Principles of Effective Communication(1)

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CHAPTER-2Principles of Effective Communication

1. Clarity:

Clarity includes both clarity of thought

and clarity of expression. The senderhas to have a clear idea about what is

to be communicated. Also the

message has to be adapted to thereceiversfilter


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Tips for effective adaptation

The communicator has to clearly visualize the receiver. Adaptation is easier when you write or speak tosomeone who is about as educated and informed onyour subject as you are.

Adaptation becomes difficult when the number ofreceivers is many with diverse qualification. While communicating with a group of members havingdiverse background, you have to aim at the lowest levelof the group.

Adaptation can be ensured to a great extent by givingstress to simplicityusing simple words, shortsentences and brief paragraphs.


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Rules for ensuring clarity

a) Use familiar words: It is wise to use

try instead of endeavour, end insteadof terminate.

b) Use short words for long phrases: Itis better to use after instead of

subsequent to. So, short words are to be

preferred instead of long phrases asunder:


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C) Use concrete words: Words using clear

meaning are to be used


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d) Use verb instead of noun where possible:

It is better to use consider instead of take into

consideration. Using verbs instead of nouns will make theexpression clear and simple.


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e) Avoid repetition/double entry:


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f) Jargons/ technical words are to be

used carefully:A professional while talking to the clientshould avoid using his/her professional

words.

g) Choose active over passive verbs:Using passive from of verb should be

avoided as far as possible.


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h) Avoid ambiguity:The usual ways in which ambiguity takes place are:

i) Use of faulty punctuation: Faulty use of punctuationmay give a different meaning. Example: The productionmanager, said the Managing Director, is a fool [Thissentence will give the reverse meaning if the placing ofinverted comma is changed]

The production manager said, The Managing Director isa fool

ii) Careless use of personal pronoun: Careless use ofI, you, he, she, etc. may create ambiguity.Example showing ambiguity: Rehana told Razina thatshe was not promoted.Example showing absence of ambiguity: Rehana toldRazina that Rehana was not promoted.


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iii) Indecisive placing of adverbs:Adverbs like only

may cause great trouble in communication.

i) Emphasis on short sentences:

Short sentence means about 12 to 18 words for

middle readers.

2. Consideration:

a) Adapt you attitude:


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b) Avoid being gender biased:

Example: Words likes chairman, policeman

should be replaced by chairperson, police

personnel.

c) Use positive instead of negative approach:

Example-i : Sentence using negative Approach: It

has been a wrong on your part not to reply.

Example -ii: Sentence using positive Approach: It

is expected that you will be prompt in response.


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3. Courtesy:

Courtesy costs nothing but gains a lot.Apologize sincerely for an omission andthank generously for a favor.

Example: I would like to be excused forthe delay in making delivery of the goods.

4. Completeness:

In answering a letter make it sure that youhave answered all the questions.Checking for the five-w questionswho,what, where, when, why?


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5. Conciseness:

i. Only relevant facts are to be included.

ii. Repetition to be avoided.

iii. Surplus words to be discarded.

iv. Logical construction to be emphasized.

6. Correctness:

i. Give correct message.

ii. The message should be given on time.

iii. Make the message most adaptable.


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THANK YOU

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Principles of Effective Communication(1)