Purpose of Communication:

Management is getting the things done through others. The people

working in the organisation should therefore be informed how to do
the work assigned to them in the best possible manner. The
communication is essential in any organisation.

The purpose of the communication can be summed up into

the following:

1. Flow of Information:
The relevant information must flow continuously from top to bottom
and vice versa. The staff at all levels must be kept informed about the
organisational objectives and other developments taking place in the
organisation. A care should be taken that no one should be
misinformed.

2. Coordination:
It is through communication the efforts of all the staff working in the
organisation can be coordinated for the accomplishment of the
organisational goals. The coordination of all personnel’s and their
efforts is the essence of management which can be attained through
effective communication.

3. Learning Management Skills:

The communication facilitates flow of information, ideas, beliefs,
perception, advice, opinion, orders and instructions etc. both ways
which enable the managers and other supervisory staff to learn
managerial skills through experience of others. The experience of the
sender of the message gets reflected in it which the person at the
receiving end can learn by analyzing and understanding it.

4. Preparing People to Accept Change:

The proper and effective communication is an important tool in the
hands of management of any organisation to bring about overall
change in the organisational policies, procedures and work style and
make the staff to accept and respond positively.

5. Developing Good Human Relations:

Managers and workers and other staff exchange their ideas, thoughts
and perceptions with each other through communication. This helps
them to understand each other better. They realize the difficulties
faced by their colleagues at the workplace. This leads to promotion of
good human relations in the organisation.

6. Ideas of Subordinates Encouraged:

The communication facilitates inviting and encouraging the ideas
from subordinates on certain occasions on any task. This will develop
creative thinking. Honoring subordinates’ ideas will further motivate
them for hard work and a sense of belonging to the organisation will
be developed. It will provide them with the encouragement to share
information with their superiors without hesitation. The managers
must know the ideas, thoughts, comments, reactions and attitudes of
their subordinates and subordinates should know the same from the
lowest level staff of their respective departments.

principles of communication
1. Clarity
Clarity is the number one rule all business communication must follow. A
message that leaves the reader scratching his head is a failed message. Clarity
springs from a knowledge of the message (what you want to say), the method
(how you want to say it), and the medium (what format do you want to say it
in). A lack of insight in any one of these components is going to affect the
effectiveness of your message.

2. Conciseness
Business communication is founded on the principles of brevity. There is
little room for lyrical prose or academic loquaciousness. This applies to not
just the length of your message, but also its contents. Try to use short
sentences and short words. Avoid jargon and words that send the reader to
the dictionary (unless you sell dictionaries!). Adopt this principle for intra-
team as well as client focused communication.

3. Objectivity
Business communication must always have a purpose. This purpose must be
apparent to any who glances through your message. Before you put a single
word to paper, ask yourself: “what am I trying to achieve with this message?”.
This will help you stay on course through the message creation process and
effect a remarkable improvement in the message efficacy.

4. Consistency
Imagine that you’re reading a book that starts out as a serious medieval
romance, turns into a supernatural screwball comedy around the half-way
mark, before finally finishing as an avant-garde, high-brow literary exegesis.
Without a doubt, such a book will leave you confused and even angry.

This is the reason why all business communication must have consistency of
tone, voice and content. A humorous satire on one page, a serious
explanation on another will alienate your readers. Although you can stray
from the set tone from time to time – a few humorous jokes can help lighten
the mood – the overall theme must remain consistent.

5. Completeness
Each message must have a clear and logical conclusion. The reader shouldn’t
be left wondering if there is more to come. The message must be self-
sufficient, that is, it must hold good on its own without support from other
messages. This is particularly apt for blog posts which often end abruptly and
leave the reader scratching his head.
6. Relevancy
Every message you send out must be contextually cohesive with
previous/future messages. The message must also be relevant to your
primary offering. A blog post about Kobe Bryant’s free-throw record followed
by a webinar on inbound marketing will only leave your readers confused. So
make sure that everything you write in a business setting is contextually
related and relevant.

7. Audience Knowledge
Lastly, your message must have a thorough understanding of your primary
audience. Everything else – clarity, completeness, objectivity – results from
your knowledge of your audience. Always know who you are writing for as it
will influence the tone, voice and quality of your message. You can’t write to a
company’s SVP the same way you would write to your colleague in the next
cubicle, and you can’t write to a client the same way you would write to a
SVP.

Your message must reflect the age, education level, aims and objective of
your audience. This is possible only if you thoroughly research your readers
and can see things from their perspective. You can learn more about this
subject in this free course on business strategy.

Conclusion
Business communication is dramatically different from casual or literary
communication. It has its own principles, objectives, language patterns.
Mastering business communication will make you a more effective leader,
increase your sphere of influence, and help improve workplace
efficiency. This writing course from Udemy will teach you how to
master the above seven principles of communication.