Effective

communication
EFFECTI
VE
COMMUNICATI
ON
Effective communication is a process of
exchanging ideas, thoughts, knowledge
and information such that the purpose or
intention is fulfilled in the best possible
manner. In simple words, it is nothing but
the presentation of views by the sender in
a way best understood by the
receiver.
SENDER RECEIVER
Characteristics of
Effective
Communication
Completeness

Conciseness

Consideration

Concreteness

Courtesy

Clearness

Correctness
Completeness
Effective communications are complete, i.e. the receiver
gets all the information he needs to process the message
and take action. A complete message reduces the need for
follow-up questions and smoothens the communication
process.
COMPLETEN
Conciseness
ESS
EFFECTIVE COMMUNICATIONS ARE
COMPLETE,
RECEIVER
Conciseness is aboutI.E.
GETS THE
ALL
keeping THE INFORMATION
your message to a point. This HE NEEDS
is more about the content of your message rather than its
TO
THE PROCESS
length. MESSAGE AND
Even a short memo TAKE
can include irrelevant or
redundant information. Conciseness helps the receiver
ACTION. Aimportant, speeds up the processing of
focus on what’s
information and caters for improved
understanding.
Consideration
Effective communication takes into account the receiver’s
background and points of view. If your message hits a nerve
or sounds as disrespectful, the emotional reaction of the
receiver might affect the perception of your message. Also,
tailoring your message to your audience – e.g. by using
COMPLETEN
argumentations and examples which are relevant to their
experience – makes it easier for them to process the
ESS
EFFECTIVE COMMUNICATIONS ARE
contents.

COMPLETE,
RECEIVER I.E. THE
GETS ALL THE INFORMATION HE NEEDS
Concreteness
TO
THEPROCESS
MESSAGE AND TAKE
A concrete message is specific, tangible, vivid. It’s
ACTION. A and figures for enhanced credibility. It
supported by facts
helps your audience gain an overview of the broader
picture. Concreteness mitigates the risk of
misunderstanding, fosters trust and encourages
constructive criticism.
Courtesy
Courtesy and consideration complement each other in
effective communications. Courtesy means respecting the
receiver’s culture, values and beliefs – i.e. crafting a
message that is genuinely polite and unbiased.

COMPLETEN
Clearness
ESS
EFFECTIVE COMMUNICATIONS ARE
The clearer your message, the easier it gets for the receiver
COMPLETE,
RECEIVER I.E.
GETS
to decode it according THE
ALL
to your THE
original INFORMATION
intent. While this HE NEEDS
sounds obvious, most communication pitfalls originate from
TO
lack PROCESS
THE of MESSAGE AND
clarity. Want to deliver an TAKE
effective message? Start
with a clear communication goal and accurate thoughts.
ACTION. A
Clear communications build on exact terminology and
concrete words, to reduce ambiguities and confusion in the
communication process.
Correctness
Correct grammar and syntax vouch for increased
effectiveness and credibility of your message. Formal
COMPLETEN
errors might affect the clarity of your message, trigger
ambiguity and raise doubts. They might also have a
ESS
EFFECTIVE COMMUNICATIONS ARE
negative impact on the overall perception of the message,
which could be seen as sloppy or negligent.
COMPLETE, I.E. THE
RECEIVER GETS ALL THE INFORMATION HE NEEDS
TO PROCESS
THE MESSAGE AND TAKE
ACTION. A
jj

EFFECTIVE
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Effective communication skill #1:
BECOME AN ENGAGED LISTENER
When communicating with others, we often focus
on what we should say. However, effective
communication is less about talking and more about
listening. Listening well means not just
understanding the words or the information being
communicated, but also understanding the
emotions the speaker is trying to convey.
Tips for becoming an engaged
listener:
1. Focus fully on the speaker.
2. Favor your right ear.
3. Avoid interrupting or trying to redirect the
conversation to your concerns.
4. Show your interest in what’s being said.
5. Try to set aside judgment.
6. Provide feedback.
Skill 2: Pay attention to nonverbal
signals
The way you look, listen, move, and react to another person
tells them more about how you’re feeling than words alone
ever can. Nonverbal communication, or body language,
includes facial expressions, body movement and gestures,
eye contact, posture, the tone of your voice, and even your
muscle tension and
breathing.
Improve how you read nonverbal
communication
1.Be aware of individual differences.
2.Look at nonverbal communication signals as a
group.
Improve how you deliver nonverbal
communication

1.Use nonverbal signals that match up with your

words.
2.Adjust your nonverbal signals according to the
context
3.Avoid
. negative body language.
Skill 3: Keep stress in
check
How many times have you felt stressed during a
disagreement with your spouse, kids, boss, friends, or
coworkers and then said or done something you later
regretted? If you can quickly relieve stress and return to
a calm state, you’ll not only avoid such regrets, but in
many cases you’ll also help to calm the other person as
well. It’s only when you’re in a calm, relaxed state that
you’ll be able to know whether the situation requires a
response, or whether the other person’s signals indicate
it would be better to remain silent.
Quick stress relief for
effective
communication
1. Recognize when you’re becoming stressed.
2. Take a moment to calm down
3. Bring your senses to the rescue.
4. Look for humor in the
5. Be willing to compromise.
situation
6. Agree to disagree,
Skill 4: Assert yourself
Direct, assertive expression makes for clear communication and can
help boost your self-esteem and decision-making skills. Being assertive
means expressing your thoughts, feelings, and needs in an open and
honest way, while standing up for yourself and respecting others. It
does NOT mean being hostile, aggressive, or demanding. Effective
communication is always about understanding the other person, not
about winning an argument or forcing your opinions on others.
Developing assertive
communication
techniques
1.Empathetic assertion
2.Escalating assertion
3.Practice assertiveness
 Barrie rs to
Effe ct iv e
u n i ca t ion
Comm
Barriers Involving Words
Words play an essential role in the process of communication. Any disturbance or
distraction in the way a message is presented may lead to miscommunication.
Following are the different types of communication barriers related to words:

LANGUAGE: It is a medium of communication. If the sender is making excessive use

of technical terms, it will become difficult for the receiver to understand the
message
Ambiguity
clearly. and Overuse of Abstractions: Even if the message is presented in a non-
realistic or vague context involving a lot of notions, the receiver won’t be able to
connect with the idea
properly.
DISORGANIZED MESSAGE: When the words are not organiZed systematically to
form a powerful message, it loses its efficiency and meaning.
Information Overload: The effectiveness of communication reduces when a person
keeps on speaking for an extended period. Thus, leading to the receiver’s
exhaustion, who won’t be able to keep track of everything that is
conveyed.
Barriers Involving People’s
Background
People belong to different backgrounds, i.e., culture, education level, gender, etc. These
attributes majorly affect the efficiency of the communication process. It involves the
following related
obstacles:
Attitudinal Differences: At times, people are resistant to understand or change their mind
when they have set their views about a particular topic. Their attitude obstructs meeting
the purpose of the communication.

Demographic Differences: The difference in age, generation, gender, status, tradition, etc.,
creates a lack of understanding among people and thus, hinders the process of
communication
.
Lack of Common Experience or Perspective: The experiences of a person develops their
perspective of seeing things in a particular way. This perspective varies from person to
person. Therefore, it becomes difficult for a receiver to relate with the sender’s experience
or views as he might have never gone through it
Jumping
himself. to Conclusions: Some people lack the patience of listening to others and often
jump to conclusions between the communication, thus neglecting the motive of the
message.
Physical Barriers
These barriers can be experienced directly but challenging to overcome. These include:

Physical Distance: When people communicate over long distances, they miss out the non-verbal
aspect of communication, since the gestures and expressions of the receiver cannot be
interpreted.

Noise: The environment or the communication system sometimes involve unwanted noise
which interrupts the process of communication making it inefficient.
Physiological Barriers: One of the most common barriers to effective communication is the
physical disability of the people involved. Some of these are hearing impairment, poor eyesight,
stammering, etc.
Thus, we can say that the significant purpose of communication is to pass on the information
to the receiver in such a manner that it does not lose its significance. At the same time, the
message must be received in its purest form.
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