By communication, people exchange. Communication is an essential attribute of human life, which is why we all spend most of our time either receiving or requesting for information. Lack of communication creates tensions and destroys personal and enterprise relationships. The ability to alternate information or conversation with others is crucial to the success of the person, family or enterprise organization. It must be noted, however, that it is one thing to speak but quite one other thing to speak effectively.

Ineffective communication often leads to failure, as it doesn’t elicit the desired response in form of feedback from the receiver. This is the bane of many enterprise organizations. Many managers do talk, however typically not very effectively. Lack of capacity to communicate successfully on the part of managers is the reason for the failure of many businesses. Every firm or enterprise group wants an efficient communication network to be able to operate properly and achieve its set objectives. In this article, the focus will be on the indispensable role which efficient communication performs within the day by day functioning of a business organization. We shall start by looking on the that means of effective communication from completely different angles and go on to look at its importance as well as how it can be achieved in business.

Looking on the Meaning of Efficient Communication from Totally different Angles

The ultimate goal of each form of communication – face-to-face meeting, telephone discourse, teleconferencing, videoconferencing, interview, e-mail, letter or memo – is to get an expected response in form of feedback from the receiver to the sender. This is what effective communication is about. It is about ensuring that the information is well-packaged and properly transmitted, in order that the recipient understands the message and responds positively. In other words, effective communication is the one that achieves the results for which it is intended.

Communication can be looked at from totally different angles, such as the mode of expression (oral or written, and even non-verbal communication), the aim of communication, the viewers, the information flow (vertical, horizontal or diagonal), etc. Communication could be internal (within the group) or external (with outsiders). It can also be interpersonal or group communication; interpersonal when it involves two individuals and group when it takes the forms of meetings, discussions, symposia, conferences and workshops. There’s also mass communication which has to do with communicating with the lots by the means of the radio, the television, the newspaper, the internet, etc.). From whichever angle it is looked at, communication can only be considered to be efficient when it ends in the desired feedback.

Oral communication involves the use of spoken words and will take the form of face-to-face conversation, interview, telephone discourse, voice mail, meetings, group discussions, oral instructions, teleconferencing, videoconferencing, etc. Oral communication is quick and permits fast feedback as well as rapid response to feedback. Participants can ask questions and get rapid clarification. Moreover, gesture and facial expression can be used to reinforce the meant message. The limitations of oral communication embrace susceptibility to errors and misinterpretation and lack of permanence.

Written communication, because the name implies, entails the use of written words. It can come within the forms of business letters, memoranda, reports, minutes of meetings, written speeches, etc. Written communication has the advantages of revision earlier than transmission, permanence and accessibility for reference purposes. It additionally reduces the risk of distortion in that means; thus, it may be considered as a perfect medium for long and complicated messages which, if relayed orally throughout many intermediaries, can simply be distorted or misinterpreted. Another advantage of the written medium is that it can easily be reproduced in many ways (e.g. photocopying) and distributed to many recipients. Considered one of its main limitations is delayed feedback; the reading of long documents may be boring and the writing of a reply is also delayed by a number of different factors. Written communication additionally lacks the presence of gesture, facial features and different forms of body language capable of reinforcing that means in communication.

The selection of medium of communication is determined by the nature of the message to be transmitted. As earlier noticed, while the written medium is the proper medium for transactions that require permanent documentation, the oral medium is right for messages that require quick feedback. One has to consider the circumstances as a way to determine whether or not to use a telephone call, a face-to-face meeting, an email, a typed and signed doc, etc. The factors to be considered when selecting the medium of communication include: urgency, formality, risk of misinterpretation, confidentiality, authorized implications or the necessity for future reference, the nature and size of the audience, etc.

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