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Communication

Effective Communication – Definition, Types and Barriers

Published by: Hitesh Bhasin

& Last updated:

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Effective communication is communication in which the conversation is kept impactful, engaging, and easy to enable the receiver or listener to understand the meaning, emotion, and intention of the message. Effective communication includes both effective speakings as well as active listening, plus it also incorporates the right use of verbal and nonverbal communication (body language)

Good communication is made in such a way that the purpose of the discussion is clear. This type of conversation gives no room for misunderstanding as the purpose and intention are apparent at both ends. The sender and receiver both feel heard in this.

What is effective communication?

Definition: Effective communication is defined as a communication process used to successfully encode, deliver, receive and understand a message or information from a sender to receiver. It is a way of expressing yourself without causing any confusion or misinterpretation to accomplish communication goals.

Communication helps in understanding one’s form of expression effectively. Though in simple words, it’s just chattering, gossiping, and speaking your mind out but in the corporate and management world, it’s different.

It helps you clearly express your thoughts and feelings by talking or writing in an effective manner. It will make your interactions more result-driven, as you will be able to develop an emotional connection with your listener.

AMA Definition Of Effective Communication

The American Management Association has defined effective management based on the following points:

  1. Clear idea about the topics and the receiver to whom the information has to be delivered.
  2. The purpose of the communication.
  3. Understanding the environment and background of the conversation
  4. Planning the conversation with consulting others
  5. Considering the content and matter of information
  6. making the receiver aware of the importance of the communication and its contents
  7. Getting feedback from the customer. It would help in understanding the versatility of communication.
  8. To define the term of the information whether the message conveyed is of short-term or long-term importance.
  9. The actions involved in the conversation should match with the content.
  10. The message conveyed should be well listened to and accepted

4 Types of Effective Communication

4 Types of Effective Communication

Communication is a systematic process that has an objective that detailed information is well processed and conveyed. It follows specific rules and regulations to communicate through well-conveyed channels.

Every communication that we do needs to be effective, clear, and smooth. In general, four types of effective communication take place and they are-

1. Verbal communication

It refers to communication we do by speaking like conversations, public speaking, interviews, video calls, etc.

It can be further by of following types such as intrapersonal which is communication with oneself, interpersonal that is a one-on-one conversation, a small group that refers to press conferences, team or board meetings, and finally public communications such as presentations or public speeches.

2. Non-verbal communication

It refers to communications that occur with using words such as tone of voice, eye contact, facial expressions, gestures, postures, etc.

3. Written communication

It is associated with communication done through written mediums such as letters, reports, memos, etc.

4. Visual communication

It talks about communications through photographs, films, videos, etc.

Characteristics of Effective Communication Skills

Effective communication is a type of communication between two people that fulfills the following conditions:

1. Properly Encoded

A message that is appropriately encoded has all the information preserved in it. The message has all the information and necessary guidelines to follow.

2. Delivered through appropriate channels

A formal message can’t be delivered through informal channels, whereas an informal message can’t be communicated through traditional channels. Every type of message needs a proper track of transmission to communicate effectively.

3. Received

The best form of communication is the one in which the message delivered is received effectively. If the message conveyed is not received by the listener well, then there’s no point in communicating. A statement said when received effectively is a well-communicated message.

4. Properly decoded and understood by the recipient

Effective communication is the recipient properly decodes the one in which the message is received. He understands the real message of the conversation.

When the recipient properly understands a message, there’s a meaning to the discussion.

This emphasizes that when both the sender and the receiver are in exact alignment, that is when they can understand each other’s messages and expectations well. It forms an effective communication between the two.

5. Completeness of the message

Effective communication is the one in which the intended message is delivered entirely without missing any parameters. No information is left out, which could cause any misunderstanding.

6. Clarity and Integrity of the message

A clear message is the one in which the sender can convey his message well to the receiver, and the receiver is also apparent with the sender’s intent. This maintains the clarity and the integrity of the message.

7. Conciseness

The message should be clear and concise because the listener would not welcome a long and exaggerated message.

This would make the message long and tire for the listener.

A message should be kept short and simple as it would take less time and chance.

8. Consideration of the physical setup and channels

The overall physical structure of the conversation should be considered. For example, if a speech has to be delivered, the sound stage should be set up, while if a message has to be conveyed, proper channels for the information should be understood.

9. Clarity of the message

The message intended for the receiver and the listener should possess the utmost clarity. It should be obvious and have a lot of clear indications.

10. Courtesy of the conversation

The courtesy of the information should be maintained so that the listener doesn’t feel offended. The discussion should be courteous. The speaker should be aware of the choice of words used.

11. Correctness of the message

The message conveyed should be correct and should not have any faulty information. A piece of incorrect information, when conveyed to the listener, would cause him mistrust.

7 Cs of Effective Communication

  1. Concrete communication gives a clear picture of what you’re trying to communicate
  2. Coherent communication skills make your messages logical, well-planned and sequential
  3. Clarity ensures that the purpose of your message is clear
  4. Commitment shows your dedication and surety in your communications
  5. Consistency in your content, voice, and tone is important to optimize outcomes
  6. Completeness ensures that your sentences are complete and have a logical conclusion
  7. Courteousness makes sure that you respect the other participants of communication

Importance of Effective Communication

Importance of Effective Communication

Below is the significance of effective communication that would help in communicating the message effectively.

1. Construct a productive relationship

Effective Communication helps in building and expanding the business effectively. Effective communication can help in taking the business to a new height.

2. Gives birth to new ideas

Effective Communication helps in getting innovated with the engagement of different ideas from different employees. It leads to the formation of new ideas and methods that might help in the overall expansion of the business.

3. It helps to build an effective team

When the communication is done right within the team members and the company, it leads to building an effective team that delivers to the best of its ability. They get involved in the matters of the company well and provide the best response. They help in getting the best of their ideas for the progress of the company.

Benefits of Effective Communication Skills

1. Fewer Misunderstandings

There would be fewer misunderstandings if the communication is effective and there is a proper channeling of the information. It helps the company to achieve its goals effectively.

2. Healthy Workplace Culture

A healthy workplace culture would have a positive work environment. A positive work environment would favor an effective engagement from all sides.

3. Non-threatening Environment

A non-threatening environment is an environment that considers every employee’s ideas and doesn’t do any partiality.

4. Solve Conflicts Effectively

With effective communication, an employee can solve conflicts with other colleagues well. There’s room for more understanding and clarity.

5. Team Spirit

It increases the team spirit between the office members. All the staff members have the will and confidence to work with each other and help everyone deliver to the best of their ability.

6. Clear Direction

It gives a clear direction to the course of information. A well-directed conversation would lead to proper coverage of the data.

7. Increases Self Esteem

A person would feel confident and have high self-esteem if their message is delivered effectively and well understood.

8. Stronger Employee Satisfaction

There will be high satisfaction among the employees if they feel heard and understood. High satisfaction among the employees would help them to have high productivity.

9. High Teamwork

A team would work well when all the employees are united over a common topic. The teamwork will be high if there’s an engagement from the sides of all employees.

10. High Success Rate

The success rate of every business will be high if every employee follows a particular set of communication rules. This would prevent all the information to be delivered on time through appropriate content and usage.

Pros and Cons of Effective Communication

Pros

1. Less Time Involved

Less time is involved in a conversation which is done effectively. It helps to gather the information in a lesser time.

2. Evokes a Better Sense

Effective Communication evokes a better sense of prevalence among the employees. It helps them to work efficiently.

3. Increases the Brand Image

Effective Communication can increase the brand image of the company well.

Cons

  1. Language and demographic differences could be a factor to consider as they could fail effective communication.
  2. Effective communication is the best type of communication to enhance the business.

Barriers to Effective Communication

Some of such kinds of barriers you need to overcome to improve your communication are

1. Words related barriers

  1. Use of language or selection words or terms that are difficult for the receiver to understand
  2. Ambiguity as well as overuse of abstractions
  3. Use of disorganized message
  4. Having information overload

2. Background related barriers

  1. Cultural differences
  2. Demographic differences
  3. Attitudinal differences
  4. The habit of jumping to conclusions
  5. Lack of common perspective or experience

3. Physical Barriers

  1. Physical Distance
  2. Psychological barriers
  3. Noise

Conclusion!

On the concluding note, it is clear that good communication skills are important for accurately, effectively, and adeptly communicating a message to accomplish the communication goals.

When you improve communication skills, you will share your idea or information, plus you will also be able to understand the meaning, intentions, emotions, and perceptions of the speaker. Better communication ultimately improves relationships and optimizes success.

What factors do you consider important for effective communication?

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Article by:

Hitesh Bhasin

Hitesh Bhasin is the CEO of Digiaide and his vision is to make business knowledge accessible to everyone.