Chapter 1 - Effective Communication in the Workplace

The ability to communicate is an essential life skill and one that can be
continually developed. Individuals who are good communicators find it
easy to develop empathy and trust with others. These people adapt their
style of communication to suit the audience and situation they are
presented with.

Chapter 2 - Workplace Communication Styles

Each persons communication style is a unique combination of their own
innate skills and those learnt both formally and through experience. What
makes some people better than others at communicating is their ability to
adapt their style to suit the message, environment, and exchange.

Chapter 3 - Recognizing Workplace Communication Styles

Whilst individuals may favor a particular way of communicating, they can
alter their behavior to other communication styles if necessary to suit a
particular situation. This flexibility helps them to come across as
knowledgeable, confident, and empathetic.

Chapter 4 - Perceptual Preferences

People may be naturally visual, auditory, or kinesthetic communicators.
Using a supplementary form of communication can help your message to
be correctly interpreted.

Chapter 5 - Attitudes to Communications

Effective communication depends on your ability to read the attitude of
the other person or group. This is something that can be picked up from
the behavior you see and will reflect their emotions and feelings towards
the communication.

Chapter 6 - Communication Research

There is a whole industry built on helping you to become a better
communicator. Unfortunately, some of what is written about this topic is
rather misleading.

Chapter 7 - Using the RESULT Principle

The RESULT principle can help you to improve your communication skills.
The acronym stands for Reason, Environment, Specific, Understanding,
Listen, and Timeframe.

Chapter 8 - Barriers to Communication

Problems with communication occur when the way in which we express
ourselves is not fully understood and appreciated by those we want to
communicate with. Some of these differences are within our control,
others are not, and being forewarned about such obstacles influences how
successful your communications will be.

You will learn how to:

Determine your own preferred communication style.

Use this information to develop and enhance your communication

skills.

Identify and respond appropriately to other peoples emotions.

Apply the six components of the RESULT communications principle.

Overcome the most common barriers to successful communication.

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Effective Communication in the Workplace
The ability to communicate is an essential life skill and one that can be
continually developed. Even if you are a naturally good communicator, there
are always opportunities and ways to enhance your communication skills.
Individuals who are good communicators find it easy to develop empathy
and trust with others. These people adapt their style of communication to
suit the audience and situation they are presented with.

Communication is a complex two-way process that can involve several

iterations before mutual understanding is achieved. Communication takes
place in many ways. You can communicate using words, symbols, pictures,
graphics, voice, tone, facial expressions, clothing, and body language.
Most communication is a combination of these elements. By understanding
how to use these elements effectively you can improve the way you
communicate and achieve the best outcome for any situation. Whether
speaking formally or informally, addressing a meeting, or writing a report,
the basic principles of communication are as follows.
Know your audience
Communication should always be packaged to suit the listener's level of
understanding.
Know your purpose and topic
Make it clear whether you are delivering specific information, requesting
information, or being social. Be aware of all the facts and details.
Anticipate objections and present a complete picture
Objections often arise due to misunderstandings. Communicate the benefits
for both parties. Support your statements with evidence (e.g. statistics or
testimonials).
Communicate a little at a time, then check the listener understands
Pause, ask questions, and give the listener an opportunity to ask questions.

Present information in several ways

What worked for one listener/reader may not work for another.
Develop practical, useful ways to get feedback
Feedback is the best way to evaluate the effectiveness of your
communication.
In all areas of your life you will play many different roles in the
communications process. At the highest level within this process you will
either be the person instigating the exchange or the recipient of it.

Whichever one of these roles you play you will have a variety of options that
will shape your communications and the level of preparation you are able to
perform.
Those who instigate a communication will generally be performing one the
following roles that will match the reason why the communication is taking
place.
Communicator you have a need to inform an individual about some aspect
of their work or you require them to take on a task you need to delegate. You
might need to persuade someone or a group to accept the topic of your
communication and its implications or repercussions. The communication

may, or may not, have been expected and you will be able to establish this
by listening and observing the recipients responses.
Investigator the reason for your communication is to find out some
information or data that you need to make a decision. It can also be that you
need to find out the latest status of a project or task.
Assessor you have to assess how well someone, or a group, is performing
their role or task. In this role you may be responsible for gathering and
collating the data you collect as part of this communication process.

If you are the individual receiving the communication then the role you will
adopt during the exchange will fall into three broad categories:
Recipient you need the information or data contained in the communication
to ensure that you can complete your task or perform your job. Much of the
communication in this role is of a general nature and its purpose it to keep
you informed of organizational changes and progress.
Participator this is the role you will often find yourself in. Your knowledge
and skills are required in a discussion or decision-making process that has
mutual benefit to those involved in the communication.
Antagonist your viewpoint may be contrary to that of other person or
people in the exchange and you want to ensure that those involved in the

communication are fully informed of all issues in order to ensure that a wellreasoned decision or judgment is the end result.
With each of these broad roles you will alter your behaviors and method of
communicating to suit the environment and circumstance. But whichever
high-level role you find yourself performing you will also need to actively
listen to the whole of the two-way exchange.

An important skill that all good communicators possess is their ability to

actively listen. Developing the skill of actively listening during conversations
enables you to avoid misunderstandings, confusion, and misinterpretations.
It also ensures that you are always looking at the big picture when
communicating.
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Types of communication barriers

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Barriers to communication arise from a variety of sources such as complex organizational structure,
sue of ambiguous words, perceptual differences of sender and receiver, status difference etc.
Theo Haimann has classified the main barriers to communication into four major groups. These are:

Barriers caused by organizational structure.

Barriers caused by status or positions.

Barriers caused by language.

Barriers resulting from the general inclination to resist change.

McFarland has classified the communication barriers into the following four groups:

Unsound objectives

Organizational blocks

Semantic blocks

Human relations problems

Ricky W. Griffin has classified the communication barriers into two broad groups such as (a)
Individual barriers and (b) Organizational barriers.
For convenience of discussion we can classify the barriers to communication in the following four
categories:

Organizational barriers

Individual barriers

Semantic barrier

Other barriers

These four categories of communication barriers are shown in the following diagram:

Types of communication barriers

1.

Organizational barriers: The barriers that generate form within the organization are known as
organizational barriers may be of the following types:
o
Negative organizational climate: The main aspect of organizational climate that acts as
communication barrier is the negative attitude of top management. Negative attitude of top
o

management discourages communication initiative of the employees.

Absence of communication policy: Well-designed communication policy encourages
communication in the organization. In the absence of such policies, employees fail hesitate to

communicate.
Excessive authority layers: Excessive authority layers acts as a severe impediment to
successful communication. In the case of excessive authority impediment to successful
communication. In the case of excessive authority layers, information reaches to its final
destination passing through several hierarchical levels. As a result, information may be

distorted or lost. Excessive authority layers also causes delay in communication.

Filtering: Filtering implies willful distortion of information. This problem usually arise in
upward communication. In upward communication, employees tend to pass only those
messages that create positive impression about them.

Individual Barriers: Barriers created by the sender and receiver are known as individual

barriers. Such barriers include the following:

o
Differences in personality: Personality is the set of attributes that define a person.
Every person holds a distinct personality. This individual nature of personality acts as barrier
o

to communication.
Perceptual differences: Perception is the unique way in which people respond or
interpret an object. Difference in perception is a very common problem in effective
communication. It for example, a subscriber of BTTBs land phone in Bangladesh may
positively react to the governments move to privatize BTTB expecting a better service. But an

employee of BTTB might view this as step to cut jobs and retrench existing employees.
Fear: Fear of reprisal or attack, fear of criticism for knowing very little etc. may create

problem in communication.
Stereotyping: Stereotyping is generalizing about a class of people or events that is
widely held by a given culture. In case of stereotyping, people develop communication
statements and mindsets about others. This orientation exposes itself in such statements and
mindsets. For example, All used car salesmen are dishonest, or All foreign recruiting
agents are liars. Such all inclusive perceptions not only are seldom correct but they also

block mental activity that is necessary for successful communication.

Halo Effect: The halo effect is the tendency to use a general impression based on one or
a few characteristics to judge other characteristics of that same individual. For example, a
manger might identify one trait of an employee, such as an excellent attendance record, and

perceive that the employees productivity and quality of work must also be outstanding.
Inattention: Sometimes communication does not reach due to the inattention of the
receiver. Such inattention may result from busyness, lack of interest about subject, suffering
from disease or family problem etc.
Language or Semantic Barrier: A common barrier to effective communication is

semantic distortion, which can be deliberate or accidental. Semantic problem arises when words
and symbols have different meanings for different people that lead to a misunderstanding. For
examples, an advertisement states, we sell for less. It is ambiguous and raises the question: less
than what? In another case, during meeting, a male colleague said to one of his female colleague,
Why dont you dye it? meaning her hair. The female colleague thought he said, Why dont you
diet? she did not speak to him for a month. Semantic barrier presents difficult challenge when

people from different cultures communicate with each other.

Other Barriers: The following factors also act as the barrier to effective communication:
o

Information Overload: Information overload may also be a problem of effective

communication. Information overload is the situation when a person is given too much

information at a time.
Faulty expression: Faulty expression of message fails to convey exact meaning to the
receiver. It happens due to lack of clarity, use of vague terms, badly expressed information,

improper organization of ideas etc.

Status or power difference: Communication problem may arise when people of different
power or status try to communicate with each other. For example, the manger of a company

may neglect suggestion from his subordinates simply because of difference in their status.
o

This under treatment of people makes the communication ineffective.

Negative attitudes to change: Some people always resist any kind of change in the
organization. They think that old is good, and are fearful about the changes. Therefore, they
create problems in communication through inattention, false interpretation, rumor, resistance

and non-cooperation.
Noise: Environment factors may also disrupt effective communication. One such factor is
noise. For example, in oral communication, noise hiders smooth flow of information or
message. In factories, loud noise of machines makes oral communication very difficult.

Filed Under: Introduction Tagged With: Communicatio barriers type, Communication barriers,Types
of communication barriers

What is a communication barriers? | Guideline to overcome communication barriers

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Sender transmits a message with the expectation that the receiver will receive, understand and act
on it. However, messages do not always reach to its intended receiver in way the sender think.
Some causes or factors impede the flow of message, its interpretation and understanding. Such
factors or causes are known as communication barriers. Some definitions on communication
barrier are quoted below:
According to Dr. Suruj Kumar Debnath, defined, Barriers to communication mean obstacles to the
process of communication.
In the opinion of Louise E. Boone and Others, Communication barriers are the problems that arise
at every stage of the communication process and have the potential to create misunderstanding and
confusion.
According to C. B. Mamoria, Communication, when it is impeded and does not reach the receiver is
often somewhat ineffective and the impediments are known as barriers.

What is a communication barriers

By considering the above discussion and definitions, it can be concluded that communication
barriers are the factors that inhibit the effective flow of information that communication barriers are
the factors that inhibit the effective flow of information in the process of communication.
Communication barriers impede the flow of information or create problems in understanding and
acceptance of information.

Guideline to overcome communication barriers

Overcome the communication barriers are essential to ensure effective communication. Although it
is not possible to eliminate all the barriers, they can be minimized to a great extent. The following
guidelines are offered in this regard:
1.

Clear organizational policy: Organization should have adequate, clear and explicit
communication policies. Such policies will reduce confusion and promote the flow of
communication.

2.

Provision for feedback: In order to make communicate effective, mangers should actively seek
feedback from subordinates. Feedback reduces the chance of misunderstanding and disparity
between the messages sends and received.

3.

Reorganization: In order to create a favorable communication climate, complex organization

structure should be reorganized. Reorganization may involve reducing authority layers and
establishing clear authority and responsibility relationship.

4.

Management development: For improving communication skills, management development is

necessary. This development is possible through delegation of authority, decentralization, arranging
seminars and workshops, providing training on computers and other electronic means of
communication.

5.

Orientation: Orientation refers to introducing the newly appointed employees with the company
mission, goals, policies, rules and regulations, procedures etc. this can greatly enhance the
effectiveness of communication in the organization.

6.

Promoting informal relationship: Informal relationship can play a vital role in promoting
communication. Hence, management should use informal communication channel along with the
formal channels.

7.

Selecting proper media: Effectiveness of communication largely depends on appropriateness of

media. Therefore, media should be selecting considering some factors such as importance of
message, communication environment, knowledge of the receiver etc.

8.

Communication training: To make the employees efficient communicator, organizations can

arrange various training programs for them.

9.

Reducing information overload: Communication system becomes defective if more information

flows at a time than is necessity. To resolve this problem, only necessary information should be
conveyed. Moreover, separate messages should be communicated after certain intervals.

10.

Communication audit: According to Howard H. Greenbaum, one way to improve communication

in organization is to conduct a communication audit. Communication audit means examining and
evaluating communication networks, communication functions and communication principle. If
communication audit is undertaken after certain intervals, communication will obviously improv

Difference between communication process and communication mode| Limitations

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Communication model and process are closely related to each other. Communication processis
made up of some sequential parts of exchanging information. This process includes sender,
encodings, message, channel, receiver, decoding and feedback. On the other hand, communication
model is the symbolic presentation of communication process. Thus, it seems that communication
process and model are similar to each other. Yet, there exists some differences between them. The
differences are below:

Nature: Communication process is theoretical in nature and Communication model is the pictorial

presentation of communication process.

Understandability: Since communication process is a theoretical matter, it requires descriptive
analysis of components and Since model is a symbolic representation, on can understand the model
by simply looking at it.

Complicacy: The process is descriptive in nature and therefore, it is a complex matter and The

model is relatively less complex as it is presented in the form of picture of diagram.

Time involvement: Theoretical analysis of communication process and

communication model requires less time than the process.

Requirement of expert: There is hardly any need of expert to design a communication

Developing

processand Experts are essential to develop a well thought out model.

Limitations of communication model

Though communication model is useful in a variety of ways, it is not free form limitations. The
limitations of using communication model are as follows:

Rigidity: Communication model is rigid in nature. Communication cannot always be presented in

a rigid model.
Non-inclusion of some aspects: In a communication model, only the important aspects of
communication process are included and less important aspects are ignored. But in some cases

these unimportant aspects become important.

Lack of detailed explanation: Communication model represents the communication process

through symbols. Elaborate explanation is not always available in the communication model.
Non-availability of experts: Another limitation in developing a communication model is that
expert hands are not always available. As a result, development of time befitting model is difficult.

Filed Under: Introduction Tagged With: Communication mode, Communication process, Difference
between communication process and communication model, Limitations of communication model

Types of communication model

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There are many models of communication developed by noted theorists of different disciplines.
Among the theorists, Aristotle, Lasswell, Shannon, Weaver, McLuhan, MacLean, Rileys, Westley,
Gerbner, Rothstein, Schramn, Berlo, Osgood, Johnson, Cherry are the renowned ones. Some
important and well-known models are discussed below:
1. Aristotles Model: Aristotle, your well known Ancient greek thinker, unveiled an operation
involving by oral communication within his / her creating 3 hundred years prior to the birth involving
Christ. The task is regarded worthy inside analyze involving modern day communication. He
articulates of any communication practice consisting of a new loudspeaker, a message and also a
listener.
The
Aristotelian
model
of
communication
can
be
as
follows:

Aristotle
pointed out that the person at the end of communication process plays the key role to whether or not
communication takes place.
2. Lasswells Model: Harold Lasswell, a politics scientist, designed a communication exchanges
type mixing the main elements of communication exchanges. His model has become widely
discussed given that 1940s. He or she expressed the actual type because, Who affirms exactly
what, in which funnel, to be able to which, in doing what effect. Which means, Lasswells style of
verbal exchanges consists of several parts- Sender (who), Message (what) in addition to receiver
(whom). Lasswell included solely the actual component-channel. The majority of modern-day
theorists talk about these several areas of the actual communication procedure by employing
diverse terminology. The particular Lasswells type can be found beneath:

3. Claude Shannon and also Warren Weaver Model: united States applied mathematician Claude
Shannon and also Industrial engineer Warren Weaver produced a new mathematical theory
regarding conversation within 1949 although working at bell Mobile phone Laboratories in the United
States. Afterwards his / her style has grown to be well-known because information theory. Shannon
and also Weavers style is commonly recognized because the course from which communication
studies has exploded.
Shannon along with Weaver product contains the subsequent 5 things:

An data source, which usually yields an email

Some sort of transmitter, which encodes the particular communication in to indicators

Some sort of sales channel, to be able to which usually indicators usually are taken for sign

Some sort of receiver, which decodes (reconstructs) the particular communication from the

indication
Some sort of desired destination, in which the communication occurs.

In the model, they indicated a sixth element, noise as a dysfunctional factor. The model is shown
below:

Advantages of Shannon and Weavers model: The strengths of Shannon and Weavers model are:

Simplicity

Generality and

Quantifiability

Such advantages made this model attractive to several academic disciplines.

4. Schramms Model: Wibur Scharmm, the well-known communication theorist, designed an easy
devices communication model in his book The course of action in addition to Effects involving Mass
Communication. Within the product, Schramm found because Aristotle would, of which
communication usually requires about three elements-the resource, this communication plus the
desired destination. Ultimately, the original source encodes a communication in addition to direct that
to its desired destination via some programmers, in which the message is usually obtained in
addition to decoded. Schramms product is really as comes after:

5. The Rileys Model: John W. Riley and Matilda White Riley, a husband and wife team of
sociologists pointed out the importance of the sociological view in communication. They developed a
model to illustrate sociological implications in communication. The model is shown below:

The mode indicates the communicator (C) emerges as part of a larger pattern , who sends
messages in accordance with the expectations and actions of other persons and groups within the
same social structure. it is also true in the case of the receiver (R) in the communications process. in
addition, both the communicator and receiver are part of an overall social system. The model clearly
illustrates that communication is a two-way process.
6. Berlos S-M-C-R Model: David K. Berlo, a communication theorist and consultant developed a
model named S-M-C-R model of communication in 1960 in his book The process of
communication. Berlo pointed out the importance of the psychological view in his communication
model. The four parts of Berlos S-M-C-R model are S = Source, M = Message, C = Channel and R
= Receiver. The model is as follows:

The elements of Berlos model are discussed below:

Source: The first element of Berlos communication model is the source. All communication must
come form some sources. The source might be one person, a group of people of a company.
Several things determine how a source will operate in the communication process such as:i.
Communication skills like abilities to think, write, draw and speak.

ii. Attitudes toward audience, the subject matter etc.

Knowledge of the subject, the audience and the situation.

Social background, education, friends, salary, culture etc.

Message: Message is the information, views of thoughts to be sent by the source. The source must
choose the code or language for sending the message.
Channel: The channel is the method such as telegraph, newspaper, radio, letter, poster or other
media through which the message will be transmitted.
Receiver: Receiver is the final element in the communication process. The receiver is the audience
of the message.
7. Contemporary Model: The modern day style of communication features developed primarily from
the early on work associated with Shannon along with Weaver along with Schramm. These experts
have been related to expounding on the process of communication in a way that may be useful in
most
situations.

Off their work the ultra-modern as well as modern day style of communication developed. The
normal regions of modern day style of communication incorporate communicator, encoding,
information, moderate, recipient, decoding, and suggestions along with sounds.

What is communication model? | Functions of communication model

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A model can be defined as a visual presentation that identifies, classifies and describes various parts
of a process. In the communication process, sender, message, media and receiver are associated.
Communication process starts with the transmission of message by communicator and end with
receivers feedback. When this communication process is represented through a line or picture, it is
called communication model. In other words, pictorial presentation of communication process is
known as communication model.
The simple model of communication consists of a sender, message and receiver. However, this
simple model ignores many other parts of communication process. So by incorporating all parts of
communication process, a comprehensive communication model is presented below:

In communication model, various parts of communication process are depicted in a sequential and
rational
way.
In fine, it can be summed up that communication model is a diagrammatical presentation of
communication process. It is the logical settings of the elements of communication process.

Functions of communication model

Communication model refers to the visual representation of communication process. Communication
model performs certain function in developing communication skills and efficiency. Some important
functions of communications model are mentioned below:
1.

Teaching the elements of communication process: Communication model represents various

elements involved in sending and receiving message. So from communication model, one can learn
various aspects of communication process. For this reason, it is said that communication model
teaches communication process.

2.

Conducting research: The second important function of communication model is to help in

conducting research in the field of communication. Communication model presents various aspects
of communication logically that help the researchers are in understanding the pattern of
communication. So with the help of communication models, the researchers can undertake
communication research programmers and perform those efficiently.

3.

Predicting the success or failure of communication process: Another function of

communication model is to predict or forecast the success or failure of a particular communication
process. Through this model, one can ascertain the causes of success or failure of communication.

Importance or objectives of communication model:

Communication model has evolved to understand the communication process. It helps to

understand the important aspects of communication. Some points highlighting the importance or
objectives of communication model are given below:
1.

Easy understanding of communication process: Communication model helps to understand

the communication process easily and logically.

2.

Showing information flow: Communication model shows how information flows form one
person to another in the organization.

3.

Introducing the parts of communication process: Communication model is also helpful to

orient the various parts of communication process to its readers.

4.

Easy presentation of communication process: Communication process is a complex issue.

Through a model, this complex issue can be presented easily.

5.

Understanding the communication complexities: Complex issues of commutation process

cannot be show in the communication model. Comparing these complexities with the model, one
can measure the degree of complexities in a given communication issue.

What is two-way communication? | Importance of two-way communication

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Two-way communication occurs when the receiver sends response or feedback to senders
message. In two-way communication process, the sender first transmits the message to the receiver.
After receiving a message, the receiver decodes it and then sends back his or her reaction to the
sender.
In two-way communication, information flows in two-ways: information form sender to receiver and
response from receiver to sender. So it is regarded as the complete communication process.
Two-way communication may occur horizontally or vertically in the organization. When information
is exchanged between superior and subordinate, it is known as vertical two-way communication. On
the other hand, when communication takes place between persons holding the same rank or
position, it is called horizontal two-way communication. Two-way communication is represented in

the

following

diagrams:

By nature, face-to-face and telephonic conversations are the examples of two-way communication.
In the case of written communication, two-way flow of information will occur when receiver sends
feedback.
In fine, it can be said that the communication process having provision for feedback in termed as
two-way communication.

Importance of two-way communication

Two-way communication is the complete communication process. In this communication, information
flows form sender to receiver and response of the receiver goes back to the sender. In achieving the
organizational goals and facing the personal problems, we need to rely on two-way communication.
The following points highlight the importance of two-way communication:
1.

Ensuring smooth how of information: In two-way communication, the receiver can directly
express his response with regard to the message he received. As a result, smooth flow of
information occurs in both directions.

2.

Providing acknowledgement: In two-way communication, sender sends information to the

receiver and receiver gives his response or answer to the sender. In this way, two-way commutation
acknowledges the reception of message by the receiver.

3.

Implementation of directions: In the organization, superiors convey various orders, instructions,

policies, procedures etc. to the subordinates. If subordinates fail to understand any instruction,
order or policy, two-way communication allows them to ask for further clarification. Thus, two-way
communication helps implementation of superiors directions.

4.

Encouraging suggestion form employee: In order to enrich organizational plans and policies,
management should encourage suggestions from subordinates. Such encouragement is possible
when there exists two-way communication channels.

5.

Increasing job satisfactions: Two-way communication provides employees with a means to

convey their complaints, attitudes, feelings, interests and opinion to their superiors. Afterwards,
superiors can take necessary steps for well-being of the employees. As a result, job satisfaction of
the employees increases.

6.

Creating democratic environment: In two-way communication, both communicator and receiver

can freely express their feelings, ideas and views. This mutual exchange of information creates a
democratic environment in the organization.

7.

Overcoming ambiguity: Two-way communication is also very useful to overcome any confusion
or ambiguity regarding the message as it allows the receiver to convey his response.

8.

Creating congenial relationship: Congenial relationship between workers and management is

essential to achieve organizational goals. In order to create such relationship, management must
listen to the opinions and views of employees. Two-way communication makes it possible.

9.

Creating informal relationship: Another positive aspect of two-way communication is that it

enhances informal relationship between sender and receiver. Since two-way communication allows
both the participants to exchange whatever they think, they can develop a sense of mutual
understanding. The result is a better relationship between them.

10.

Increasing effectiveness of communication: Effective communication depends on proper

understanding of message by both sender and receiver. Through two-way communication, both
parties can evaluate each others opinion and thus can increase effectiveness of their
communication.

11.

Increasing efficiency: Two-way communication also positively contributes to the efficiency of the
receiver. In this communication, the receiver can seek clarification and analysis of senders
message that ultimately increases his knowledge, understanding and efficiency.

From the above discussion, it can be concluded that two-way communication plays vital role in
improving organizational performance. This is the only complete communication process. For this
reason, so much importance is placed on two-way communication.

Principles of feedback | guidelines of feedback

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Feedback is the response of receiver concerning the message the received. It is an essential
element of two-way communication. Feedback can be favorable or unfavorable. Whatever may be
the feedback, it should follow some guidelines or principles. The followings are the prime principles
or guidelines of making feedback effective:
1.

Specific: The receiver should convey his response specifically. Specific response helps the
sender to understand receivers attitude towards the message.

2.

Descriptive: To make the feedback clear and worthwhile to the sender, it should be descriptive in
nature. In feedback, the receiver should maintain logical sequence of message he received and
incorporate his opinion in details.

3.

Clarity: Clarity is an important principle of both effective communication and effective

feedback. Principle of clarity requires that feedback should be free from ambiguity and
exaggeration. Clarity comes from attentive listening and careful interpretation of message.

4.

Promptness: Feedback should be delivered without unnecessary delay. Delay in feedback

destroys its utility. Promptness depends on the nature of communication. In face-to-face
communication, feedback is instant while written communication may allow a time lag in feedback.

5.

Completeness: Feedback is effective when it is complete. Completeness of feedback means it

should answer all the queries of the sender.

6.

Solicited: Feedback must be spontaneous. This principle is attained when the receiver willingly
responds to the senders message.

7.

Informality: Efficacy of feedback also depends on the use for informal channel along with formal
channel. If there is any informal channel for providing feedback, employees come forward to show
their reaction spontaneously.

8.

Relevance: Principle of relevance requires that feedback should be relevant and consistent to the
content of the message received. Relevant feedback can only help the sender to understand
receivers reaction. Irrelevant feedback may irritate the sender and hamper the objective of
communication.

These are the well-established rules or principles of feedback. By following these principles, one can
ensure the effectiveness of feedback.
Filed Under: Introduction Tagged With: Guidelines of feedback, Principles of feedback

Necessity of feedback | Importance of feedback

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Feedback is the essence of two-way communication. In two-way communication, the sender must
wait for receivers response before deciding what to say nest and how to say it. Feedback is the
check on how much successful one has been in transferring his message as originally intended. If
there is no feedback. Communication will be incomplete and ineffective. Based on feedback, a
sender may either alter the presentation of the message or cancel it entirely. Thus, there is no
alternative to feedback,. Some points highlighting the importance of feedback are mentioned below:

Why feedback is necessary for completion of

communication process?
1.

Completion of communication: Two-way communication requires feedback from the receiver.

Through the feedback, sender can understand the attitude of the receiver. Burton and Thakur said,
The receivers feedback to the sender completes the communication process loop.

2.

Measuring the effectiveness of communication: Feedback ensures the sender regarding the
effectiveness of his communication. By means of feedback, sender can be sure that the receiver
received the message and understood it in the proper way. Sender needs feedback in order to
determine the success or failure of communication.

3.

Understanding the receivers view: Feedback helps to understand the receivers view and
opinion about the senders message. With this understanding, sender can determine the next

course of action.
4.

Measuring the appropriateness of media: Message can be transmitted using various media.
Improper media cannot convey the message to the receiver properly. So proper understanding of
the message by the receiver and his feedback proves that the sender has selected the right media.

5.

Making correct decision: Feedback communicates the receivers opinion to the sender.
Considering this opinion, the communicator can take proper decision. Information of the receiver
can also improve the quality of decision.

6.

Collection of information: One-way communication only sends information. If communicator

wants to gather information, he must seek feedback.

7.

Coordination of activities: Responsibility of performing organizational activities is assigned to

various departments. In this case, organizational success depends on proper coordination of interdepartmental activities. Feedback helps top management to ensure proper coordination.

8.

Improving labor-management relationships: Healthy labor-management relationship is

essential for organizational success. If management wants to build a congenial atmosphere, they
should encourage two-way communication. That means, management should seek feedback
from employees as well as they should provide feedback to the employees. Through this practice,
managers can create democratic atmosphere in the organization.

The above discussion reveals that feedback is an essential element of communication process.
Through feedback, the sender and receiver can know each other and accordingly they can decide
their next course of action.

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