Techniques to improve communication

Communication must serve its purpose. It is, therefore, necessary for any
organization to develop an appropriately suitable and efficient network of
communication. For this purpose, the following basic principles of communication
must be considered.

1. Principle of clarity: Whenever an idea is to be communicated, one
should give attention towards its clarity and precision. The idea should not be
either confusing or vague. It should be easily understandable by people at all
levels of organization. No communication is said to be complete and effective

unless it is understood by the receiver in the same sense with which the sender
conveys it.
2. Principle of consistency: Whenever a person wishes to communicate
certain message he must be consistent in his expression. It should be consistent
with overall objectives, policies, statement and his action; otherwise the receiver
may not be faithful in his acceptance of the message and its execution. The
communicator must always try to make his subordinates into confidence and
encourage them to follow his plans of action.
3. Principle of completeness and adequacy: Whatever to be
communicated should be adequate and complete in all respects. Insufficient or
inadequate statements of communication may create misunderstandings in the
mid of the receiver resulting in delays. Consequently, original plans may not be
successfully executed in action. The adequacy of the information also depends
upon the power of understanding of the receiver of the message.


4. Principle of information: In the beginning the sender of the message
must have perfect clarity in his own mind about what is to be communicated.
Where there is proper understanding there is effective communication.
Communication is a systematic and continuous process of telling, listening and
understanding. The communicator as well as receiver should sincerely
participate in the process of communication. There should be a perfect
understanding between both the parties, i.e. receiver as well as sender of the
communication.
5. Principle of channel or media adaptation: There should be
appropriate channel of communication. The choice of any communication
channel depends upon the content or matter of the message to be conveyed.
For example, whenever the messages are lengthy, writing channel is suitable
as it suits the simple purpose; In general, simple messages are conveyed
through oral communication.
6. Principle of appropriate time element: The sender of the message
must take into consideration the element of time factor while conveying the
message. Unsuitable time of communication may result in failure of achieving the
expected results. The system of communication should be continuous. Honest
efforts on the part of receiver and sender are essential to make the
communication successful.
7. Principle of Integration: In any organization, it is necessary to prepare
an integrated system of communication so that the enterprise can achieve its
goals. Members of management groups must give due importance to keep intact
the communication frame and arteries. As it is a means to an end, it should be
free from any personal prejudices. It should not be offensive in its

content but should convey the sense of adopting definitely cooperative principle
of give and take.
8. Principle of flexibility: Any organization no matter how big or small it is
should have a perfect system of communication. It should be flexible so as to suit
the changing requirements of the organization. It should also be able to quickly
and aptly adjust to the new working techniques as well as new
communication systems or methods without much resistance or difficulties.
9. Principle of informality: Management of any organization should see
that the communication at all levels is maintained by supporting formal
communication with informal contacts. The communication becomes most
effective when managers utilize the informal organization to supplement the
communication channels to the formal organization.
10. Principle of feedback: Communication is not a substitute for good
management but it requires good management to operate it effectively and
efficiently. Communication is a two way process which provides enough
opportunity for constructive criticism from the receiver of the message leading
to the emergency of creative ideas. The communicator must create such
atmosphere in the organization that while conveying certain messages or orders
they must depict a correct picture of message and get proper response from the
receiver. The organization must create such feelings in the minds of its
subordinates that they feel free to contribute to the work of the organization.
When the communicators respond with proper feedback system, it may lead to
the speedy progress of the organization. Hence, it is very important that the
management should adopt and encourage such system of communication that
there prevails free and frank atmosphere in the company leading to constant
flow of information in all directions.