Page 31 - Computer - 10(A&B)

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.

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.
Contrary to this, a lack of noise from other people around may make the environment too quiet. This could also
be distracting as it might give the impression that people are eavesdropping on the conversation. So, move the
conversation to an area which is comfortable to both the parties.

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.

Encourage Feedback

The purpose of feedback is to find out whether the receiver has properly understood the meaning of the information
received. In the 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.

Consistency of Message
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The information sent to the receiver should not be self-contradictory. It should be in What is the role of
accordance with the objectives, policies, programmes, and techniques of the organisation. feedback in verbal
When a new message has to be sent in place of the old one, it should always convey the communication?
change, otherwise it can create doubts.

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.

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.

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