Principles of Effective communication

Principle & Practice of Management

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Principles of Effective communication

Effective communication Principles

One of the important features of communication is that it is a two-way traffic. Management is also a two-way traffic. It is very necessary to establish an effective machinery of communication to manage the affairs of the concern effectively. The effective system of communication should provide the liberty to both parties—management and workers to convey their ideas, opinions, facts, grievances, etc. to another party, i.e., it must establish a two-way traffic. Communication is said to be a continuous process of exchange of views and ideas but it should be both ways—upward as well as downward. The procedure should not only provide the managers a privilege to communicate the order and directions to the workers but should also be given liberty to convey their complaints, grievances, opinions, suggestions, etc. to the management. Establishment of a two-way traffic will improve the morale of the workers on the one hand and will improve the working of the organization on the other. It will also improve industrial relations. Thus, it is very essential to have a two-way communication.
Effective Communication Principles
In order to make the communication system effective, the following factors or principles must be followed:
1. The Effective communication Principles of clarity: The idea to be transmitted should always be in the easily understandable language. For this purpose, the idea to be conveyed must be clear in the minds of the communicator.
 2. The Effective communication Principles of attention: Communication requires that the receiver of the message should understand the message. It is possible only when the recipient pays attention to the message being communicated. For this, the manager should arouse the interest of the receiver so that the receiver pays proper attention.
3. The Effective communication Principles of consistency: This principle implies that communication should always be consistent with the plan, objectives, policies and programs of the enterprise.
4. The Effective communication Principles of adequacy: This principle demands that the information being sent should be adequate and complete in all respects. Incomplete or inadequate information are very dangerous. Inadequate, information delays actions and destroys understanding and relations. The efficiency of both communicator and communicatee is also affected.
5. The Effective communication Principles of integration: The main objective of effective communication is to integrate the effort to strengthen the organization by achieving the common objectives of the organization. Communication is a means to an end, not an end in itself. It should be geared towards achieving a genuine spirit of cooperativeness among the personnel towards achieving the organizational objectives.
6. The Effective communication Principles of timeliness: The information or ideas must be conveyed at the proper time. Any delay in this respect will serve no purpose except to make them (message) mere historical documents as it loses its importance and effectiveness.
7. The Effective communication Principles of informality: Formal communication channels are very important and useful to the organization but informal communication also plays a dominant role in spreading information. The manager should try to be informal in their behavior with his subordinates. But in certain situations where the manager is the best judge, informality should be avoided.
8. The Effective communication Principles of feedback: This is the most important principle of an effective communication system. The communication must have feedback confirmation from the recipient whether the messages have been understood by the recipient in the same sense in which the sender takes it for, and also whether the recipient is agreed or disagreed to this proposal of the sender. In the case of oral communication, there exist a number of opportunities to secure feedback in comparison to written communication.
9. Communication networks: Communication networks refer to the routes through which the communication flows to the destination, person for whom it is intended. A number of such networks may exist in the organization at a given point of time but management should consider the effectiveness of the communication and morale of the communicate before
it should figure out such network.
10. The Effective communication Principles of the economy: The communication system must be as economical as possible but not at the cost of the efficiency of the system. The cost of communication of any message should always be considered keeping the importance of the message in the mind. However, the clarity, adequacy, and timeliness should not be sacrificed to achieve economy.