Answer: In order to make the communication effective, some qualities/guidelines are to be considered. The qualities are given below:
Clarity: The idea that the sender intends to send might be clear enough to be understood by the receiver. For clarity, the following guidelines can be followed:
- Select short, familiar and easy words.
- Use short and effective sentences.
- Put an appropriate example, or visual aids as needed
Simplicity: The communicator must be conscious about the simplicity of the message or idea to be transmitted. Simple, short and easy to understand words should be sued and ambiguous and heavy words should be avoid as much possible.
Completeness: The message of communication must be completed. Incomplete message can lead misunderstanding among parties. The sender of a message must be aware of 5Ws, that is-Who, What, Where, When and Why.
Conciseness: A message should be as short as is necessary to tell the story effectively. The under mentioned rules may be considered for conciseness:
- Include only relevant facts.
- Avoid repetition
- Organize the message well
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Correctness: The fact of the message might be in correct language. Any mistake in the subject matter of communication can create confusion in the mind of receiver. For correctness, under mentioned facts should be considered:
- Check your message.
- Check accuracy of facts and words
- Send your message at the correct time
Appropriate Media: The effectiveness of communication largely depends on the media to be selected for sending the message. So the sender must select an appropriate media to reach the message to the target audience.
Adaptability: The message must be adapted to the need of the receiver. The sender must consider educational background, specialized knowledge of the subject of receiver when sends the message.
Courtesy: In business, we need to create friendliness with all those whom to communicate. Friendliness is inseparable from courtesy. The following principles may help to promote courtesy:
- Answer the letter promptly.
- Apologize for any mistake.
- Thanks generously for a favor.
Relevancy: The communication must be relevant with the real fact. The objective has to be matched with the message.
Mutual Relation: The effectiveness of communication mostly depends on harmonious relationship between the sender and receiver.
Trust and Co-operation: The effectiveness of communication also depends on mutual trust and co-operation. So, both parties must trust and co-operate with each other.
Feedback: Communication process can never be perfect without feedback. To make communication effective, feedback is must.
Dynamism: Over the past decades tremendous change has taken in the area of communication. Communicator must adopt modern technology to bring dynamism in communication system.
From the above discussion we can say that, the success of communication depends on a good number of factor or principles.
