Successful communication refers to the exchange of information or ideas between two or more parties in a clear, effective, and meaningful way. Successful communication requires not only conveying information but also ensuring that the message is understood by the receiver in the way it was intended.
Characteristics of Successful Communication :
- Clear
- Concise
- Concrete
- Coherent
- Complete
- Courtesy
- Comprehension
1.Clear :
When we communicate, our main goal should be to ensure that our message is easily understood by the recipient. To achieve this, we should use clear and concise language. Short and simple sentences are easier to comprehend, especially for those with limited language proficiency.
The active voice is also preferable because it makes the sentence structure more straightforward and easier to follow. Additionally, using bulleted points can help to organize multiple ideas and make them more accessible for the reader. Overall, clear communication ensures that the message is received accurately and effectively.
2.Concise :
In any communication, time is a crucial factor as people have a limited attention span, typically just a few minutes. Therefore, it is essential to present your message in a clear and concise manner.
If your communication is too long and convoluted, the key message may get lost. People tend to avoid lengthy and boring communication, so it's crucial to keep your communication brief and to the point for effective communication.
3.Concrete :
To make your message clear and persuasive, it's crucial to support your arguments with concrete evidence or data. A concrete argument is one that is grounded in real-world examples or statistics, making it easier for your audience to understand and believe.
Without concrete evidence, your arguments may come across as vague or unsupported, making it harder for your audience to trust your message. So, be sure to use relevant and reliable data to back up your claims and make your arguments more convincing.
4.Coherent :
To be coherent in your writing, it's important to have a clear structure that follows a logical sequence of ideas. Each main idea should be presented in a way that distinguishes it from others, and they should be arranged in a way that makes sense and flows smoothly.
By following some basic rules of presentation, you can ensure that your writing is easy to follow and conveys your message effectively. This means thinking carefully about the order in which you present information and making sure that each piece of information fits into the overall structure of your piece.
5.Complete :
Successful communication requires providing all the necessary information clearly and concisely, which is known as completeness. This involves considering the audience's needs and perspectives, tailoring the message, and anticipating potential questions or concerns. Incomplete communication can lead to misunderstandings, mistakes, and damage to relationships, making completeness crucial in all communication efforts.
6.Courtesy :
Being courteous in business communication means being honest, respectful, considerate, open, and polite. It is important to supplement the message with care and kindness to ensure it is well received. Using offensive language or being racist or misogynistic can alienate certain groups of people and prevent the message from being heard.
Humor should also be used with caution to avoid being inconsiderate or cruel to anyone. A rude presenter may have an important message, but without courteous communication, it will not find an audience.
7.Comprehension :
Successful communication relies on comprehension, which is the ability of the recipient to understand the message conveyed by the sender. This requires the sender to use clear language, avoid jargon, and tailor the message to the recipient's level of understanding. Active listening, where the recipient engages with the message and confirms their understanding, is also crucial.