Prepared By: Nabeel Raja

Effective communication:
The ability to express ourselves well, both verbally and non-verbally, in ways which are proper to our cultures and situations. This does not mean only being able to express our desires and opinions, but also our needs and fears, including asking for advice and help, in which the communicator is successful to achieve his desired goals and objectives, is called as effective communication. OR Effective communication is the communication which produces intended or desired result. Communication helps groups and society understand each other and what needs to be done. Without communication you would have no team, and without a team you would have no organization! Communication is essential for understanding one another. Effective communication is important to insure that a project or task is done right and accurately.

Barriers
Any obstacle, hindrance or obstruction that blocks the smooth flow of communication is Called Barriers. Barriers disrupt the communication between the sender and receiver. There are four Levels of Barriers which are as follow: 1. Encoding/Sender Level Barriers. 2. Medium/Transmitting Level Barriers. 3. Decoding/Receiver Level Barriers. 4. Responding/Feedback Level Barriers.

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1. Encoding Barriers
Lack of Sensitivity to Receiver Lack of Basic Communication Skills Insufficient Knowledge of the Subject Emotional Interference Lacking confidence

2. Transmitting Barriers:
Physical Distractions Channel Barriers. Long Communication Chain.

3. Decoding Barriers:
Lack of Interest. Lack of Knowledge. Lack of Communication Skills Emotional Distractions Information overload Conflicting Messages

4. Responding Barriers:
No Provision for Feedback Inadequate Feedback

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Steps To Remove Barriers Of Communication:

In order to remove Barriers of communication, following are the steps to remove barriers of communication which are as follow: 1. Two-way communication: The communication policy should provide for a two-way traffic in communication. It brings two minds closer and improves understanding between the two parties, the sender and the receiver. A sound feedback system should be introduced, so that distortion in and filtering of messages should be avoided. There should be no communication gap. 2. Strengthening communication network: The communication network should be strengthened to make communication effective. For this purpose, the procedure of communication should be simplified. 3. Promoting participative approach: Promote the participative approach. The receiver should be invited to participate in the decision. It should seek cooperation from the receiver and develop interest in the topic and reduce communication Barriers 4. Appropriate language: In communication certain symbols are used. Such symbols may be in the form of words, picture, and actions. If words are used, the language should be simple and easily comprehensible to the receiver. Technical words should, as far as possible, be avoided. The sender must use the language with which the receiver is familiar. The message should be supported by pictures or actions, wherever necessary, to emphasize certain points. The sender must also practice in action what he says to others or expects from others.

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5. Credibility in communication: One criterion of effective communication is credibility. Credibility in communication is in fact trust and value given by the audience. If an audience has a high value about the speaker and respects the information given by the speaker, this communication is said to be having high credibility and these communication will be effective. 6. Good listening: A Speaker must be a good listener too. A good speaker gives his receiver a chance to speak freely and express their feelings well before him. The speaker also gets some useful information for further communication, and can also have a better understanding of the Receiver. 7. Selecting on effective communication channel: To be effective, the communication should be sent to the receiver through an effective channel. By effective channel we mean that the message reaches its destination in time, to the right person, and without any distortion, filtering, or omission.

By removing these barriers your communication make good but not effective, To make your communication effective you must include some factors that make your communication effective.

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How to make communication effective

There are various factors to make communication effective. I have highlighted some of them which are as follow.

Become a good Speaker Become a good listener Follow Seven Cs of Communication Develop Good Communication Skills

How to become a good Speaker

Speakers are Self Confident and assured they dont appear nervous or ill at ease. Eye contact is most important Make sure that your pronunciation is correct and clear, and there are no problems with your information. You have to attract others attention and let them have interest in your words. Talk friendly and politely. Remember to smile! Make sure that your speed is proper when you talk to people, not too fast or slow. Make sure to be well-prepared before presenting a speech. If the listener doesnt have any interest in the topic of the conversation, just change the subject of the talk. Always keep others opinions in mind and never insult them for having that opinion. Points Are Clearly Connected And Logically Follow One Another,with an overview at the beginning and a conclusion at the end. They are precise and complete.

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How to become a good Listener:

A good listener is attentive. They make good eye contact, dont interrupt what the other person is saying and show an interest in what is being communicated. Theres always something incredible you can hear in anyones story. A good listener does not look over the shoulder of the person thats speaking, waiting for someone more interesting to come along. A good listener does not check their phone or tablet in the middle of a conversation, when someone is sharing with them. A good listener is not waiting for their chance to get a word in, treating the period of listening as a pause in their monologue. Being so focused on trying to get ones view over is insensitive and misses the real value in the conversation. A good listener uses positive body language; leaning forward and showing an enthusiastic, relaxed nature. They dont fidget, cross arms, look elsewhere or express inappropriate shock or disbelief at whats shared. A good listener does not hurry somebody, but asks good questions to guide the sharing. They guide and help shape whats being shared, but if the other person feels cut off or squashed theyve failed. A good listener does not approach a conversation with prejudice, expecting to know whats going to come out of the speakers lips. They dont listen with a pre-formed opinion but attempt to have an open mind to whats being communicated. Its amazing how much time is wasted with the belief that people understand what someone means without taking the effort and time to listen. A good listener cares. They show empathy for what the other person has to say. Its genuine, authentic and comes from a place of truthful concern. A good listener identifies areas of agreement with the speaker whilst avoiding the clich statement: I know exactly how you feel. Because you dont. It ends up sounding insensitive, trite or self centered. Everyone loves to be truly understood. No one likes to be patronized. A good listener remembers. They remember and follow up conversations wherever possible. They treat what is shared with respect and where appropriate ongoing interaction. A good listener knows how to treat what is shared with confidentiality. They are trustworthy and sensitive with information and never look to use anything that is shared for any purpose other then good.

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Seven Cs of Communication
The Seven Cs of Communication are an important tool for effective communication. This communication can be oral or written. Listed below are the seven Cs of communication: Completeness Correctness Conciseness Courtesy Clarity Consideration Concreteness

Completeness
The first one among the Seven Cs of Communication skills is completeness. The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receivers mind set and convey the message accordingly. A complete communication has following features: o Provide all information. Wh questions must be answered for this purpose. o Answer all questions. (Direct or indirect) o Add something extra when required.

Conciseness
Conciseness means wordiness, i.e., communicating what you want to convey in least possible words without forgoing the other Cs of communication. Conciseness is a necessity for effective communication. Concise communication has following features: o Avoid wordy expressions. o Stick to purpose. o Avoid unnecessary repetition.

Correctness
Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features o Use the right level of writing. (Formal, Informal, Substandard) o Use effective writing mechanisms. (Handwriting, font, format, punctuation, visual aids) o Check accuracy of facts.

Courtesy
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Courtesy in message implies the message should show the senders expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features: o Be appreciative. o Use expressions that show respect. o Use non-discriminatory language.

Clarity
Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: o Use image building words. These words should have sensory appeal. o Use of facts and figures. o Use of active voice.

Consideration
Consideration implies stepping into the shoes of others. Effective communication must take the audience into consideration, i.e, the audiences view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audiences needs while making your message complete. Features of considerate communication are as follows: o Focus on You instead of I and We. (You-Attitude). o Show audience benefit. o Focus on positive ideas.

Concreteness
Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: o o o o Use proper facts and figures. Use action verbs. Choose familiar words. Choose image building words.

How to Develop Good Communication Skills

Understanding the Basics of Communication Skills
o Know what communication really is.
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o Have courage to say what you think. o Practice.

Engage Your Audience

o Make eye contact. Whether you are speaking or listening, o Use gestures. o Dont send mixed messages. Make your words, gestures, facial expressions and tone match. o Be aware of what your body is saying. o Manifest constructive attitudes and beliefs. o Develop effective listening skills: Not only should one be able to speak effectively, one must listen to the other person

Use Your Words

o Enunciate your words. Speak clearly and dont mumble. o Pronounce your words correctly. o Use the right words. o Slow your speech down.

Use Your Voice

o Develop your voice A high or whiny voice is not perceived o Animate your voice. Avoid a monotone and use dynamics. o Use appropriate volume. Speak louder when you are speaking to larger groups or across larger spaces.

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Significance of effective communication

Effective communication helps to understand a person or situation in a better way. It enables us to solve the differences, build trust and respect in the organization. Sometimes our message is misunderstood or we misunderstand the received message, effective communication helps us to resolve problems with boths point of view. Effective communication helps us to connect well with kids, spouse, boss, colleagues, etc. It helps us in decision making. There are many reasons for ineffective communication. These Reasons are Called Barriers.

In short it is concluded that communication is very important for everybody to survive in a society. Without communication we will not be able to express our ideas and thoughts to others and for communication it is also essential to be effective so that the communicator is successful to get his desired outcome/goals.

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Reference:
Herta A Murphy, Effective Business Communication, 7th Edition http://www.wikihow.com/Be-a-Great-Speaker http://www.ehow.com/about_5232701_elements-effective communication_.html#ixzz2ppqvxbUu http://www.ask.com/question/what-is-effective-communication http://www.cssforum.com.pk/css-optional-subjects/group-b/journalism/10613 what-effective-communication.html http://calebstorkey.com/listening-skills-11-steps-to-become-a-goodlistener http://www.ehow.com/about_5232701_elements-effectivecommunication_.html#ixzz2pprQILXF http://www.ehow.com/about_5232701_elements-effectivecommunication_.html#ixzz2pprVNryL http://www.ehow.com/about_5232701_elements-effectivecommunication_.html#ixzz2pprXxdCf http://www.wikihow.com/Develop-Good-Communication-Skills http://science.blurtit.com/83265/what-is-credibility-of-communication

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