Criteria of effective communication.pp t

criteria of effective communication

1. CRITERIA OF EFFECTIVE COMMUNICATION G.V.DEEKSHIT TVM2013/-37

2. INTRODUC TION : Communication is an art and craft and it is a matter of practice. Constant and continuous communication practice leads to more and more perfection. It goes on improving through trial and error method and gets a professional touch after a prolonged effort. First of all, words are extremely important ingredient in effective communication. Words are like flowers in a garland or like bricks in a house . So, the selection, organization and presentation of words are very significant.

3. For that there is no magic before us except the occasional magic of ‘word power’. That is to say that one should know lots of idioms, phrases, proverbs, quotations , couplets etc. for appealing communication. But, proper use of words, idioms, phrases, proverbs, quotations, couplets etc. are even more important than merely knowing them. Secondly, for communication to be effective, the 7 C’s of communication are extremely important.i.e .

4. Clarity Conciseness Continuity Correctness Commonness Credibility Completeness i ]CLARITY : There should be conceptual and linguistic clarity in our communication. For bringing about clarity, first of all, we should ourselves understand the subject or theme thoroughly.

5. “If we don’t understand something we can’t simplify it. Moreover, the language should be plain and simple and should be easily understandable. ii]Conciseness: Small is beautiful.So we should use short words, short sentences, short paragraph and the whole communication should be briefly, shortly and concisely expressed. But, it should not kill the gist or essence of the communication. Moreover, it should care for other aspects also like credibility, commonness and completeness.

6. Thus, the communication should not be too long or lengthy that it becomes dull and dismal and it should not be too short or small that the personality or identity of communication is lost. iii]CONTINUITY: It means flow of communication It indicates maintaining a link between first sentence and second sentence, between second sentence and third sentence, between one paragraph and other paragraph. Even if there is a break in the paragraph, there is continuity assuming the fact that only the direction of the idea is changing. Maintaining continuity is not a child’s play. A lot of practice is required.

7. So, we should not use very long and peculiarly unpopular or old-fashioned words which fail to arrest our audience throughout the communication. So, being a professional, we should always look up the dictionary and enrich our word power as explained in the beginning. iv] CORRECTNESS: It is equally important while communicating. If our communication carries some wrong information or is full of factual errors, then our whole love labour will lost if our interpretation is minute and analysis meticulous.

8. For example, the king says leave him, don’t hang him. Now let us play a little with commas. Just put one comma after don’t and see the remarkable difference. Now the sentence says “ the king says leave him don’t, hang him. Thus by inserting just one comma after the don’t, the meaning of the sentence is totally reversed . V] COMMONNESS: It is the core of any communication . That is to say that communication will not take place without commonness. In fact, the word communication has been derived from the latin word “ communis ” which means commonness of understanding.

9. Thus communication will takes place only when the frame of reference of both the source and reciever is common. So, while communicating, we must read the pulse of the audience. We must try to know the demographic and psychographic profile of our audience. Before any communication, we must raise the question, “for whom we are communicating?”, “what is our target audience? “what is the interest, inclination , attitude, aptitude, mind-set mentality of our audience?” In fact, knowledge of the audience is more important than the knowledge of the subject.

10. vi] CREDIBILITY: It is inevitable in any communication.If we write thosands of excellent articles, then our next article automatically carries high level of credibility. That means the name is established and it is the name that sells. Sources raise the credibility.On the other hand, picture also adds to the credibility.Similarly examples raise the credibility. Data, chart,diagram,visualization etc. raise the credibility of the message. Moreover,quotations , proverbs, couplets and references raise the credibility. Credibility is also dependent on clarity, conciseness, continuity, correctness, etc.

11. vii] COMPLETENESS: An incomplete message does not ring like a bell, even it is a 30 page message. A complete message appeals to the mind and heart even if it is a 60 seconds advertisement. Completeness means covering almost all the probable aspects of the issues undertaken for analysis.

12. Thirdly, it is the body language,which is an integral part of effective communication. Suppose we have to deliver a lecture, or a speech, then our physical appearance, our dress, our hairstyle, and our body adjustment are very important. Other than above elementary points, there are some golden rules for effective communication These rules are following: i ] IF DOUBT CUT IT OUT: If we find anything doubtful in our written or oral communication, then we must cut it out. ii] DON’T BE I-SPECIALIST: Some of the speakers or the writers have got into the undesirable habit of always using “I like” , “I think”, “I mean” , “I know” etc. This style should be avoided in any communication as far as possible.Let us not speak or write,I think.Since it is your speech, it is well known to everybody that is your thought. iii] BE A VORACIOUS RECIEVER [READER/LISTENER]: We must read a lot while writing.We must listen a lot to good speeches before speaking. Writing or speaking comes automatically .

13. iii] Think originally: many writers have a tendency to think in their mother tongue and then translate it into english or hindi.This leads to ascattered or fractured or broken kind of speech. iv] Check,cross -check and multicheck : While communicating some inevitable points and issues we are not very sure about the accuracy, factuality and authenticity of that communication, then we must check,cross -check and multi-check it before bringing it into big groups or masses. Thus, these were some of the striking features and golden rules for effective communication.

14. Effective Communicators DO’s Reflects on what, where, when, and how to communicate . Adjusts communication style to the developmental needs of mentee. Respects the confidentiality of the mentor-mentee relationship. Self-discloses one’s own professional challenges. Models effective helping relationship skills . DON’t s Do not make the conversation autobiographical. It is not about you! Do not ask for details that are not needed to help. Do not give the solution – try to get the person to find their own solution.