When both the sender and the receiver perceive the meaning of communication almost in the same way, it is called effective communication.
Proper performance of organizational activates and thus attainment of its goals largely depends on effective communication. Effective communication requires some conditions or elements or factors.
These are discussed below:
- Pre-thinking: Pre-thinking about the message is an important quality of good communication. Pre-thinking enables the sender to develop creative message and to transmit it efficiently.
- Specific objective: Communication occurs with specific objectives. Therefore, the communicator must know the objective of communication and must arrange the message accordingly.
- Timeliness: Usefulness of any message depends on its timely transmission. If the message is not transmitted in appropriate time, its utility is lost. So the communicator should consider the time of communication.
- Conciseness: Another important quality of good communication is that the message should be concise. Concise message is one that contains only relevant and necessary facts, avoids repetition, and organizes properly.
- Completeness: Good communication transmits a complete message so that the receiver can understand the full meaning of the message. The sender should not sacrifice completeness to attain conciseness.
- Correctness: Good communication contains only the correct messages. False, manipulated, and exaggerated information irritate the receiver and make the communication ineffective.
- Persuasiveness: Persuasiveness is important quality of good communication. It helps to develop positive attitude of thy receiver towards the message.
- Concreteness: Business communication becomes effective- when it excludes irrelevant facts. Concreteness is essential to express the communicator’s view to the receiver unambiguously.
- Feedback: Good communication always keeps the provision of feedback. Feedback ensures that the message has reached to the intended receiver.
- Mutual Interest: When communication considers the interest of both sender and receiver, it is treated as good communication. If the message ignores the interest of the receiver, communication may fail to attain its goal.
- Use of Appropriate Language: Good communication always uses appropriate language. Appropriate language avoids ambiguous and complex words, misleading non-verbal cues, technical jargons, poetic words etc.
- Considering the Receiver: A good communicator thinks about the receiver’s knowledge, ability, interest, origin etc. This increases the utility and acceptability of communication.
- Use of Appropriate Media: Selecting suitable media is very essential for successful communication. The sender should select the written or oral media depending on the nature and importance of the message, availability of time, cost, receiver’s ability etc.
- Emphasizing on Informal Relationship: The communicator requires giving attention to establish informal relationships with the receiver along with formal relationship as it ensures success of communication.
- Effective Listening: The communicator is also a good listener. He has to listen attentively the response of the receiver. Therefore, the sender should possess the ability to hear the receiver’s response attentively with due patience.