PLANNING EFFECTIVE COMMUNICATION

The supervisor must be able to recognize information that should be

communicated. When a decision is made that affects his organization, he should
think about its effects on his subordinates. It may concern a change of policy or
procedure, a production correction, or a personnel matter. The information should
be evaluated, because on the basis of the employees’ “need to know”

The supervisor should follow these rules for planning communications:

Rule 1 – Determine the Media

He can choose from three types of communication: Verbal, Written or

Visual. The fastest and most commonly used medium is the spoken word.
Speaking serves best to transmit information when it need to be relayed quickly,
which occurs in regular line of duty, or conforms to regular practice.

Written communication is best for complicated information, especially if it

concerns a reversal of firmly established practice. It will likely be in force for
some time when a record of communication needed for future reference.

Visual communications are most suitable for those matters that are difficult
to transmit in speech or writing. The intricacies of a blueprint, the mathematical
calculations, the nature of a machine can best be shown visually and discussed
verbally.

There is a tendency for supervisors to use too much oral communication

and not enough of the written or visual, In any event, a well planned presentation,
regardless of the medium will improve its effectiveness.

Rule 2 – To Whom directed?

Only the affected parties should receive the communication. But don’t
overlook anyone who has a real need to know.

Rule 3 – Identification and Source of Authority

The supervisor can support communications that fall within the scope and
authority of his own job. Occasionally, he received information from other
sources, such as his superior or other members of his organization. In such
cases, he should identify the source of the communication and the transmission
of this information. It will serve as support if questioned in the future.
Rule 4 – Is Communication Understood?

No one can ever be sure that his ideas, feelings and attitudes are
complete and effective communicated with others. There may not always be
“follow through”. If possible, check on the degree to which people understand
your communication. This will guide you to be more effective in using different
types of communications. Also, do not be too proud to ask others on how clearly
your communications when formulated!