Effective Communication in Policy Research

Col. Vivek Chadha (Retd.), Senior Fellow, Military Affairs Centre (MP-IDSA), gave a talk
on “Effective Communication in Policy Research” on 4th May 2023. The session was attended by Maj. Gen. (Dr.) Bipin Bakshi (Retd.), Deputy Director General, MP-IDSA, and scholars of the Institute.

Executive Summary

The talk provided an overview of effective communication and highlighted key aspects that should be considered while communicating with readers and emphasised the significance of effective communication as a crucial link between the sender and receiver, and highlighted why it is important to     establish clear communication objectives.

Furthermore, the talk delved into some approaches that should be followed while communicating ideas, opinions or research findings. Additionally, it provided insights into some common pitfalls that researchers should avoid while conducting research and communicating with others. The talk also included a brief Q&A session to address some queries related to effective communication.

Detailed Report

The conversation began with an exploration of how concise and clear messages can be expressed using limited words, which is considered an art to be mastered over time. It was emphasised that the use of jargon in writing should be avoided if it is making things complicated to understand, which eventually defeats the purpose of communication.

Three key elements were identified for effective communication as a sender: reaching a specific audience to maximise understanding and relatability, maintaining clarity and avoiding ambiguity in thoughts, and conducting thorough fact-checking before presenting data or reports. It was emphasised  that the receiver should be able to clearly understand the message being conveyed, and it is equally important to appreciate what the receiver wants to know in order to establish a better connection with the audience.

The fundamentals of effective communication for a speaker were categorized into four broad questions. Firstly, it is essential to have a purpose or concept that provides value to the reader or listener, andbackground research should be conducted to avoid repetitive or summary-like content.

Secondly, understanding the audience is crucial, and different communication approaches are required depending on the type of writing. Policy makers, for example, may require concise summaries, while general audiences can be reached through various mediums such as websites, social media platforms, and other media outlets. Informed audiences may benefit from Issue Briefs or Policy Briefs, and for academic audiences, clear contributions should be made without unnecessary complexity. Clarity of intent was highlighted as an important aspect.

The third question addressed the approach to executing effective communication. It was stated that communication starts with a core idea and is supported by relevant data and facts from authoritative sources to enhance credibility. The "Idea to Fruition" process, consisting of defining the idea, deliberating and refining it through discussion with peers, engaging in critical analysis and dialogue, and developing it into a final product, was recommended.

As far as approach to verbal communication is, concerned, simplicity was emphasised to be kept in mind, Speakers were advised to prepare well, actively listen to the other side, and show empathy by understanding the perspectives of others and incorporating it into the conversation. Several pitfalls to be avoided were identified. Criticism should be presented in a balanced and constructive manner, considering the perspective of the other person. Understanding the needs and expectations of policy makers and aligning arguments with their work was deemed important. Speakers were also advised to stay within their area of expertise in digital formats like social media and to be cautious about the motives and agendas of web-based shows, as well as the target audience attracted to them.

Questions & Comments

Maj. Gen. (Dr.) Bipin Bakshi (Retd.) emphasised the importance of using 3-4 bullet points and small one-liners in presentation slides, avoiding long sentences. He mentioned that incorporating visuals such as graphs, maps, and figures can be highly effective. Additionally, he pointed out the advantage of staying updated with the discussion by synchronising with the presentation slides, in case one missed any part of the discussion

Gp. Capt. (Dr.) R. K. Narang (Retd.) made a query on the usage of only one or two languages, which in a way  makes viewership restricted.

Dr. Om Prakash Das asked about the balancing of vocabulary & language in communication if there is a  great variation in the type of viewership.

Dr. Arnab Dasgupta asked a question on how to rebuild a conversation with the intended audience if the earlier communication failed?

Ms. Mayuri Banerjee asked a question on the usage of journalistic and academic style of writing.

Dr. Jason Wahlang asked a question on usage of graphics illustrations in presentations.

In his response, Col. Chadha highlighted that the work on simultaneous translation in regional languages is currently going on and it is important to communicate your ideas in multiple languages that will help in more readership.

He also reiterated that it's always good to start with small targets and then ladder up gradually. With reference to the writing style he suggested using any style, only thing is it should not  restrict readers from understanding it. About the usage of graphics he said that graphics helps in connecting with the audience in a better way and also simplifies the understanding.

The Report has been prepared by Mr. Anit Kumar, Intern, Internal Security Centre, MP-IDSA.