What Are the Principles of Effective Communication?
What makes a message effective? How can you ensure that your employees receive your information well?
To increase communication effectiveness, you should apply certain principles. Here in this article, we elaborate on the various communication principles to enhance the process in your organization.
1. Keep Your Communications Simple
When communicating with your employees, make it short and direct to the point because communication can take up too much time in the workplace.
According to the 2023 Grammarly State of Business Communication report, communicating with your colleagues takes up 72% of your working week.
Use simple and common words so your team can respond quickly. Avoid vague and technical words because they may be hard to understand. If your employees don’t know what you’re trying to convey, the attempt at communication will be useless.
2. Be Clear When You Provide the Message 👄
Clarity is crucial because there will be a communication barrier without it. You can only have effective communication with clarity.
Ensure that your message doesn’t have ambiguity, noise, and distortion. If it helps, write it down and edit it until it’s in its most transparent form.
Word your message in a way that your employees will understand clearly. So, when making a message, consider the one who will receive it. You can even adapt the message for different employees if one will receive it differently.
3. Ask Your Employees to Provide Feedback
You must ensure the employee understands what you’re trying to say. However, you won’t know this unless you ask them.
The best way to find this out is by asking them to provide feedback. However, there is more than one way to ask employees for feedback.
You can try using all of these feedback methods, but you must monitor them to determine the ones employees respond to the most. We recommend employee engagement platforms because employees can quickly provide feedback on them.
4. Be a Good Listener and Practice Active Listening 👂
Once you receive employee feedback, you need to be a great listener. If you aren’t receptive to employee feedback, sending out feedback methods is pointless.
You must not only listen to what your team members are telling you but properly take it on board. Doing this means valuing your employees beyond the work they do for you. You must appreciate that your employees are intelligent people with good ideas that you should consider.
5. Deliver Your Message on Time ⌚
Deliver the message at a proper time to serve its purpose. If you deliver it late, it may not be helpful anymore.
A key statistic states that 28% of employees say they can’t deliver work on time because of poor communication. Therefore, you must ensure you send communications to employees when they need them.
6. Provide Complete Information
Your information should be complete and adequate.
It may cause confusion, delay, and inefficiency when it’s not. Therefore, you must ensure you have all the necessary information to send to employees. If you don’t have all the information, you shouldn’t send out an incomplete communication because it will do more harm than good.
An adequate message is also necessary to make plans and decisions. You must compile all the information in a way that makes sense to employees.
7. Gain Your Employees’ Attention
To increase communication effectiveness, the employee should give their full attention to the message.
When the staff doesn’t focus on the information, it might cause issues with accuracy and understanding.
Therefore, you must engage your employees in a way that immediately grabs their attention and engages them. For example, stress the importance of the communication in an email header.
The aim is to engage employees in the communication to the extent they want to engage with it. If they will contribute to the business due to the communication, your communication is a success.
8. Keep Your Messages Brief
Employees can be busy with work, so ensure your message is short and meaningful.
Refrain from repeating or over-explaining words because it is time-consuming, disturbing, and reduces the significance and effectiveness of the information.
As a result, it can cause negative results for employees and employers.
According to the Grammarly State of Communication report of 2023, 43% of employees state that bad communication makes them less productive. Additionally, 38% of business owners say that poor communication has an adverse financial impact on the business.
The key to communicating with your employees is editing the communications. If you think the communication is too long, cut it until it is concise enough.
9. Be Consistent in the Way You Communicate
Your messages should align with the company’s objectives, plans, policies, and programs. If they are conflicting, it will likely confuse.
Additionally, you need to make the quality of your communications consistent. For example, if you edit your communication emails, continue to do this to make them as good as possible.
10. Be Intelligent Emotionally 🧠
When you engage in verbal communication with employees, engage with them emotionally for them to engage with you genuinely.
Show emotional intelligence by managing your emotions during communication because. Negative emotions may distract from the serious message you are trying to convey to employees.
You also need to be fully aware of the emotions of your employees as well. Find a way to talk to them that will emotionally invest them in the company. Also, look at non-verbal cues like their facial expressions and body language to determine how they receive the information.
11. Be Sensitive About Cultural Factors
Diversity and culture are crucial elements to include in your business for multiple reasons. For example, a study found that diversity can improve a company’s market share growth by 45%.
However, you must keep culture and diversity in mind when communicating with employees, or you could risk offending them.
For example, if a specific communication will affect a particular culture in your business, approach it as sensitively as you can.
12. Know When to Use Technology to Communicate 📳
Although face-to-face communication is the best way to convey a message to employees effectively, you should also consider using technology-based communication channels because it can be incredibly efficient.
Using technology to communicate is a much quicker method. It’s also more effective at spreading a company-wide message, so you should use it for communications you want to send to every employee.
Multiple ways can help you communicate with employees via technology. The best one for you will depend on what your employees use the most.
13. Continuously Improve Your Communication Style
If you are happy with your communication style, you’re doing something wrong. You should always look to improve the way you communicate with employees.
Look at the rest of the principles on our list and honestly assess whether you apply them in how you convey messages to your staff.
If you don’t use one of the principles, try to implement it in the future. For example, if you get feedback that your communications are too wordy, start editing them to improve them.
Final Thoughts on the Principles of Communication
It’s essential to follow these principles of good communication to be successful. If you understand them, you’ll craft your messages clearly and more efficiently so employees will receive what you wish to communicate well.
Also, ensure you improve how you communicate with employees, get their feedback, and take it on board.
For more advice on communicating and engaging with your employees, head to Tommy!