If you are having problems with communication and want to be able to improve your communication with people so that you can communicate effectively (you are better understood and equally understand those you are communicating with), then you have to start your quest by getting to understand communication – what it entails, it objectives and situations that precede and follow it afterwards.

What is communication?

Communication in its simplest form is the process of exchanging messages such as ideas, opinions, information, knowledge and feelings from one person to another usually by using codes and symbols (Language) that can be sent and received from source to destination. People can exchange messages and information using different channels like telephone, the internet, face to face, letters or mails, pictures and other visual signs and codes including sign language.

Communication is a two way flow of information from one person who initiates the process (the sender) to another person who receives the sent message (receiver) and vice versa, meaning that the sender of a particular message could also become a receiver as his/her initial message is replied by the receiver who now becomes a sender.

Medium and channels of communication

Communication can be done by different media such as oral, written, non-verbal and visual. The channels of communication refer to the paths messages are composed and delivered such as telephone, face to face for oral communication or e-mails, letters, essays and other written documents for written communication. The channels for non verbal communication include body language, dress sense and appearance. Visual communication include; paintings, sculptures and other visual arts.

Why do people communicate?

People communicate to share their experiences and aspirations with others and to build profitable relationships and alliances. People also communicate because they may wish to express how they feel and may want to know what others are doing. People may communicate to ask for favours and grant requests.

What does effective communication mean?

Effective communication means the ability to decode received messages (interpret what you are being told in exactly the way the sender of that message wants you to understand it) and encode a reply that accurately meets the sent message so that both the sender and receiver reach an understanding that is satisfactory and beneficial to them.

What are the causes of poor communication?

Poor communication is usually caused by a break in the chain of understanding between the sender of the message and the receiver. Here is a list of some of the major causes of poor communication;

Not listening attentively to the speaker

Listening is a communication skill which requires the full attention of the conscious part of the mind to the needs of the sender and what the correct reply to those needs should be. As a receiver, you are supposed to pay attention to all the details the sender of the message is trying to convey. This is best achieved by knowing the purpose of the message and the main ingredients of that message.

Using too many high sounding terms in your speech

The use of technical jargons or high sounding terms can impede the free flow of information between sender and receiver owing to a misunderstanding of the message. There is no need trying to impress people with so called polished or first rate language if at the end of the day the message being put across will not be understood.

Bad Mood or poor mind state before or during communication

Emotional traumas and bad feelings can affect the way a person communicates either as the sender of a message or the receiver. As the sender your emotional state could becloud your thinking so that you are unable to compose a good message. As the receiver, you could understate or overstate the essence or completely misinterpret the message and as a result fail to pass a befitting reply across. The best time to communicate is when you are in the right frame of mind.

Disposition to the other person

You will naturally find it difficult to reply a message sent to you by someone you don’t like or even disrespect. Being courteous or open with people you trust and respect will naturally cause for more information to be shared and interaction improves considerably.

Beliefs and orientation

Some people have inferiority complex or low self esteem. Others have an over-rated sense of self or tend to look down on others. These two attitudes can hamper communication between people. Some people think talking more often will get them heard while others know listening improves your chances of being listened to. The kind of beliefs and attitudes we carry with us can affect our communication with other people.

Poor communication habits

Some people speak for no obvious reason or listen to messages that have absolutely no relevance to their lives especially when more important messages are also awaiting their attention. You risk sounding senseless if you talk for the sake of it without appreciating why you must say something or what to say. Also focusing your attention on more than one thing at a time will cause you to be distracted causing you not to understand the message sent to you. Another poor communication habit is speaking too fast or writing illegibly.

Some Solutions to poor communication

The sender is responsible for selecting the codes for the message. It is his/her duty to use terms that are understandable to both sender and receiver. Avoid using high sounding terms especially because you want to impress others. People who are familiar with such terms you will naturally get to know as the flow of messages continues.

Learn to be brief without leaving out important details. Talking for too long could cause one to veer off the topic. The use of extraneous details in speech or messages can defeat the purpose of communication.

Exhibit maturity by controlling your emotions so that regardless of whom you are communicating with you can keep a cool head and maintain the flow of messages.

Avoid negative beliefs like seeing yourself below par or being arrogant.

Always use the right channel of communication. Some messages cannot be delivered over the phone and need face to face interaction while others don’t especially those that involve contractual agreements. Some other messages are best conveyed in written form usually formal and official communication. Always use the right channel (telephone, e-mail, chat etc) to pass across your messages. Basically informal communications are best done orally while formal should be documented with written and visual media.