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The Communication Cycle

Six steps to better communication.

By the Mind Tools Content Team

Whether you're writing an email to a co-worker, delivering on-the-job training to a new team member, or giving an important presentation to the board of directors, you must communicate in a way that is clear, concise, and easy to understand.

But do you ever get lost while planning out your message, or struggle to identify what your audience truly needs to know?

There are so many factors to consider during preparation and presentation that it's easy to forget an important point. The Communication Cycle is a six-step process that can help you to tailor and refine your messages. Originally developed by Charles Berner, the model was updated into its modern form by Oxford professor Michael Argyle in his 1972 book, The Social Psychology of Work. [1]

The Communication Cycle helps you to ensure that you don't forget anything essential the first time you present it, and can maximize its impact. By putting the process into the form of a cycle, this approach encourages you to use the feedback you receive to improve your communications in the future.

See the transcript for this video here .

In this article, we'll examine the Communication Cycle, and look at how you can use it to improve your daily communications. We'll also look at an example which shows how you can use it to deliver important communications.

Understanding the Communication Cycle

The Communication Cycle (shown below in Figure 1) provides a handy checklist that can help you to communicate effectively with your audience.

You can apply the Communication Cycle to any situation where communication is involved, but you'll likely find it most useful for preparing and delivering important or complex communications, such as team or organizational emails, marketing materials, and presentations.

The Communication Cycle doesn't include a "test" step. However, you can still apply steps three, four, five, and six to testing your communication. (For example, by asking colleagues to proofread and comment on text, or by practicing a presentation in front of a small group.) You then use any feedback to change and improve your message when you restart the cycle.

How to Use the Communication Cycle

Follow these steps to use the cycle:

Step One: Clarify Your Aim

Organize your thoughts about the message that you want to communicate by answering these questions:

• To whom am I communicating?
• What message am I trying to send? What am I trying to achieve?
• Why do I want to send this message? Do I need to send it at all?
• What do I want my audience to feel?
• What does my audience need or desire from this message?
• What do I want my audience to do with this information?

Our article on The 7 Cs of Communication may be helpful during Step One. Our Communication Skills article also gives some useful tips on removing barriers to communication.

Step Two: Compose/Encode

Now that you've organized your thoughts with the questions in Step 1, start crafting your message. Ask yourself:

• What's the best way to communicate this message?
• What level/type of language should I use?
• Does the audience have any background information on the topic?
• Will my audience need any additional resources to understand my message?
• Am I expressing emotions in my message? If so, which emotions?
• Will the audience assume anything about me or my motives that will damage the credibility of the communication?

Our articles on The Rhetorical Triangle and Monroe's Motivated Sequence can show you how to structure your communications effectively, so that you can inspire your audience to act.

Step Three: Transmit/Deliver

The way that you communicate your message is vital to ensuring that your audience receives it effectively. Ask yourself:

• Is this the right time to send this message?
• What is my audience's state of mind likely to be, and what workload will they be experiencing when they receive this message? How should I present my message to take account of this?
• Will there be any distractions that may damage the impact of the communication? (This is especially important to consider when giving a speech or presentation.)
• Should I include anyone else in the audience?

Step Four: Receive Feedback

This is a key step in the Communication Cycle. Without feedback from your audience, you'll never know how you can improve the way that you communicate your message.

Make sure that you include some type of feedback process as part of your communication. For instance:

• Do you know how to read body language , and could you use it to steer your presentation?
• If you're giving a speech or presentation, will you allow time for a question-and-answer session at the end?
• Will you have a process for getting feedback from your audience?
• When you receive feedback, is it generally what you want and expect?

Remember to use indirect feedback here, too. Did you get the response that you wanted from your communication? Is there anything more that you can interpret from the response that you received?

Step Five: Analyze/Decode/Learn

Use the feedback that you received in Step Four to learn and grow. Depending on your situation, you might need to rewrite your message and try again. (One of the benefits of testing your message on a small scale is that you can do this before the big day.) Questions to ask yourself might include:

• Why did you receive this feedback? What does this tell you about your message?
• What could you have done differently to get the response that you wanted?
• Did the audience feel the way you expected them to feel? If not, why not?
• How should you act or behave differently to move forward?

Step Six: Change/Improve

This step completes the cycle. All of the feedback in the world won't help you unless you commit to learning and changing. Do this by:

• Honoring and respecting the feedback that you've received. If you believe it's valid, change your message or behavior.
• Identifying resources that can help you to improve. For instance, ask colleagues for help and advice; do more testing; or use surveys, classes, books, seminars, and so on.

A Communication Cycle Example

Using the Communication Cycle is fairly straightforward. Think of it as a checklist for creating your messages.

Here's an example of how you can use it:

You're responsible for IT in your organization, and you need to create a presentation for your CEO and executive board. The content should explain exactly what the IT department does and how much work you're all responsible for. The presentation's goal is to show how vital IT is to the organization so that you can hire additional staff to manage the workload, instead of facing budget cuts next quarter.

Here's how you could use the Communication Cycle to organize your presentation effectively.

Step One: Aim

• The CEO and executive board.
• I must show that IT is an essential part of the organization, and that we deserve additional funding to hire more staff.
• Without the board's understanding, they might cut our budget next year.
• I want them to feel excited about the valuable service that IT performs, and concerned about the threats the company might face if our staff is cut.
• My audience needs to understand thoroughly what IT does and, specifically, that we protect the organization from daily threats. The board will need strong data about the money that we've saved the company over the past two years.
• They must understand that giving IT additional funding is in their best interest.
• Group presentation.
• I should avoid using IT jargon and terms. My language should be professional, but easy to understand.
• Some members of the executive board have only a vague understanding of what the IT department does. Others have a much sharper idea.
• The executive board has figures to show that the IT budget is higher than that of other departments.
• Graphs and statistics, on paper or in a PowerPoint presentation, will be helpful visuals.
• I must express how excited I am by my job and my department, as well as the urgency we all feel when faced with additional budget cuts, especially when we provide such an important service to the organization.
• They might assume that, since I'm in IT, I'll naturally be a poor communicator. I must prove right away that this isn't true.
• Yes, because the board will soon approve the budget for the next year.
• They're likely to be overloaded with information already. I must be concise, yet convincing.
• The presentation will likely be in Conference Room A. There's a noisy air vent in that room, so I'll have to speak loudly.
• The presentation is near the end of a long day for the executive team, so they might be tired or lose interest easily.
• I'll allow 10 minutes at the end of the presentation for a question-and-answer session with the board.
• I'll meet with the CEO immediately after the presentation to get his input.
• I'm going to do some research on body language , which will help me see cues from board members on how I'm doing throughout the presentation.

Steps Five and Six: Analyze, and Improve

A few days after the presentation, your boss tells you that the board liked your message and approved additional funding, thanks to your convincing statistics and message. However, they thought that the presentation was a little too long.

With this knowledge, you commit to shortening your speeches and presentations in the future, and you'll do a better job cutting unnecessary information while you're creating your message.

The Communication Cycle is a six-step process for organizing and presenting a message effectively. You can apply it in all situations that involve communication, but it's most useful for important or complex communications.

The process follows a cycle that includes these six steps:

• Clarify your aim.
• Compose/Encode.
• Transmit/Deliver.
• Receive feedback.
• Analyze/Decode/Learn.
• Change/Improve.

By looping through the cycle twice or more, you can continue to improve your communications by analyzing audience response and learning from the feedback that you receive.

[1] Argyle M. (1972). 'The Social Psychology of Work,' London: (Allen Lane).

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What is the Communication Cycle?

The communication cycle is a process that involves the exchange of information between a sender and a receiver. It consists of five stages: encoding, message transmission, decoding, understanding, and feedback.

This cycle ensures effective communication by allowing for the clear and accurate transmission of ideas and information. Effective communication is crucial in any organization or relationship. By understanding the communication cycle, individuals can enhance their communication skills and ensure that messages are conveyed accurately and understood correctly.

The cycle begins with encoding, where the sender converts their thoughts or ideas into a message. The message is then transmitted through a chosen medium, such as speech or writing. The receiver then decodes the message, interpreting its meaning. Understanding occurs when the receiver comprehends the message correctly. Finally, feedback is provided by the receiver to confirm understanding and initiate further communication. Mastering the communication cycle can lead to stronger relationships, improved teamwork, and increased efficiency in any setting.

Credit: quizlet.com

Table of Contents

Frequently Asked Questions For What Is The Communication Cycle?

What is the communication cycle and explain it.

The communication cycle is a process that involves the exchange of information between two or more people. It starts with a sender who develops a message and then encodes it for transmission. The message is then sent through a chosen channel, such as speaking, writing, or body language.

The receiver receives the message and decodes it to understand its meaning. To ensure effective communication, feedback is essential, which allows the sender to confirm whether the message has been understood correctly. This feedback may lead to further clarification or adjustments in the message.

The communication cycle is continuous and ongoing, allowing for the transmission of ideas, thoughts, and information between individuals or groups. It is vital for efficient communication in various settings, such as personal relationships, business, and professional environments.

What Are The 5 Stages Of The Communication Cycle?

The 5 stages of the communication cycle include encoding, transmitting, receiving, decoding, and feedback. In the encoding stage, information is formulated into a message. This message is then transmitted through a chosen channel, such as speaking or writing. The receiving stage involves the recipient obtaining the message.

Next, the message is decoded by the recipient, where they interpret the meaning and context of the message. Finally, feedback is given to the sender, which can be verbal or non-verbal and lets them know how well their message was understood.

These stages are essential for effective communication, as they ensure the accurate transmission and interpretation of information between sender and receiver.

What Are The 4 Stages Of The Communication Cycle?

The communication cycle consists of 4 stages: sender, message, receiver, and feedback. The sender initiates the communication by encoding the message into a form that can be understood by the receiver. The message is the information being communicated, which can be verbal, written, or nonverbal.

The receiver decodes the message and understands its meaning. After receiving the message, the receiver provides feedback to the sender, indicating understanding or seeking clarification. The feedback helps ensure effective communication and allows for adjustments if necessary. This cycle repeats for every communication exchange, whether it is a simple conversation or a complex business communication.

By following these stages, individuals can ensure that their message is accurately conveyed and understood by the intended audience.

What Is The Example Of Communication Cycle?

The communication cycle involves several stages, such as sender, message, channel, receiver, feedback, and noise. For example, a manager wants to convey important information to their team. They compose a concise message, select an appropriate channel (e. g. Email), and send it to their team members.

The team members receive the message, read and understand it. They may provide feedback to the manager by asking questions or expressing their thoughts. The communication cycle can be affected by noise, such as distractions or misunderstandings that hinder effective communication.

It is important to remember that communication is a continuous process, and feedback helps ensure the message is understood and any issues are addressed.

The communication cycle is an essential process for effective communication. It involves a series of steps that ensure the exchange of information between individuals or groups is successful. By understanding the components of the communication cycle, such as encoding, decoding, feedback, and noise, individuals can enhance their communication skills and improve their overall understanding of messages.

Through active listening, clear and concise verbal and non-verbal communication, and feedback, individuals can engage in meaningful and productive conversations. Effective communication is crucial in personal relationships, professional settings, and everyday life. It allows individuals to express their thoughts, ideas, and feelings, while also promoting understanding, collaboration, and empathy.

By applying the principles of the communication cycle, individuals can contribute to healthier and more fulfilling relationships, successful teamwork, and increased overall satisfaction in their interactions. Mastering the communication cycle is a lifelong process that requires practice, patience, and a genuine desire to connect with others.

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Communication Cycle model by Shannon and Weaver

Communication Cycle model: this article explains the Communication Cycle model by Claude Elwood Shannon and Warren Weaver in a practical way. After reading you will understand the basics of this powerful communication tool .

What is the Communication Cycle?

The Communication Cycle model is a linear model of communication that provides a schematic representation of the relation between sender, message, medium/ media and recipient. It was developed by Claude Elwood Shannon and Warren Weaver .

Communication is a very complex process that happens orally, in written form as well as in non-verbal form, and in which the message that is being sent, takes place in a certain context. Both the sender and the recipient can respond to each other in this model, with the sender and recipient alternating roles. This leads to a cyclical process.

Communication Cycle: sender, message and recipient

To really understand the Communication Cycle model, it’s wise to first take a closer look at all components. First, there’s the sender . He has an expressive function. Through language and/or body language, he expresses something and sends it to the recipient. It can be information, an emotion, song, dance, and so on.

The thing he sends, is the message . This message is intended for the recipient(s). How the recipient handles it and interprets the message is called the appellative function. The message itself has to be carried by a medium, also called a channel .

The sender usually uses multiple media to get to the recipient . In addition to the voice for spoken words, the sender uses gestures, facial expression, posture and intonation as media. He can also use supporting media, such as a PowerPoint presentation, flip chart, music or a slide show.

Coding and decoding the message

A message is communicated in different ways; spoken and written words (language), signs such as smoke, colours and symbols (semantics) and body language (non-verbal communication).

How the message is communicated and how it is understood are two different things. On the one hand we see (en)coding and on the other decoding. A message has to be transmitted in such a way that it can be understood by both the sender and the recipient.

For this, the sender uses coding . He translates what he has in his head to understandable language, with the intention that the recipient will understand what he means. He therefore carefully chooses his words, considers the level of his recipient and tries to make clear what he means. That’s why it’s good that a sender focuses on a target group and tailors his message as much as possible to that group.

Conversely, the recipient tries to ‘crack’ the sender’s message through decoding . He interprets what he’s seeing and hearing and translates it into thoughts. Because every human being has their own and unique frame of reference, determined by background, education, how they were raised, experiences and so on, every individual will interpret a message differently.

The more clearly the sender has encoded the message, the more accurately the recipient can decode it, minimising the chance of misunderstandings.

Still, there can be interference in the Communication Cycle that leads to misunderstandings. This is then referred to as miscommunication. Within communication, that kind of interference is called noise or static.

This noise can occur internally, within the Communication Cycle model, or externally, outside of the Communication Cycle model. When the interference is created on purpose, it is known as intentional noise .

Internal noise usually occurs at the sender or at the recipient. When the sender experiences internal static, he won’t be able encode his message accurately. The sender might be using too much specialist language (jargon) that won’t be understood by the recipient right away or the sender might encode a message that is full of prejudices and/or personal opinions. Speaking with a heavy accent or hoarse voice can also lead to the message not being communicated properly, meaning it’s not encoded properly.

The recipient can also experience internal noise, making it impossible for him to properly receive the message and decode it. For example, the recipient might be distracted or already have a certain preconception or opinion that prevent him from listening properly. Headaches or fatigue are other well-known forms of internal static on the side of the recipient.

The external noise generally happens outside of the sender and recipient. A bad phone connection, a flickering light, a hot exam classroom or construction noises are examples of this.

Sometimes it’s possible to reduce or remove the external noise, but that doesn’t always work. It can be the case that the static is generated intentionally, like turning up the music or nervously ticking on a table. That is referred to as intentional noise.

As soon as the recipient responds to what the sender has sent, you get feedback. When the sender then responds to the recipient’s message, this is called a response . Most of the time, the recipient’s feedback is given consciously.

But it can also be the case that he’s giving unconscious feedback through non-verbal communication. For instance, he can let the sender know that he has heard and understands the message by humming, but his raised eyebrows show that the opposite is true.

Subsequently, the sender can respond by asking a question for instance (‘I see that you don’t really get it, is that right?’) or by explaining it again in a different way (‘I’ll try to rephrase it’).

The sender’s response in the form of feedback is often a combination of verbal and non-verbal communication and causes the sender to be responsible for paying close attention to this.

Conventions

What is ‘normal’ for one person, is not always ‘normal’ to others. That depends on culture, and every country, city or village has its own conventions. Conventions are silent rules that we agree on together.

It also depends on the context in which the communication is taking place. On such example is the context of a warm day in August, when everyone is going to the beach. Nobody would think it’s strange when they see a father digging a hole with his son. And even when the son lies in the hole and the father buries him except for his head, hands and feet, nobody would look twice.

Together, we’ve ‘silently’ agreed that this is not a problem. However, things would be different if the context is still a warm day in August, but this is happening in a city park. It’s quite likely that a crowd would gather as soon as the father starts digging, and the police would probably intervene if the child lies down in the hole.

Together, we’ve agreed that this is a strange situation. The same would be true if the beach ritual would take place in winter or in the middle of the night.

When conventions aren’t clear for everyone, this can lead to noise , which can then eventually lead to misunderstandings and miscommunication .

Every step in the Communication Cycle model is essential, and it’s basically impossible to skip any of them. By paying attention to every component, both the sender and recipient are able to communicate effectively, understand each other better and react to each other more emphatically.

But it should be noted that it’s important for them to be open to each other, to ask questions, listen to and look at each other’s responses and adapting to each other. Only then can the quality of communication be continuously improved.

The Communication Cycle model is a functional means to communicate with each other, but also to communicate with public audiences.

It’s Your Turn

What do you think? How do you apply the Communication Cycle model by Claude Elwood Shannon and Warren Weaver in your business life? Do you recognize the practical explanation or do you have more additions? What are your success factors for getting your message across without creating misunderstandings?

Share your experience and knowledge in the comments box below.

More information

• Bowman, J. P., & Targowski, A. S. (1987). Modeling the communication process: The map is not the territory. The Journal of Business Communication (1973), 24(4), 21-34.
• Mcquail, D. & Windahl, S. (1995). Communication Models for the Study of Mass Communications . Routledge.
• Shannon, C.E. & Weaver, W (1971). The Mathematical Theory of Communication . The University of Illinois Press; First Edition (US) First Printing edition (1971).
• Wagner, E. D. (1994). In support of a functional definition of interaction . American Journal of Distance Education, 8(2), 6-29.

How to cite this article: Mulder, P. (2016). Communication Cycle model by Shannon and Weaver . Retrieved [insert date] from Toolshero: https://www.toolshero.com/communication-methods/communication-cycle-shannon-weaver/

Published on: 22/09/2016 | Last update: 08/18/2022

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Patty Mulder

Patty Mulder is an Dutch expert on Management Skills, Personal Effectiveness and Business Communication. She is also a Content writer, Business Coach and Company Trainer and lives in the Netherlands (Europe). Note: all her articles are written in Dutch and we translated her articles to English!

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3 responses to “communication cycle model by shannon and weaver”.

For me I still don’t understand how the theory of Claude Shannon and Warren Weaver is applied in business communication. Please can you explain how this works?

This is a bit simplified version. I actually liked it. Thanks!

Here’s a response to Thomas’s question above, based on Patty’ outline of the Shannon-Weaver model above.

For business communication, here’s an example of a memo sent by a manager:

1. Sender: The manager writes the memo draft ready for emailing out. 2. Encoding: The computer encodes the memo draft into binary packets of data to be sent out to employees’ email addresses 3. Channel: The data is sent via cables that make up the word wide web, via email servers. 4. Noise: There may be misspelling in the memo (as Patty wrote above, that’d be internal noise), misinterpretation by the employees (internal noise), or the emails may end up in peoples’ junk mail boxes (external noise). 5. Decoding: The information in employees’ email inboxes is decoded via the computer and reconstructed in the same words as was originally written by the manager 6. Receiver: The employees receive the message. 7. Feedback: Some employees might write a reply email to the memo, asking for more clarification or providing their input.

Great article Patty!

Regards, Chris

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The Communication Cycle

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Communication Process: Definition, Steps, and Importance

At first glance, the communication process seems simple enough, right?

You say a few words to the interlocutor, they understand what you mean and give you a prompt response. 

But, that’s not always the way things go. Say that a joke you make falls flat, and you have to think of ways to redirect the conversation. Or, you use the word “ bike ” to talk of your love of cycling, but the interlocutor thought of motorbikes. 

These issues occur because the communication process is ever-changing and depends on 8 interconnected factors .

In the following sections, we’ll devote more attention to the importance of the communication process and each of its factors. 

We’ll also hear from experts who’ll share some of their tried-and-true tips on improving the communication process and eliminating miscommunication . 

Without further delay, let’s jump in. 

Table of Contents

What is the communication process?

The communication process encompasses a sequence of acts necessary for effective communication . These acts ensure the successful transmission of meaning between at least 2 participants, helping them to understand each other without issues. 

However, while the communication process is a comprehensive and reliable tool that can help achieve successful communication between two or more people, it sometimes isn’t as straightforward as it first appears. 

In reality, effective communication requires careful attention to the 8 interconnected factors that make up the process . When properly followed, the communication process can ensure the intended message is conveyed and understood without misinterpretation or confusion. 

But, this requires a deep understanding of the process and active participation. 

What are the parts of the communication process?

In the book The Process of Communication: An Introduction to Theory and Practice , American communication theorist David K. Berlo writes: 

“ With the concept of process established in our minds, we can profit from an analysis of the ingredients of communication, the elements that seem necessary (if not sufficient) for communication to occur. ”  – David K. Berlo

When Berlo mentions the “ concept of process ,” he references the fact that communication, like other processes, is dynamic and ever-evolving . 

Take the conversations you have with your coworkers as an example. The topic changes depending on whom you’re speaking to, as does your tone of voice and body language . 

But, some ingredients remain the same with each interaction — the 8 elements of the communication process. These are:

• Environment,
• Context, and
• Interference.

We’ll now examine these factors in greater detail. 

Element #1: Source (Sender)

In the process of communication, the source or sender is the person who speaks in order to create and impart a specific message to their audience . 

The source may convey their message using verbal language but also through their:

• Body language, 
• Clothing, and
• Tone of voice. 

According to Berlo, communication is virtually impossible without a source :

“ We can say that all human communication has some source , some person or group of persons with a purpose, a reason for engaging in communication. ” – David K. Berlo

Before speaking or writing, the source has to decide what they want to convey and how they wish to format their message. 

Then, the source encodes this information using words and putting them in specific order to achieve the desired meaning. Only after taking these steps can a source deliver the message to the audience. 

Element #2: Message

The message is the source’s purpose of communication , and during the communication process, the source converts this purpose into speech or text. 

In The Basics of Speech Communication , Scott McLean describes the message as “ the stimulus or meaning produced by the source for the receiver or audience .” 

McLean also emphasizes that the message is more than words strung together by order and grammatical rules . How we format and transmit our message depends on the type of communication we intend to engage in.

For instance, in written communication, you can change and reshape a message through:

• The use of emojis ,
• The addition of subheadings,
• Adjustments in writing style, and 
• Formatting the message . 

And, as we’ve mentioned, your appearance and body language during in-person meetings or video conferencing calls can also affect how you communicate your message. 

But, there’s more to it. 

Our environment and the context we provide can imbue the message with additional meaning. On the other hand, noise can obscure our intended meaning during the interaction and become a communication barrier .  

Element #3: Channel

The channel is the manner by which the message travels from the source to the receiver . 

In his examination of communication models , Berlo touches on channels, stating that:

“ A channel is a medium, a carrier of messages. It is correct to say that messages can exist only in some channels; however, the choice of channels often is an important factor in the effectiveness of communication. ” – David K. Berlo

If you think of the streaming services you’re subscribed to as separate channels, they all combine visual and auditory information to communicate a specific message. When you look away from the screen, you can still hear the program and gather enough clues to understand what’s going on. 

The same goes if you lower the volume. Thanks to subtitles and visual cues, you’ll still be able to follow the plot without much trouble.

A similar scenario happens in real-time communication . Depending on our purpose and needs, we can choose from several different channels, which could include:

• Voice and video calls,
• Direct messaging in a business communication app ,
• Voice messages , and
• Emails. 

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For a deeper look into communication channels and information about which channels are suitable for different kinds of communication, see this guide:

• Channels of communication

Element #4: Receiver

As the name suggests, the receiver is the person whose task is to receive the source’s message . 

The receiver is just as important as the source in the communication process because their actions can make or break the interaction.

No matter how carefully you choose your words, the communication situation may go awry, as you have no control over how the interlocutor:

• Interprets the message , 
• Behaves after hearing the message , or
• Uses their cultural experience and knowledge to participate in communication. 

The above points determine whether the receiver will choose to provide feedback to the source and actively participate in the communication action . No further communication can occur if the receiver decides not to respond and withholds feedback. 

Keep in mind that a receiver may not always respond using verbal messages. 

For example, if you are speaking at a business summit attended by more than 200 people, you’ll feel the audience sizing you up. Although the attendees won’t voice their opinion on what you’re saying, you can modify your performance and add more information to your message by watching the reaction of audience members. 

Element #5: Feedback

Feedback is the response the receiver returns to the source. 

• Unintentional or intentional and
• Nonverbal or verbal . 

Feedback is vital in letting the source know how the receiver has interpreted the message . 

Another important function of feedback in communication is to give the receiver the chance to:

• Request additional information or clarification,
• Support or object to the source’s claims, and
• Inform the source how to modify their approach. 

The role feedback plays in the communication process cannot be overstated. 

In the research article Some effects of feedback on communication , Mueller and Leavitt detailed the result of an experiment that dealt with how different levels of feedback affected communication. Their conclusion was that: 

“ Increasing feedback resulted in increasing [communication] accuracy . ” – Mueller and Leavitt

Feedback is instrumental in professional communication, and so is feedforward. To learn more about how the two concepts are related and how to use them to your advantage, read this blog post:

• Feedback vs. feedforward: Moving from feedback to feedforward

Element #6: Environment

The environment refers to the mental and physical contexts in which we communicate , both as the sender and the receiver of messages. It encompasses the setting, atmosphere, and conditions that may influence the interpretation and reception of information .

For example, if you’re in a conference room, your environment might include:

• Windows, and
• A whiteboard. 

Psychological aspects of the environment may include whether the topic is discussed in a transparent manner and whether the communication is formal or informal. 

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Element #7: Context

While some confuse context for the environment when talking about the communication process, context refers to the:

• Setting, and
• Expectations of the conversation participants. 

For example, when you head into the office, you expect those present to be smartly dressed and speak and act in a specific way. Thus, anyone wearing a T-shirt and shorts would stick out like a sore thumb. 

That’s because context dictates how formal or informal the environment should be. 

During work meetings, someone’s position and expertise affect when and how they will speak, as well as what they will speak about. During short breaks, everyone is free to quickly catch up or talk about informal topics. But, when the meeting resumes, all off-topic conversations cease. 

As a crucial element of the communication cycle, context is also vital in cross-cultural communication. Namely, the cultural context we inherit and learn through experience affects how we convey messages. For more information on cross-cultural communication and cultural context, check out this detailed blog post:

• How to perfect cross-cultural communication at the workplace

Element #8: Interference (Noise)

The final component of the communication process, interference , is also sometimes called noise . 

Interference or noise can be anything that distorts or modifies the intended meaning of a message . 

If your desk is by the window, you likely see billboards and commuters and hear traffic sounds. This noise can halt your stream of thought or interrupt a conversation with coworkers. 

However, in the communication cycle, the noise could also be psychological .

Although you work in a quiet environment, your own thoughts could block you from fully listening to what someone is saying. For instance, if your superior hasn’t finished talking to you, but you are already coming up with what to say in return, chances are you’ve missed a few points. 

Similarly, if you forgot to drink water before joining a meeting, you may pay more attention to the water cooler than the presentations. 

Unfortunately, the modern workforce is rife with distractions that act as communication hurdles. The occasional pinging from your team messaging app may prevent you from giving your all to the task at hand. If you’ve struggled with this in the past, take a look at this helpful post:

• How to ensure business chat is not distracting your team

How does the communication process work?

The communication process consists of 5 essential steps . They are:

• Idea formation,
• Message encoding,
• Message transmission,
• Message decoding , and 

Breaking down these communication cycle phases will help you better understand your role in conversation and improve your communication skills.  

Step #1: The source or sender has an idea (Idea formation)

Communication begins with the source, the person who thinks of and sends the message. 

Several things can influence the message a source wants to convey, including their:

• Background , and
• Context of the communication situation . 

For example, how you greet a coworker depends on: 

• Your mood, 
• Their position within the company, 
• Your own culture, and 
• Your knowledge of your coworker’s culture. 

Consequently, before saying or writing anything, you have to consider the above factors to prevent misinterpretation and confusion. 

Moreover, a source should always think about how the receiver or audience will respond to the message. One of the most invaluable skills an effective communicator can hone is the ability to adapt their message so that it elicits a positive response from the interlocutor. 

Step #2: The source encodes the idea in a message (Encoding)

Encoding is the second step in the process of communication. This phase consists of transforming an idea into gestures and words that will successfully carry its meaning to the receiver . 

However, encoding can be a challenging task as different people associate different meanings with the same words. 

According to Guffey and Loewy in Business Communication: Process & Product , miscommunication that stems from mismatched meanings is called bypassing , and it is one of the most common pitfalls of professional communication. 

To avoid these complications, skilled communicators should strive to use familiar words because the goal is to have the source and receiver agree on their meanings . 

As one HBR article on language and culture states, just because you and your coworkers share a language doesn’t mean you share the same business culture , too. 

Let’s see how language and culture can clash in the example below. 

Jodie has sent a message to Anna, the new administration officer who has moved to the US from the UK. Jodie starts with casual chit chat before diving into the point of her message. 

While that is considered polite behavior in the US, it can grate on people from countries where it is customary to get to the point without veering off-topic. Furthermore, Jodie uses the terms “ trainer ” and “ cell phone .” While these don’t throw Anna off, in the UK, it’s common to hear “ coach ” or “ instructor ” and “ mobile phone. ” 

Finally, Anna’s response is brief and doesn’t venture into non-work-related territory. 

Step #3: The message is transmitted via a communication channel (Transmission)

During the communication cycle, it is necessary to find the best way to physically transmit the message to the receiver. The transmission medium is the channel , and we can share messages via:

• Business communication apps ,
• Announcements,
• Phone calls,
• Pictures, and
• Memorandums. 

Deciding on the most effective channel is imperative because it can affect how a receiver interprets both verbal and nonverbal messages . 

For instance, in the example below, Jodie is sharing the annual performance report with her colleagues. How they receive the message will depend on:

• The tone present throughout the report,
• The document’s layout, and
• The inclusion of graphics and charts. 

Of course, before picking the most effective channel, the source must consider the noise and how it could interfere with the communication process. 

As we’ve discussed, anything that obstructs the communication cycle is considered noise. 

These interferences may take many forms, from misspellings in business emails to poor connection during a virtual call . However, choosing an unsuitable time to send an email or scheduling a team meeting for a simple update can also be an interference. 

Step #4: The receiver decodes the message (Decoding)

An essential phase of the communication cycle — decoding — occurs when the receiver analyzes the message and converts its symbols to uncover the intended meaning . 

Successful communication can only happen when the receiver cracks this code — that is, when they comprehend what the source intended to say . 

But, achieving effective communication is easier said than done because no two people share the same experiences and knowledge. Moreover, numerous communication barriers can get in the way of decoding and halt the entire process. 

Some factors that undermine decoding messages can be internal , and these include:

• A lack of attention when someone is speaking and
• Pre-existing cognitive biases and prejudice towards the source. 

External factors can also impede the communication process. For example, it might be hard to decipher someone’s words in a loud environment, and misunderstandings are bound to happen. 

However, semantic hurdles can cause severe communication issues in a professional setting. For example, let’s analyze the announcement below. 

Joseph has posted what he thinks is an exciting announcement about an upcoming company event. While his intentions may have come from the right place, his words have definitely missed the mark. 

His choice to refer to new hires as “ newbies ,” the female employees as “ girls ,” and seasoned employees as “ oldtimers ” has the potential to offend part of the workforce. 

Thus, these word choices could lead to strong reactions that prevent the employees from focusing on the overall message. 

Step #5: Feedback reaches the source

Feedback is the backbone of communication and covers the interlocutor’s nonverbal and verbal responses. These signals let the source know how someone has received and understood the message .

For example, when a coworker asks, “ How’s your day going? ” you can respond with, “ Good, thanks. And yours? ”. 

Or, if you’ve had a particularly draining day, you might smile and shrug your shoulders. 

The same goes for using team communication apps . You can:

• Send a message, 
• Post a comment, or 
• Use an emoji to show how you feel. 

Of course, different people share varying degrees of feedback, which is why it’s a good idea to encourage feedback with questions like:

• “ Is everything I’ve said clear? ” 
• “ Do you need clarification on anything I’ve mentioned? ” 

Remember that overwhelming the receiver with too much information may confuse them and thus lead to a lack of feedback. 

Think of your delivery, time it appropriately, and give the interlocutor enough time to organize their thoughts. 

Additionally, it’s essential to differentiate between 2 types of feedback:

• Evaluative feedback and
• Descriptive feedback . 

Evaluative feedback doesn’t reflect whether the receiver has understood the source. Instead, it is often judgemental and can push the source into defensiveness .

On the other hand, descriptive feedback results from the receiver understanding the intended meaning of the source’s message. 

For example, saying, “ I see how the numbers suggest we should focus more on inbound marketing in the next quarter, ” is better than stating, “ These numbers don’t look too good. ” 

The first response invites others to become active in the conversation, while the second acts as more of a deterrent. 

Do you want to become better at giving and requesting constructive feedback? If that’s the case, head to the blog posts below:

• How to give constructive feedback when working remotely
• How to ask your manager for feedback

Tips for improving the communication process

Now that we’re familiar with the elements and phases of the communication process, we can focus on learning how to ensure the best possible outcomes. 

Tip #1: Beware of bypassing

Business communication is complex, and unless you’re careful, bypassing could become a common occurrence. 

Bypassing is a phenomenon that happens when the source and receiver attach 2 wholly different meanings to a single word . 

For example, if you’ve just landed your first job after graduating from university, seeing “ meeting cadence ” mentioned in a message from your manager might confuse you. 

You may immediately think of the more well-known definition of the word “ cadence, ” which is the inflection of someone’s voice. But, your manager is referring to the frequency of team meetings, and it could take a while to straighten things out.

The good news is that business communication doesn’t have to be convoluted. You can prevent bypassing if you:

• Avoid using business jargon in the workplace ,
• Use simple and clear language , and
• Proofread your messages and emails to eliminate spelling errors and vague wording .

Tip #2: Strive to be a more attentive listener

Even when the source goes to great lengths to neatly package their message, their efforts will go to waste if the interlocutor is a poor listener. 

Fortunately, active listening is a skill, and you can learn how to leverage it to your advantage in business communication. 

In Communication in Business: Strategies and Skills , Judith Dwyer cites Gamble and Gamble (1996), who have identified 6 common behaviors most poor listeners exhibit . 

These disruptive behaviors are:

• Dart thrower : Questioning the speaker and the validity of their story as soon as they make a mistake, no matter how minor it is. 
• Ear hog : Dominating the communication situation by pushing your story and preventing others from telling their side. 
• Bee : Only listening to parts of the conversation that interest you the most and ignoring everything else. 
• Earmuff : Sidetracking the conversation to avoid confronting specific information. 
• Gap filler : Coming up with additional information to prove you’ve heard the whole story, although you only zeroed in on parts of it. 
• Nodder : Feigning listening by pretending to pay attention to the speaker. In reality, you are thinking about a different topic entirely.

Sometimes, we inadvertently engage in the above behaviors, so it’s essential to join every communication act without preconceived notions. 

According to Joanna Staniszewska , a seasoned marketing, communication and HR professional, communication is a two-way street, and active listening is one of the most effective strategies:

“ Actively listening to others fosters trust and understanding. Encourage individuals to pay attention, ask questions, and confirm their comprehension during conversations. ”

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Do you want to learn more tips on becoming a present and attentive listener? If so, we have just the post for you:

• How to engage in deep listening in the workplace

Tip #3: Create an environment that encourages feedback

Establishing stable feedback loops positively impacts employee engagement , creating a safe space for people to self-advocate at work . 

A system that compels team members to speak up without reservations in manager-employee relationships is invaluable. It can act both as a channel for employee recognition and resolving conflicts before they snowball into large-scale issues. 

Staniszewska mentioned that a stable communication process should rely on sustainable feedback loops:

“ Emphasize the need for feedback mechanisms that allow individuals to assess their communication effectiveness continually. This can be formal, like surveys, or informal, like regular team check-ins .”

So, how do you create a positive feedback loop that reinforces the communication process?

You can start by:

• Leading with empathy: Emphasize to others you’re ready to hear them out without prejudice or judgment.
• Giving feedback in person: Face-to-face meetings or video calls often feel more authentic than messages and emails.
• Managing your emotions: Tap into your emotional intelligence and approach each situation with a clear mind.

Here’s how that may look.

When eliciting feedback, remember not to rush the interaction, states Dawid Wiacek , a communication and executive career coach:

“ In today’s business landscape, speed is often a competitive advantage, but when it comes to success in communication, one of the keys is actually slowing down. To ensure the other person has digested your message accurately, it’s helpful to ask them to summarize it in their own words. 

You can ask what resonated about the message and what didn’t; what they felt was the core element, and what was secondary; what was validating and perhaps surprising. The point here is you want to engage the recipient and make sure that the original message was translated appropriately and not lost in translation. ”

Tip #4: Think about where you (and others) come from 

Although it can be nerve-wracking, giving feedback to colleagues is part of virtually all jobs. 

Ideally, we deliver critiques in a constructive and empowering manner, but that’s not always how things pan out. That’s not to say we purposely try to offend our coworkers. The situation may simply be a result of cultural differences. 

Let’s take the below exchange as an example. 

Carol, who is from the US, sends her well wishes to Jamie, who has been working from Japan for the past 6 years. A minor misunderstanding arises because Carol assumed Jamie and she would interpret the meaning of an emoji in the same way. 

This type of blunder can be funny — Carol and Jamie were able to clear the air quickly and move on. 

But, what would happen in a more serious situation, such as a performance review?

For instance, moving a manager from Germany to take over a department in South Korea can become a disaster if no forethought goes into it. In Korean society and business, respect is determined through a mix of age, experience, and hierarchical position. 

Thus, if the German manager is older than part of his Korean staff, they will be less likely to push back against unwarranted criticism. Moreover, after receiving information from the manager, they could even return disingenuous feedback in an effort to save face. 

Fortunately, this doesn’t mean that all cross-cultural collaboration is doomed. 

When we spoke to Joanna Staniszewska, she highlighted the importance of cultural intelligence and sensitivity:

“ Communication takes place in diverse environments. Stress the importance of cultural awareness and sensitivity. Encourage individuals to adapt their communication styles to resonate with the audience’s cultural norms and expectations. ”

Tip #5: Read up on communication styles

Understanding your preferred communication style and tweaking it to align with your coworkers can make a difference in team collaboration and communication . 

When a colleague abruptly shuts down during the communication process, it might not be because of something you’ve intentionally said or done. Perhaps your personal communication style got in the way, and the person on the other end felt you were disregarding their ideas and opinions. Although you thought you were assertively standing up for your idea, your coworker may have felt like you were subtly attacking theirs.  

Changing how you communicate can point you toward professional success, and a good starting point is bolstering your emotional intelligence . Through a combination of social awareness and self-awareness, you’ll gradually gain more control over how you speak and act in the workplace. 

In the case that you need more guidance, another strategy would be enrolling in a professional development course that could help you become a more transparent and flexible communicator. 

When a communication break occurs, it isn’t always possible to salvage the communication process. However, with the proper education and a dash of commitment, you can learn how to facilitate productive and open conversations. 

For more extensive information on different communication styles, as well as becoming more flexible during business communication, check out this guide:

• Communication styles

Tip #6: Take into account the changing demographics of the workforce

Another unique issue in workplace communication is learning how to connect and collaborate with colleagues from different generations .

We all have specific habits and preferences, and the generational gap can sometimes put our behavior at odds with that of our older or younger coworkers. 

Navigating these differences and refraining from resorting to stereotypes is the way to go when creating a well-connected and inclusive environment. 

So, be honest about your preferred ways of communication and respect the boundaries of your team members. As soon as they notice these efforts, they’ll feel more at ease when asking for help or reaching out about a work task. 

Are you interested in learning more about enhancing communication across generations within your team or company? Then check out this exhaustive blog post:

• How to improve communication across generations at work

Why is the communication process important?

Through the way we communicate, we learn not only how to get ahead in life but also how to form stable relationships. 

If you think of life skills as a tower of cards, communication is near the bottom, laying a solid foundation. Should this card wobble slightly, it will jeopardize the stability of the entire tower. 

Moreover, by mastering the communication process, you :

• Readjust your self-perception and how you view the world around you ,
• Become a better learner , and
• Learn how to represent both your employer and yourself in the best light . 

In the following sections, we will devote more attention to exploring the above three points. 

Reason #1: The communication process affects how we view others and ourselves

The phrase “ at a loss for words ” aptly describes how it feels to come out of a communication situation unsuccessful.

Not only do you feel like you’re missing the right words, but it is as if you’re also missing a vital part of yourself. This unpleasant emotion sprouts because we share a part of our worldview with our interlocutor when communicating . We often inadvertently reveal the reasoning behind our train of thought and how we believe everything fits into this neatly organized snapshot of the world. 

And, you go through the same scenario when listening to friends or coworkers. You take in their appearance, facial expressions, and words to form an assumption about what their values and priorities may be. 

It’s not always feasible to pick the right words or rein in your facial expressions, but learning how the communication process works does help. 

For example, you’ll realize that what you say could reveal just as much about yourself as the topic you are discussing. Thus, rather than simply waiting for your turn to speak, you might make a conscious effort to actively listen and understand the other person’s perspective.

Reason #2: The communication process affects the way we learn

In Business Communication for Success , McLean reminds anyone willing to work on their communication skills that this endeavor will require:

• Persistence, and
• Self-correction.

McLean likens becoming a better communicator to sharpening other valuable life skills. There was a time when you didn’t drive a car or have a clue about digital literacy , yet, over time (and much trial and error), you’ve become a much more capable person. 

So, while results won’t come overnight, and you might get tangled up in a few difficult conversations at work , the effort is worth it. The key is to keep talking and listening. Soon enough, you may catch yourself broaching new subjects more assertively . 

Reason #3: The communication process helps us put our best foot forward

When you work in a team, how you communicate can paint a positive image of both you and your coworkers . When your communication style oozes professionalism and respectfulness, reaching agreements and negotiating deals becomes much less of a hassle. 

Not to mention that, paired with an excellent work ethic, strong communication is a huge plus when it comes to advancing to a leadership position. And, should you decide to change companies, sharp oral and written communication skills will significantly improve your employment prospects. 

If you make a misstep while joining a new team, good communication can help you iron out any lingering issues. But, to avoid these awkward situations altogether and learn how to make a good first impression, check out the below blog post:

• How to professionally introduce yourself

Leverage Pumble for enhanced communication processes

Whether you want to speak more candidly with family members or reach the next level in your career, knowing what the communication process is and why it matters can give you a head start. 

As we’ve explained, understanding the communication process serves as the foundation for success in various aspects of life and work. In this context, integrating tools like Pumble, a team communication app , becomes instrumental in optimizing communication channels and fostering meaningful connections .

With its intuitive interface and real-time messaging features, Pumble addresses common communication challenges such as information overload and siloed channels . By integrating it into your communication process, you can:

• Foster transparency , 
• Streamline workflows , and 
• Enhance team cohesion .

Eager to try it for yourself? Sign up for Pumble today!

References:

• Berlo, D. K. (1963). The process of communication: An introduction to theory and practice. Holt Rinehart and Winston. Retrieved September 2023 from https://archive.org/details/processofcommuni0000berl/mode/2up
• Christian, A. (2022, September 26). Why ‘digital literacy’ is now a workplace non-negotiable. BBC Worklife. https://www.bbc.com/worklife/article/20220923-why-digital-literacy-is-now-a-workplace-non-negotiable-
• Dwyer, J. (2008). Communication in business: Strategies and skills (4th ed.). Pearson Education Australia. Retrieved September 2023 from https://archive.org/details/communicationinb0000dwye
• Guffey, M. E., & Loewy, D. (2011). Business communication: Process & product (7th ed.). South-Western.
• Leavitt, H. J., & Mueller, R. A. H. (1951). Some effects of feedback on communication. Human Relations, 4, 401–410. https://doi.org/10.1177/001872675100400406
• McLean, S. (2010). Business communication for success. Flat World Knowledge.
• McLean, S. A. (2003). The basics of speech communication. Allyn and Bacon. Retrieved September 2023 from https://archive.org/details/basicsofspeechco00mcle/mode/2up
• Molinsky, A. (2014, August 7). Common Language Doesn’t Equal Common Culture. Harvard Business Review. https://hbr.org/2013/04/common-language-doesnt-equal-c
• Panel, E. (2021, May 27). How To Encourage Candid Employee Feedback: 14 Tips For CEOs. Forbes. https://www.forbes.com/sites/forbescoachescouncil/2021/05/27/how-to-encourage-candid-employee-feedback-14-tips-for-ceos/?sh=2805bfec2407

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Learn The Process Of Communication – A Journey To Professional Success

What is a communication cycle exactly? It basically involves the conveying and receiving of messages between two individuals or entities…

What is a communication cycle exactly? It basically involves the conveying and receiving of messages between two individuals or entities in an easy-to-understand format. Talking and even listening are all methods of communication.

Our ability to assign values to sounds, signs, and symbols makes us different from all other animals on earth. Author and professor Yuval Noah Harari in his book, Sapiens: A Brief History of Humankind , laid emphasis on the importance of language in making humans “the smartest animals” on this planet. Thanks to communication, we are now able to do many things that were unimaginable to our cave-dwelling ancestors.

Language was developed as a means of surviving and thriving and that is true even in present times. You may be an acclaimed artist, programmer, engineer, or business person and excel in your field, but if you can’t communicate effectively, you won’t be able to thrive.

Here, we will be explaining the communication cycle and its components.

What is a communication process?

The communication process starts with the formation of ideas by the sender, who then transmits the message through a channel or medium to the receiver. The receiver gives the feedback in the form of a message or appropriate signal in the given time frame to continue the communication cycle.

Recall any conversation you have had in your life—be it enquiring about a brand new computer your friend just bought or your relatives asking you about your examinations—and you will find that it follows this process.

Elements of the communication process

There are seven important elements of the communication process. Here are the details:

The process of communication starts with the sender. This is the entity that will use the means of communication to share her thoughts. The sender starts the communication cycle by deciding to convey her thoughts and chooses the format to use.

The sender manages her thoughts, seeks clarity and decides what exactly she wants to put forth. The sender needs to gather the required information and relevant ideas in order to communicate. For example, a writer begins with an idea and transforms it into a book.

Encoding is the step in the process of communication where the sender decides how she wants to convey her thoughts. Selecting the right words, associated symbols in verbal communication or gestures, tones and sounds in nonverbal communication are ways of encoding a thought.

To make encoding easier, it is imperative to know who is the receiver. For example, Ruskin Bond writes clean and short sentences that invoke visuals to instill wonder among his readers, children.

A message is formed after the sender decides what she wants to put forth and how she wants to convey it. It’s also known as encoding. The nature of the message can change depending on the medium you use and the audience for which it is meant. Always remember that for communication to be successful, it is important that the listener or reader understands the message.

Channel or medium

In order to better explain the process of communication, one has to pay close attention to one crucial wheel of this cycle, which is the medium. This screen that you’re reading this article on, the newspaper that slides in every morning through your door, the television you watch your favorite movies on are all mediums. It’s imperative to consider the medium used for information transmission while encoding the message or it fails to reach the audience effectively.

The process of communication is incomplete without a receiver to ‘lend an ear’. Whenever a sender writes, or says or sings or expresses anything, it’s meant to be read, or experienced. The receiver is a crucial part of this process.

The receiver gathers the information presented or broadcasted by the sender and begins to understand it. We take turns between being a sender and being a receiver. You are a receiver when you watch a movie, and a sender when you tell your friends how the movie was.

No matter how well the message is crafted (or encoded), it will fail to make an impact if the receiver does not possess the tools to decode the message. For instance, a nine-year-old may not understand the point of Harari’s book.

While growing up, we also build the ability to decode various messages. Even if the word ‘beautiful’ has one meaning in all the dictionaries, globally, it would undoubtedly mean something different to different people. We decode any message by our own mechanisms, thoughts, memories and create our own meaning.

The process of communication is a long one. Communication does not stop after a thought or idea is expressed or a sentence or a word is uttered. It creates ripples through time, like a stone slung in a peaceful lake. Feedback is one of the last stages of communication.

After a message is encoded, sent over a medium received, and decoded, there is a need for the communication to keep moving. Through feedback, the receiver becomes the sender, broadcasting the views about the information received.

Another important aspect that is present in this cycle is noise. This refers to the obstructions people face while following the entire communication process. This can mean actual physical noise, preoccupying thoughts of the sender or the receiver, and barriers such as language, comfort, and cognitive precision.

In order to eliminate noise, one has to clear their minds, and senders have to make sure that the message they broadcast is easy to understand for the intended receiver.

Harappa Education’s Speaking Effectively , Listening Actively , and Writing Proficiently courses describe the process of communication and its applications. They will give you all the necessary tools as well as the confidence needed to succeed in today’s corporate world.

You can sharpen your communication skills using Harappa Education’s GRT Framework. GRT refers to Goal, Recipient, and Tone. By harnessing the power of these three crucial elements, you can embark on the road to success. Let us look at them in detail:

You must be clear about your goal. Before starting any kind of communication, gather your thoughts, set a fixed goal, and make sure that you don’t deviate from it. Having a goal in mind will help you stick to the point, will give the audience clarity about the message and the purpose to take an interest.

2. Recipient 

Understanding who your audience allows you to modify your means of communication to make it more effective. You should know their strengths and weaknesses, likes and dislikes, and level of understanding to win their hearts. After all, no matter how cool your boss is, you can’t talk to him like you talk to your childhood friends.

As Jody Shields explains in her book, The Winter Station , “People can be reassured by a tone of voice . By a touch. A gesture. Even if the voice and gestures are false, the innocent person meets the liar halfway to complete the lie. It’s a partnership.” The tone of the message decides how the recipient will react to it. A love song sung in an angry tone will cease to be a love song. Being formal with communication in informal settings and informal in personal life is necessary for the recipients and senders.

Explore our Harappa Diaries section to know more about topics related to the Communicate habit such as Report Writing and the Importance of Communication .

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Use feedback to complete the communication cycle

September 15, 2002 by Ellen Finkelstein 2 Comments

Your presentation will be more successful if you understand and utilize basic concepts of communication . If you leave out any aspect of the process, your communication may fail.

Several theories of communication exist, but here’s my way of looking at it. (This type of diagram is easy to create with PowerPoint ‘s SmartArt.) Someone recently told me that this is similar to Argyle’s 6-step Communication Cycle.

Step 1: The sender expresses the message

The first step in the process of communication occurs when the sender expresses a message. Communication always has a purpose, goal, or objective. If you don’t know what that is, you can’t express the message clearly. Common objectives are:

• To motivate (to work harder or smarter)
• To inform (about the results of a process or facts needs to make a decision)
• To persuade (to make a certain decision, to buy a product )
• To entertain

You could separate the sender from the message and make this two steps.

Step 2: The medium transmits the message

The sender uses a medium to transmit a message. Media can be oral or written. It can be physical (printed matter), electrical ( television ), or electronic (e-mail). Media can be in words or images. When you deliver a PowerPoint presentation , you’re using oral and electronic media of transmission , usually with both words and images.

For best communication, you want to choose the best medium. Sometimes, PowerPoint is not the best option. I’ve seen cartoons about a young man proposing marriage to a young woman with a PowerPoint presentation. “Nice PowerPoint, but no.” You get the idea.

Step 3: The recipient interprets the message

Ay, there’s the rub. The people who hear the message don’t always interpret it the way you’d like. In fact, ask three people what they heard at a presentation and you’ll get three different answers.

What do you do?

First, you construct and deliver the message with the audience in mind. What do they want to hear? What do they need to hear? How much do they already know? What perspectives do they bring with them? In other words, you need to craft the message for the audience.

Second, you try to remove any obstacles to clear understanding. In communication theory, this is often called noise . Noise can be any of the following:

• Distractions, such as an overly exciting or irrelevant background on your slides
• Discomforts, such as hard chairs or a cold room.
• Prejudices that people bring with them. You may need to state your assumptions or explain why certain assumptions are not valid.

Finally, you get feedback.

Step 4: Feedback returns the interpretation of the recipient to the sender

Feedback ensures that the recipient understood the message by sending the recipient’s interpretation back to the sender. The recipient becomes the sender and the sender becomes the recipient, completing the communication loop.

When you deliver a PowerPoint presentation, you get feedback by asking for it. You can have a question and answer period, ask for opinions throughout, or include a feedback form in a handout. Note that if you do the latter, you won’t be able to start the cycle again right away. Instead, you’ll have to initiate a later round of communication (such as an e-mail) to correct any misunderstandings.

Depending on the circumstances and your objective, you may be able to create a discussion after the presentation to allow ideas to move among the audience members as well as between them and you.

In an educational setting, you might think that the exam is the feedback, but you don’t want to wait until the test to find out that the students didn’t understand the lesson. So teachers should also ask for questions to allow for on-the-spot clarification.

The important point is that you should use feedback to restart the cycle. Did someone misunderstand a point? Then explain it again in different words. See if the feedback is more accurate the second time.

If you follow these steps, you’ll go far toward becoming a great communicator.

Related posts:

• Collect information or feedback
• Have a conversation with your audience
• Choose words for your audience
• Cycle through overlapping objects to select them

2 Leave a Reply

this is very encouraging.have really helped me.good work

its nice ,,it has really helped me

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