How Do You Make Sure Your Message Gets to the Right People? Let's Share Ideas!

Hi, could somebody help me with your thoughts on "how to ensure the right communication reaches the right people"?

Thanks.

Steps to Ensure Effective Communication

To ensure the right communication reaches the right people, follow these steps:

1. Determine the purpose or objective of the message.
2. Choose the channel of communication. If it is oral, ensure your communication is two-way to avoid a communication breakdown. If it is written, make sure the message is denotative and clear with only one interpretation. Avoid connotative messages with more than one interpretation as they can cause a communication breakdown.
3. Identify the right people who need the message. Only communicate sufficient or necessary information to get the job done.

Effective Communication: Reaching the Right Audience

Right communication can only take place when you are communicating with the concerned person. It is quite obvious that the theme of any communication can only be understood by a person who has prior knowledge or experience about that topic.

Mastering Verbal and Non-Verbal Communication

Secondly, for effective communication, you must have command over your verbal and non-verbal communication. This will help you a lot in developing an impression and appealing to others to pay full attention to what you are saying. Ultimately, this will help those people to grasp and comprehend your point of view.

Check with the intended recipient—ask if they have received the message, if they need clarification, and finally, if you are still in doubt as to whether they have understood, you could ask them to summarize what you have said.

The Role of HR in Internal Communication

One of the ways that HR can contribute is by setting up an 'Internal Communication Process' to ensure that all communications from management to employees (and also from employees to management) flow uninterrupted and swiftly. An 'Employee portal' is offered by some automated HR solution providers to facilitate the setting up of this process. The ultimate aim is that the desired information must reach its destination uncorrupted. The information may be for one person or many, for all locations or any within the geographic spread of the organization.

Importance of HR Involvement

The involvement of HR in the internal communications process is vital from the viewpoint of employee satisfaction as well as employee engagement. Through effective online communications, you can save the time of many who move from their workplaces to the HR/other offices to find out information about company policies, rules, processes, plans, programs, circulars, notices, benefits, and privileges. Why not update everyone in the organization at their work site and keep them engaged in their jobs? Technology can do anything today; HR has to put in the effort to define their needs for internal communication for efficient management of human resources in the organization. Are we, the HR Managers, driving ourselves in the right direction or feeling contented as 'paper tigers' following the conventional, outdated, paper-based communication methods?

Mr. Bhatia has underlined the importance of technology in making communication effective. Thus, this indicates that communication, to be effective, has two aspects:

1. Communication shall be clearly worded.
2. Communication shall be cleanly delivered.

Regards,
B. Saikumar
HR & Labour Law Advisor
Mumbai