Page 17 - Ai Book - 10

u Clarify Ideas Before Communication: The person sending the communication should be very clear in
his mind about what he wants to say. He should know the objective of his message and, therefore, he
should arrange his thoughts in a proper order. Never go unprepared as the lack of preparation results in
communication failure. So collect information about the topic of communication and the audience. The
sender of the communication should prepare the structure of the message not according to his own level
or ability but he should keep in mind the level, understanding and the environment of the receiver.
u Planning the Communication: At the time of planning the communication, suggestions should be invited
from all the persons concerned. Its main advantage will be that all those people who are consulted at the
time of preparing the communication plan will contribute to the success of the communication system.

u Eliminate Distractions: Noise, as you already know, is the first and foremost barrier to communication. It
means interference that occurs in a signal and prevents you from hearing sounds properly. In a factory, for
example, the continuous noise made by machines or on the road continuous loud noise of the vehicles
makes oral communication difficult.
In the same way some technical problem in a public address system or a static in a telephone or television
cable will distort the sound signal and affect communication. Adverse weather conditions or some fault in the
ultramodern telecommunication systems may also spoil the effect.
We must therefore keep in mind that communication is always likely to be spoilt by noise.

u Soften the Language, Tone and Content of Message: The sender should take care of the fact that the
message should be framed in clear and beautiful language. The tone of the message should not injure the
feelings of the receiver. As far as possible, the contents of the message should be brief and excessive use
of technical words should be avoided. The subject matter of the message should be helpful to the receiver.
The need and interest of the receiver should specially be kept in mind. Communication is more effective in
such a situation.

u Encourage Feedback: The purpose of feedback is to find out whether the receiver has properly understood
the meaning of the information received. In face-to-face communication, the reaction on the face of the
receiver can be understood but in case of written communication or some other sort of communications, a
proper method of feedback should be adopted by the sender.

u Consistency of Message: The information sent to the receiver should not be self-contradictory. It should be
in accordance with the objectives, policies, programmes and techniques of the organisation. When a new
message has to be sent in place of the old one, it should always make a mention of the change otherwise it
can create some doubts.

u Follow up Communication: In order to make communication effective, you should regularly try to know the
weaknesses of the communication system. In this context, effort can be made to know whether to lay more
stress upon the formal or the informal communication would be appropriate. Similarly, suggestions can be
invited in respect of the medium of communication (oral, written and gestural) to know as to which medium
would be more effective and appropriate.

u Remove Attitudinal Barriers: Do not be egocentric in your approach to communication. It is an attitudinal
barrier wherein one feels that his own ideas are more valuable than others. This type of attitude
alienates the egocentric person from others. For example, an egocentric employer may miss out on the
creativity of the employees who cannot contribute freely to the project as their boss does not value their
opinions.

Age, culture, education, experience, gender, race are some barriers in communication that can easily be
overcome by developing an empathetic approach.

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