Essentials of Good Communication

  1. Have clarity of thought: The idea to be communicated should be clear and complete without any conflict or confusion; Employee communication in particular should be specific, meaningful and clear, without any abstract ideas and vagueness. The language spoken should be common and understandable.
  2. Communication should be functional: A superior who states that he will trust the workers and then proceeds to make unnecessary or too many checks on the workers will fail in communication. He must say what he means, and he must mean what he says. A manager who insists on the punctuality of workers can make the communication functional, and when he is punctual. This is essential because it is human psychology to discount a message when the attitude and actions behind it contradict it.
  3. Develop participation: Communication cannot be a one-way traffic. Both the communication channels should be kept open. Workers are not mere listeners: they also will have something to say. Managers should encourage participative communication so as to have an objective and perfect understanding of situations.
  4. Plan the transmission: A communicator has to plan carefully about what to communicate. One has to plan about the media and channels to make the communication most effective. A harmonious blend of both formal and informal channels will make the communication more effective.
  5. Develop listening systems: Listening plays a vital role in the perfect understanding of a communication. It is an art which can be developed by continuous practice. There is a tendency on the part of managers not to listen to workers with real interest, which should be avoided. Good listening good understands.
  6. Maintain cordial superior subordinate relationship: Effective communication is possible only when the employer-employee relationship is cordial. There must be mutual trust, faith and perfect understanding on both sides. Coordination on the part of managers and cooperation on the part of workers will help in making the communication more effective.
  7. Regulate the flow of information: Communication flow should be optimum without any shortage or overloading. Communication should not create a gap because of shortages, or be a burden because of overloading. Top management need not go through all the incoming messages. Only exceptionally important messages can be handed over to the top management and the remaining routine matters can be decided at the lower level itself.
  8. Use feedback effectively: Feedback will give a suitable response to the sender of the communication. Immediate and prompt feedback will make the communication very clear.