Characteristics of successful communication.pptx

PPT

1. Characteristics of successful communication

2. Effective communication Just delivering a message is not enough; it must meet the purpose of the sender.   Presentation of views by the sender in a way best understood by the receiver . It is a process of exchanging ideas, thoughts, knowledge and information such that the purpose or intention is fulfilled in the best possible manner.

3. Basic Characteristics of effective communication 1. Clarity 2. Completeness 3. Conciseness or Brevity 4. Courtesy or politeness 5. Correctness

4. Clarity Most people have received emails or had conversations at work that left them wondering exactly what was just said. Confusing jargon, contradictory statements or a lack of focus can remove the meaning from business communication. According to Bill Gates in his 1999 book "Business at the Speed of Thought," "Like a human being, a company has to have an internal communication mechanism, a 'nervous system,' to coordinate its actions." Keeping emails, memos and discussions clear and precise, and proofreading any messages before hitting send can help keep that system running smoothly.

5. 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.

6. Conciseness or Brevity Conciseness is about keeping your message to a point. This is more about the content of your message rather than its length. Even a short memo can include irrelevant or redundant information. Conciseness helps the receiver focus on what’s important, speeds up the processing of information and caters for improved understanding.

7. 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.

8. Correctness Correct grammar and syntax vouch for increased effectiveness and credibility of your message. Formal errors might affect the clarity of your message, trigger ambiguity and raise doubts. They might also have a negative impact on the overall perception of the message, which could be seen as sloppy or negligent

9. Observance : A person must possess sharp observing skills to gain more and more knowledge and information. Clarity and Brevity : The message must be drafted in simple words, and it should be clear and precise to create the desired impact over the receiver. Listening and Understanding : The most crucial skill in a person is he must be a good, alert and patient listener. He must be able to understand and interpret the message well. Emotional Intelligence : A person must be emotionally aware and the ability to influence others from within. Self-Efficacy : Also, he/she must have faith in himself and his capabilities to achieve the objectives of communication .

10. Self-Confidence: Being one of the essential communication skills, confidence enhances the worthiness of the message being delivered. Respectfulness: Delivering a message with courtesy and respecting the values, believes, opinions and ideas of the receiver is the essence of effective communication. Non-Verbal Communication : To connect with the receiver in a better way, the sender must involve the non-verbal means communication too. These include gestures, facial expressions, eye contact, postures, etc. Selection of the Right Medium : Choice of the correct medium for communication is also a skill. It is necessary to select an appropriate medium according to the situation, priority of the message, the receiver’s point of view, etc. Providing Feedback: Effective communication is always a two-way process. A person must take as well as give feedback to bring forward the other person’s perspective too.