1) Clarity and Completeness: In communication effectively, it is very essential to know the ‘audience’ for whom the message is meant. The message to be conveyed must be absolutely clear in the mind of the communicator because if you do not understand an idea, you can never express it to someone. The message should be adequate and appropriate to the purpose of communication. The purpose of communication, itself, should be clearly defined.
2) Proper Language: To avoid semantic barriers, the message should be express in simple, brief and clear language. The words or symbols selected for conveying the message must be appropriate to the reference and understanding of the receiver.
3) Sound Organization Structure: To make communication effective, the organization structure must be appropriate to the needs of the organization. Attempt must be made to shorten the distances to be travelled for conveying information.
4) Orientation of Employees: The employees should be oriented to understand the objectives, rules, authority relationships and operations of enterprise. It will help to understand each other, minimize conflicts and distortion of messages.
5) Emphatic Listening and Avoid Premature Evaluation: To communicate effectively, one should be a good listener. Superior should develop the habit of patient listening and avoid premature evaluation of communication from their subordinates. This will encourage free flow of upward communication.
6) Motivation and Mutual Confidence: The message to be communication should be so designed as to motivate the receiver to influence his behaviour to take the desired action. A sense of mutual trust and confidence must be .generated to promote free flow of information.
7) Consistent Behaviour: To avoid credibility gap, management must ensure that their actions and deeds are in accordance with their communication.
8) Use of Grapevine: Grapevine or the informal channels of communication help to improve managerial decisions and make communication more effective. Thus formal channels of communication must be supplemented with the use of grapevine.
9) Feedback: Communication is not completes unless the response or reaction of the receiver of the message is obtained by the communicator the effectiveness of communication can be judged from the feedback. Therefore, feedback must be encouraged and analysed.
10) Gestures and Tone: The way you say something is also very important along with the message for gestures such as a twinkle of an eye, a smile or a handshake, etc., Convey sometimes tone meaning then ever words spoken or written. Thus, one should have appropriate facial expressions, tone, gestures and mood etc., to make communication effective.
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