Effective Communication

EFFECTIVE COMMUNICATION

To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others. Tony Robbins

Communication is a process in which transfer of information takes place. This includes multiple modes. A Person speaking to another person on to two people or addressing a group of people, the information is passed from one to another.

A purpose of the communication is to give a clear message to the receiver of the information. Receiver listens it, interprets it based on his/her conviction and responds in agreement if the message conveys him the contents of the message. Thus an effective communication is said to be established.

An Effect of any communication is based on the actions of the receiver of the message. If his/her actions are neutral or in contrast to the message he receives, one would simply deny the effectiveness of the communication. However the purpose of any communication is served, if the actions of the receiver is in favor of message communicated. Then the communication would be an effective communication.

EFFECTIVE COMMUNICATION – Different ways to communicate

There are different ways to communicate
-Verbal interaction when two or more people are physically present at same place or interacting through some video telephone.
-Verbal interaction where the physical presence is not visible
-Non verbal

Verbal interaction with visibility of the receiver
Here, several factors are involved when the message is sent
1-Spoken Words- Words play a crucial role in conveying the message. An appropriate picture can only be drawn when suitable describing words are used.

2-Pitch of the speech- Aggression or calmness of the message usually depends on if the pitch is high or low.

3- Intonations-How well one elaborates a matter by emphasizing on phrases or sentences is reflected by intonations applied in the speech.

Body language

4-Body language – The most significant aspect of any interaction where both the speaker and listener see each other it becomes essential to send appropriate body language signals. Body language tells and delivers hidden aspects of information.

Information Content

5-The Audience – A speaker, should be aware of the target audience he or she, is addressing. Understanding of the culture, knowledge level, social position, interest area helps develop the topic to become easily graspable and inculcate a thought process in the Audience. While speaking to young enthusiastic students, the subject matter should relate to their interests. The young generation has high enthusiasm and potential to achieve any dream. They are either not sure what path would be most worthy to pursue. Even a small obstacle may look like a giant and prevent them from taking any action

Either it could be career oriented or skill development, addressing the elimination of the hurdles and converting them to opportunities.

A group of finance background people would be more interested in money making ventures. They have knowledge of what to do and how to do. Still results are not aligning to the expectations. They may be missing so information or some miscalculation can distort the result. An experience based insight is what they need.

Some guy asked an attractive lady from Japan, would she be interested in having any company. A crisp, straight forward answer, Yes, how much it costs.

Your conditioning and baggage
Apart from others understanding, freeing up your self from previously held general notion of the target audience should be allowed to be kept aside. Every interaction is new and brings different understanding of the situation.

Control and Flow

Control is equally important in any interaction. However, once you start laying emphasis on things like on others decision, than you give the control to other.

Flow of thoughts should be in sequence with the previous thought. It should provide answers to any query that would have come with previous statement, Also some hint on coming idea, will completely captivate audience attention.

6-Avoid fillers – Repeated use of fillers like ‘a’, ‘aa’, ‘so’ etc often devalue the impressions and increase the chances of diversion in audience attention. The reason for the fillers is that brain processes the words more quicker than the speech of the speaker. A resolution for this problem is to take small pauses of 2-3 seconds instead of using fillers.

Non verbal Interactions
Involvement of emails, or social media in sending the message comes under this category. Choice of Words, phrases play a significant part. Sentences should be clear and short.

Email

The subject matter becomes extremely important in the times when every email inbox is flooded with the Spam emails.
Paragraphs should be short and should give a clear information. Designate each paragraph with selected sub information.
Instead of putting pictures and video attachment, simply attach a link of the folder containing relevant attachments. The google drive allows this sharing facility.

Social media

The more is the visibility on social media, the more a person is expected to get the acceptance in the target group. Here, the self created image already conveys the message even before the message reaches to the receiver.

Effective delivery of information

The purpose of any information is to get conveyed easily by the receiver. Any haphazard way would only complicate the content.
A gradual forward movement of the information, in any context, be it verbal or non verbal facilitates easy understanding to the receiver.

The very first statement starts laying the ground work and builds a base to enhance curiosity in the reader or listener. Break the information in little segments. Each segment should be linked to another in a progressive way.

The first segment can outline the main points of the message about to get delivered. The segment should consist the sub information along with the explanation and logic behind it.

Put the summary and outcome of the message in the last segment. A well directed information compels the reader to think and act according to it.

The opinions expressed in this article are writer’s personal views.

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