Steps for Effective Communication

Clarity in idea.

The communicator should be quite clear about what he wants to communicate. Communication is a process starting with ideation, which includes generation of ideas, which are meant, for communication. This is the subject matter of communication and may include opinion, attitudes, feeling, views suggestion orders etc.

Purpose of Communication

Every communication has some purpose, the basic purpose of any communication being to get behavioural response from the receiver of the communication. However the ultimate objective may be extended further.

Empathy in Communication

The way for effective communication is to be sensitive towards receivers needs, feeling and perception. This is what psychologist called empathy in communication. When the sender of message looks at the problems from the receiver point of view, much of misunderstanding is avoided.

Two Way Communications

Communication is a two way process and this fact must be realized in communication. Two-way communication brings two minds together which is the basic core of any communication. It involves a continuous dialogue between the sender and the receiver of the message. Upward communication becomes a reality in the organization if this fact is recognized.

Appropriate Language

The subject matter of communication is transmitted by decoding into some symbols. Such symbols may be in the form of words, either spoken or written and gestures. If the words are used, the language used for communication should be such which is understandable by the receiver. Technical terminology and jargons though impressive creates trouble to the listener. One way of making communication simple is to use repetitive language, which the receiver is familiar with.

Supporting Words with Action

It is often said that action speaks louder than words. While communicating the sender may use the actions to emphasis a point. This enhances understanding as well as emphasis the important point in communication. Further the sender of message must also follow in action what he says to others. This will ensure seriousness in communication/

Credibility in Communication

One criterion for effective managerial communication is that it has credibility or believability. The subordinates obey the orders of the superior because he has demonstrated through his competence that he is worth of trust. He must also maintain his trust and credibility. Subordinates will follow thus any communication, which is based on this trust and credibility.

Good Listening

A communicator must be a good listener too. By this process he is not only giving chance to other to speak but he gathers useful information for further communication. By concentration on the speaker’s explicit and implicit meaning the manager can obtain a much better understanding of what is being said.

Qualities of a Leader

Leadership means the ability to influence the behaviour of others hence a leader should have certain traits to be able to exert his influence on the group around him. Leadership qualities can be divided into two classes.

1.     Personal traits

2.     Managerial traits

Personal Traits

            A successful leader should have the following personal qualities.

Dynamic Personality

            A leader should possess a charismatic, charming, cheerful and bubbling personality. He should have vitality. He should be strong, have good health, and have a cool temperament and an optimistic outlook. His behaviour should be decent and he should be able to communicate clearly.

Intellectual Capacity

            A leader should be able to think scientifically and logically. He should be able to analyse a situation. He should be able to interpret both data and human behaviour clearly and concisely. He should have an insight into business problems.

Initiative

            A successful leader must be able to visualize and take a correct sequence of actions. He should have a good sense of timing. He should be able to apply intrinsic ideas. He should be able to develop new ideas and formulate new methods of doing things. He should have great creative ability and initiative. He should be able to inspire teach and guide people. Only then will he get the voluntary co-operation of the employees around him.

Foresight

            A successful leader should be imaginative. He should be able to visualize potential trends and on the basis of these develop polices and programs logically.

Emotional Stability

            A leader should have a balanced temperament. He should be emotionally stable. He should be able to overcome his own personal disappointments. He should also be able to correct his won inconsistencies.

Flexibility

            A leader should be flexible and have an open mind. But the final decision should be his and should be based on various inputs, which should reach a balance in the final decision. He must always try to accommodate as many points of view as possible.

Sense of Responsibility

            A leader must always be responsible for his actions. He should bear the burden of his decisions. He should not try to escape by putting them on somebody else. He should always remember,

1. That he derives his authority from his followers and
2. Authority and responsibility are inter linked.

Character

            A leader should be a man of great character. He should always remember that he is a symbol for his followers hence he must carefully consider the effects of his actions on grounds of morality and efficiency.

Managerial Traits

            A successful leader should possess the following managerial trait.

Technical Knowledge

            A leader should know the technical details necessary in his field. He should know them minutely and be able to apply them in hands on situation. Only then will his followers respect him. A leader who instructs but cannot do will never be respected.

Organizing ability

            The main aim of every leader is to organize what others are doing. To be able to do this he should be able to divide the organisation into segments and use his technical knowledge and knowledge of his followers’ capacity to divide work, allocate responsibility, direct the action, set goals and produce results. He should be able to bring together the money, materials, men and machines.

Ability to deal with people

            A leader should be able to deal with the behaviour of his followers under normal conditions and in emotionally stressed conditions. He has to inspire and motivate people in both the situations

Ability to judge and decide promptly

            A leader should use all the abilities mentioned above to judge both people and situations. He should also be able to act decisively promptly and effectively so that the organization benefits from his decision with the minimum amount of effort for his followers.

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