Communication is the lifeblood of any business organization. It is a deciding factor in the success of any business. It helps to build trust between workers/employees and the employers. Without proper communication, it is impossible to achieve long-term success.
Lack of communication results in the loss of trust, unawareness among workers and the employers. And if the workers are not aware of the goal, how they are supposed to work properly on it? Effective communication opens the room for further development and long-term success of a business. It is the duty of managers to keep the employers well informed and be the good leaders.
As we all know that there some basic elements of communication, and if they are not followed correctly, then not only it would waste your time but also waste your resources. The words you use are crucial for the effectiveness of communication. Sometimes the words you decide to use cause huge confusions and misunderstandings which results in either dispute or cause long-term failure. But the question is, what are those elements? And what is necessary for effective communication? That's our topic today.
1 - Prepare Your Message/Speech Carefully
The sender is the first element of communication and it is the deciding factor. It is the duty of sender to find out the personality, psychology, and interests of a receiver. Once the sender has all the details about the receiver such as his interests and other related things, his duty is to prepare the message accordingly.
The sender must decide the usage of words like what and how to deliver his desired message to the receiver. It is good to prepare everything in advance otherwise it is expected that you'll fall short somewhere in your message that could result in misunderstandings.
2 - Decide The Medium
Medium is the way through which you intend to deliver your message. Before preparing any message, you must figure out what kind of Medium you're going to use. If you're going to deliver the message on phone, then try to be precise and describe your point in short words because of the possible barriers like the noise that reduces the accuracy of decoding by the receiver.
But if you're contacting through email, it is desirable to include all the necessary details and explain all the reasons for your action and its purpose. You might ask why you need to explain the reasons and purpose? Shouldn't we just order things and use the employees?
Explaining the goals and reasons for actions builds trust and make your employee loyal to your business. Your explanation should encourage him to work with good intentions and he might also offer some general advice to you. Though it depends on the nature of the message, if you believe that it's emergency, then there's no need to explain at all.
3 - Arrange The Proper Environment
If the message is important and you want the employees to listen to you carefully, then you must arrange the proper environment because you can't just give orders directly to them. If the message is in the form of email, then give some context so that he could focus on that part first, then slowly start with your goals like what you want to achieve and then express your plans like we've decided to adopt this solution to achieve our goals.
If the worker is in a bar and you are calling him with important details, it might not produce best results. Rather, it is better to keep business conversations within the office or else lack of concentration by the receiver can become costly for your business later.
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