CHAPTER-2

Principles of Effective Communication

1. Clarity: Clarity includes both clarity of thought and clarity of expression. The sender has to have a clear idea about what is to be communicated. Also the message has to be adapted to the receivers filter
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Tips for effective adaptation

The communicator has to clearly visualize the receiver. Adaptation is easier when you write or speak to someone who is about as educated and informed on your subject as you are. Adaptation becomes difficult when the number of receivers is many with diverse qualification. While communicating with a group of members having diverse background, you have to aim at the lowest level of the group. Adaptation can be ensured to a great extent by giving stress to simplicity using simple words, short sentences and brief paragraphs.

Rules for ensuring clarity a) Use familiar words: It is wise to use try instead of endeavour, end instead of terminate. b) Use short words for long phrases: It is better to use after instead of subsequent to. So, short words are to be preferred instead of long phrases as under:
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C) Use concrete words: Words using clear meaning are to be used

 d) Use verb instead of noun where possible: It is better to use consider instead of take into consideration. Using verbs instead of nouns will make the expression clear and simple.

e) Avoid repetition/double entry:

f) Jargons/ technical words are to be used carefully: A professional while talking to the client should avoid using his/her professional words. g) Choose active over passive verbs: Using passive from of verb should be avoided as far as possible.

h) Avoid ambiguity:
The usual ways in which ambiguity takes place are: i) Use of faulty punctuation: Faulty use of punctuation may give a different meaning. Example: The production manager, said the Managing Director, is a fool [This sentence will give the reverse meaning if the placing of inverted comma is changed]

The production manager said, The Managing Director is a fool

ii) Careless use of personal pronoun: Careless use of I, you, he, she, etc. may create ambiguity. Example showing ambiguity: Rehana told Razina that she was not promoted. Example showing absence of ambiguity: Rehana told Razina that Rehana was not promoted.
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iii) Indecisive placing of adverbs: Adverbs like only may cause great trouble in communication. i) Emphasis on short sentences: Short sentence means about 12 to 18 words for middle readers. 2. Consideration: a) Adapt you attitude:
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b) Avoid being gender biased: Example: Words likes chairman, policeman should be replaced by chairperson, police personnel. c) Use positive instead of negative approach: Example-i : Sentence using negative Approach: It has been a wrong on your part not to reply. Example -ii: Sentence using positive Approach: It is expected that you will be prompt in response.

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3. Courtesy: Courtesy costs nothing but gains a lot. Apologize sincerely for an omission and thank generously for a favor. Example: I would like to be excused for the delay in making delivery of the goods. 4. Completeness: In answering a letter make it sure that you have answered all the questions. Checking for the five-w questionswho, what, where, when, why?
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5. Conciseness: i. Only relevant facts are to be included. ii. Repetition to be avoided. iii. Surplus words to be discarded. iv. Logical construction to be emphasized.
6. Correctness: i. Give correct message. ii. The message should be given on time. iii. Make the message most adaptable.
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THANK YOU

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