Communicating Effectively

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Communication and Skills > Best Practices > Communicating Effectively

Communicating Effectively
shahid imran, Student (University), Pakistan, Member
How to communicate in an effective way?
1. Remember the definition of communication i.e. what the communication means
2. What's the purpose of your communication
3. Bring the process (elements) of communication into your mind
4. Work on following communication elements:

  1. SOURCE - Identify the exact source of communication... From whom the information flows

  2. ENCODING - Is the proper ideas for which purpose you are working for present into your mind... For this read, read.. Read and read to "mature" your ideas

  3. MESSAGE - Bring your ideas, feelings or thinking into meaningful, clear to understand and easy words... Don't use cliche or jaw breaking of tongue twisting words... Personify your ideas in a simple way... In other words make your message according to the demographic and psychographic features of your audience... Keep in mind the education level, age, gender, financial status, culture, social values, norms, mores, their language, their religious believes, accessibility and other things while making a message

  4. CHANNEL - Choose the medium that is appropriate for the audience to accept the ideas... so they can buy it. Have time to watch/listen/read, easy access, etc

  5. DECODING - Convey your message into simple language this will help the audience to decode your ideas easily

  6. RECEIVER (audience) - While you are creating a message, always... first of all... Analyze who are your audience or to whom you are conveying your message... Bear in mind the socio-economic-relegious-financial level and demographic and psychographic factors

  7. FEEDBACK - Always always seek feedback from your audience. This will help your to re-make your message according to your requirements for the purpose

  8. NOISE - Always reduce noise/hurdles during the process of communication, noise can be either phyical or psychological:
    H1. Physical noise includes semantic noise... Wrong utterance of words, misspelling... Poor printing, problems in signals or transmissions... Or extreme volume difficult to understand etc.
    H2. Psychological noise includes frame of reference is not same, education level or field of experience is not same, communicator's bias, cultural factors and cognitive dissonance etc.
 

 
Effective Communication
Tleli Makhetha, Business Coach, South Africa, Member
The key to effective communication is understanding what you are communicating, with whom and why you are doing it.
To simplify communication and make it effective requires that the communicator must use his brain to deal with all the above questions, not being lazy.
Modern management seeks a silver bullet that will provide a complete answer to all effective communication challenges. But variations in terms of personality, culture, timing, language, emotional state, urgency, complexity of the desired outcome, etc preclude a universally applicable communication approach.
It is more useful to define a process to determine the best way of communicating effectively under given circumstances. The only true measure of effective communication is the response by the target.
 

 
Communicating is Handling Information Effectively
Paul jansen, Netherlands, Member
Communicating is exchanging information. The definition of information I use is: "Information is the meaning of the representation of a fact (or of a message) for the receiver".
This reaction of mine is... communication. I need to be aware that I assume to great extent that whatever intentions I have, you will 'understand' or at least 'follow' my drift (since I know better and what I say is just common sense...). And yet, after these last words, some may shut down ("what an arrogant bastard"), some may smile (on my "cynical joke") and some may dissect my every word on a pure rational/dictionary level…
The post is very good for a specific context of communicating. In general however proper understanding of the meaning of 'information', and even breaking the very 'rules' of this post, may prove to generate even 'greater communication'. Communication is not a science but rather an art. Techniques may support this art, but should never replace it, nor proclaim 'this is effective communication'.
 

 
What is Effective Communication
naomi husein-siregar
From my point of view effective communication is simple; the exact word is "mutual understanding".
In Indonesia there are more than 500 dialects, most people speak the national language, but for some people we speak with gestures and signs but the important thing is we understand what we mean. So the complicated theory is good to know but the simple thing is that you understand each other and can response or react.
 

 
Naomi Nailed it Perfectly
Paul jansen, Netherlands, Member
Naomi wrote: "[communication is] that you understand each other and can response or react." I truly love it!
 

 
Communication
Mary Carmen Garcia Tapia, Professor, Mexico, Member
Yes indeed, body language is important to see, it gives a lot of information.
 

 
Body Language > Lie to me
SATISH PANDE, Business Consultant, India, Member
Body language definitely contributes to communication. I recommend 'Lie to me' on Starworld at 10pm on week days. In India. Excellent!!!
 

 
Communicating Effectively: Tone of Voice
Ericka Alonzo, Student (University), Nicaragua, Member
Thanks so much for all the extra information!! It will help me a lot with my communication skills I completely agree with every input here. I would like to add a little something: when we are communicating with others, or at least trying to, it makes wonders to regulate the tone of the voice, it doesn't matter what you're saying, if it is said assertively, believing what you're saying the message will go through with no problems.
Thanks 12manage for such a great opportunity to know the opinions of all those people who take their time to share their knowledge with us who know so little.
 

 
Effective Communication Requires Effective Listening
Mohamed Hisham
To have good communication, you need to have effective listening skills. Lots of people forget this when they're communicating.
 

 
80-20 Rule in Communication
michael harwig, Analyst, United States, Member
I was told (wisely) that there is an 80 - 20 rule to effective communications: Listen 80%, Talk 20%.
People want to hear themselves, not you. If you listen 80% of the time, you hear what they have to say. Talking 20% shows that you are listening; however, not trying to control the conversation (not listening).
Bottom line: people want others to 'listen to them'. Too many people want to hear 'themselves'; thus, neither is listening effectively.
By listening 80%, you are showing that you really care about what the other person has to say. You will find that the speaker enjoys talking to you (because you are listening to them) and will always enjoy talking to you in the future.
If you talk more than 20% of the time (in response) it means that, while they are talking, you are not listening; you are thinking about 'your response' to them.
 

 
Communication - When it is Effective
LAKSHMAN PURIHELLA, Accountant, Saudi Arabia, Member
Let there be an excellent talker. But as long as he/she is not aware of how the other person has perceived it.... How on earth would that be an effective communication?
 

 
Communication Skills: 3 Factors. Listening: 2 Factors
Moses Arun Chander, Management Consultant, United Arab Emirates, Member
One can communicate effectively with 3 major factors: knowledge, language and feelings. The most important is to understand the receiver's (target audience) level of knowledge, language and feelings.
Yes.. Listening has 2 factors: selective listening and deep listening (listening to words, gestures and bodylanguage too)..
Any communication without creating a platform for the receiver to respond may not be more effective... Thanks for all your comments...
 

 
Communicating Effectively
Bomo Albert-Oguara, Manager, Nigeria, Member
AIDA, DAGMAR, Two Step Flow, etc. Beautiful in themselves. The most critical of all factors as far as I am concerned is knowing the right moment to engage your audience. Moment in communication is a predisposing factor in audience receptability of any communication. Professor Derval's 'Wait Marketing', enunciates this concept succinctly.
 

 
Interpersonal Communication
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
The real thing in communication is not what the speaker says, but what the receiver understands.
 

 
Effective Communication: Relevance of Topic to Audience
Emmanuel Kakuru, HR Consultant, Tanzania, Member
Apart from what has been said on communication skills (methods, models and theories), one thing that is central to effective communication is the audience. No matter how good you are at communication, if the audience has no interest in what you are communicating, then you will be wasting your time. The point here is that the relevance of your topic to the audience is central to effective communication.
 

 
Using the Right Channels of Communication the Right Moment.
Coman Anca, Entrepreneur, Romania, Member
I highly appreciate what Mr. Bomo Albert-Oguara mentioned. The right moment along with the right channel of communication is the art of the insight for the other. I highly recommend the Process Communication Model by Dr. Taibi Khaler: it is useless to lecture a person in stress as well as it is when no demand is made. Thank you for the "Wait Marketing" suggestion.
 

 
Effective Communication: Funnel Theory
GS RADJOU, CEO, France, Member
Funnel theory for solving communication problems.
Most of communications are unclear because of our perceptions.
Rule: The sender message should convey not only meaning but also understanding.
In any communication between 2 people, there are 3 components: source (sender), transmitter (medium) and detector (receiver). Both senders and receivers are human with biases and different perceptions. Also noise is added by the media.
These phenomena cause communication issues.
The best way to deal with this is to listen to the other first. You have to have a real empathy for the other and try to understand him. If you don't understand him, say "sorry", "I don't understand", give another viewpoint, ask the other if he has understood your viewpoint, and so on.
Every time there is a communication problem do this. It works!
 

 
Provide Attribution
Adam Imiolek, Manager, United States, Member
Shahid, nice contribution. Can you please provide the author?
 

 
Effective Communication
Waseem A. Nisar, Consultant, United States, Member
All contribution is great. However, I believe to be effective communication, we should cite the source(s) we got our material.
 

 
Effective Communication: Feelings First
Stella Ang, Singapore, Member
Communication is about listening and trying to understand what the other person is feeling about the issue. Deal with the feelings first. Later it's more effective to communicate ideas for the issue.
 

 
Communicating Effectively
Rob Head, Project Manager, Australia, Member
The key to effective interaction is to communicate with the other person / group's perspective in mind.
This means considering things like:
- How do they best receive information; e.g. face-to-face, by email?
- What is their current work situation; are they very busy, are they travelling a lot?.
This helps you to communicate in a way that best 'reaches' your target audience, and gets the outcome you want from the communication.
 

 
Learning - Communication
S.PONNURAJ, Professor, India, Member
All living organisms learn through senses. Senses are the receivers of communication - the more pleasant something is to the senses - the more attention it gets. This is the essence of communication.
A good example is a long time ago a magazine used a local perfume to boost their magazine sales...
Please remember the perception of senses varies and the frontal head takes the decision finally.
 

 
Communication: Keep it Simple
Jean Claude Perrault, Manager, South Africa, Member
Albert Einstein is quoted as having said "If you can't explain it simply, you don't know it well enough".
Irrespective of body language, eloquent speech and communication method used, you must communicate in a simple manner.
 

 
Non-verbal Communication
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
Non-verbal language speaks louder than words, and unless you're a professional actor, is far more sincere than the spoken language.
Generally we can't manipulate it in a calculated way as we are able to, on many occasions, with verbal communication.
 

 
Non-Verbal Communication
GS RADJOU, CEO, France, Member
Yes! I am agreeing with you. Some recruitment tools are based on using these non-verbal behaviors. Machines to test lying effect on questioning link to drug being released in the blood flow for example. But truly, it is also a matter of ethics.
 

 
Simple is Better
Ericka Alonzo, Student (University), Nicaragua, Member
I agree with Jean Claude Perrault, simple things are better because we can communicate with everybody at every level.
 

 
Simple is NOT Always Better. Why not?
GS RADJOU, CEO, France, Member
A) For managers communicating is making decision / processing activities.
B) Take models in math, economy, etc. They are simple because it allows people to communicate easily and put links between causes and effects of phenomena or events. Everybody can understand them. But the models maybe wrong because it may lack precision, and cover only cases calibrated for the models.
C] What matters is not the simple thing, but adapting the level of communication to the receivers of the message. Note that the message sender may adapt to the receiver or vice versa for example with learning.
D) The perfect communication would be a noise free communication. It is impossible.
E) Take for instance a baby crying. It is looking basic/simple, but it can be difficult for the mother to understand what the baby likes.
 

 
Communication and Culture
Bomo Albert-Oguara, Manager, Nigeria, Member
Communication and the impact of culture on its deliverability, reminds me of the Esso campaign in the 1980's in Italy. The campaign tag line had literally been translated into the Italian language and it read: "Put a tiger in your tank today" The original tag line read: "Put Esso in your tank today". The above example illustrates the imperative of having an acute awareness of the role of culture in communication across borders. In the west for instance black cloth signify morning the dead, in China it is the white cloth. The black cat is a bad omen in the west, it is the reverse in China.
Communications that do not reflect these cultural nuances and motifs are bound to fail in the conveyance of their true meanings or intentions to the receiver(s).
 

 
Reactions are Chances for Improvement
Ibrahim Mendahawi, Manager, Member
All the above comments from our friends are right. Listen to the reactions of the audience and take them as a chance for improvement.
 

 
Theoretically Simple
Dilip Khanal, CEO, Nepal, Member
Effective communication is very simple in theory, but difficult in practice. Articulating the audience is always difficult. So, although the message is constructed correctly, at the receiving end, the message is distorted by the understanding of the recipient.
 

 
Theory and Practise of Communication
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
Effective communication occurs when a person INFLUENCES another. Otherwise we cannot speak of real communication.
In addition, communication effectiveness is based on how clearly the listener receives what the speaker wants to say.
This implies that we manage emotions very well, avoiding interferences in the message and we do not create barriers such as prejudices, projections, free interpretations, inferences, etc. (continues).
 

 
Theory and Practise of Communication (2)
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
One of the major problems of communication is that most people, by the simple fact that we can talk and write, consider themselves good communicators, making those who are listening responsible (guilty) in case of misunderstandings. Everything must start with knowing (or best possible) of yourself and trying to know others. Good communication is complex but not impossible. When we talk about theory and practice we are talking about two sides of same coin. In life and in nature, the reality appears not dissociated but integrated. For humans, this should be an effort of maturity and preparation.
 

 
The ABC of Good Communication
sudhakaran, Professor, India, Member
Accuracy, Brevity and Clarity are the ABC of good communication.
Another guiding principle is the KISS Principle ie. Keep It Short and Simple.
 

 
Effective Communication - Main Points
Waseem A. Nisar, Consultant, United States, Member
1. The general understanding of communication is that one talks. For effective communication listening is even more important. We should remember 80-20 rule, as mentioned by some members, meaning 80% listening and 20% talking.
2. 'Body language' is critical. Many times, body gestures say lot more than words, so we must pay attention to it.
3. Understanding your audience, i.e. culture, background etc, is another critical area.
4. The purpose of communication is important too. With clear purpose, we communicate from heart.
 

 
Russian Communication
Dilip Khanal, CEO, Nepal, Member
I read somewhere that a utility company advertised its services in Russia but no one was interested. The company knew that there was huge demand for such services. They examined the reason for failure and their communication was received differently. In that community, women perceived the utility job to be done by husbands. The co.'s next ad said " husbands available" and women tired of finding people to fix plumbing/electricity and the like job rushed to the company.
 

 
Listening is the Key
Waseem A. Nisar, Consultant, United States, Member
@michael harwig: I totally agree with you, Michael. Generally speaking, when we think of communication, we think of talking and almost totally forget the listening part.
By just talking, we may give the info that the other person does not want or is not interested in. So listening is the key for effective communication...
 

 
Communicating Effectively Means to be Brief
NVDS.RAJU, Professor, India, Member
Many speakers go in for impressing the group (showman-ship) rather than for expressing their view point / opinion. It's often said that every word we utter is a mantra and should be used selectively / carefully.
 

 
The Importance of Communicating Effectively
Arshad Syed, Coach, India, Member
Your quality of life depends on the quality of your communication.
So said Roger hamilton in his book "wink and grow rich".
We are always communicating. Most of our communication has become habitual but we are lazy to explore ways and means of becoming attractive and effective communicators.
Focusing on bettering this one area of our life can have a huge impact on various facets of our life and make it more fun and easy. Our youngsters must be formally taught to communicate better and in positive ways. Otherwise they may fall victim to the current scenario of having excellent communication tools but not knowing how to use them to be more productive and have a positive connection with those around them.
 

 
Understand Verbal Communication and Body Language
miguel, Consultant, Mexico, Member
it is impossible NOT to communicate. People are communicating orally and via body language all the time.
Understanding body language and learning to listen helps to establish better communication.
 

 
The Sweet Tune of the FLUTE in Interpersonal Communication
Mirza Fareed Beg, Management Consultant, Pakistan, Member
F - Focus on issues -- not on people (their weaknesses, their misgivings, etc.)
L - Listen; and listen with interest and empathy -- know and feel like the listener/s
U - Understand that effectiveness in communication is the "exchange of understanding" between speaker and listener/s -- consideration of feedback is therefore vital
T - Tolerate differences in beliefs, values, status, cultures, etc. -- be aware that 'total' congruence in feelings, ideas, thoughts (fit) between any two persons is impossible
E - Encode what we feel, imagine and think into appropriate messages, while keeping in mind the situation and timing of the particular interaction
What are your feelings, ideas, thoughts (fit) on this?
 

 
The Flute in Communication
Jaap de Jonge, Editor, Netherlands
Thanks for sharing this acronym FLUTE, Mirza. It features some good thoughts for communicating effectively.
The flute is one of the oldest known musical instruments (dating to about 43,000 to 35,000 years ago). It's sound is created by the resonance of air near the hole of the flute caused by the flutist's breath.
Its sound, at least to me, is warm and open.
Perhaps you can use these characteristics to further enhance the flute as a metaphor for good communication.
 

 
It Takes Going Beyond Elementary Communication Theory to Communicate Effectively
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
Dear Shahid: The text that you've provided is a good summary of the elementary theory of communication and its elements. It refreshes the memory. Even if most manuals of linguistics or communication contain it.
In any case, I recognize that it is a full and very elaborated work.
I believe that the study of problems of communication is very important in the business world: the reality of communication in a real environment, the difference between what it is said and what it is understood, barriers of communication and, also, the facilitators and some questions extracted from practice 'laws' such as:
- "What is true in the communication is not what the speaker says but what the receiver understands, so the responsibility in communication belongs to the speaker".
- "Non-verbal communication speaks more highly than your words".
- Analyzing the barriers as the personal perception (increase, decrease or cancel the reality), inference, stereotypes, the projection, the lack of empathy.
 

 
Communication is All About 'How your Message is Perceived'
shahid imran, Student (University), Pakistan, Member
@ANTONIO BARRANCO RUIZ: Thanks. Being a research student of media studies, I strongly believe that Communication is not a static process; rather it is dynamic in nature. Whether it be direct / indirect or inter-personal / Intra-personal / mass communication or else, all depends upon whether your message is understood as per your desire or not.
I, personally, think that there are different conditions for different environments but by keeping in mind the basics of communication, will certainly provide us the broader range to make our communication more easy...
Effective communication does not mean to show someone how you are educated or what your ranks are; rather it depends how friendly and focused you are and how successfully you have been able to satisfy the other's communication needs...
I suggest all to study the Elaboration Likelihood Model of Persuasion.
 

 
RE: Communication is All About 'How your Message is Perceived
ANTONIO BARRANCO RUIZ, Manager, Spain, Premium Member
If the real thing in the communication is not what the issuer says, but what the recipient understands, we must bear the following aspects in mind for an effective communication:
- The place or chosen moment.
- To listen actively.
- Having empathy, to put ourselves in the shoes of the other one.
- To stimulate the dialog with our speaker, to observe the answers, to do questions, to establish shifts, silences, etc.
- Request desires, opinions and feelings ("what does happen to you when we might do?", "I would like to know your opinion on...", etc).
- To use "I messages" ("I would like it", "I wish", "I do not wish that...").
- To repeatedly check our issued messages.
- To use a common language and to adapt it to our speaker and to remember that the responsibility of the communication belongs always to the issuer.
- The more senses that catch our message, the more the communication is favored.
- To become accustomed to planning the information, so much the one that we receive as that we transmit.
- Not to give contradictory information.
- Use motivating communication.
- To answer to the questions in a clear and concise form. Do not use ambiguities.
- To use a tone of voice adapted to every situation.
Well, definitivelly these are some aspects to take into account in order to become a good and professional communicator.
 

 
The Art of Communication
NVDS.RAJU, Professor, India, Member
@Mirza Fareed Beg: Indeed effective way of abbreviating with letters. I complement the contributor.
Communication is an art as much as a science, must be practiced in letter and spirit in every walk of life, be it at corporate world or sweet home. Communication should be finer and meaningful with every passing day.
 

     
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