Effective communication strategies are key to our success. It is one of the important interpersonal skills required that help us to improve communication in our professional lives or in personal relationships.
Today, we will look at how we can stay ahead using a variety of communication techniques.
The following are 11 great communication principles which are also known as seven C's of effective communication and four S's of effective communication.
Master these skills today, and you'll be able to use them for a long time!
To make communication effective and engaging, there are some guiding principles to be considered and followed. These principles are popularly known as the 7Cs of communication. Let's see them in detail.
The idea or thought that the sender wishes to convey must be clear enough for the receiver to comprehend it. Clarity of thoughts and ideas improves the meaning of communication.
If you are not clear in communicating your thought then the audience which receives the communication won't be clear either. The audience should be clear on the topic of conversation and what is expected from them.
For this purpose, you should consider the following points.
- Avoid jargon and unclear terms.
- Make sentences and paragraphs that are succinct and effective.
- Excessive usage of infinitives should be avoided.
- Wherever possible, include relevant examples, pictures, and visual aids.
The audience is greatly influenced by the accuracy of communication. Before sending any message, the sender must ensure that it has accurate information, is delivered on time, and is written correctly. Any error in the communication's subject matter can give the reader a wrong impression and lead to confusion.
Though they are usually small inaccuracies, they can have a significant influence on your professional reputation as well as the brand image of the organization you represent. Therefore. Before you send an email, double-check all of your spellings and prefixes, especially if it's going to a client or a vendor outside your organization.
To ensure that the correct information is transmitted to the recipients, keep the following points in mind.
- Verify the veracity of the data, facts, and words.
- The communication must be precise, correct, and timely.
- From a grammatical and linguistic standpoint, double-check your message to ensure there are no errors in the message.
- Send your message in the proper format.
For effective business communication, the accuracy of the facts is just as vital as clarity and correctness. The message should include all of the information that the audience requires. The communication should include a call to action so that the receiver also knows what is expected to do.
Incomplete communication might lead to a misinterpretation of the message by the receiver. Ensure that the following aspects are taken into account while considering the advantages of comprehensive communication.
- It saves money because there is no extra charge for sending more messages if the conversation is complete.
- A comprehensive communication leaves the receiver with no unanswered questions.
- Complete communication aids recipients in making better decisions by providing them with all necessary information.
- It can persuade the audience.
The reader's attention is effectively captured by the brevity in the expression of communication. Everything that is required in communication must be included, and everything that is not required must be excluded.
When you communicate efficiently, you stick to the point and keep it as short as possible. Your audience isn't interested in reading lengthy sentences when you can share your message in just a few lines.
Conciseness, on the other hand, must not come at the expense of the principles of completeness or the clarity, that we discussed earlier.
Consider the following to make sure your communication sounds concise.
- Only include vital information and avoid duplication.
- Make sure the message is well-organized.
- Concise communication delivers your audience a succinct and important message in a few words.
- The audience will find a concise message more appealing and understandable.
When your message is specific, it is easier for your audience to understand exactly what you're trying to convey. There are plenty of details that are useful but not redundant, vivid facts, and laser-like focus.
Instead of being ambiguous and generic, concreteness is being specific, definite, and vivid. The message must be precise or definite so that the receiver may simply read or hear it. The message should be delivered in a fair, open, and straightforward manner.
Use the below ideas to make your communication to the point.
- Make use of precise data and numbers.
- Use an active verb or an action verb.
- Choose words that are bright, dynamic, and startling.
- Tell your audience exactly what they want to say.
- Irrelevant information should be avoided.
Courteous communication is open, friendly, and truthful. There are no hidden insults or passive-aggressive tones in this conversation. You must know your reader's perspectives and understand their requirements. Every communication should be courteous so that the recipient feels valued and willingly performs what is requested of him or her.
Courtesy necessitates consideration and friendliness toward others. In a message, courtesy is that the message should reflect the sender's mood as well as respect the receiver. The courteous message is positive and directed towards the intended audience.
Here are the tips you should follow to be more courteous while communicating.
- The sender of the message should be honest, prudent, polite, reflective, and enthusiastic.
- Make use of phrases that demonstrate respect for the message's recipient.
- Respond to messages as soon as possible.
- Apologize sincerely for any omission or mistake and 'Thank' generously for a favor.
Consideration entails planning each communication with the recipient in mind. The sender should try to put himself in the receiver's shoes while encoding the message. The receiver's desires, issues, emotions, feelings, and probable reactions should all be taken into account. When composing a message, give the receiver's condition your top attention.
Consider the below points to empathize with your receiver of the communication.
- Instead of the "I" or "We" viewpoint, use the "You" viewpoint.
- Avoid using terms like 'you have failed to...' or 'you have failed to..' Demonstrate how the reader will benefit or be interested.
- Place a strong emphasis on facts that are good and enjoyable.
- Demonstrate a positive attitude toward your audience. Place a strong emphasis on "what is achievable."
The four S's of communication aid in the creation of good and efficient communication. These are essential for good and successful business communication to be established. Understanding the 4Ss is just as vital as knowing the 7Cs of communication. We'll look at the 4Ss of communication next.
The term "shortness" refers to the ability to make a statement as succinct as possible. Avoid being overly verbose. This will aid in quick communication and comprehension, making it faster and more effective. Using a lot of high-sounding terms in a message will make the receiver spend a significant amount of time attempting to discern the true meaning of the message. Hence communication must be exact, short, and unambiguous.
Using simple words and concepts to explain what you are trying to convey helps in clarity in communication and your thought process. Usually, when you lack a clear understanding of the concept or are confused you tend to communicate in a confused way. When you are not clear the receiver will not be clear on what you are trying to communicate.
Use basic terms and straightforward notions to reveal clarity in the thought process.
Strength comes from being confident about what you are trying to convey to your audience. When there is strength in your message, it establishes credibility. There is more trust and communication becomes more purposeful.
The communication should not include statements that you do not believe in as a communicator because you may lose the trust of your audience and you will be asked to seek clarity first.
Sincerity is vital because sincere people know where they stand and may open up in discussion without fear of retaliation or betrayal. True communication cannot be disguised in deceptive inferences, with the purpose to distort the facts. Sincerity is the quality of honest behavior which comes from the heart.
All the above concepts clearly explain what effective communication should possess. Practically, communication skill is an important interpersonal skill that comes from being confident. Using the right words is also an important part of communication strategy. In addition, it is equally important to improve your speech and build your confidence in oral communication.