By communication, people exchange. Communication is an essential 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 enterprise relationships. The ability to change information or conversation with others is crucial to the success of the person, household or enterprise organization. It ought to be noted, however, that it is one thing to communicate but quite another thing to communicate effectively.
Ineffective communication normally leads to failure, as it doesn’t elicit the desired response in form of feedback from the receiver. This is the bane of many enterprise organizations. Many managers do communicate, however usually not very effectively. Lack of capacity to speak effectively on the part of managers is the reason for the failure of many businesses. Each firm or enterprise organization needs an efficient communication network in order to function properly and achieve its set objectives. In this article, the focus will be on the indispensable function which efficient communication plays within the day by day functioning of a enterprise organization. We shall start by looking on the meaning of efficient communication from totally different angles and go on to examine its importance as well as how it could be achieved in business.
Looking at the Meaning of Effective Communication from Totally different Angles
The ultimate goal of every form of communication – face-to-face assembly, telephone discourse, teleconferencing, videoconferencing, interview, email, letter or memo – is to get an expected response in form of feedback from the receiver to the sender. This is what efficient communication is about. It is about guaranteeing that the information is well-packaged and properly transmitted, so that the recipient understands the message and responds positively. In different words, effective communication is the one which achieves the results for which it is intended.
Communication may be looked at from totally different angles, such because the mode of expression (oral or written, or even non-verbal communication), the purpose of communication, the audience, the information flow (vertical, horizontal or diagonal), etc. Communication could be internal (within the organization) or external (with outsiders). It may also be interpersonal or group communication; interpersonal when it includes people and group when it takes the forms of conferences, discussions, symposia, conferences and workshops. There’s additionally mass communication which has to do with speaking with the lots by the means of the radio, the television, the newspaper, the internet, etc.). From whichever angle it is looked at, communication can only be considered to be efficient when it results in the desired feedback.
Oral communication entails using spoken words and could take the form of face-to-face dialog, interview, telephone discourse, voice mail, conferences, group discussions, oral directions, teleconferencing, videoconferencing, etc. Oral communication is quick and permits instant feedback as well as rapid response to feedback. Participants can ask questions and get rapid clarification. Moreover, gesture and facial expression can be used to reinforce the meant message. The limitations of oral communication embrace susceptibility to errors and misinterpretation and lack of permanence.
Written communication, because the name implies, involves using written words. It could actually come within the forms of enterprise 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 might be considered as a great medium for lengthy and sophisticated messages which, if relayed orally throughout many intermediaries, can simply be distorted or misinterpreted. Another advantage of the written medium is that it can simply be reproduced in lots of ways (e.g. photocopying) and distributed to many recipients. One of its main limitations is delayed feedback; the reading of lengthy paperwork could also be boring and the writing of a reply is also delayed by a number of different factors. Written communication additionally lacks the presence of gesture, facial expression and different forms of body language capable of reinforcing meaning in communication.
The choice of medium of communication will depend on the nature of the message to be transmitted. As earlier observed, while the written medium is the perfect medium for transactions that require permanent documentation, the oral medium is right for messages that require instant feedback. One has to consider the circumstances with the intention to determine whether to use a telephone call, a face-to-face assembly, an e-mail, a typed and signed document, etc. The factors to be considered when selecting the medium of communication embrace: urgency, formality, risk of misinterpretation, confidentiality, legal implications or the necessity for future reference, the character and dimension of the viewers, etc.
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