There are some principles that make good communication in our organisation. The principles are those fundamental rules that guide the management in the formulation of policies. The major principles of communication are as follows:
(i) Clarify the Ideas before Communication: It is important to clarify all the ideas before communication. The problems that are to be communicated to the subordinates should be made understandable in all perspectives to the executive himself. The entire problem should be studied in depth, analyzed and then stated in such a manner that it sounds understandable to the subordinates. The competence and skills of subordinates, their attitudes and aspirations and their environments of work have to be taken into account for this purpose, before they are asked to respond. The executive should answer each of the queries made by subordinates besides providing the needed guidance for implementing the tasks into actual practice.
(ii) Object of Communication: The object of communication is another important aspect and it has to be crystal clear to the communicator. It is important to have the information about the object to be achieved by transmitting message to the communicatee. It is important to know whether he wants certain information or wants to initiate certain action or change in the attitude of the subordinates. The object is related to the mechanics of communication that determine the language, tone and the style of communication. This type of object should be clear for each communication.
(iii) Environmental Factors: The process of communication is influenced by the environments in which the communicator and the communicatee have to interact. The attitudes and aspirations of superiors and subordinates are determined by the environments within the organisation. It is important to understand as to what extent are subordinates permitted to participate in the communication process. It is also important to know whether the subordinates are responsive to commands of superiors. All such variables are dependent on environmental factors. The socio-political environments that determine the behaviour pattern of unions are ultimately related to the effectiveness of the communication system.
(iv) Consultation with Others: It is important to involve others in developing a plan for communication before communicating the message. The consultation will be helpful in crystallizing the problem and helps in delivering out the relevant methodology for its execution. The consulted persons will feel motivated because this may satisfy his/ her ego needs.
(v) Tone and the Contents of the Message: The other important elements of effective communication are the contents of the message and the tone i.e., the language used and the manner in which the message is to be communicated. The language used should be congenial and should not offend the sentiments and self-respect of the listeners. It should be motivating to evoke response from the listeners. The choice of language and the awareness of the words used predetermine the reaction of the listeners. Traditionally speaking, it has been said that the word of mouth may turn the best friend into an enemy.
(vi) Convey Things for Help and Value to Listeners: It is important to convey things for help and value to the listeners. It is important to know the interests and needs of the people with whom to communicate the message, while passing on message to others. It will surely evoke responses from communicatees, if it is directly or indirectly related to such interests and needs.
(vii) Follow-up Communication: To make commun-ication effective, follow-up action is followed. The communicator makes sure about the success of communication by asking questions concerning the efficiency of communication. The receiver of commu-nication should be encouraged to respond to the communication. If there is any appropriate need or desire that arises, the communication process can be improvised by the feedback that is received to make it more responsive.
(viii) Communication for Present and Future: The process of communication should benefits the present and the future of the organisation. In general, communication is needed to meet the existing commitments. In order to maintain consistency, the communication should aim at future goal of the enterprise as well. For example, if you postpone pointing out deficiency and limitations to loyal subordinates, it will create problems in future. It will make subordinates feel embarrassed but also feel insulted if these types of shortcomings are pointed out in future. On the other hand, the enterprise will get a setback in its plan of action. As a result, to be consistent at long-term goals, the subordinates should be properly educated for their shortcoming after they get noticed.
(ix) Correlation between Action and Communication: There has to be good correlation between action and communication and it should be free from any sort of contradiction. The effective communication is about the effective part of action. This requires good supervision, clear assignment of authority and responsibility, proper reward system and the enforcement of sound policies.
(x) Be a Good Listener: Good listening is a positive trait that enhances communication. The process of communication depends on commands as well as on the resourcefulness of patientce listening. There might be situations where subordinates may experience problems of understanding, execution and coordination. These experienced problems could be removed if you could listen to the queries of the subordinates with patience and then deliver necessary advice and guidance that can sort out the matters.
The principles or guidelines for making communication effective are of a general nature; operationally speaking a number of more exact suggestions can be made to ensure the effectiveness of communication.
The procedures to be followed for making the communication effective are as follows:
(i) Regulating the Flow of Communications: To plan the communication and determining the precedence of messages to be communicated, therefore, that managers may contemplate on more important message of high precedence. If not, there is a possibility of managers being jammed with the assignment of communication. Likewise, incoming communication should be reduced and made strong, if feasible it should be reduced so that the chances of overlooking or ignoring important messages conventional.
(ii) Feedback: Besides communication there is a requirement for the feedback, which means that, communication of the response or reaction to the original communication. Feedback may include the receiver’s recognition and acceptance of the message, his action or behavioural response, and, thus, result is accomplished. Two-way communication is thus measured to be helpful in instituting common thought than one-way communication.
(iii) Language of the Message: The proper language is necessary for effective communication. While organizing the communication, it must keep in view the ambiance, as well as the aptitude of receiver to understand the message precisely. Theoretical ideas should be enlightened and vague expressions kept away. It must be kept in view the semantic problem, that is, using particular words having more than one meaning.
(iv) Importance of Listening Carefully: Listening to verbal messages carefully means a lively method. Half-hearted communication leads to misapprehension and misunderstanding. A listener has to be patience mentally composed, in order to keep away from distractions while getting the communication. They should be able to contemplate on the message and seek explanation, if required.
(v) Restraint over Emotion: Sturdy approach and disturbing pressure on the part of either the sender or receiver of communication are grave handicaps in the communication process. In order to avoid any unenthusiastic force of emotion on the content of the communication, the sender may postpone the communication for a while or consult to exercise self-discipline over his psychological feelings to avoid misunderstanding.
(vi) Non-verbal Signals of Compliance: Verbal communication is usually established orally by the receiver. But it may or may not follow the acceptance of the communication. It is, for that reason, recomm-ended that in the case of verbal communication the sender should view the achievement of the receiver to determine whether the actions are in compliance with the intention and accepting of the same.
(vii) Mutual Trust and Faith: Mutual trust and faith are the best means of building good and effective communication among people in an organisation. Nevertheless, it takes time to build such type of conditions. Managers and subordinates encompass to cooperate for the purpose to make suggestions and correct point of view and eliminate any lack of understanding.
Subcribe on Youtube - IGNOU SERVICE
For PDF copy of Solved Assignment
WhatsApp Us - 9113311883(Paid)
0 Comments
Please do not enter any Spam link in the comment box