Understanding The Importance of Effective Communication

What is Effective Communication? Effective communication is not only about conveying a message that you want to say. It is about conveying the message so that other people understand and respond to it.  Effective communication between 2 parties requires sending and receiving messages in both directions. The sender must be able to deliver their message to the receiver and the receiver must respond to the message in order to complete a cycle of communication. This will ensure a smooth flow of idea and understanding between both parties and prevent misunderstanding.  Effective communication is not merely about exchanging information between you and your audience. It is about making what you want to say, what you actually say and what your audience interprets, consistent. 

Effective Communication Cycle Communication happens everywhere from the basis of our daily family life to our working or learning environment. We interact with other people every single day in order to co-operate with them and work towards a common goal. That's why effective communication is extremely important.

Benefits Of Effective Communication By practicing effective communication in our workplace, many benefits arise from it. By communicating effectively, two parties can exchange information thoroughly with lesser possibility of misunderstanding or missing out on information. Thus, allow more accurate assess on the information and avoid any reduction in productivity. Effective communication in workplace allows members to work together effectively without any worries about being shun do to their different background or hierarchy standing. Workers tend to do better when they are respected and be heard by others.  By practicing good communication, one would be able to build his self-esteem and be more confident when they have to speak and respond to others.  Most important of all, effective communication helps you build your relationships with other people. Through good communication, you are able to cooperate efficiently with others and thus, build stronger bond as you gain trust from others.

Connecting With Others Through Communication Be it face-to-face or by means of an effective memo, report or e-mail, the way you connect to others and establish your presence leaves a powerful impression. Motivation in the workplace heavily depends on how the manager/leader influences his workers. It is for a fact that employees feel more enthusiastic to work when they have a proactive leader who pays attention to the workers. Leaders who try to communicate effectively by being friendly instead of trying to be the boss often wins the employee over easier.

Barriers to Effective Communication Ineffective communication can always occur and lead to communication breakdown as both parties fail to deliver or process the received message. Without constant sending and feedback in communication, the parties will not be able to understand and respond appropriately to the idea of the others and thus, cannot co-operate. Without good communication, there will be no teamwork in the workplace and there sure to be misunderstandings and conflict. The video in the next slide is a comical example of how language barrier in communication and assumptions might lead to a whole lot of misunderstanding.

Barriers to Communication Continued Physical distraction: The elements of the surrounding such as poor lighting, background noises, atmosphere, etc can really drive off your focus span during communication.  Attitude: If you feel strong emotions like angered or unhappy, you will most likely feel uncomfortable to listen or even speak with someone. This will not only halt the effectiveness of your communication but also make you less productive and co-operative. Emotions can also interfere with your confidence in facing others and thus, make you less of a dependable person in other's eyes.  Channel barriers: How you channel your message is very important. For example: If you are trying to send instruction to someone, it would be more ideal to have it in written form rather than telling them verbally, or else it would be difficult to follow through. People who are unaware of how they should communicate could get in a lot of problem. Stereotype: When you have stereotypical thoughts about someone base on their background and culture, it would be hard for you to communicate effectively as you won't have enough trust in them. Holding stereotypical thoughts about someone else who simply put a barrier between you and them.  Language barrier: In communication, language barriers can happen anytime. Everyone have their own mother tongue language as well as their own interpretation of certain words and phrases. Thus, conflicting language might occur and the communicators might not be able to understand each other.  

Barrier to Communication Continued Time barrier: Let’s say you complete a great design for a new car and you wanted to report it to your boss, when will it be better to tell him? Midnight right after you finish your design? or next morning when your boss is at work? Choosing when to approach a person to discuss something with them is very important because if you do not choose the appropriate time, the person whom you are trying to deliver the message to might not be interested in listening to you.  Structural problems in the organization: If the structure in an organization is unclear, then members of the organization might have problems communicating as they don't know who and when to communicate. New members should be instructed clearly  to prevent any communication mishap or confusion.   Lack of knowledge on the subjects: Lack of understanding on the subject would make communication difficult for both the sender and the receiver. Usually, people communicate easier when the subject of matter is something that both of them are familiar with. If the sender is not sure about the matter he is communicating, then the receiver would be troubled in understanding as well.  Information overload: Processing information takes time and if communication does not goes at a pace where both parties can have enough time to carry out their thought process, then it will cause communication breakdown as concentration and interest might be haltered.  Assumptions: Assuming something without clarification is a very dangerous thing to do. When you assume the wrong information, it is very likely that you will make wrong decisions and conclusion. This could cause many extended problems and lead to conflicts as well. 

Overcoming Communication Barriers Be attentive: of who you are communicating with. If they have trouble getting your message, you should know how to adjust your communication method in order to get through with them.  Be patient:  it is the key to effective communication. You must never rush anything and take your time in order to make communication work thoroughly between you and your partner. Never assume: because you could interpret the foul information and carry out wrong decisions or responds. Always clarify something if you are unclear.  Be friendly and open-minded: towards others you are co-operating with. You must never judge others or let your feelings towards someone interfere with your work. Also, you must be emphatic towards other to work out the problem rather than just let things be. Workplace often encourage those who co-operate well with others no matter what.   Be aware: of who you are communicating with and how you should communicate with them. This would help you approach that person and approach in a better manner and style and prevent and problems that might occur. 

Conclusion “Everything has been said before, but since nobody listens we have to keep going back and beginning all over again.” – André Gide (French author and winner of the Nobel Prize in literature in 1947).