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The question how to Improve the Effectiveness of Communication has been asked 232 times by our users. May 19, 2014 · Improve Your Communication to Improve Leader Effectiveness Presentation Transcript. Communication is the way people relate messages to each other and driver in every form of a relationship. Building teams improving team effectiveness rank high on every manager's list of things do.
After encoding the message the sender transmits or transfers the message by using different ways and means. After transmission the message reaches to receiver.The receiver decodes the message to understand the message and give his response or feedback to the sender. When the feedback reaches back to sender then only the communication process ends which means the communication is a circular process which starts with sender and ends with sender.1. So receiver converts the idea into a language or other communication symbols such as pictures, gestures, etc. Media:It is the way or means through which encoded message has to be transmitted to receiver. Feedback:After understanding the message the receiver sends his response on that idea or message to sender. Noise:Noise is any element which results in disturbance, distraction or interruption in the flow of information. The noise can be a loud sound made by any vehicle, disturbance in the telephone line, disconnection of line, losing of letter or documents on the way, poor connectivity in the e-mail or internet. Act as basis of Coordination and Cooperation:Generally the organisational objectives are set up at planning stage and these objectives have to be communicated to management at all levels. That is why through communication only the objectives and goals of the organisation are made clear to every employee.While setting up the personal targets and objectives of employees the managers must get the accurate information which reaches manager through communication only.
Through communication the top level management is able to interact with lower level management and all the employees.
This interaction helps in getting the commitment and co-operation and coordination of people.2. Act as basis for Decision Making:For taking any major decision or solving any problem in the organisation there is a need to get the most accurate information and information moves in organisation through communication only. Whenever the managers are taking decisions they keep in mind the ‘pros’ and ‘cons’ or positive or negative aspects. The accurate information regarding the positive and negative aspect comes only through communication.3.
Increase managerial efficiency:Every individual in the organisation is assigned a job or task.
This classification of task, responsibility and authority is possible only when the information reaches accurately to the employees.The employees must know clearly who has to report to whom, what part of total job they are expected to perform and what are their decision making powers.
Establish effective leadership:If there is two way information flows between the superiors and subordinates then there will be definitely positive reaction of employees.
Generally rules are framed by the top level authority but these are applied on all the employees in the organisation. So it is always advisable to interact clearly with all the levels of employees before framing the rigid rules and regulations. Helps in Process of Motivation and Morale Development:Motivation is a psychological process of developing willingness to work.
In the motivation process the superiors try to analyse the needs of subordinates and the needs can be recognised only when there is smooth flow of information and exchange of views between the superiors and subordinates.With the communication it becomes more convenient for the superiors to offer financial and non-financial incentives.
The job satisfaction and the moral of the employee depend on the communication between superior and subordinates.6. Helps in Smooth Working of an Enterprise:All interactions in organisation depend upon communication.

Promotes Cooperation and Peace:Through two way communication process managers try to develop mutual understanding between management and workers. Through smooth flow of communication subordinates and superior can discuss their problems, grievances and aspirations. Formal communication: Formal communication refers to official communication taking place in the organisation. Whenever there is exchange of views or message or information related to official matter such as assignment of task, fixing of responsibilities, granting authority or setting up of targets, objectives etc.
Downward Communication:The flow of information from the top level or from the superiors to lower level or subordinates is known as downward communication. In this communication the manager passes instructions to his subordinates and the success of downward communication depends upon communication skill of the managers. Upward Communication:When the subordinates inform or pass any information to superiors then it is known as upward communication. Upward communication generally consists of work performance, opinion, grievances or problems of the employees.In the recent years upward communication is gaining more importance because the subordinates prefer to involve themselves in the decision making and they have started demanding a better working condition.
Horizontal Communication:Horizontal communication is the communication between the two or more persons working at the same level of authority.
Generally different departmental heads discuss the policy of their department with each other.
For example, the marketing manager may discuss from time to time the quality and packing of product with the production manager. Diagonal Communications:Diagonal communication is a flow of information between the persons working in different departments and holding different levels of authority. For example, the salesman may request the production manager to modify the product design according to the requirement of the customer. In formal communication it is easy to fix the responsibilities of different employees as there is proof for the information.4. The information is delayed as generally scalar chain is followed while passing of information.2. Under wheel pattern all the information flows from one person only who is generally leader of the group. Chain Pattern: Under the chain pattern each person gets the information from one person that is their immediate boss and passes the information to one person who is their immediate subordinate.
Circle Pattern:In the circle pattern each person communicates with two more persons in a group.
All Source (Channel) Pattern:Under all channel pattern there is no fixed pattern of communication. All the members in the organisation are linked to each other and information can flow from anywhere in the organisation. Inverted V:In this network a subordinate is allowed to communicate with his immediate superior and also with the superior of his superior. Informal Communication: Informal communication between different members of organisation who are not officially attached to each other is known as informal communication.
Generally, the social interactions, friendly talks and non-official matters are discussed in the informal communication.There is no fixed direction or path for the flow of information under informal communication.
That is why the network of informal communication is known as Grape Vine.There is no fixed source of information under informal communication and information can move in any direction.
Clusters:Under this pattern or method the information is shared between two persons who trust each other, then one of the persons from that group passes the information to members of other group and one person from other group may pass it to another and so on. Through informal communication the matters can be discussed which cannot be discussed through official channels.3.
The managers can fill up communication gap if there is any through informal communication.2.
The managers can get true and accurate response of subordinates on various policy matters.4.

The information travels in a very unsystematic manner and gets distorted while passing through various channels.2. Semantic Barriers: Sometimes the same words and sentences can be understood differently by different people in the organisation which means difference in the understanding levels of employees. For example, if the production manager announces in the meeting that there will be increase in budget of production department then employees may understand that their salary will increase but managers may understand it that expensive machinery will be purchased.
Main causes for semantic problem can be(i) Badly expressed message:Sometimes due to lack of vocabulary manager may use wrong words, omission of needed words.
If the verbal communication is not matching with the body language, then workers may get confused and misunderstand the meaning. Example—If manager is telling a joke but there are signs of anger on his face then worker will get confused.2.
Psychological Barriers: Emotional or psychological factors also act as barriers to effective communication.
In such case the receiver may not have an open mind.He may have some personal prejudice against the sender.
For example, when worker is giving suggestion regarding method of production, the manager is preoccupied with an important file.Sometimes managers do not give attention due to extreme emotions for example, depression or jubilation. Specially when is oral information sometimes manager may not be able to retain all information for a longer time.
They may not understand each other’s message in the original sense, secondly they do not give much importance to the information exchanged between them.3. Clarify the idea before communication:In the first place we must be clear about what we want to communicate. The message can be conveyed properly only if it is clearly formulated in the mind of the communicator. The message should be encoded in direct and simple language so that the receiver is able to understand it without much difficulty.2. Communication according to the need of the receiver:Whenever we communicate we must keep in mind the needs of the receiver of the message or it should be our effort to see that whatever message or information we send across must be of value to receiver. Consult others before communicating:Before communicating the message it is advisable to consult others.
Effective communication is the responsibility of all persons in the organisation as all have to work towards a common goal. If plans are developed with consultation and involvement of subordinates, they will accept it with full cooperation.4. Use of proper language, tone and contents of message:For an effective communication the words, tone and symbols used in message must be selected very carefully. Proper feedback:Feedback helps to know the effect or success of communication given by sender. Communication is complete only when the message is understood by the receiver.We can never know whether receiver has understood the message or not unless we get the feedback.
Communication for the present as well as for future:Communication must meet the need of present organisation as well as for future organisation. Follow up communication:There should be proper follow up of the information given by manager to subordinate. This follow up helps to remove hurdles, misunderstanding of instructions given by manager to subordinates.8.

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