EFFECTIVE
COMMUNICATION
LECTURE # 18
Fair Use Notice 2
The material used in this presentation i.e., pictures/graphs/text, etc. is solely
intended for educational/teaching purpose, offered free of cost to the
students for use under special circumstances of Online Education due to
COVID-19 Lockdown situation and may include copyrighted material - the
use of which may not have been specifically authorized by Copyright
Owners. It’s application constitutes Fair Use of any such copyrighted
material as provided in globally accepted law of many countries. The
contents of presentations are intended only for the attendees of the class
being conducted by the presenter.
EFFECTIVE COMMUNICATION 3
Effective communication is a process of exchanging ideas,
thoughts, knowledge and information such that the purpose
or intention is fulfilled in the best possible manner. In
simple words, it is nothing but the presentation of views by
the sender in a way best understood by the receiver.
4
Characteristics of Clear Message
Effective Correct Message
Communication
Complete Message
Just delivering a message is Precise Message
not enough; it must meet the
purpose of the sender. Keeping
Reliability
this in mind, let us discuss the
elements which make
communication effective: Consideration of the Recipient
Sender’s Courtesy
Clear Message: The message which the sender wants to convey must be simple, easy 5
to understand and systematically framed to retain its meaningfulness.
Correct Message: The information communicated must not be vague or false in any
sense; it must be free from errors and grammatical mistakes.
Complete Message: Communication is the base for decision making. If the
information is incomplete, it may lead to wrong decisions.
Precise Message: The message sent must be short and concise to facilitate
straightforward interpretation and take the desired steps.
Reliability: The sender must be sure from his end that whatever he is conveying is
right by his knowledge. Even the receiver must have trust on the sender and can rely on
the message sent.
Consideration of the Recipient: The medium of communication and other physical
settings must be planned, keeping in mind the attitude, language, knowledge, education
level and position of the receiver.
Sender’s Courtesy: The message so drafted must reflect the sender’s courtesy,
humbleness and respect towards the receiver.
6
Effective
Communication Observance
Skills Providing
Feedback
Clarity and
Brevity
Conveying a message effectively
Selection of the Listening and
Right Medium Understanding
is an art as well as a skill
developed after continuous
practice and experience. The
predetermined set of skills Non-Verbal Emotional
required for an influential
Communication Intelligence
communication process are as
follows:
Respectfulness Self-Efficacy
Self-Confidence
Observance: A person must possess sharp observing skills to gain more 7
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.
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 8
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.
Significance of Effective 9
Communication in Business
You must be wondering, what is the role of effective communication in business? To
answer this question, let us understand the following importance of effective business
communication:
Employee Management: Effective communication ensures self-discipline and efficient
management since the employees are heard by the top management, and there is open
communication in the organization.
Team Building: People in the organization work as a team to accomplish common
goals, thus effective communication boosts the morale of the whole team.
Growth of the Organization: It ensures better decision making, intensifies public
relations and enhances problem-solving ability. All this leads to corporate growth and
development.
10
Build Strong Relationships: Interactions often simplify things; they positively
motivate the employees to perform better and maintain long-term relations
with others in the organization.
Ascertain Transparency and Develops Trust: Effective communication is
considered to be a base for building trust and assures sharing of complete
information.
Facilitates Creativity and Innovation: It creates an environment where
employees are free to share their ideas by exploring their creative and
innovative side.
Reduces Misunderstanding: Effective communication eliminates the
possibility of confusion and misunderstanding by conveying the message
clearly and appropriately.
Organizational Growth: By maintaining cordial relations between the
employees and the management, it enhances the functioning and leads to the
achievement of corporate goals and objectives.
11
Barriers to Effective Communication
There are certain obstacles which
sometimes hinder the process of
communication, making it less useful for
the sender as well as the receiver. These
barriers are categorized under three
groups. Let us understand these in detail
below:
Barriers Involving Words 12
Words play an essential role in the process of communication. Any disturbance or distraction in
the way a message is presented may lead to miscommunication. Following are the different
types of communication barriers related to words:
Language: It is a medium of communication. If the sender is making excessive use of
technical terms, it will become difficult for the receiver to understand the message clearly.
Ambiguity and Overuse of Abstractions: Even if the message is presented in a non-
realistic or vague context involving a lot of notions, the receiver won’t be able to connect with
the idea properly.
Disorganized Message: When the words are not organized systematically to form a
powerful message, it loses its efficiency and meaning.
Information Overload: The effectiveness of communication reduces when a person keeps
on speaking for an extended period. Thus, leading to the receiver’s exhaustion, who won’t be
able to keep track of everything that is conveyed.
Barriers Involving People’s 13
Background
People belong to different backgrounds, i.e., culture, education level, gender, etc. These attributes majorly
affect the efficiency of the communication process. It involves the following related obstacles:
Attitudinal Differences: At times, people are resistant to understand or change their mind when
they have set their views about a particular topic. Their attitude obstructs meeting the purpose of the
communication.
Demographic Differences: The difference in age, generation, gender, status, tradition, etc., creates
a lack of understanding among people and thus, hinders the process of communication.
Lack of Common Experience or Perspective: The experiences of a person develops their
perspective of seeing things in a particular way. This perspective varies from person to person.
Therefore, it becomes difficult for a receiver to relate with the sender’s experience or views as he might
have never gone through it himself.
Jumping to Conclusions: Some people lack the patience of listening to others and often jump to
conclusions between the communication, thus neglecting the motive of the message.
Physical Barriers 14
These barriers can be experienced directly but challenging to overcome. These include:
Physical Distance: When people communicate over long distances, they miss out the
non-verbal aspect of communication, since the gestures and expressions of the receiver
cannot be interpreted.
Noise: The environment or the communication system sometimes involve unwanted noise
which interrupts the process of communication making it inefficient.
Physiological Barriers: One of the most common barriers to effective communication is
the physical disability of the people involved. Some of these are hearing impairment, poor
eyesight, stammering, etc.
Thus, we can say that the significant purpose of communication is to pass on the information
to the receiver in such a manner that it does not lose its significance. At the same time, the
message must be received in its purest form.
15
Lesson
For Life
16
Thank you…
Questions….??? If Any…
