What are the components of effective communication please explain?
Answers
Every human communication interaction, be it face-to-face, written, by telephone, or by other means, has three critical components: Sending Communication, Receiving Communication and Feedback.
The first component of communication is sending communications. Communication scholars refer to this as “encoding” a message; i.e., constructing and transmitting an understandable message to the receiver. There are seven keys to sending effective communications:
When communicating with an employee, think before you speak!
Think Results. As you create the message you need to transmit, ask yourself how this communication could potentially drive overall company goals. For example, you might need to address a particular employee on how to improve their customer service. Rather than focus your communication on their failures, effective front-line leaders focus the conversation on results. You would remind the employee how their actions drive company goals, and how their actions impact overall results.
Clear Purpose. Every message you send should have a clear purpose. For example, your outcome could be reaching a specific goal, solving a customer issue, giving information, seeking information, relationship building, etc.
Think Before You Speak. You may find this a bit elementary, but you would be amazed at how many well-meaning leaders engage their mouths before their brains. But if you prefer to shoot from the hip and just say what’s on your mind without thinking, you will open yourself and your company to potentially damaging lawsuits and employee turnover.
Structure the Message for the Receiver. Since mutual understanding is our goal, then front-line leaders must create messages that resonate with their receivers (employees, colleagues, customers, suppliers). They cannot create messages that sound good to themselves. This may sound somewhat confusing, but consider that, too often, we spend more time thinking about what we want to say rather than thinking about what others need to hear. That is the difference.
Avoid Irrelevant Details. Do you know someone who, when telling a story or relating some information, includes so much irrelevant detail that you want to scream? To send effective messages, remember to focus only on the relevant information, data or contexts.
Read Reactions and Adjust. Baseball Hall of Famer Yogi Berra is often credited for saying, “You can observe a lot just by watching.” The same is true in communication. As you create and transmit your communication, watch for the reactions of your employees. Be prepared to read the reactions of your employees and adjust communication to reach intended results.
Focus on Results. Yes, I know this is a repeat, but this is the most important component of sending messages. Remember to always keep the results, the ultimate outcome of the communication, in your mind as you communicate with your employees, colleagues and senior managers.