COMMUNICATION 1.8

COMMUNICATION 1.8

[7 Cs & ROLE OF COMMUNICATION IN BUSINESS WORLD]

                                            

1. Correctness

At the time of encoding, if the encoder has comprehensive knowledge about the decoder of message, it makes the communication an ease. The encoder should know the status, knowledge and educational background of the decoder. Correctness means: Use the right level of language, Correct use of grammar, spelling and punctuation & Accuracy in stating facts and figures. “Correctness in message helps in building confidence.”

2. Clarity

Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder. “Clarity makes comprehension easier.”

3. Conciseness

A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of message. "Conciseness saves time.”

4. Completeness

By completeness means the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions and with facts and figures. and when desirable, go for extra details. “Completeness brings the desired response.”

5. Consideration

Consideration demands to put oneself in the place of receiver while composing a message. It refers to the use of You attitude, emphases positive pleasant facts, visualizing reader’s problems, desires, emotions and his response. “Consideration means understanding of human nature.”

6. Concreteness

Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message. Facts and figures being presented in the message should be specif. “Concreteness reinforces confidence.”

7. Courtesy

In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy builds goodwill. “Courtesy strengthen relations.”

     “Communication is simply a method of sending a message from one person or group of persons to another. It is of vital importance to a business because it involves all the persons and organizations connected with the business - employees, customers, shareholders, suppliers - and a whole range of people outside - tax authorities, local government and national government officials and indeed, any person or organization throughout the world with which the business has any contact.”

•     Facilitates Planning: Communication enables the management to secure useful information from the lower management, workers & office staff, without which it would be impossible to formulate company policies & practices.

•      Helps in Decision Making: Communication is the basis of decision making. An effective communication enables both the management and the subordinates to identify the real problems and take appropriate decisions.

•      Supports Co-ordination: Communication is a must for co-ordination. The upward, downward and horizontal interactions between members at all levels of the organization hierarchy is impossible without communication.

•     Improves Superior–Subordinate Relationship: Communication promotes the exchange of ideas between the superiors and the subordinates as a result of flow of information and discussion between them. This ultimately improves superior-subordinate relationship.

•      Helps in Motivation & Morale Building: Workers’ participation in decision making and information sharing gives them a sense of responsibility and ultimate satisfaction. And it develops a sort of self motivation within the workers.  

•      Higher Productivity at Lower Cost: Effective communication saves time and effort. It increases productivity and reduces cost. Communication provides ‘Will To Work’. Employees feel more interested and confident if policies & plans are communicated to them effectively.

•    Creates Mutual Trust & Confidence: Effective communication creates mutual trust and confidence between the management and the workers. The sharing of ideas and experiences, workers participation in management eliminates fears and misunderstanding.