Tuesday
Communication skills process
Communication Skills Process
Problems with communication can pop-up at every stage of the communication process (which consists of the sender, encoding, the channel, decoding, the receiver, feedback and the context – see the diagram below). At each stage, there is the potential for misunderstanding and confusion.
To be an effective communicator and to get your point
across without misunderstanding and confusion, your goal should be to lessen the frequency of problems at each stage of this process, with clear, concise, accurate, well-planned communications. We follow the process through below: Source...
As the source of the message, you need to be clear about why you're communicating, and what you want to communicate. You also need to be confident that the information you're communicating is useful and accurate
.
The message is the information that you want to communicate.
Encoding...
This is the process of transferring the information you want to communicate into a form that can be sent and correctly decoded at the other end. Your success in encoding depends partly on your ability to convey information clearly and simply, but also on your ability to anticipate and eliminate sources of confusion (for example, cultural issues, mistaken assumptions, and missing information.)
A key part of this is knowing your audience: Failure to understand who you are communicating with will result in delivering messages that are misunderstood.
Channel...
Messages are conveyed through channels, with verbal channels including face-to-face meetings, telephone and videoconferencing; and written channels including letters, emails, memos and reports.
Different channels have different strengths and weaknesses. For example, it's not particularly effective to give a long list of directions verbally, while you'll quickly cause problems if you give someone negative feedback using email.
Decoding...
Just as successful encoding is a skill, so is successful decoding (involving, for example, taking the time to read a message carefully, or listen actively to it.) Just as confusion can arise from errors in encoding, it can also arise from decoding errors. This is particularly the case if the decoder doesn't have enough knowledge to understand the message.
Receiver...
Your message is delivered to individual members of your audience. No doubt, you have in mind the actions or reactions you hope your message will get from this audience. Keep in mind, though, that each of these individuals enters into the communication process with ideas and feelings that will undoubtedly influence their understanding of your message, and their response. To be a successful communicator, you should consider these before delivering your message, and act appropriately.
To be continued . . .
Feedback...
Your audience will provide you with feedback, as verbal and nonverbal reactions to your communicated message. Pay close attention to this feedback, as it is the only thing that can give you confidence that your audience has understood your message. If you find that there has been a misunderstanding, at least you have the opportunity to send the message a second time.
Context...
The situation in which your message is delivered is the context. This may include the surrounding environment or broader culture (corporate culture, international cultures, and so on).
Distortions in Communications
Message Encoding
The effect of the skills, attitudes, and knowledge of the sender on the process of encoding the message
The social-cultural system of the sender
The Message
Symbols used to convey the message’s meaning
The content of the message itself
The choice of message format
Noise interfering with the message
The Channel
The sender’s choice of the appropriate channel or multiple channels for conveying the message
Receiver
The effect of skills, attitudes, and knowledge of the receiver on the process of decoding the message
The social-cultural system of the receiver
Feedback Loop
Communication channel distortions affecting the return message from receiver to sender
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