Communication is breaths of our lives. There are many ways to communicate with each other. A large part of our lives we spend communicating. Our every dream, every choice, and every decision have associated with the communication. Also, a major part of our problems is an outcome of the miscommunication we are part of.
There are 5W’s of communication. These can make every novice person an expert in communication.
The 5W’s are-
I have discussed these points so you can understand their importance. Also, you will take some time to practice these points.
We will refer to the sender and the receiver as who. The bond between a sender and the receiver needs to grow well for effective communications.
This point is all about the speaker and the audience and their preferences.
There are a few factors to decide the relationship between the speaker and his audience.
The sender and the receiver will always have different opinions and personal beliefs. While communicating at the workplace, never let that differences hamper your conversation.
Respect each other's point of view. Opposing someone’s proposal does not mean insulting the person.
Your differences have no place in your work life. Remember that while discussing projects to the person you dislike most in the office.
While communicating, written, or verbally, you should be careful before using words. In professional life, no one accepts errors in grammar while communicating in writing.
Before starting any conversation in your professional life, answer the following questions.
Who is your audience?
There is a different approach for your boss and your junior groups. In communication with your boss or team leader, you should be ready to learn from them. But in a conversation with your juniors, you need to satisfy their query. You should prepare well for that.
Who will get affected because of your communication?
This is a very crucial point to remember. You need to have prior experience to understand who will get affected. Only after that, you can propose ideas to compensate for the harm caused by your words.
Who will take the required action?
You need to mention who will take the required action, notably, in a conversation where you are discussing methods to solve the problem.
You should divide teams for different stages in a large project. Also, you must be careful about your choices.
These teams must contain enough qualified members to take action when the team requires.
Who will support your ideas?
You need to find support for your ideas. You should have a clear answer before presenting your ideas anywhere. Because with no support, they will reject your idea.
Who is in charge of action?
In a conversation, one person says, and one person listens. If the speaker turns to the listener, then the communication cannot get successful. You should always remember who is in charge of a conversation. Do not lose that position.
What refers to the message itself in communication? You can speak a message verbally or send it in writing. Every message has different goals to achieve.
There are a few factors that decide the goal of the message.
When you want to deliver a particular set of information, then you need to focus on what.
Even your casual conversation with your team leader can offer you some new things to learn.
The answer to the questions shows the roadmap from the problem to the solution.
Only a person who wants to know more and more can find the right questions associated with what.
In terms of the message content and the audience, ask yourself the questions below.
What are you required to communicate?
Do you have a clear idea about the message you need to deliver? The message should accord with the goal you achieve.
What is in it for you and the audience?
Before pitching for the next deal, understand your proposal. Does your proposal contain enough profit to take it? Is your proposal giving your clients enough reason to accept your company’s bidding?
What should the message be?
Are you giving a presentation on the next product launch? Are you pitching for a salary hike? Are you asking for a half-day leave?
Are you discussing the budget expense of the next project? These questions have different goals to achieve. Your message should depend on the goal. That’s how you can deliver the right message to the right audience.
What action is the audience required to take because of the communication?
This is about ideas and proposals. First, you understand what the problem is. Then you put your efforts to find the solution. The framework of the required action is the answer to this question.
This is the third step to make the effective communication. After finding what to say, an automatic question comes after that why you need to say. This why question gives an answer that will eventually motivate you.
It also implies your doubts. But doubt only arises when you put your effort into finding solutions. A person who never tries, also never gets doubt on his thought process.
To know the depth of the problem and to find the way of solutions, you need to ask the questions below to yourself.
Why am I required to communicate?
Understanding the reason is the beginning of a journey to the answer. When you analyze the problem, you get reasons. They link these reasons with the communication between a speaker and his audience.
Why communicate now?
This question raises some doubts about the speaker's mind. But finding the answer can never be too late.
You might get a second thought of communicating with your boss. After the whole project distribution, getting second thoughts is normal. But until you start, it can never fulfill your goals.
Why this audience?
Talking with the boss is a tough job. Especially when convincing your boss is a tough nut to crack. You face this incident almost every day at your workplace. Do not let the answer disappoint you. You talk to an audience because he may be the best person to help you find solutions to your problem.
Why is this communication important?
The answer to this question clarifies the importance of the requirement. If you ask yourself this question, then you feel responsible to face the situation.
Why is the option is right?
This question ensures that you are not a victim of overconfidence. When doubt arises in your mind, then you will find and check other options available at your hand.
Among those options, you should choose one. That one option which you think will be much better to deal with the situation comparatively.
The timing of a message decides if they will receive it wholeheartedly or not. When questions find the perfect timing.
Do not rush out in a hurry. Sometimes, the audience does not have time to listen properly. Then you can not expect any positive feedback from them.
Do not start a formal conversation in a noisy place with an old-fashioned client. The environmental factors may play a vital role in your potential effective communication.
The “When” questions are such as below.
When is communication required?
This is the initial step in finding solutions to problems. If you need to join a new project, pitch your boss at the right time before he completes teams for the job.
When is the action or result required?
This question defines the best fitted time frame of the required action.
These are some basic questions that a sender should know about. If you are a motivational speaker or consultant, these questions play a vital role in your speech.
There are a few factors that decide how effective the next communication will be. Distance to the venue, prior experience between the sender and the receiver are some of them.
Where is the venue or location of communication?
The distance from your place to the venue decides if you will deliver a speech or not. Sometimes, your other appointments do not allow you to invest hours in traveling.
Where can I get more information?
This question is for someone who loves to research before communicating. Research about the audience, their requirements, your destinations. These are some crucial questions to answer.
Every potential effective communication needs the base of these basic elements. You need to practice to get used to these elements. All the best.