What Is the Second Step of Effective Communication?

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What Is the Second Step of Effective Communication?

Not only in a new business, but in all of our interactions, communication is crucial. How else would people communicate, to be honest? The level of communication must be excellent in order to have a pleasant commercial and personal talk. What is the best way to communicate effectively? Simply simply, explain what you’re thinking, clearly, and respectfully.

there are numerous benefits of effective communication. You’d be surprised how effective communication brings a big change in the workplace. Remember that improving workplace communication begins with you developing new effective habits. You can’t completely disregard how you communicate. To have strong conversations, improve your communication skills. In this article, let us dive deep into the concept of effective communication.

What Is a Effective Communication?

If we look into the basic definition of effective communication, it is defined as the ability to deliver knowledge to another person effectively and efficiently is known as effective communication. Business managers with strong verbal, nonverbal, and written communication skills make it easier for people within a firm to share information for the organization’s economic gain.

In the words of R.W. Griffin, “Effective communication is the process of sending a message in such a way that the message received is as close in meaning as possible to the message intended”.

Has Technology Made Communication Easier?

With the introduction of new technologies, new technological hurdles to communication emerge. Because of cell phone static, messages can be misconstrued at times. Furthermore, it is common for people to use selective hearing (hearing only what they want to hear) when conversing over the phone, which can exacerbate the situation. Other technology-related communication issues could arise as a result of misplaced phone messages or unclear email messages.

Finally, keep in mind that, while virtual conferencing is becoming more popular, this type of impersonal communication usually does not allow for nonverbal cues. Other communication issues may arise as a result of maintaining biases and stereotyping groups of people based on race, gender, nationality, age, or religion.

What Are the Steps to Effective Communication?

  • Clarity and Completeness

It is critical to understand the ‘audience’ for whom the message is intended in order to communicate effectively. Because you can never articulate an idea to someone if you don’t comprehend it, the message to be conveyed must be crystal clear in the communicator’s head.

  • Proper Language

To avoid semantic barriers, the message should be expressed in simple, brief and clear language.

  • Sound Organization Structure

The organizational structure must be sound and suited to the organization’s needs in order for communication to be effective. It is necessary to make an effort to reduce the distances that must be traveled in order to deliver information.

  • Employee Orientation

Employees should be trained in order to grasp the company’s goals, rules, policies, authority relationships, and operations. It will aid in mutual understanding, the reduction of conflicts, and the misinterpretation of communications.

  • Pay Attention to Detail and Avoid Premature Evaluation

Being a good listener is essential for effective communication. Superiors should practice patient listening and refrain from judging their subordinates’ communication prematurely. This will encourage upward communication to flow freely.

What Is the Second Step of Effective Communication?

Let us get to the elephant in the room. The second step for effective communication is knowing your audience. To be effective at communication, you need to know the audience well. To do that, you need to choose the right words. You also need to understand how the receiver will receive your communication. You should plan and organize your message before you send it to make sure you are communicating the right message to the right person. And to be successful, you need to ask for feedback from the receiver to make sure you are getting the right message across.

Depending on the nature of the communication, you should know who the intended audience is. In addition to that, the message should be appropriate for the audience and clearly defined. You should use clear language and symbols to convey your message. When using humor, you need to know the receiver and make sure it is appropriate and not offensive. In the same way, you need to use the right tone and mood.

Moreover, It is important to determine the purpose of the communication. Remember to choose words that are appropriate for the intended audience. Once you know your intended audience, you can choose the best words for your communication. You can also choose symbols that represent the message well. The words and symbols that you use should be relevant to the receiver’s reference and understanding. This will ensure that your message is understood and appreciated.

What Are the Important Factors to Consider Before Approaching the Audience?

Your language choice is crucial in making the message effective. You must be aware of potential barriers and the receiver’s reactions. Consider the attitude of the intended audience and your own body language when speaking. You should also consider the audience’s ages, sex, race, and training backgrounds. Once you have identified these barriers, you can then adjust your message accordingly.

The important step of effective communication is understanding the receiver. You should know the person’s preferences and their needs before choosing the right words. In other words, you should be able to listen to the receiver and adjust your communication to meet their needs. If the receiver is not able to hear you, it’s likely that they won’t understand your message and will not respond accordingly. In other words, they must understand your intentions, which will make your communication more effective.

Moreover, By acknowledging the person, you demonstrate that you are interested in what they have to say. It’s essential to listen to the other person and not jump to conclusions. Aiming to improve your effectiveness, the third step of an effective communication process is to listen to the other party. If the other party doesn’t hear the receiver’s needs or feelings, it’s time to make adjustments.

You should also be understanding the receiver. This involves understanding the receiver’s point of view and defining the specific response you’re looking for. In addition to this, effective communication also requires knowing the right words. When you are communicating with someone, it’s vital to understand the context of the conversation. Without understanding the other person’s perspective, it’s hard to make an impact. It’s important to remember that your audience is a reflection of who you are.

Using effective words is an important aspect of effective communication. You need to choose the right words to express your point. A good example is when you have a conversation with an old friend. If they’re uncomfortable with the topic, don’t speak to them, as this could cause problems for both of you. It is best to avoid jargon. Those who have trouble understanding people can be more difficult to communicate with them.

A message can be difficult to understand if it doesn’t have a clear purpose. You need to know the purpose of your communication so you can make a message that’s relevant to the situation. Regardless of how complicated the situation is, it’s important to be clear about your goal before you start communicating with your audience. You need to be aware of the people around you so that you can effectively listen to them.

What Is the Importance of Effective Communication?

We are drawn to one another as humans and communicate with one another in a variety of ways. Depending on the context of a conversation, each person plays a variety of roles on a regular basis. The requirement for clear and effective communication is present in every contact. Recognizing body language cues and using effective listening skills are two of the elements involved in building and maintaining lasting and genuine relationships through communication. When these elements are used correctly, the quality of social interactions improves, and one’s confidence in connecting with people in a social capacity increases.

Only 13% of the approximately 31 million employees polled indicated their bosses practice and encourage good workplace communication, according to Gallup’s “State of the American Workforce” study. When it comes to workplace communication, effective communication is essential.


When communication is successful, all parties involved feel content and accomplished. There is no possibility for misunderstanding or change of messages when messages are delivered properly, which reduces the risk of conflict. Effective communication is critical in instances where conflict arises to guarantee that the situation is resolved in a courteous manner. In gaining a job, sustaining a healthy relationship, and exercising healthy self-expression, how one communicates can be a make or break aspect.

About the author

Indu has been educator since last 10 years. She can find all kind of scholarship opportunities in the USA and beyond. She also teach college courses online to help students become better. She is one of the very rare scholarship administrator and her work is amazing.

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