6. Success in communication

The first golden rule to success in communication is to think ahead. If we can predict some of the likely problems before we communicate, we may be able to avoid them. While communicating, you should be:

• clear,

• c

  Please engage brain before opening mouth

  onstructive,

• concise,

• correct,

• courteous,

• complete (the six Cs of effective communication).

If you want to make your communication more effectively, ask these questions before:

Why? (Purpose): Why am I communicating? What is my real reason for writing or speaking?

Who? (Receiver): Who exactly is my audience? (Personality? Education? Age? Status?)

Where and When? (Place and time)

What (Subject). What exactly do I want to say? What do they need to know?

How? (Tone and style). How will I organize the points? Shall I use deductive sequence (start with my main points and then go to the explanations? Or inductive sequence? What tone and words must I use/avoid in order to create the right message?

Tips for clearer communication

• Simplify Language. Structure your language to clear sentences. Rephrase your sentence when necessary. Avoid using jargon and slang. Choose simpler words. Speak clearly, pronounce words distinctly. You can also summarise what has been discussed, especially at the end of talks. Use objective, accurate language. Americans tend to throw around adjectives such as fantastic and fabulous, which foreigners consider unreal and overly dramatic.

• Active Listening. Often the receiver hears but not listens. Don’t be afraid to ask “Is that clear?” and to check the listener’s comprehension through specific questions. Encourage the listener to ask questions.

• Constrain Emotions. Hold back emotions whilst discussing a certain sensitive issue. Speak through a neutral manner. Don’t talk down to the other person.

• Feedback. Look for feedback. Be alert to glazed eyes or signs of confusion in your listener. Realise that nods and smiles do not necessarily mean understanding. Use closed-ended questions (“Did you understand what I just said?” or “Is what I said clear to you?”) or open-ended questions to have the receiver summarize the message.

7. Basic forms of communication

Effective communicators have many tools when they want to get across a message. Whether writing or speaking, they know how to put together the words that will convey their Meaning. They also reinforce their words with gestures and actions. They look you in the eye, listen to what you have to say, and think about your feelings and needs. They absorb information as efficiently as they transmit it, relying on both verbal and non-verbal forms of communication.

Verbal and non-verbal forms are the basic forms of communication among people.

Verbal Communication

Verbal communication is the act of exchanging information using linguistic signals like words, i.e. with the use of language. A language is a syntactically organized system of signals, such as voice sounds and intonations, or written symbols (letters) which communicate thoughts or feelings. The language is the main channel of verbal communication among people. It is believed that about 35% of total communication is spoken or written.

A language is a system of symbols or sounds used to convey meaning.

In verbal communication, the information is transmitted and received through language.

• Verbal ways of transmitting of information are Speaking and Writing;

• Verbal ways of receiving of information are Listening and Reading.

• Translation is a reciprocal way, both of receiving and transmitting information in a pair of languages.

Non-verbal communication

The most basic form of communication is non­-verbal. Non-verbal communication is the act of exchanging information using non-linguistic signals like gestures, sign language, facial expressions and body language, without the use of words. It is believed that over 55% of face-to-face communication is non-verbal.

Non-Verbal Communication includes body language, gestures, clothing, conformity with customs and norms. We use non-verbal cues to express our feelings. Much of the “emotional meaning” we take from other people is found in the person’s facial expressions and tone of voice, comparatively little is taken from what the person actually says.