Effective Communication is vital to effective management. Therefore, it is necessary to overcome the barriers to communication. Although perfect communication may not be possible. Yet considerable improvements can be made in communication. The following guidelines should be followed to make communication effective.
Sound Organisation Structure: The Organisation structure should be simple with a few levels of authority. The organisation policy, rules and procedures must be clear and explicit. These should be encouraging the free flow of communication in the organisation. Wherever necessary communication through the proper channel should not be insisted upon. Top management should set an example of effective communication. Interpersonal relationship based on mutual respect and trust should be developed. Status differentials and class distinctions should be reduced. Managers should develop close personal contacts and informal relations among subordinates. Adequate organisational facilities should be provided for effective communication. Employees may be educated in the importance and methods of effective communication. Standard procedures should be laid down to specify the type of information to be communicated, the people to whom it is to be communicated and the time of its communication.
Clear messages: The beginning of all communication is some message. The message can be conveyed properly only when it is clearly formulated in the mind of the communicator. The sender must encode the message in the direct and simple language so that the receiver can understand it without difficulty. He should be sensitive to the needs, feelings, and perceptions of the receiver. He should use the appropriate language with which the receiver is quite familiar.
Two-way communication: Two-way communication requires continuous dialogue between the sender and the receiver. Upward communication should be encouraged. The sender should try to know the reaction or response to the message through person to person contacts and other ways.
Multiple Channels: Exclusive reliance on the official channels or chain of command creates delays and distraction in the communication. Informal communication channels should be used to support formal channels and to overcome gaps in an informal communication system.
Good listening: A communicator should be a good listener so that he can collect reaction or response to his message. When the message is heard with attention and interest. The receiver can get a much better understanding of what is being said. For this purpose, all distractions must be removed. The speaker must be patient and cool-headed. He should not stop talking in between the message.
Effective Control: There should be a continuous programme of evaluating the flow of communication in all directions. This would highlight the problems, identify their cause, and suggest corrective measures to make communication effective. The communication system should provide for some checks and balances to prevent suppression of points from the message, especially in upward communication.
Modern instruments: Use of sophisticated instruments or mechanical devices helps to improve speed and accuracy in communication. Computers, Mobile phones etc., permit faster and more accurate transmission and processing of information in the organisation.
Human relation attitude: Cordial interpersonal relations based on mutual trust and confidence must be developed. This will enable the people to appreciate the viewpoint of each other will make them more respective to new ideas. As a result, the problems of the status quo and differences in perceptions can be overcome.