Professional Documents
Culture Documents
These are as
1.
Completeness - The communication must be complete. It should convey all facts required by the audience. The sende message must take into consideration the receivers mind set and convey the message accordingly. A complete comm has following features:
Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conve
A complete communication always gives additional information wherever required. It leaves no questions in th
Complete communication helps in better decision-making by the audience/readers/receivers of message as th It persuades the audience.
2.
Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other Cs of communication. Conciseness is a necessity for effective communication. Concise communication has following features:
It is both time-saving as well as cost-saving. It underlines and highlights the main message as it avoids using excessive and
needless words.
Concise message is more appealing and comprehensible to the audience. Concise message is non-repetitive in nature.
3.
Consideration - Consideration implies stepping into the shoes of others. Effective communication must take the audience into consideration, i.e, the audiences view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audiences needs while making your message complete. Features of considerate communication are as follows:
Emphasize on you approach. Empathize with the audience and exhibit interest in the audience. This will
stimulate a positive reaction from the audience.
4.
Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features:
It makes understanding easier. Complete clarity of thoughts and ideas enhances the meaning of message. Clear message makes use of exact, appropriate and concrete words.
5.
Concreteness - Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features:
It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted.
6.
Courtesy - Courtesy in message implies the message should show the senders expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features:
Courtesy implies taking into consideration both viewpoints as well as feelings of the
receiver of the message.
Courteous message is positive and focused at the audience. It makes use of terms showing respect for the receiver of message. It is not at all biased.
7.
Correctness - Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features:
The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/ readers. It checks for the precision and accurateness of facts and figures used in the
message.
Superficially, communication appears to be deceptively simple - write an email or send a memo. In fact, it's a complex process that must be addressed from many angles to achieve the best results. Leaders must understand all components of the communication process to apply them effectively. To have impact, careful communication planning and management, and clarity and consistency of messages are key factors. Unfortunately, many communication efforts focus only on the delivery of a message, and neglect the vital planning and management of the process. The speed and volume offered by technology through such channels as email and intranet, are often erroneously equated to effective communication. This model shows the three integrated communication roles a leader plays:
the organisational culture; the current communication climate; identification of various changes that impact stakeholders; integration of communication with other human resources practices. In developing a strategy for any communication program, the leader should:
analyse each stakeholder and the impact of the change for them; determine measurable communication objectives; develop a clear, consistent message that is meaningful to the stakeholder; select and use appropriate communication channels; measure the effectiveness of the communication effort and adjust the strategy as necessary. It is only at this point, in the leader's tactical role as communicator, that message delivery becomes important. The leader may utilise a range of fundamental communication skills, such as:
listening skills facilitation and problem solving conducting high impact conversations coaching and mentoring skills (one-on-one communication) Components of each of the roles will be required in mixed degrees to effectively manage the communication challenges of different situations. The leader must understand these roles and determine the degree of attention that the current communication program demands from each role.
Do you have a communication strategy that guides all your communication activities? Do you know exactly what you want employees to understand, think and do in response to your communication?
Is your message consistently aligned with the vision, values and objectives of your organisation? Is your communication a two-way process? Do you measure the effectiveness of your communication? Do you use the results of previous programs to adjust future communication initiatives to improve effectiveness? Does your communication incorporate the four communication drivers: involving, listening, leading and informing? Do you know how employees prefer to receive communication e.g. face-to-face, email? Have you delegated responsibility for communication to your leaders? Is your leadership team delivering a consistent message? Do your leaders understand their role as communicators in your organisation?
How do you rate: 7 and above: Congratulations - you stand out in the crowd, your communication should be
delivering value to your organisation.
4-7: You are on your way - the questions to which you answered 'no' will help to identify where
you could improve the effectiveness of your internal communication.
4 and below: Your internal communication is not effective - how much could this potentially
mean to your bottom line?
from the clothes people wear, personal grooming, right through to the car that they drive. Body language is important too. People pay a lot of attention to those non-verbal signals especially where they dont match the words that are spoken. When someone says, Were on track to achieve our target using minimal body language, the team may doubt their manager means it. If they use a gesture to emphasise the point they might be more convinced. Vocal impact is important too. Some people look great and the moment they open their mouth you change your view of them. Perhaps their voice is high-pitched and squeaky, they mumble, or speak way too fast for you to work out what theyre saying. A leader can have fantastic visual impact that is severely let down by his or her voice. Imagine what it would be like if in the example given earlier if the managers voice was monotone with a bored tone. Its highly unlikely the people listening would believe it let alone be inspired to work towards this goal. The bottom line here though is that people are far more inclined to trust the non-verbal message a leader sends than the words they use. When all three Vs are in place, a leader is likely to be trusted, seen as authoritative and able to motivate their team through a difficult period. As well as being honest people expect their leaders to find a speck of light at the end of the tunnel. By showing the way forward leaders demonstrate to their teams that they are in safe hands. As every good leader knows, motivation is affected by the environment people are working in. Atmosphere and emotions are contagious. If the leader is fearful the team will be fearful. When the leader is positive that their organisation can get through a tough period the staff start to feel positive about things too. Just because a leaders role is to provide clear direction doesn't mean that they have all the right answers. The most effective leaders have a strong team of people around them with expertise in different areas such as finance, sales, marketing and operations. They also work as a cohesive team who trust one another enough to challenge each other while working towards a collective goal. In tough times it is all too easy for individuals to start looking out for themselves. Leaders need to look out for this behaviour and be prepared to 'nip it in the bud'. Time invested in getting the team together to review how they are working with each other will save precious energy and effort being wasted in this way. Some newspaper articles are starting to suggest that we are on the road to recovery. In the London Evening Standard on 11 May the City Correspondent, Hugo Duncan, quoted various gurus and economic pundits who were all predicting, to varying degrees, tentative signs to suggest the recession is bottoming out or even coming to an end. Whether they are right or not, when the upturn comes leaders need good motivated people in place to capitalise on the opportunities available. It's important that leaders demonstrate how much they value their people and the contribution they make. They need to spot signs of stress and make sure this most valuable resource their staff has adequate support by providing essential training and resources. Leaders can achieve success through a combination of having a clear vision of the way forward, honest communication, effective teamwork, and demonstrating that they value the people who work for them.