Explain the Principles of Effective Communication

The effectiveness of a system is measured in terms of its objective achievement. Therefore, an effective communication system is one which achieved its objectives.

We need to follow certain scientific principles that ensure effective communication. We must also recognize that communication is a skill which improves with practice. A mere understanding of awareness of rules will not suffice. We must practice different forms of communication seriously and consciously to sharpen and improve our skills.

Here are a few important techniques that explain the principles of effective  communication:

1. Clarity of Thought: All forms of communication start with a basic question of what to communicate. You must be clear about what you wish to convey – information, idea, opinion, emotion, and feeling. Think and rethink your ideas till they become absolutely clear and then give them a shape, a form. If you are clear and sure about what you wish to say, if you understand your ideas quite well and if all confusion has been got rid of, your communication is likely to be more successful. Formulate the message clearly and then select the appropriate medium to convey it. Selection of the message will depend upon your objective, the level and interest of your receiver and the situation.

2. Clarity of Expression: You are required to encode the message in such a way that the receiver understands it and responds in the desired manner. It means that you should use your symbols I.e., words in verbal communication with great care. Correct use of words would impart clarity to your expressions.

Let us consider the kind of words one should use to make communication effective:

i. Use Familiar words: Simple and short words will provide clarity to your expressions. They are more effective than pompous and high-sounding words. It is important to remember that communication becomes effective when the receiver does not have to make strenuous efforts to understand the message.

It would be better to generally avoid the kind of words given in column A and replace them with words given in column B:

COLUMN A	COLUMN B
Demonstrate	show
terminate	end
utilize	use
acquaint	inform
Prior to	before
Subsequent to	after

 

ii. Use Concrete Words: Effective communication is marked by specific words – words that form sharp, clear meaning in the reader’s or listener’s mind. Such words are called concrete. Concrete expressions create visual images that are easy to register.

COLUMN A	COLUMN B
A significant loss in the near future.	A 55 percent loss by Friday evening.
This piece of jewellery is inexpensive.	This beautiful ring cost just Rs. 1200.
You can own this washing machine by paying Rs 1100 cash down and easy instalments later.	You can own this automatic washing machine for Rs 1100 cash down and 12 months of easy instalments of Rs 1000.

 

iii. Use Strong Words: Nouns and verbs are strong and vigorous words. They evoke images of action and doer of the action. Adjectives and adverbs on the other hand are weak words. They are essentially vague and abstract and distract attention from nouns and verbs.

You should also avoid jargon. Jargon refers to a special language of trade, profession, or field of study. Jargon tends to make communication dull, stiff and too formal.

In business and administration, for example, expressions given in column A are quite common, they should be replaced by expressions given in column B.

COLUMN A	COLUMN B
We shall advise you…	We shall let you know…
As per…	According to…
We acknowledge…	Thank you for…

 

3. Conciseness: The old saying ‘brevity is wit’ still holds good. Try to convey your message in a language that is concise and to the point. Conciseness is achieved by avoiding non-essential details and unnecessary repetitions. Brevity should not, however, be achieved at the cost of clarity. Conciseness in language also depends on the effective use of words. You must learn to use words economically. Some examples are given below:

Avoid surplus words	Concise Expressions
He ordered desks that are of the executive type.	He ordered executive-type desks.
There are four important rules that should be observed.	Four rules should be observed.

 

Avoid Long Phrases	Prefer Conciseness
In the event that payment is not made by next week, work will come to a standstill.	If the payment is not made by next week, work will come to a standstill.
In spite of the fact that they received help, they failed to achieve the target.	Even though they received help, they failed to achieve the target.

 

4. Consideration: Our communication will be effective if the point of view of the reader or the listener is constantly kept in mind. Never consider the reader or the listener as part of the crowd – he has his distinct personality with his special tastes, likes, and dislikes. We must have warmth for him and a healthy and positive attitude towards him. Sincerity and honesty are always appreciated and these virtues must be reflected in our communication.

5. Courtesy: Courtesy removes irritants and earns us the goodwill and good feelings of the reader or the listener. It leads to better relations and better understanding. Effective communication involves attentiveness on the part of the receiver. Both of these values help us in getting his attentiveness. They also help in overcoming prejudices and promote good relations.

 These general principles can be applied to different forms and types of communication. We shall consider many of these principles in detail when we take up specific forms of written and oral communication.