Business Communication

9.
Economy: The communication system should be as much economical as possible. But
efficiency of the system should not be sacrificed to achieve economy.
10. Secrecy: The communication system should ensure secrecy and there should be no leakage
of information. It becomes more essential when messages are of confidential nature.
2.4 GATEWAYS TO EFFECTIVE COMMUNICATION
Developing and maintaining a system of communication is the key job of any manager. The
characteristics of a good communication system are discussed below:
1.
Two-way channel: In communication, two parties are involved, namely, the sender or
transmitter, and the receiver of the message. An effective communication demands two-way
communication. It should be vertical, downward and upward. Therefore, a manager should
thus not only to inform, instruct and order but should also be prepared to listen, understand
and interprets.
2.
Clarity of message: Clarity of facts, ideas, opinion in the mind of communicator should
be clear before communicating. According to Koontz and Donnell, “A communication
possesses clarity when it is expressed in a language and transmitted in a way that can be
comprehended by the receiver.”
3.
Mutual trust: A communication system may be considered excellent when mutual trust
or understanding exists between sender and the receiver of the message. Existence of healthy
interpersonal relation between the seniors and their subordinates is also an indicator of an
adequate system of communication in any department or organization.
4.
Timely message: Considerable attention should be given to the timeliness of
communication. Old information is worse than none at all.
5.
Consistency of message: Consistency can be achieved if the communicator keeps in his
mind the objective, policies and program of the enterprise. It should not be conflicting with
the previous communications, otherwise, it would create confusion and anarchy in the
organization.