i Identify and analyze barriers: Find potential barriers to effective communication and then try to remove them. To communicate clearly, use the language of the audience and avoid mistranslations.
ii. Top management must be convinced of the importance of communication: good communication is good human relations, and good communication is good business.
iii. Emphasis on written statements of policy: This is the best means of letting everyone know how an organization feels about communication. It sets the tone for the type of communication that everyone across the organization should have. It lays down the basis of procedures and practices, which will be used to implement the policy.
iv Recognize that communication is a two-way process: it is necessary to know whether communication has been correctly received and understood. This can be done by encouraging action, feedback, asking questions, removing confusion and clearly explaining the meaning of the message being sent.
v. Consistency and coherence are essential for successful communication: Orders should be consistent with the organization’s objectives and with other activities.
vi Overcome the disadvantages of distance barriers: Use physical devices like telephones and intercoms whenever possible and see that people understand. The sender must see that the information is not distorted, misinterpreted or withheld by those responsible for sending the information to others.
vii Communication is a continuous process: it cannot be divided or reduced to one or more communication programs, because the goal of communication is complete understanding. Communication should be constant, habitual and automatic.
viii. Empathic speaking and listening are essential to effective communication. Therefore, the speaker should know his audience and be sensitive to their needs and feelings when he speaks and listens; Otherwise he may short-circuit important communication networks.
ix Optimal timing is important in communication. The best time to communicate important messages is when they least compete with other situations affecting the audience. Messages are considered and taken into account when addressing a problem affecting the receiver
X. The use of feedback improves the communication process and reduces the possibility of major discrepancies between information received or ideas and objectives.
The eleventh. Receiving messages can be helpful in conveying objective thoughts. Often a single transmission of an idea cannot be correctly received or decoded. A second or third message can help the recipient understand and use the concept. Can be repeated using different media and different formats.
xii Messages should be timed so that they are received when needed and not misinterpreted by other thoughts in the recipient’s mind.
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