Effective Communication Strategies: Types, Media, and Networks
Effective Communication Strategies
Communication is the transmission of information and meaning from one party to another through the use of shared symbols.
One-Way vs. Two-Way Communication
One-way communication is the process in which information flows only in one direction, from sender to receiver, without a feedback loop.
Two-way communication is the process in which information flows in two directions: the receiver provides feedback, and the sender is receptive to that feedback.
One-way communication is more common because it is quick and perceived as safer for the sender.
Two-way communication is more difficult and time-consuming but often more effective.
Oral and Written Media
Oral communication involves face-to-face discussions, telephone conversations, presentations, and formal speeches.
Advantages of Oral Communication:
- Feedback is immediate and direct.
- The receivers can sense the sincerity of the sender (or lack thereof).
- It is more persuasive and often less expensive than written communication.
Disadvantages of Oral Communication:
- It can lead to spontaneous, inconsiderate statements.
- There is no permanent record of the communication.
Written communication includes memos, letters, reports, computer files, and other written documents.
Advantages of Written Communication:
- The message can be corrected and refined multiple times.
- It creates a permanent record that can be saved.
- The message remains consistent, even if it goes through several people.
- The receiver has more time to analyze the message.
Disadvantages of Written Communication:
- The sender has no control over when or how the message is read.
- The sender does not receive immediate feedback.
- The receiver may misunderstand parts of the message.
Electronic Media
Managers use computers not only for collecting and distributing quantitative data but also to communicate with others through email.
Other electronic means include:
- Faxes
- Teleconferences
- Video conferencing
Advantages of Electronic Media:
- Efficient distribution of information.
- Speed and efficiency in delivering routine messages to large numbers of people in different locations.
- Cost-effective.
- Reduced travel time for group meetings.
Disadvantages of Electronic Media:
- Difficulty in solving complex problems.
- Less suitable for confidential information, conflict resolution, and negotiations.
- Potential for misuse and abuse, including sending inappropriate messages that violate communication protocols.
Communication Networks
The volume of communications received by a person depends in part on their position within the decision-making structures.
Decentralized decision-makers typically have the smallest independent communication needs.
Centralized decision-makers require and are exposed to greater amounts of communication.
Downward Communication
Information flows from the upper to the lower levels in the organizational hierarchy.
People should receive the information they need to perform their jobs effectively and become loyal members of the organization.
One problem is information overload, where employees are bombarded with so much information that they cannot absorb it all.
Another problem is the lack of openness between managers and employees.
A third problem is filtering, where information is lost or distorted as messages pass from one person to another.
Downward communication often involves communicating activities or behaviors that need to be changed by the employee.
Upward Communication
Information flows from lower to higher levels in the organizational hierarchy.
Managers and superiors may neglect or lose information from below due to being bombarded with information.
People tend to share only the good news with their superiors and suppress the bad news.
Upward communication systems need not be formal but can also be informal.
Horizontal Communication
Information is shared among people at the same hierarchical level.
Horizontal communication has several important functions:
- Information sharing.
- Coordination.
- Problem-solving between units.
- Conflict resolution.
- Peer interaction.
- Providing social and emotional support to people.
In complex environments where decisions affect other units, information must be shared horizontally.