Building a Better Communication Process: Model for Success

written by: Tara Duggan edited by: Ginny Edwards updated: 9/23/2010
Never underestimate the power of effective communication. Fostering a collaborative environment allows project team members to work effectively. By recognizing the stages, employees learn to avoid the pitfalls of poor information exchange.

Effective communication involves sending and receiving information so that all participants in the conversation understand the content conveyed. When the communication process fails to happen adequately, confusion, misunderstandings and more serious conflicts occur. Incomplete information, improper background data and cultural differences all contribute to communication problems. Understanding a sample communication process model can help business professionals improve their capacity for speaking, writing, listening and responding well. Effective communication is importantbecause it enables employees to work productively in a collaborative atmosphere to achieve company goals.

Communication Process Model

There are several stages in the communication process. Here is what is included in a sample communication process model. Communication begins when one person sends a message. For example, he encodes this message asspoken words, written text, electronic text or non-verbal means. The person receiving the message needs to decode and interpret the information at the time he receives it. Then, he responds to the sender with feedback about what he thinks has been communicated. At each point in this process, complications and disruptions can lead to confusion and problems.

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Removing Barriers in the Communication Process

All business professionals should recognize that the messages they think they communicate may not necessarily be received in the way intended. To ensure information sent becomes useful to the people receiving it, people need to take extra care to communicate in a format appropriate for the current situation. Additionally, they should understand their audience. Failing to comprehend what the audience expects can result in further confusion. Valuing cultural differences can prevent misunderstandings that lead to work place conflict and diminished productivity.

Choosing the Right Communication Format

During face-to-face meetings, audio and video conferences and telephone calls, people exchange information with spoken words. When an exchange of information helps clarify confusing issues, choose a live meeting. Written communication includes email, documents, notes and formal letters. These formats work for providing complex policies and procedures. The communication process succeeds when participants use the appropriate channel or mechanism. For example, bad news delivered by email typically results in additional anxiety and stress. Busy professionals may overlook the necessity of choosing the best method of delivering the message in their haste to complete tasks in a hectic work place. However, depending on the complexity of the message, paying attention to the way the message gets delivered can be worth the extra time and effort.

Learning to Listen Actively in the Communication Process

Business professionals also need to take responsibility for listening carefully to messages conveyed to them. Paraphrasing, or repeating what was just said to them, can help in ensuring the communication process works smoothly. Avoiding the temptation to jump to conclusions before truly understanding the details can help improve collaboration in the work place. Asking openended questions to solicit more information can diffuse a potentially volatile situation.

Understanding Cultures Impact on the Communication Process

As employees increasingly work with global business partners, they encounter people who do not share their background, interests or cultural values. Being sensitive to cultural differences can help business professionals work more effectively together. For example, keeping your communication free of idioms or jargon can help in communicating with those who do not share the same primary language.

Conclusion

Targeting a particular audience, organizing a message so that it contains accurate, timely and clear content and delivering the message using the most appropriate format ensures that the communication process works effectively. By reviewing how a sample communication process model works, business professionals can take care to speak and write more clearly as well as listen and respond more effectively.

Page 2: The communication process

Effective communication is vital to all businesses. The communication process involves: If the right message does not get to the right person, in the right format, then this could affect the overall efficiency of the business. Worse still, the wrong messages might be passed on to the wrong people. This could actually harm the business. There are a number of parts to any communication. For instance, sending a text message involves: the sender - the person writing the text the receiver - the person to whom the message is addressed the content of the message - for example, news, information, an invitation the format of the message - in this example it is text but many other different ways are possible the communication channel through which the message is sent - in this case a mobile phone network the medium - how the message will be sent, in this case it is in writing. It is vital that each part of the message is correctly chosen and in place. If not, the message may not be received or understood. Sending a text to someone without a mobile phone will obviously fail. It is important for a business to choose how and when it will send messages to intended receivers. For example, a building society will only send information about a new savings product to its members by text or email, if they have specifically chosen to receive communication by that method. Sending information by this method to people who cannot receive text or email could result in losing an opportunity to sell a new product. The BSA's member building societies mainly communicate with three groups: 1. Members who require information about the society's aims and performance. Members are legally entitled to receive certain information from their society, such as a copy of the annual summary financial statement on the society's business and notice of

the Annual General Meeting. As well as the required formal forms of communication, societies also communicate with their members on a more informal basis: Building societies run roadshows to promote services or support the community. For instance, the West Bromwich Building Society has run roadshows with the charity Help the Aged helping pensioners to cope with finances in winter. Members can also become part of member panels that discuss key issues and report back to the whole membership. Yorkshire Building Society uses its Member Panel of more than 10,000 customers to decide which charitable causes it will donate to. 2. Societies believe it is important to engage with the local communities in which they work: The Cambridge Building Society explains its commitment to local people: 'As a local, mutual society, we are committed to supporting the local community in which we operate.' Saffron Building Society lends its mobile communications vehicle and loudspeaker equipment to local shows and sports events. 3. New customers may be attracted by TV or radio broadcasts and press advertising. Societies also use different forms of media to promote their services and the benefits of mutuality: Bath Building Society pays to advertise itself on a hot air balloon. In return, the balloon company gives it a number of free flights. The Society offers these as prizes in auctions to raise money for charity.