The Principles of Effective Communication
Effective communication is crucial because it allows you and others to work well as a team, which will lead to more success. If the communication in the workplace is weak it should be worked upon as soon as possible, otherwise people will not be completing tasks as fast and the clients will feel as if you are not listening to them and will make them feel unwelcome. The seven principles of effective communication are Clarity, Completeness, Conciseness, Consideration, Concreteness, Correctness, and Courtesy. Clarity is important because if you try to complete too much all at once it will mean that you won't understand what you are trying to achieve very easy, this will lead to poorly produced work. Completeness is important because if you do not give all the information required people will not understand what they are supposed to be doing and will become confused. Conciseness is crucial as it means that you will be able to talk for shorter durations of time and still get all the information required into it. Consideration is a principle of effective communication because it means that the audience will be able to understand what you're saying. For example if I was talking to a group of people who are not very technically minded you wouldn't use a lot of technical words so that they can understand everything properly. Concreteness plays a big role in effective communication as it lets people know that you are telling the truth due to the facts and statistics. Concreteness also builds confidence for you and the audience. Correctness is essential because if there are grammar errors in communication it can lead people to believe that you are unprofessional and that you could be lying. Courtesy is vital as it allows you to understand the audience’s viewpoint and not just your own. If you can understand the viewers’ viewpoint it also means that you can connect with them much easier. Written skills are highly important because if you cannot communicate well through writing and emails you will not be able to connect with the clients as well because you may not always meet them in person straight away.
General communications are skills such as being able to adapt to the situation and cultural differences. General communication skills are important as these help you be able to communicate with people who are of different races, ages and who believe in different religions. Being able to adapt is important because if you can't adapt to people of different ages and technical abilities you will struggle to get the information across to them and will most likely end up confusing them and making it hard for them to understand. Also your client may have some form of disability such as a hearing disability or a reading disability so you would have to adapt the way that you speak so that they can hear you or if they are fully deaf you may have to write down what you are trying to get across or get someone who can use sign language so that they can take in all the information. If the client has a reading disability such as dyslexia you would have to adapt so that you are more verbal instead of showing loads of writing as they wouldn't be able to understand as easily.
Interpersonal communication is your connection with the audience and showing your interest in what they have to say. Active engagement, Methods, Language and Questions are all interpersonal communication skills, face-to-face communication is vital as it shows that you are interested in what they have to say instead of just looking around the room which would imply that you are not interested and are getting bored of what they are saying. Also, this could be taken as offensive because you will not be listening as well due to that you will be more focussed on other things going on in the room and this could make them think that you don't care about them and what they have to say. The time that it takes you to reply when you are talking or emailing someone can have a big impact on a conversation because if you take a while to reply this means you are not very interested whereas if you reply very shortly after it shows that you are interested and enthusiastic which will then make the other person much more comfortable as you have shown him that you are willing to hear about what they have to say.
It is essential to be good at written communication because if you send an email to a company and it is full with spelling errors the company will think that you are unprofessional and lazy because you didn't take the time to proofread your email. This will most likely end up by you getting ignored or turned down by the company as they will only want to speak to people who they see as professional. Proofreading is also important because you could send an email to someone and you accidentally worded something wrong it could end up being misinterpreted and then taken for something that you didn't intend for it to be taken which could lead to problems between you and the company. The way that you set up an email is also important because it will make the email easier to understand and it will be pleasant to look at. Also if you are emailing to a client or another business you should put "Kind regards" at the bottom followed by your businesses banner, this is a good thing to do because it shows that you are professionally minded.
Barriers to Effective Communication
There are a lot of barriers that can reduce the effectiveness of communication, it is crucial that you try to reduce the effect of these barriers. These barriers are things such as: General barriers which includes Cultural, Physical, Systematic, Lack of Knowledge and Expectation barriers. These barriers can cause problems if you do not try to reduce them or eliminate them. There are also barriers called Interpersonal Skill barriers these barriers are Attitudinal barriers, poor communication, emotional barriers and non-verbal barriers. These can also develop into bigger problems if not dealt with. The last type of barriers are Written Communication Barriers, written communication barriers include Language barriers, Grammar/Spelling, Jargons/Slang, Layout/Format and Dyslexia. These barriers are harder to overcome as they will take time to work on but can cause some problems if someone isn't helping who is struggling with these barriers.
Overcoming General Barriers
Overcoming barriers is not an easy task but is not impossible, it will take some time but the outcome will be a great boost forward for you. To overcome an Expectation barrier try not to expect as much because once you get there and realise it’s not what you expected you will be disappointed and then you will lose interest and not pay attention. This could be a problem because you could have just gotten a new job and you think it’s going to be real good and when you find out that it’s not what you thought it would be you won’t be completing your work and then you would soon be fired which will be a problem when trying to find a new job. Another barrier is Lack of Knowledge, to overcome this barrier you will have to learn to explain in a less technical way or ask the person who is teaching you to tell you in less of a technical language so that you can understand easier. If you don't ask them or don't explain it in a less technical manner you will become confused easily and you will not be able to complete your work and you will be given warning and eventually let go if you don't get help with it.
Overcoming Interpersonal Barriers
To overcome a interpersonal barrier such as poor communication you will have to try and build a better relationship with your colleagues so that will feel more comfortable when asking them for something or if they come and ask you for something. If it is that they do not have a good relationship with you, you should try to find out why they do not like you and try to sort it out and become friends because they could then say something about you to someone which may lead to them not liking you anymore. Another interpersonal barrier is Attitudinal barriers it is very important that you overcome this barrier because if you do not have a good attitude towards something you will not enjoy doing it so your work rate will start going down. To overcome this barrier you can speak to someone where you work, could be your boss or a colleague and ask them for help. This will help because you will build a better friendship with the people around you and you will feel more comfortable and happy to be there, then your work rate will begin to increase because you are happy and not angry.
Overcoming Written Communication Barriers
These barriers will be hard to overcome but is still possible, one Written communication barrier is Dyslexia. this barrier and be very hard to overcome as it is a disability but it can be helped in several ways, if you have dyslexic and you didn't understand something or couldn't read a sentence properly you can ask for help from someone nearby and get them to explain it to you and when you are not at work you can try to improve on your reading and writing skills so that in the future you won’t need help as often. Another barrier that you need to overcome is the Language Barrier you can overcome this by downloading an app on your phone that lets you translate from one language to the other or you could also get someone who will translate it for you. This is a crucial barrier to overcome especially if you work for a global company because you will be working with people from all other the world and if you cannot understand them you will not be able to help them, which means you won't be doing your job properly. This could end up in you getting fired if the barrier is not eliminated.