BASIC CONCEPT OF COMMUNICATION

6.11 STRATEGIES TO EFECTIVE COMMUNICATION

1. Clarify and Completeness. It is necessary and important to know the target audience for
whom the message to be sent.

2. Proper Language. The message should be expressed in simple, terms, brief and clear
language.

3. Proper Channel or Medium. Selection of proper channel or medium is very necessary.

4. Sound Organizational Structure. To obtain effective communication, the orgnizational

structure must be properly structured in accordance with the needs of the organization.

5. Training and Development of Employees. Employees should be trained and developed in line
with the vision, mission, objectives and goals of the organization.

6. Effective Listening. In order to communicate effectively, one should be a good listener.

7. Consultation and Participation. Proper consultation and participation of subordinates in the

decision-making process shall lead to effective listening and communication in the organization.

8. Motivation, Mutual Trust and Confidence. Proper planning is important to determine the
best way to motivate the receiver to act the desired action.

9. Integrity Factor. Management should be consistent in maintaining high sense of integrity.

10. Use of Formal Communication. Formal channels of communication should be

supplemented by the informal channels of communication to have a clearer picture and
understanding of what is taking place in the organization.

11. Effective Feedback Mechanism. Management should be able to receive good feedback from
different sectors that were affected by the actions carried upon by management.

12. Proper Gestures and Tone. Proper facial expression, tone, gestures and mood and all other
body movements greatly promote effective communication.

6.12 EFFECTIVE LISTENING

Effective listening enables the receivers to take exactly the idea that a sender wishes to convey.
Good listening has several advantges. It saves time because the listeners learn more within a
short period of time.

SUGGESTION FOR EFFECTIVE LISTENING

1. Stop talking. You cannot listen if you are talking.

2. Put the talker at ease. Help a person feel free to talk. This is often called permissive
environment.

3. Show the talker that you want to listen. Look and act interestedly. Do not read while
someone is talking. Listen to understand, not to oppose.

4. Remove Distractions. Don't doodle, tap or shuffle papers.

5. Emphatize with talkers. Try to see and hear the other person's point of view.

6. Be patient. Allow ample time. Do not interrupt a talker. Don't start for the door or walk away.

7. Hold your temper. An angry person often misinterprets the meaning of words.

8. Go easy on argument and criticism. These put people on the defensive, and they may "clam
up" or become angry.

9. Ask questions. This encourages a talker and shows that you are listening. It helps to develop
points further.

10. Stop talking. This is the first and last, because all other guides to depend on it.