Seven Principles of Effective Communication
Communication is defined by Merriam-Webster as "a process by which information is exchanged between individuals through a common system of symbols, signs or behavior." Transmitting information may seem a simple task, but exchanging information in an effective way is often much more difficult than it appears. Poor communication, while common, can lead to serious misunderstandings, and in the business setting, can lead to great loss of time and money. Following these seven principles ensures the clear and effective transfer of your intended message and ensures that the message and concerns of your interlocutor are also heard, so that a conclusion can be reached.
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Stay on Topic
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Straying from your main point will only lead the conversation astray and add confusion. Be clear with exactly what you are saying and what you want your audience to take away from the conversation. Ask yourself, "What is the key point that I am trying to make?" and remain on that topic.
Create a Dialogue
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A conversation where one person or group dominates is rarely effective, as the other person or group is not heard. Focus on what your interlocutor is saying and try to understand the message that they are attempting to get across. Pay attention to non-verbal cues, such as facial expression and body movement, as they often reveal emotions not being expressed by a person's words.
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Speak Logically
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Make sure that the message you are conveying makes sense, as well as your questions and comments that follow. Track the logic of the argument of your interlocutor; do you understand where they are coming from and why they might feel that way? If not, ask for further explanation and encourage others in the conversation to tell you if your message seems unclear or does not make sense to them. You may not always agree, but ensuring that you can make sense of your partner's words and that they understand yours ensures effective communication.
Failure is Your Fault
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It may seem easy to blame the other party for failures in communication, but the responsibility to convey your point is yours and only yours. If you don't feel as though you are being heard, you are not effectively transmitting your message. Try using different words or using examples to be sure that the other party understands what you are trying to say.
Pay Attention
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Effective communication requires your full attention. If you are truly listening, you should be able to repeat to the other person what you just heard them say. You may not use the exact same words, but you must be able to repeat their message.
Repeat the Message
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Just as you should be expected to be able to repeat what your interlocutor is saying, they should also be capable of repeating what you have said. To ensure that they have understood, ask them to repeat their understanding of what you have said. This is especially important when giving directions or requirements; having the other party repeat back to you what they have understood ensures that the full message has been communicated.
Respect
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If you do not respect the words and perspective of your partner, you cannot expect them to respect your message either. Even when you disagree, respecting the viewpoint of your interlocutor and truly listening to what they have to say means that they will do the same for you.
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References
- Photo Credit A businessman an businesswoman having a conversation image by sumos from Fotolia.com
