What are the Essential Features of Effective Communication?

1. Simple language : The language used in the communication should be simple and understandable. 2. Clearness : The communicator should be clear in his mind about the objective of his communication. There should not be any ambiguity in communication. 3. Adequacy of information : It should contain adequate information and should be complete in all respect; otherwise it will not serve the purpose of communication. 4. Proper medium of communication : The communicator should select the proper media of communication by considering such factors as the nature of communication, urgency of communication, distance between communicator and recipient of communication etc. 5. Accurate : An effective communication should be accurate. False and misleading statement will seriously undermine the reputation of the business. It may also lead to expensive litigation. 6. Courtesy : Politeness is, of course, one of the important attributes of good business communication. A polite language should be used in communication. It helps improve business relations. Elements of Communication The basic elements of communication are : a) Communicator : The sender, speaker, issuer, or writer who intends to convey or transmit a message. b) Message : The subject matter of communication. c) Transmission : The act of conveying the message. d) Channel : The medium used to transmit the message. e) Receiver : The person to whom the message is meant f) Response : Replying or reaction of the receiver. Importance of Communication Communication is one of the important functions of a manager. Every manager must communicate in order to get things done through others. Communication is indispensable for all managerial controlling. In the opinion of Chester Barnard "The first executive function is to develop and maintain a system of communication. In the
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words of George R. Terry "Communication serves as the lubricant, fostering for the smooth operations of the management process". The importance of communication could be stated as under : a) Communication is the basis for decision making and planning. b) It helps in smooth and efficient working of an organisation. c) It facilitates co-ordination. d) It increases managerial efficiency. e) It promotes co-operation and industrial peace. f) It motivates employees and increases employee morale g) It helps in effective control of the entire operations of the organisation. h) It helps to maintain public relations.

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There are 7 Cs of effective communication which are applicable to both written as well as oral communication. These are as follows: 1. Completeness - The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receivers mind set and convey the message accordingly. A complete communication has following features: Complete communication develops and enhances reputation of an organization. Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information. It persuades the audience. 2. Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other Cs of communication. Conciseness is a necessity for effective communication. Concise communication has following features: It is both time-saving as well as cost-saving. It underlines and highlights the main message as it avoids using excessive and needless words. Concise communication provides short and essential message in limited words to the audience. Concise message is more appealing and comprehensible to the audience. Concise message is non-repetitive in nature. 3. Consideration - Consideration implies stepping into the shoes of others. Effective communication must take the audience into consideration, i.e, the audiences view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the selfrespect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audiences needs while making your message complete. Features of considerate communication are as follows: Emphasize on you approach. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience. Show optimism towards your audience. Emphasize on what is possible rather than what is impossible. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help, etc. 4. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: It makes understanding easier. Complete clarity of thoughts and ideas enhances the meaning of message. Clear message makes use of exact, appropriate and concrete words.
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5. Concreteness - Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted. 6. Courtesy - Courtesy in message implies the message should show the senders expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features: Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. Courteous message is positive and focused at the audience. It makes use of terms showing respect for the receiver of message. It is not at all biased. 7. Correctness - Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/ readers. It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message. Awareness of these 7 Cs of communication makes you an effective communicator.

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