Utilizing the Seven Communications Process Stages
Although it may seem straightforward, clearly communicating a message to others is a process that is frequently rife with error.
Effective verbal and written communication is something that many individuals find difficult. Their recipients need to be more accurate and understand the thoughts and ideas they convey since they don’t represent their intended meaning.
Confusion, frustration, wasted effort, and missed opportunities may arise from this. When communication breaks down, cooperation and advancement are impossible.
According to research, effective communication is one of the most important “soft” qualities employers seek in candidates. However, communication is only ever successful when both the sender and the recipient understand the messages.
In this article and the video below, we examine the Communications Process, a seven-step paradigm, to see how to make your communications unfailing.
How Do We Interact?
Did you realize that the Communications Process is used whenever you speak with someone? (See image 1 below.)
It makes sense that knowing how communication works will make you more conscious of what is occurring as you speak and what you can do to make sure your message is heard “loud and clear.”
The Communications Process.
To communicate effectively, you must make sure that your communications are precise, concise, clear, and well thought out. This will ensure understanding and guarantee that they complete each stage of the communications process.
Let’s examine each of the seven steps in greater detail:
1. Source
The sender of the message, or you, is the “source” of the communication. The concepts and information you intend to convey are referred to as the “message.”
You must be sure of the message you wish to convey and its significance and primary goal. Why should anyone care, in addition? Additionally, you must be sure that the knowledge you give is correct and helpful.
2. Coding
This step is putting your message into a format that you can deliver and that the recipient can quickly “decode” or comprehend. Your success will depend on your capacity to communicate ideas and effectively while removing any potential for misunderstanding.
Consider any cultural differences between you and your addressee, for instance. Additionally, refrain from assuming the receiver is already familiar with the issue. You may be well-versed in the subject matter, but he or she is unlikely to be. Lastly, avoid informational gaps that need a “mental jump.”
Understanding your audience is essential to being a successful encoder. Your message will fall flat and be misunderstood, rejected, or even ignored if you don’t recognize and appreciate who it contains.
3. Channel
You have access to a plethora of different avenues through which to communicate.
Face-to-face interactions, the phone, and videoconferencing are verbal communication modes. Letters, reports, emails, instant messages (IM), and social media posts are examples of written communications. To further accentuate your primary arguments, you can also use drawings, charts, and graphs in your message.
Different channels have various advantages and disadvantages. For instance, giving a long list of instructions verbally could be more helpful, and providing sensitive comments in person rather than by email is preferable.
Therefore, be careful while selecting the channel you use. You can achieve this with the help of our article, “Tune Your Communication.”
4. Decoder
It takes just as much ability to successfully decode a message as it does to encode it. You must take the time to carefully read or actively listen to a message to interpret it correctly.
At this point in the communications process, confusion is almost certain to happen, but it won’t always be the decoders’ fault. He may need to gain the necessary prior knowledge to comprehend your message or be unfamiliar with the jargon or technical language you are employing. Therefore, you must address problems like this during the encoding process.
5. Recipient
You’ll want the people in your audience to respond in a particular manner or do something in response to your message. But remember that everyone is unique and will read it in their own way.
Every recipient who participates in the communication process has their own thoughts and emotions that impact how they comprehend your message and react to it.
Therefore, your responsibility as the sender is to consider these thoughts and sentiments while you draft your letter. Refine your emotional intelligence and empathy skills if you want to accomplish this well.
6. Remarks
Immediately after seeing or hearing your message, your audience is likely to provide you with feedback. This could involve “reactions, both verbal and nonverbal. These should be closely monitored because they will demonstrate whether or not your audience genuinely received your message.
Try to modify the message if you discover that there needs to be a better understanding. Find a more straightforward way to express a complex issue, for instance, if you’re discussing it. Could you simplify it or eliminate the technical jargon? No matter their prior expertise, this will make it simpler for everyone in your audience to understand the subject matter.
7. Setting
The setting in which you deliver your message is called the “context.” This could apply to the current political and social climate as well as the larger culture (for instance, the corporate culture or the national culture.)
How to Remove Obstacles in the Way of Communication
Communication roadblocks can appear at any point during the process. It would help if you thus deconstructed these in order to convey your messages effectively.
First, let’s talk about the message itself. Your addressee may become puzzled or angry if your communication is excessively long, disorganized, or filled with jargon. It may even be misconstrued entirely. The message you’re trying to convey can also be muddled by using bad verbal or body language.
The most common cause of contextual obstacles is providing too much information too quickly. So keep in mind that sometimes “less is more.” Be considerate of other people’s time needs, especially in light of the hectic society we live in today.
Put your message in its proper context last. Make sure you are familiar with the culture of your audience. This will make it easier for you to communicate with and reach out to people from other origins and cultures.
Major Points
In the workplace, the capacity for clear and effective communication is becoming increasingly in demand. Despite this, many individuals have trouble using it.
Understanding the communication process—the process we go through each time we communicate with someone—will help you become a more effective communicator. There are seven steps to it:
1. Source
2. Coding
3. Channel
4. Decoding
5. Recipient.
6. Reactions.
7. Setting.
If you found this article insightful, you might also be interested in exploring these topics further. Here are five articles that could capture your attention:
- Self-Coaching Strategies – Discover techniques to coach yourself towards personal and professional growth.
- Team Management – Learn effective ways to lead and manage a team successfully.
- Essential Competencies for Managing a Team – Understand the key skills and competencies required for effective team management.
- Providing for Your People – Explore strategies to support and nurture your team members’ development.
- Mentoring – Gain insights into the art of mentoring and how it can benefit both mentors and mentees.