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Process for communicating effectively
Effective communication requires deliberate effort and proper planning. Here are some steps that can help in achieving effective communication.
Identify the objective: It is important to identify the objective of the communication. Whether it is to inform, persuade, or entertain, understanding the objective is essential.
Example: Suppose you want to inform your team about the new project management software your company is adopting. The objective of your communication would be to inform your team about the software and its benefits.
Analyse the audience: Understanding the audience is important to deliver the message in a way that they will understand and relate to. Consider their age, educational background, cultural and social background, and expectations.
Example: Your team comprises individuals with varying levels of technical expertise, so it's important to communicate in a way that everyone will understand. You might need to explain some of the technical terms associated with the software and use relatable examples to help your audience understand the benefits.
Choose the appropriate channel: There are various channels of communication such as email, phone, video conferencing, or in-person. Choosing the appropriate channel that suits the objective and audience is crucial.
Example: Since you have team members working remotely, a video conference would be the best channel to use. It will allow everyone to see and hear the presentation and ask questions.
Plan the message: The message should be clear, concise, and relevant to the objective. It should be easy to understand, and free from any jargon, slang or technical terms that the audience may not understand.
Example: In your presentation, you'll want to explain the benefits of the software in simple terms. You may want to use a few slides with graphics and images to help communicate your points more effectively. You'll also want to emphasize the benefits of the software, such as saving time and improving project efficiency.
Deliver the message: Delivering the message effectively involves using appropriate tone, pace, and body language. It is important to maintain eye contact, be confident, and engage the audience.
Example: When presenting, make sure to maintain eye contact, speak clearly, and use a confident tone. Use body language to emphasize key points, and keep the pace of your presentation appropriate for your audience.
Listen actively: Effective communication is a two-way process, so it is important to listen actively to feedback and respond accordingly. It is also important to clarify any misunderstandings that may arise.
Example: After presenting, it's important to listen actively to feedback from your team. Encourage them to ask questions, and make sure to clarify any misunderstandings that may arise. Take note of any suggestions or concerns that may arise and address them appropriately.
Follow-up: After the communication, it is important to follow-up to ensure that the message was understood and achieved the desired objective. This can be done through feedback, surveys, or evaluations.
Example: After the presentation, it's important to follow-up with your team to ensure that they understand the software and its benefits. You might send a follow-up email summarizing the presentation or set up a one-on-one meeting to address any lingering questions or concerns.
By following these steps, effective communication can be achieved, leading to better relationships, increased productivity, and overall success.