Communication professionals often reference the Seven Principles of Communication, which, despite not being standardized, provide valuable insights for the Communication Competency within the Microsoft 365 Maturity Model. These principles can be particularly useful for those outside the communication field when developing communication strategies, conducting maturity assessments, or selecting appropriate technologies.
Principles of Effective Communication
1. Effectiveness: Communication must have a clear and purposeful objective. To achieve this, messages should be concise, consistent in tone and content, and engaging. Short, impactful statements often work better than lengthy prose. Visual aids such as diagrams and images enhance clarity and user experience (UX). Each message should culminate in a logical conclusion and a call to action. Effective communication also requires distinguishing between active and passive approaches, emphasizing important notifications while managing their frequency to avoid overuse. Inclusivity is crucial; approximately 10% of the population experiences dyslexia, and generational preferences for different media types (text, audio, video) must be considered. Alternative communication formats should be used to ensure messages are both effective and inclusive.
2. Comprehensiveness: Messages should be thorough and complete, leaving no ambiguity about the information provided. Recipients should have all necessary details to act promptly without confusion or loss of productivity. When communication cannot be completed in a single message, it should indicate when and how additional information will follow. Providing links to supporting materials is recommended.
3. Clarity: Clarity is essential for ensuring the message's purpose is understood by the receiver as intended by the sender. Messages should avoid causing confusion within the team. The format, goal, and language should be clear, and key points should be highlighted using short sentences, the active voice, and bullet points. Readability tools, spell checkers, and grammar checkers are valuable for verifying written communications before publication. Peer reviews or AI-assisted reviews can further enhance clarity.
4. Attention and Style: Effective communication captures the receiver's attention. Given the diversity in behavior, attention, and emotions, messages may need to be tailored for different roles and grades. Senior staff should exemplify the communicated messages, using appropriate messaging tools and processes. While formal communication is standard for conveying important information, informal communication can sometimes be more effective for gauging reactions and fostering engagement. Both communication styles should align with the organization’s ethos—typically positive, honest, respectful, open, and polite. AI tools can be used to check for the desired sentiment and style before publishing important communications.
5. Coherency: Communication often spans multiple tools and formats over time. It is essential to maintain a logical, well-planned, and consistent approach. Messages should connect with the main topic and reflect the company’s values, principles, and mission. Consistency with organizational policies, plans, and objectives is crucial to avoid conflicting messages.
6. Timeliness and Urgency: Communication should be timely and appropriately impactful, ensuring that messages are understood and actionable. It is important to distinguish between urgent and important information and to convey the timeframe for required actions. Confidence in message delivery timing is essential, and mechanisms for retrieving past communications should be implemented.
7. Importance of Feedback: Feedback is vital to confirm the effectiveness of communication, address questions, and clarify actions. Compliance requirements or monitoring functions may necessitate feedback or read receipts.