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Voice Conference Call! Again, for I know. Ready to share new things that are useful. You and your friends.By communication, citizen exchange. Communication is an needful attribute of human life, which is why we all spend most of our time either receiving or requesting for information. Lack of Communication creates tensions and destroys personal and firm relationships. The capability to change data or conversation with others is crucial to the success of the individual, family or firm organization. It should be noted, however, that it is one thing to describe but quite another thing to describe effectively.
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Ineffective Communication normally results in failure, as it doesn't elicit the desired response in form of feedback from the receiver. This is the bane of many firm organizations. Many managers do communicate, but often not very effectively. Lack of capacity to describe effectively on the part of managers is the infer for the failure of many businesses. Every firm or firm organization needs an efficient Communication network in order to function properly and perform its set objectives. In this article, the focus will be on the needful role which efficient Communication plays in the daily functioning of a firm organization. We shall start by seeing at the meaning of efficient Communication from separate angles and go on to survey its importance as well as how it can be achieved in business.
Looking at the Meaning of efficient Communication from separate Angles
The extreme goal of every form of Communication - face-to-face meeting, telephone discourse, teleconferencing, videoconferencing, interview, email, letter or memo - is to get an imaginable response in form of feedback from the receiver to the sender. This is what efficient Communication is about. It is about ensuring that the data is well-packaged and properly transmitted, so that the recipient understands the message and responds positively. In other words, efficient Communication is the one that achieves the results for which it is intended.
Communication can be looked at from separate angles, such as the mode of expression (oral or written, or even non-verbal communication), the purpose of communication, the audience, the data flow (vertical, horizontal or diagonal), etc. Communication can be internal (within the organization) or external (with outsiders). It can also be interpersonal or group communication; interpersonal when it involves two citizen and group when it takes the forms of meetings, discussions, symposia, conferences and workshops. There is also mass Communication which has to do with communicating with the masses by the means of the radio, the television, the newspaper, the internet, etc.). From whichever angle it is looked at, Communication can only be thought about to be efficient when it results in the desired feedback.
Oral Communication involves the use of spoken words and could take the form of face-to-face conversation, interview, telephone discourse, voice mail, meetings, group discussions, oral instructions, teleconferencing, videoconferencing, etc. Oral Communication is quick and permits immediate feedback as well as immediate response to feedback. Participants can ask questions and get immediate clarification. Moreover, gesture and facial expression can be used to reinforce the intended message. The limitations of oral Communication contain susceptibility to errors and misinterpretation and lack of permanence.
Written communication, as the name implies, involves the use of written words. It can come in the forms of firm letters, memoranda, reports, minutes of meetings, written speeches, etc. Written Communication has the advantages of revision before transmission, permanence and accessibility for reference purposes. It also reduces the risk of distortion in meaning; thus, it can be thought about as an ideal medium for long and complicated messages which, if relayed orally over many intermediaries, can legitimately be distorted or misinterpreted. another advantage of the written medium is that it can legitimately be reproduced in many ways (e.g. Photocopying) and distributed to many recipients. One of its major limitations is delayed feedback; the reading of long documents may be boring and the writing of a reply could also be delayed by a amount of other factors. Written Communication also lacks the presence of gesture, facial expression and other forms of body language capable of reinforcing meaning in communication.
The choice of medium of Communication depends on the nature of the message to be transmitted. As earlier observed, while the written medium is the excellent medium for transactions that require permanent documentation, the oral medium is ideal for messages that require immediate feedback. One has to think the circumstances in order to settle either to use a telephone call, a face-to-face meeting, an email, a typed and signed document, etc. The factors to be thought about when selecting the medium of Communication include: urgency, formality, risk of misinterpretation, confidentiality, legal implications or the need for hereafter reference, the nature and size of the audience, etc.
Communication in firm is normally intended to perform specific purposes, such as giving information, manufacture inquiries, providing explanation, persuasion, reassurance, manufacture transactions, etc. Communicating to notify is oftentimes an act of introducing, notifying, announcing or reporting; it is normally aimed at informing citizen about new goods lines, prices, names, addresses, etc. If the purpose of Communication is to persuade, the message has to be packaged with a view to piquant the audience to activity by the use of words. This type of Communication is ideal for advertising a goods or motivating employees.
When Communication is purely for firm transactions, such as contracts, agreements, receipts, etc., the message has to be packaged in a way that gives no room for misinterpretation or legal actions. In this type of communication, the emphasis is on the accuracy and appropriateness of given information, such as the date of transaction, the agreed terms and conditions, the agreed prices, the total sum and currency, names, addresses and signatures of parties to the agreement, etc. The point being made here is that, in order to perform efficient communication, the message must be packaged to serve the specific purpose as well as the particular chance of communication.
How to Ensure efficient Communication in Business
It is leading to note that poor or ineffective Communication is responsible for a situation where the receiver doesn't understand what he or she has read or heard and thus cannot give any clear feedback. This implies that the hallmark of efficient Communication is a well-packaged and properly transmitted message - that is, a message that is capable of attracting the receiver's response in form of clear feedback.
Language should be seen as the most leading form of efficient communication. The communicator must ensure that the language he or she uses is clear, correct and approved to the audience, purpose and chance for which the message is intended. The use of informal language where a gentle and formal register is required, for instance, can render the message ineffective. Wordiness or the use of unnecessarily complicated constructions can only create room for misinterpretation; hence the acronym 'Kiss': Keep it short and simple.
Also, the use of expressions, jargons and buzz-words that the audience is unfamiliar with can present barriers to them and thus hinder communication. Where technical language and terms are used, they must be defined and explained in accordance with the knowledge of the audience. Anyone is the purpose of the communication, the communicator must join together with the audience by using clear and correct language and removing every form of ambiguity or barrier so the audience can have a full comprehension of the message.
Effective Communication is best achieved when the purpose or central idea of the message is stated clearly and the subordinate ideas effectively identified and linked to the main purpose in a plainly convincing manner. It is leading to ensure that the material is arranged in a logical and coherent order, with each paragraph containing only one main idea that is clearly stated and supported with relevant, adequate and persuasive points. To perform coherence, new data must be linked to previously discussed data in a way that engages the reader and reinforces the main points. The end of the message must restate the main purpose and specify the activity to be taken.
Ensuring correctness or grammatically is also a vital aspect of efficient communication, because ungrammaticality is capable of distorting meaning or undermining credibility, thereby hindering communication. It is very leading to ensure that rules of grammar and syntax are followed, that correct words are used to carry the intended meaning and that punctuation reflects approved usage. Finally, the entire work must be proofread to ensure that the final copy is free of mechanical errors.
Above all, it should be noted that the purpose of firm Communication is, in broad terms, buying and selling. firm Communication is normally about practical matters, such as products, prices, discounts, sales, delivery, payments and so forth. The prosperous businessman is one who achieves his goals, and to perform his goals, he must describe effectively straight through clearness of expression. He has to present his messages to his audiences in the clearest and most uncomplicated manner.
Every firm Communication aims to invoke some material and immediate response or action. either it is a face-to-face meeting, a telephone discourse, a sales letter, a letter of inquiry, a memo or a report, the aim is to get something done. Therefore, every firm Communication has to use clear and persuasive language in conjunction with approved activity in order to join together with the audience and invoke the desired response.
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