Posted by Effective communication is the responsibility of all persons in the organization, managers as well as non managers, in working toward a common aim.
The following guidelines can help overcome the barriers to communication
1) Clarify the purpose of the message
Senders of messages must clarify in their minds what they want to communicate.
This means that one of the first steps in communicating is to clarify the message and to make a plan to achieve the intended end.
2) Use intelligible encoding
Effective communication requires that encoding and decoding be done with symbols that are familiar to both the sender and the receiver of the message.
Thus the manger (and especially the staff specialist) should avoid unnecessary technical jargon, which is intelligible only to experts in their particular field.
3) Consult others’ views
The planning of the communication should not be done in a vacuum. Instead, other people should be consulted and encouraged to participate, to collect the facts, analyze the message and select the appropriate media. For example, a manager may ask a colleague to read an important memo before it is distributed throughout the organization.
The content of the message should fit the recipients‟ level of knowledge and the organizational climate.
4) Consult receiver’s needs
It is important to consider the needs of the receiver of the information.
Whenever appropriate, one should communicate something that is of value to them, in the short run as well as in the more distant future. At times, unpopular actions that affect employees in the short run may be more easily accepted if they are beneficial to them in the long run. For instance, shortening the workweek may be more acceptable if is made clear that this action will strengthen the competitive position of the company in the long run and avoid layoffs.
5) Use appropriate tone and language and ensure credibility
There is a saying that the tone makes the music. Similarly, in communication, the tone of voice, the choice of language and the congruency between what is said and how it is said influence the reaction of the receiver of the message. An autocratic manager ordering subordinate or supervisors to practice participative management will create a credibility gap that will be difficult to overcome.
6)Get feedback
Too often, information is transmitted without communicating. Communication is complete only when the message is understood by the receiver.
The sender never knows whether or not the message is understood unless he or she gets feedback. This is accomplished by asking questions , requesting a reply to a letter, and encouraging receivers to give their reactions to a message.
7) Consider receivers emotions and motivations.
The function of communication is more than transmitting information. It also deals with emotions, which are very important interpersonal relationships between superiors, subordinates and colleagues in an organization.
Furthermore, communication is vital for creating an environment in which people are motivated to work towards the goals of the enterprise while they receive their personal aims.
comment 0 Comments
more_vert