Define Effective Communication

Many definitions of communication exist. Communication has been defined as exchanging information, creating and maintaining relationships and sharing understanding with those around us. In "Communication Counts: Getting It Right in College and Life," the authors define human communication as "negotiating symbolic meaning." This definition distills communication down to a basic level. Assuming that communication is symbolic, this definition assumes that information we exchange or "negotiate" is based on symbols we have created with specific meanings based on our culture and background. Understanding the symbolic nature of language is key when communicating effectively, as it is crucial to understanding that every communicator has specific meanings for every symbol she uses.

When striving for effective communication, it is important to understand that many components work together during the process of exchanging symbolic messages. The sender and receiver are the creator and recipient of a message, respectively. The message is the content being shared between the sender and receiver. Feedback in the communication process comes in the form of both verbal and nonverbal responses from both sides of the exchange. The channel of communication refers to how the message is being negotiated, such as face-to-face communication or telephone communication. The context of a communication exchange is crucial to consider, as context refers to the specific situation in which the exchange takes place. Culture, prior experiences, physical condition and other specific factors in the environment all contribute to the context. Noise in communication may be both physical and psychological, in that it may be actual auditory noise found in a large crowd or may be inner noise such as a mental distraction. Finally, the motivation of a communication exchange is essentially why people choose to communicate. This may be more functional, such as communicating with your supervisor to receive more hours at work, or relational, such as telling jokes with friends. When taken together, the components of communication offer a blueprint for how communication takes place. With that understanding, effective communication is more likely to be achieved.

Possibly the most frequently used communication skill, listening is often the most taken for granted. In order to be an effective communicator, understanding the importance of quality listening is crucial. Effective listening requires consideration for the type of skills required for the situation and incorporating those in practice. For example, when listening to gain information, focusing on the speaker and actively working to understand the message regardless of channel will aid in fulfilling the information goal. When listening for relational purposes, encouraging the other person to share, selecting a safe environment and letting the other party lead the conversation are all key. Evaluative listening requires consideration of source, message, evidence and reasoning in order to successfully evaluate the message. Effectively employing the necessary listening skills for the specific situation will improve the communication exchange, enriching both the quality of the information and the relationship with the other person.

Verbal communication requires a specific set of rules and guidelines for effective communication. Adapting to audience allows for communication to be specifically catered to the other communicator, strengthening the message and increasing the likelihood of understanding. Being mindful of the other communicator, understanding her cultural background, and avoiding simplified stereotypes when approaching the communication are key to adapting to audience. Secondly, considering and adapting the the context of the situation is necessary for effective verbal communication. Avoiding unnecessary jargon, vocabulary specific to a group or society, will aid in attending to the context of the situation. Finally, using rhetorical sensitivity will aid in making verbal communication effective and valuable. Rhetorical sensitivity, according to the authors of "Communication Counts: Getting it Right in College and Life," is "the ability to adapt to the widest range of communication experiences with skill, considering the most appropriate response based upon a comprehensive understanding of the entire communication experience." Rhetorical sensitivity improves through communication experience and allows communicators to understand and employ the most appropriate verbal technique for every situation.

Nonverbal communication is extremely important, due to the powerful impact it has over every other aspect of communication. Movements and gestures, vocal emphasis and delivery, appearance, use of space and the way we use time in our lives all contribute non-verbally to the communication in our lives. Taking those aspects of nonverbal communication into account and attending to them according to context and audience are necessary for effective communication. Considering self-presentation is necessary in order to ensure that messages are understood between communicators. Adopting nonverbal practices that emphasize immediacy in communication will contribute to a more effective and comfortable communication process. Nonverbal immediacy, through pleasant facial gestures, eye contact and variance of vocal communication will increase the accuracy of the communication exchange as well as the rapport developed with the other person.