Communication is the essence of human life and society. Communication is effective where there are no barriers to communication. People all time are engaged in communication. There are various ways to make communication effective. Communication is effective when the workers are receptive to it and are able to give relevant feedback. The following are the essential principles of effective communication:
Principles of effective communication
- The principle of clarity:
A message should be clear, free from distortion and noise. First of all it should be clear in the mind of the sender as to what he wants to say. A vague message is not only a barrier to creating effective communication but also causes the delay in the communication process and this is one of the most important principles of effective communication. According to Terry the principle of effective communication is ‘first to fully inform oneself.’
- Principles of Brevity:
A communication should be brief i.e. just necessary and sufficient. Repetition and over-explanation are likely to destroy the actual meaning and importance of the message. Moreover, the reader may feel disturbed by receiving a long message.
- The principle of Simplicity:
Message should be given using simple and familiar words. Vague and technical words should be avoided. Simple words are easy to understand and help the receiver to respond quickly.
- The principle of Timeliness:
The messages should reach the receiver whenever they are needed. Communication is meant to serve a specific purpose. If communication is made in time, communication becomes effective. Late messages are meaningless and the utility of communication is ended. If it is made untimely then it may become useless.
- Principle of Consistency:
According to this principle, communication system should maintain consistency in the objectives of the enterprise, its procedures and processes. It means communication should be in accordance with the policies laid down for it.
- The principle of Integrity:
The purpose of communication is that the receiver of information should clearly understand its meaning. Communication should consider the level of people, principles & objectives of an organization to create a network or chain. It means merely transferring information is not communication and it is important that the receiver should understand it. Such a network will provide a better field of internal and external communication.
- The principle of strategic use of Informal Organization:
Formal communication has a prominent place among the channels of communication but informal communication is not less important. The most effective communication results when managers use the informal organization as complementary to formal communication, e.g. arranging sports, cultural function & dinner for the employees can be informal organization.
- The principle of Feedback:
It is essential for the sender of the message that he should know about the success of the message. To provide a message to the receiver is not a complete communication. The response from a receiver is essential. Feedback is easily obtained in a face to face communication with the help of the facial reactions of the receiver. Therefore feedback is required for communication to be effective.
- Principle of Adequacy:
The information sent to the receiver should be sufficient and complete in every respect. Information more than they need or less than they need is harmful. The sufficiency of information depends on the ability of the receiver. If the receiver happens to be capable more information can be given with the help of a few words.
- The principle of language control:
According to this principle, communication should always be in a simple language. The sender should be careful in selecting proper words and forming sentences, words and structured sentences are the keys to making effective communication. Ideas should be clear and be devoid of any doubt.