Communication Effect

Communication Effect

The system of sending information or message from one place to another place is communication.

Understand the meaning of communication and system of communication. Understand about the familiar developments like Mobile, Fax, Computer, E-mail, and Telecommunication.

In ancient times it used to take many days to send a message or information to distant places. But today we can send messages to any part of the world quickly due to the development in the field of communication. The message may be in the form of written piece, sound, picture or movie. Today man uses Telegraph, Radio, Television, Telephone, Fax, Mobile, Videophone, Pager etc., by telegraphy, message can be sent in the form of words. For example: If you want to send a message “Happy Birthday” to your friend. Go to a nearby post office and send the message to his address. This message reaches your friend in few hours. The most shared device used for communication is Telephone. We can converse with a person anywhere in the world by a telephone. Depending upon the distance between the communication people, service of the telephone is divided into three categories. The system of sending information or message from one place to another place is known as telecommunication. by Fax, written material and pictures can be sent. Telephone calls are grouped as local-calls, Subscribers Trunk Dialing, International Subscribes Dialing. by internet one can access the required information from any part of the world. The alternation form of postal service is e-mail.

Speaking by the telephone while driving a means or already walking is not a surprise. Here the mobile phone acts as a receiver and transmitter. The radio groups are set up between the two people, who are communicating with each other. Fax is a alternation version of telegraph. The written material pictures can be sent by Fax. For Ex: If you want to send a cartoon story to a news paper, satisfy the fax machine with your data. The cartoon story written on a paper is transferred to the fax machine at the news paper office by telephone line as it is For this you should know the Fax number of the news paper office.

Every individual needs to be well equipped with the tools to communicate effectively, whether it is on the personal front, or at work. In fact, according to the management gurus, being a good communicator is half the battle won. After all, if one speaks and listens well, then there is little or no scope for misunderstanding. consequently, keeping this fact in mind, the dominant reasons for misunderstanding is due to inability to speak well, or listen effectively.

Communication is a course of action of exchanging verbal and non verbal messages. It is a continuous course of action. Pre-required of communication is a message. This message must be conveyed by some medium to the recipient. It is basic that this message must be understood by the recipient in same terms as intended by the sender. He must respond within a time frame. consequently, communication is a course of action and is incomplete without a feedback from the recipient to the sender on how well the message is understood by him.

There are a lot of communication barriers faced these days by all. The message intended by the sender is not understood by the receiver in the same terms and sense and consequently communication breakdown occurs. It is basic to deal and cope up with these communication barriers so as to ensure smooth and effective communication.

It is of utmost importance not only to communicate but also effectively communicate. Please throw some light on the first example where Lisa was not suitably promoted. She did give her presentation, she did communicate, then why was she denied her promotion? She did not effectively communicate. The trick is not only to communicate but effectively communicate. And if you can effectively communicate, the world is all yours.

Communication course of action is a simple course of action where a message is being transferred from a sender to the receiver. The receiver after receiving the message understands the message in the desired form and then acts consequently. Not every individual is born with good communication skills; it is inherited in due course of time as the individual passes by the various stages of life. Communication skill is an art which has to be mastered to make one’s presence feel, stand except the crowd and appear as a strong leader in all aspects of life.

Don’t always depend on verbal communication at work place. After any verbal communication with the fellow workers, make it a habit to send the minutes of the meeting or the important points by e-mail marking a cc to all the participants. Always depend on planners, organizers and jot down the important points against the date set as the deadline to complete a particular task. During presentations, the addressee must use whiteboards, papers and the participants also must carry a notepad to avoid forgetting any point.

Intra-personal communication skills: This implies individual reflection, contemplation and meditation. One example of this is transcendental mediation. According to the experts this kind of communication encompasses communicating with the divine and with spirits in the form of prayers and rites and rituals.

Interpersonal communication skills: This is direct, confront-to-confront communication that occurs between two persons. It is essentially a dialogue or a conversation between two or more people. It is personal, direct, in addition as intimate and permits maximum interaction by words and gestures. Interpersonal communications maybe:

Focused Interactions: This chiefly results from an actual encounter between two persons. This implies that the two persons involved are completely aware of the communication happening between them.

Unfocused interactions: This occurs when one simply observes or listens to persons with whom one is not conversing. This usually occurs at stations and bus stops, in addition as on the street, at restaurants, etc.

Non verbal communication skills: This includes aspects such as body language, gestures, facial expressions, eye contact, etc., which also become a part of the communicating course of action; in addition as the written and typed modes of communications.

communication like group discussion. Remember you are not the only one speaking in the group discussion; there are other participants in addition who are vying for the limelight. You might get only a single chance, and you just can’t provide to miss the opportunity to create that first impression, and as they say first impression is the last impression. An individual might have complete knowledge about the topic stated to his group, might be well aware of what is happening around him, but if he can’t effectively communicate his ideas to others, he will fail to create his mark. The way an individual communicates his ideas has to be very impressive for him to live up to the expectations of the deciding authorities.

Teddy appeared for an interview with a reputed media house. He had been eyeing for this company for quite a long time. He fared extremely well in the confront to confront rounds and was looking forward to getting chosen in the organization. Unfortunately something else was in store for him. He could not get by the GD Round. He was exceptionally good in academics, had a healthy specialized background and already expressed his ideas in his best possible way in the group discussion. The problem was in his communication level. He did try his level best but failed to impress the interviewer and consequently lost out on his dream job.

Converting your thoughts into words is an art and one has to master it to win over the trust and confidence of the assessor. One has to very sensibly and carefully choose the right words to proportion his thoughts with the other participants and make his points clear. Never use slangs, instead go for some corporate jargons or specialized terminologies for the desired edge. Also avoid cracking jokes in between as it is considered highly unprofessional. An individual must not stammer in between or chew half of his words. Speak clearly and your voice must never be shaky. There is no one who will beat you there, so why to get afraid of a group discussion?

No one will ever deduct your marks if you greet your fellow participants well. Use warm greetings and never forget the handshake on meeting. These gestures truly help in breaking the ice and create a bond among the participants. Someone has to begin the discussion, so why not you? Take the initiative and start the discussion. Introduce yourself and your team members well. Never believe in personal favors. If any participant is unwilling to speak, do not force him unnecessarily. If someone has spoken well do not hesitate to give him a pat on his back. Such non verbal communications sometimes go a long way in boosting the morale of the participants. Be very confident to win over the trust of the interviewer in addition as the other participants.

The pitch and tone must also be taken good care of. You are speaking not for yourself, but for others to listen and respond. Always ensure that you are audible to one and all. Every participant must be able to hear you clearly and understand what you intend to convey. An individual must also learn the art of voice modulation. Don’t keep the same pitch always; learn to play with your tone as per the importance of the information or the sentence. If you want to raise a question to your fellow participants, it must also mirror in your voice. Avoid shouting or being too loud in group discussions. You are here to voice your opinion, not for fighting. Keep your voice polite, soft but convincing. Never sound unintelligent or foolish, as the interviewer has a continued eye on you. Do take care of your punctuation marks and the flow of words. It is no harm to take pauses or breaths in between sentences. Never repeat sentences as it will rule to monotony and others will tend to ignore you. Don’t just speak for the sake of speaking.

Always remember there are other individuals also who are participating in the group discussion. They may not be from the same background as you are, might have an altogether different thought course of action, but you have no right to make fun of their views. Always respect their opinion. If a participant is speaking, never criticize or oppose him in between. You will get your time to speak, and please wait for your turn. An individual has to be very patient, calm, dignified, complex and above all specialized in his approach. The individual who passes the information to others for sharing his thoughts and ideas with them is called the sender. (First Party) The individual who receives the information from the sender and responds consequently to give him the feedback is called the receiver. (Second Party). In the time of action of communication the information must reach the receiver in exactly the same form the speaker intends to. If the recipients fail to provide feedback to the speaker, communication is considered to be ineffective and incomplete.

Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding, originating with the receiver. Communication needs to be effective in business.

Communication is essence of management. The basic roles of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves continued flow of information. Feedback is integral part of business communication. Organizations these days are very large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in course of action of directing and controlling the people in the organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large (for example between management and trade unions). It is basic for success and growth of an organization.
Communication gaps should not occur in any organization. Business Communication is goal oriented. The rules, regulations and policies of a company have to be communicated to people within and outside the organization. Business Communication is regulated by certain rules and norms. In early times, business communication was limited to paper-work, telephone calls etc. But now with arrival of technology, we have cell phones, video conferencing, emails, and satellite communication to sustain business communication. Effective business communication helps in building goodwill of an organization.

Business Communication can be of two types:
• Oral Communication
• Written Communication

Oral Communication – An oral communication can be formal or informal. Generally business communication is a formal method of communication, like: meetings, interviews, group discussion, speeches etc. An example of Informal business communication would be – Grapevine. Oral communication implies communication by mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of permanent kind or where a direct interaction is required. confront to confront communication (meetings, lectures, conferences,
interviews, etc.) is meaningful so as to build a rapport and trust.

Written Communication – Written method of business communication includes – agenda, reports, manuals etc. Written communication has great significance in today’s business world. It is an inventive activity of the mind. Effective written communication is basic for preparing worthy promotional materials for business development. Speech came before writing. But writing is more rare and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation in addition as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is instinctive, writing causes delay and takes time as feedback is not immediate.
Advantages of Written Communication

Written communication helps in laying down apparent principles, policies and rules for running of an organization.

It is a long-lasting method of communication. consequently, it is useful where record maintenance is required.

It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to concede.

Written communication is more precise and explicit.

Effective written communication develops and enhances an organization’s image.

It provides ready records and references.

Legal defenses
An effective and efficient communication system requires managerial proficiency in delivering and receiving messages. A manager must discover various barriers to communication, analyze the reasons for their occurrence and take preventive steps to avoid those barriers. consequently, the dominant responsibility of a manager is to develop and continue an effective communication system in the organization.

Remember effective communication is a necessity in today’s challenging scenario and the above tips definitely go a long way in improving one’s communication skills.

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