operate in an internet worked global environment.―Access to information and communication technologies (ICTs) implies access to channels and modes of communication that are not bound by language, culture or distance. New forms of social organization and of productive activity emerge which, if nurtured, could become transformational factors as important as the technology itself (International Development Research Centro, 1996) Internet services, in conjunction with existing and more widely used communication media, will enable the broadest enhancement of information and communication resources.Other Means of Communication
We can notice non-verbal and non-written communication. They express information without words, through gesture and behavior and it is often unplanned, even unconscious while it is governed by few rules. Non-verbal communication and non-written commune-cations can convey the following meanings:
- Gestures and Postures. For instance, learning forward and maintaining eye contact show interest.
- Facial expressions and eye movement. For example, genuine smile indicate warmth or approval.
- Touch.This can have both positive and negative connotations. It can comm-indicate caring and support as well as intimidation and intrusion.
- Dress and Personal Traits. Appreciate communication style, personality and status. In most organization, a professional image is important.
From this section, we would observe that communication methods include written, verbal, formal and informal communication. Written communication encompasses letters, memos, notes, emails and all other forms of writing. Verbal communication includes face-to-face discussions, phone calls, i-chating over the Internet and group meetings. Both verbal and non-verbal communication is extremely important within the business world and also in people‘s personal lives. Being able to communicate properly can make uneasy situations or tough times much easier to handle, remaining calm and understanding can lead to resolve of uncomfortable situations. One of the biggest components of being a good communicator is being a good listener. Without the ability to listen you cannot be a good communicator.
In conclusion, effectively communication can be a very useful tool when it comes to confrontation. At the work place, confrontations do occur; that is no surprise! However, effective communication can put many of these issues to bed if used properly. In a stressful situation, an effective communicator will be able to defuse‖ the situation. This applies not only to aggressive confrontations but also to conflicts of interest.
One team member may want to follow option A while the wants to follow option B. The effective communicator will lay out the positives and negatives of both options and gather everyone‘s opinions on the situation. This not only provides a majority decision but also a calm resolution to a problem. The idea of whether women are better communicators than men is circumstantial.
Sure women tend to engage in more and lengthier conversations than men, but this is dependent on personality. There are far too many stereotypes that portray women as talkers and even more persuasive than their male counterparts.
However, this is incredibly subjective. Environment and upbringing is the one factor of whether or not someone, despite gender, can become a good communicator. The argument based on the beliefs of society that deems women as more conversational is simply not enough to support the idea that women make better communicators than men.