Principles refer to the proven guidelines that are followed in performing jobs so as to attain predetermined objectives. Success of organizations largely depends on effective communication process. For the purpose of effective communication, some principles or guidelines should be followed. The followings are the guiding principles in ensuring effective communication.
Clarity of message is an important principles of communication. In order to make the message clear to the receivers, the message should be organized by using simple language. The sender must convey the message clearly and confidently so that the receiver can easily understand the meaning of the message clearly and confidently. These key principles are discussed below;
- Objective-oriented: The language of communication should reflect the intention of the sender to enable mutual understanding. Integration between the sender’s intention and the language used in communication certainly improves the quality of the communication without language barriers. Any controversy between them may distort the whole communication process.
- Brevity: The message should be as brief as possible. Here brevity means compiling the message with limited words and sentences to make communication effective. If this principle is followed, both sender and receiver can save time and cost through all form of communication patterns.
- Completeness: In presenting information, principle of completeness should be followed. Communication becomes incomplete if partial information, with less focus on actual content, is presented. Therefore, the sender should give sufficient information so that the message is complete and avoid ineffective communication.
- Consistency: All aspects of communication must be purposeful and should be related to a particular subject to reach the communication goal. Therefore, the message must be consistent and pertinent to the purpose of communication. Any message conflicting to the purpose will affect the communication process negatively.
- Explanation of message: Necessary explanation of communication messages should be given to make it clear and easy. It helps the readers to understand the inner meaning of the message.
- Cleanliness and correctness: In written communication, the message should be written clearly and neatly. Clear handwriting, correct grammar and punctuation are essential requirements of effective written communication. In oral communication, message should also be delivered clearly.
- Use of simple language: Special attention should be given in using language in communication. Good communication always uses simple, direct and appropriate languages. So for a better communication process; ambiguous and complex words, misleading non-verbal cues, technical words and jargon, poetic words should be avoided.
- Adequate preparation: Adequate preparation should be taken while communicating through letter, report, memo and speech. Preparation will enhance the quality of the message and enable access to accurate communication.
- Attention: Another important principles of communication is to pay attention to the channel of communication between the sender and receiver. Checking communication messages between both parties is a plus. This increases the accuracy of delivery by the sender and reception by the receiver.
- Use of informal communication channels: When communication is only through normal channels such as electronic communication or nonverbal communication may reduce its effectiveness. Hence, formal communication channels should be used along with the informal type of communication.
- Mutual feeling: The parties involved in communication must have mutual, common understanding and feel for each other. This enhances their interest and attention toward the communication channel and process to improve the essence of the message.
- Self-confidence: The communicator should have self-confidence to the model of communication messages. Otherwise, he will experience ineffective communication.
- Reason-ability: Communication should be based on logic and reason rather than assumption and intuition. One of the aspects of communication is that it improves interpersonal communication skills. Also, it is designed to promote intrapersonal communication – it must be purposeful and offer value to the recipient(s).
- Following feedback process: Communication should have the provision of feedback. Communication should entail feedback generation and it promotes good, evidence-based, two-way communication. In the absence of feedback, communication will be one-way and might be incomplete.
Top-notch Communication is Effective Communication
The definition of communication is also referred to as “effective communication” and it refers to a process of sharing ideas, thoughts, knowledge, and information such that the purpose or intention is fulfilled in the best possible manner.
It can either be verbal communication, electronic communication, or formal communication such as patient-clinician communication. The main aim of communication principles is to ensure that effective communication between people with main of passing across messages across various fields of study.
Embrace modern communication systems that are designed to provide improved communication channels and aid better communication messages.