Communication:

Introduction:

The process of sharing ideas, information, and messages with others in a particular time

and place is known as communication. Communication includes writing and talking, as

well as nonverbal communication (such as facial expressions, body language, or

gestures), visual communication (the use of images or pictures, such as painting,

photography, video, or film), and electronic communication (telephone calls, electronic

mail, cable television, or satellite broadcasts). Communication is a vital part of personal

life and is also important in business, education, and any other situation where people

encounter each other.

People in organizations need to communicate to coordinate their work and to inform

others outside the business about their products and services.

Effective Communication:

Effective communication ensures that all persons and organizations understand the

message sent. They also are more likely to respond favorably to the message if it appears

to be reasonable and fair to both the receiver and the business.

Communication plays a major role in employer-employee relationships in any

organization. It also affects the relationships among members on the management team.

Although effective communication does not guarantee success of a business, its absence

usually assures problems. A communication problem may soon become a crisis or it may

linger on for years.

Benefits of Effective Communication:

The following can be the benefits of effective communication;

Steady Workflow:

The first benefit of effective communication is the steady workflow as in organization if

the message is completely conveyed and received it will results in positive feedback of

steady workflow.

Problem Solutions:

Effective business communication helps in providing solutions to any problem. It helps in

developing relationships which make easy to find solution if any problem arises.

Achieving Goals:

Organizational goals can only be attained through effective business communication. It

makes the business relations more strong which enhance opportunities for any

organization.

Enhance Productivity:

It enhances productivity of both monetary and human capital in terms of performance.

People get clearer picture of what they have to give as output which increase output in any

organization.

Global Market:

You can overcome the challenges in global market only through effective business

communication. Developing right attitude is crucial to effective communication in

international markets.

Decision making:

Only through effective business communication one can make decision making easy and

timely for both customers and investors.

Strategies to Achieve Effective Business Communication:

The following strategies can be adopted to achieve business communication;

Facts and Figures:

Effective communicating is driven by having the facts to go along with message. No

small detail is insignificant.

For example, when writing down a phone message, be sure to ask for all the correct

contact information, the caller's first and last name, and their message.

Be Complete:

Try to be complete in all respects of the message whether it’s a written message or oral

message. Complete picture should be provided to customers so that he is able to make

decision.

Listening Customers:

Always listen to customer and answer questions if any. Listening displays commitment to

the customer’s needs and wants. As a business owner, listening should be done first and

then speaking with the customer.

Ensure Active Participation:

A good in person conversation entails eye contact which deems it necessary to be looking

at each other during communication. When you and your customer are not looking at

each other, it doesn't allow for “active listening”. Wait until there is an open, clear line of

communication before you speak. By speaking while in another room or with your back

turned, it may appear the customer may feel unimportant, which can lead to frustration

between you and your customer.

Try to be innovative:

Always try to be innovative in your ideas so that you can capture customer's attention.

Analyze your entire contemporary and find ways to differentiate yourself from the pack.

Think Before Speak:

One must be sure that he has a clear idea about the message he wants to convey. It’s

better to make an outline in mind before words spoken.

Be careful with acronyms and technical language:

Common acronyms, words, and phrases within your specific industry may seem like

everyday language if you’re writing to a colleague in the same field. But if you’re writing

to someone and you’re not certain what their level of understanding is, spell it out in clear

terms everyone can understand.

Know your audience:

Successful communicators understand their audience because they connect with an aspect

of our lives, whether it is personal or professional. When you are in tune with your

customer’s lives, the business relationship develops on a more personable level. This can

be a factor when deciding to go with a company for business.

Patience really is a virtue:

Don’t let your impatience get the best of you when trying to communicate. The true

meaning of your message may get misunderstood if you decide you need to tell your

customer something too quickly. This could lead to a misperception of your message and

then you will need to spend more time trying to explain what the message was you were

trying to convey.

Put yourself in customers shoes:

Try to put oneself in customer’s shoe in order to identify their needs and problems.

Barriers in Effective Communication:

The following are the barriers;

Informational overload:

Too information is bad as too little information because audience lose

concentration on most important messages.

Premature Evaluation:

Premature evaluation of results is one of the barriers in effective communication. People

often assume results on the basis of initial facts and figures which lead to

miscommunication.

Language Barrier:

Language that describes what one want to say in his terms may present barriers to others

who are not familiar with our expressions, buzz-words and jargon. When we couch our

communication in such language, it is a way of excluding others. In a global market place

the greatest compliment one can pay another person is to talk in their language.

Being defensive:

The person who wants to tell something will not get through to you if you're thinking

about something else while one's talking. Instead of listening, you may be thinking of

ways you can enhance your image, escape punishment, dominate, or win.

Not listening:

The person who wants to tell something will not get through to other if he is thinking

about something else while person is talking.

Interpersonal barriers:

There are six levels at which people can distance themselves from one another:

Withdrawal is an absence of interpersonal contact. It is both refusals to be in touch and time alone.

Rituals are meaningless, repetitive routines devoid of real contact. Pastimes fill up time with others in social but superficial activities. Working activities are those tasks which follow the rules and procedures of

contact but no more. Games are subtle, manipulative interactions which are about winning and

losing. They include "rackets" and "stamps". Closeness is the aim of interpersonal contact where there is a high level of

honesty and acceptance of yourself and others.

Perceptual barriers:

The problem with communicating with others is that we all see the world differently. If

we didn't, we would have no need to communicate: something like extrasensory

perception would take its place.

Emotional barriers:

One of the chief barriers to open and free communications is the emotional barrier. It is

comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of

others lie in our childhood and infancy when we were taught to be careful what we said

to others.

Physical distractions:

Physical distractions are the physical things that get in the way of Communication.

Examples of such things include the telephone, a pick-up truck door, a

Desk, an uncomfortable meeting place, and noise.

Remedies to Remove These Barriers:

The following steps can be taken to overcome the barriers to effective communication;

Have a positive attitude about communication. Defensiveness interferes with

communication.

Work at improving communication skills. It takes knowledge and work. The

communication model and discussion of barriers to communication provide the

necessary knowledge. This increased awareness of the potential for improving

communication is the first step to better communication.

Include communication as a skill to be evaluated along with all the other skills in

each person's job description. Help other people improve their communication skills

by helping them understand their communication problems.

Make communication goal oriented. Relational goals come first and pave the way

for other goals. When the sender and receiver have a good relationship, they are

much more likely to accomplish their communication goals.

Approach communication as a creative process rather simply part of the chore of

working with people. Experiment with communication alternatives. What works

with one person may not work well with another person. Vary channels, listening

techniques, and feedback techniques.

Accept the reality of miscommunication. The best communicators fail to have

perfect communication. They accept miscommunication and work to minimize its

negative impacts.

Try to improve listening skill, verify your interpretation of what’s been said.

Empathize with speaker and resist jumping to conclusion.

Try to build credibility so that people starts trusting your information.