EFFECTIVE COMMUNICATION




Effective-Communication, effective-communicator, communication skills, communication, good communication

HOW CAN I MAKE AN EFFECTIVE COMMUNICATION ?



I remember being taught in school and at home "God gave you two ears and one mouth this clearly means you have to listen more and talk less." 

During my childhood this statement didn't make much sense to me but as I grew up and got engaged independently in my professional and personal life I realized the significance of it. I've had experiences where talking too much and listening less straight away lead towards fruitless communication.

Having the capacity to talk and express we always want to get engage in EFFECTIVE COMMUNICATION - assuring that the message has been understood in exactly the same manner as we intended to explain. 

We all put in so much effort to make an effective communication. Everyone wants to learn the tricks of making a communication that has a long lasting impact and is appreciated. 


Regarding Effective Communication some common issues that people struggle with are:


How can I make an effective communication ?


How can I communicate to people effectively at workplace?


What are the basic principles of effective communication?


How do I learn good communication?


How can I improve communication with others?

But to be true Effective Communication is no rocket science it simply involves few technical complexities which if resolved to the maximum extent then any human being on this Earth can be an effective communicator. 


So here we would try an get an understanding on what are those common issues that should be taken care during communication to make it effective both in personal and professional life. Sometimes these concerns appear so trivial to us that we neglect them either intentionally or unknowingly. 


But if these little aspects are taken care of then definitely one can improvise towards effective communication by practicing it. 


"Communication is a skill that you can learn. It's like riding a bicycle or typing. If you are willing to work at it you can rapidly improve the quality of every part of your life". Brian Tracy


Any communication process would have two major parties involved in it namely "The Sender" who intends to pass on a message or idea to others. The sender encodes the message in such a way that it can be passed on to the other individual "The Receiver" this is one person for whom the message is meant for. Once the message is received the receiver decodes the message for his personal understanding. The process involves an "Idea" which is the topic around which the entire communication revolves and this idea is communicated to the other person using a communication channel which can be formal or informal. The final and most important is a "feedback" loop which ensures that the receiver has understood the message in exactly the same way it was intended to be understood.

Let us not focus too much on the process aspect as our discussion here would completely revolve around "The Sender" and "The Receiver" identifying the minor issues that can be improved to make an effective communication.


With reference to professional or business communication the 7 C's of Communication are well known and quiet helpful in making an effective communication. But I personally feel if these 7 C's are applied even in the personal communication they would have the same impact.


"The 7 C's"


CLEAR: It always starts with clarity and it is the sole responsibility of the sender to make the message clear and free from ambiguities to make it easy for the receiver to understand. 


COMPLETE: Incomplete messages with never have an outright impact.  The message should have all the required information to make an effect.


CONCISE: The message should not be unnecessarily lengthy. The sender needs to be precise and act economical by saving time and energy on communication but not at the cost of completeness.


CONCRETE: The message should convey exact intention of the sender and there should be no room for any ambiguity. Information should be supplemented with all required details, facts and figures.


CONCISE: The message should be brief and to the point. If the sender seriously wants the receiver to interpret the message quickly then the sender should avoid sending lengthy message with long statements. Short messages are easy to retain also.


CONSIDERATION: In order to make an effective communication it is necessary on the part of the sender to take into consideration various aspects relate to the receiver vis-a-vis his background, language preference, state of mind, personality so that the communication made appears related to the targeted person.


COURTEOUS: The sender must be considerate towards the feelings thoughts and emotions of the receiver. The message should not embarrass, insult and demean the receiver in any way otherwise it will not solve the purpose of effective communication. 

If analysed these simple 7 C's of Communication specifically meant for professional communication appear to be extremely helpful in personal communication as well.


Most of the time all of us are trying to make a communication that effectively leads to resolve issues. Also with regards to communication a lot of people feel "Others can do it better that me but I can never be a good communicator" or "How is it that the other person is such a good communicator but not me". The simple answer to such questions is that it is not at all difficult to make an effective communication if we work on certain aspects and keep some important inputs in mind while communicating to anyone. Remember as I mentioned earlier Effective Communication is no rocket science rather there are just few considerations that one needs to keep in mind while communicating, that is all.



Effective Communication Guidelines



Talk less Listen more



Biggest mistake people commit in the process of making an effective communication is when they feel communication is about how good I can speak. 


No! communication is not at all about lecturing. A good communication starts with the idea of, at the first place listening properly to what the other person is saying. To make it more simple to understand if do not believe in paying attention to what the other person is saying you will never be able to convey your thoughts in alignment with the thoughts expressed by the other person and hence it will derail the communication process in the initial stage. All that would follow later would be simple miscommunication. 


So the first step towards effective communication is to hold your urge of talking too well and get into the practice of becoming an outstanding listener. 




Focus



Another important ground rule simultaneously important to listening is a thorough focus on what the other party or person is saying. Be smart enough not to fool your own self by showing the other person that you are paying attention but in reality you are into your own dreamland.


A lot of times when the other person is making a statement people are busy preparing their mind for a perfect question or a counter statement for the reason either to prove their point or justifying themselves as better communicators. 


In order to make a communication effective and rewarding for both the parties it is extremely important to place a complete focus on what the other person is saying.


To make a communication more effective divert your locus from outside to the inner core of what the other person is trying to say - "Get a detailed insight."




Do not Intrude



The very next aspect that one needs to pay attention is not interfere while the other person is making a statement or trying to prove a point. 


If one follows the guideline of thorough focus intruding in between will obviously be taken care of on it's own.


Most of the time we make a mistake of correcting a person or try to prove ourselves superior by interjecting in between and this to a great extent disturbs the entire flow of communication and most of the time communication stops and arguments start.


A valuable communication will never have room for any sort of interference into other person's right to express their thought. "So, hold on an be patient."




Stick to the Subject



A communication is always idea oriented which means it always has a topic related to it. While communicating remember that what ever facts you are presenting or statements and comments you are making are always in alignment with the topic of the communication. 


In order to prove the worth of your words it is suggested never to make a mistake of going erratic and saying anything which is not concerned with the subject matter. Such actions always mislead the entire communication into an undesired direction.


A competent communicator will always be alert to stick to the topic and also takes the responsibility to bring the communication back on track if the other person goes chaotic.




Language



No! any communication process is not at all a forum to prove your lingual excellence.


To make the communication more effective choose a language that is convenient for both the parties as in case of regional distinctions "English" is considered as the best "Connecting Language."


Be careful and choose words that are quick an easy for the other person to understand, interpret and respond.


Use statements or make sentences that are free from lingual ambiguities. Avoid making long and complex sentences or using a creative or poetic style to express your thought. It is suggested to keep the lingual creativity reserved for other related events.


A good communication will always have the element of decent vocabulary and easy terminologies. Do not strive to prove your lingual superiority.



Body language



The role of Gesture and Posture are of extreme importance in an effective communication. 


Gestures are mostly related to the hand and eye movement. Postures on the other hand expresses the position of your entire body.


Communication that is enhanced with the help of correct hand and eye movements are considered to have more impact. Use of gestures during communication expresses the attitude and emotions of the communicator and hence make the communication more impressive. But of course these hand and eye movements should always be within limits and not excessive.


Simultaneously maintaining a correct body posture will give a correct message to the other person regarding the seriousness and interest one contains with respect to the topic of communication.


Make reasonable use of gestures and postures to bring an impact to your spoken words. 


"Gestures are considered strong enough to replace spoken words during communication so recognize their significance and make use of them."




Pictorial Depiction



It's a common understanding that for all human beings pictures have always made the task of interpretation easy every time.


Use of diagrams and pictures most commonly apply to business communication but it is suggested that even during any informal communication if one wants to make it more effective it is suggested to make use of images, diagrams and sketches whenever possible. Simultaneous use of photographic illustration along with words would not only make the communication effective but even interesting and the other person would deliberate to stick to the communication and actively participate in it.


To make the your ideas appear more interesting and self explanatory make use of illustrations during your communication whenever possible.




Kickoff and Conclude



Starting the communication process always gives you an edge. If you prefer to have a control over the communication process be the first one to break it and you will most of the time find yourself leading.


Most of us wait for the other person to start the communication due to lack of confidence or hesitation. But if you really desire to make it easy and effective always break it rather than following it.


Also if you find that the communication is not leading towards a desired intention and not yielding anything fruitful be the first one to bring an end to it smartly and gracefully leaving a scope to connect in future.



In most of the situation choose to start and end the communication it will work towards enhancing the entire process. Choose to become the leader of the communication process.




Emotional Control



Whenever you are making a statement or expressing an idea during communication you undoubtedly own your words. They might be your personal views or even general facts by presented by you. In any situation when you utter them they belong to you.


Owning your words is good but it should not be so close to your heart that you loose control over your "Emotions".


To make any communication effective it should be free from aggressiveness, crying , sobbing, feelings of poignancy and ecstasy. Most people have a wrong notion that if they want their communication to be effective being angry, tearful and euphoric as per the situation is a good idea as it will have a greater impact.  


At the same time analyse situations that clearly demand the expression of emotions for specific reason and make use of your emotions during communication in such circumstances.


A effective communication will always be free from any sort of excessive emotional display. 


Making too much use of felt emotions during the communication process will dilute the effects of facts and ideas being presented and might even divert the communication from its actual topic.




Practice Communication



This input is listed at the bottom intentionally so that it has a greater impact on recollection.


The most useful tool to make a communication effective is to practice it as much as possible.


All the guidelines mention above will not be of any use if they are not imported into practice on a regular basis.


To get a hands on look for opportunities to communicate and even better if you search for opportunities to open communication.


Communication is just like riding a bicycle the more you practice even better to turn out to be in future. 


The mistakes and corrections done by you will help you design your own do's and don't of an effective communication. So practice it as much as possible. 





Communication is like a bridge that helps you connect with others so it is your personal responsibility to make it strong, reliable, and flawless - all these terms lead to "Effective Communication."  


Keertika Sharma - Personali Progressio








Keertika Sharma






















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