Techniques for Improving Communication – Introduction to Management

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Effective CommunicationTechniques for Improving Communication
Principles of Management (POM)
Third Semester | Second year
BSc.CSIT | Tribhuvan University (TU)

Techniques for Improving Communication
Effective communication is must for securing smooth functioning and to achieve goals. Managers must make all attempts to minimize communication barriers. The following common measures can be applied to minimize barriers and to enhance effective communication.

Effective Listening: Effective listening is a must to understand the message. The manager responds to the message only if he/she is able to listen the message properly and understands its meaning. An effective listening helps to understand the messages in a said manner.

Utilizing Feedback: Feedback is an important element of effective two way communication. Communication process is incomplete without feedback, as the sender has no way of knowing whether his/her communication has been successful or not. An organization must develop a two-way communication system for effective utilization of feedback.

Regulating Information flow: Regulating the flow of communication ensures an optimum flow of information to managers. It reduces communication overload to the managers. Optimum flow of information provides sufficient time for managers to make a detailed study of each and every message.

Two-way communication: Two-way communication is essential in every organization to make communication more effective. Both sender and receiver should give more attention to fulfill its objectives. In management hierarchy, there must be two systems of communication i.e. from top level to subordinates and vice versa.

Simplifying Language: As far as possible the sender should use simple language in communication. The sender should use the word and sentences considering the level of knowledge of the receiver.

Avoid information overhead: A manager receives much information from various sources. This information is the basis of office operation. Important information should be taken into consideration and useless information should be discarded.

Create an Environment of Trust and Confidence: In communication, there must be an environment of trust and confidence between the sender and the receiver. In an organization, the top management must create the environment of trust and confidence. It requires that the management must develop sound policies and put them in writing format in front of subordinates.

Reduce Psychological Barriers: It consists of distrust of communicator, superiority complex, individual perception, premature evaluation, no attention etc. subordinated should believe in the superiors’ message and implement his/her instructions and guidance properly. The top level manager should avoid the feeling of superiority complex in communicating information with subordinates. There must be the same perception between the manager and subordinates regarding organizational performance and goals.

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