Communication Cycle and Methods

As we know, communication is the main purpose on how we grow both personally and professionally. Communication is an exchange process that happens between two or more people. If the communication isn’t effective or efficient enough, there is an information loss in between. That is why the communication has to be clear and concise between the sender and the receiver and the feedback is also very important. [ihc-hide-content ihc_mb_type="show" ihc_mb_who="8,12,16,18,19,20,21,22,23,24" ihc_mb_template="4"] So, as we have seen the importance of communication, we now know that this is vital for the 21st century learning and growth process. This is one skill that is imperative wherever you are in your career or personal life and also whichever domain/field you are in. Let’s now understand two main types of communication models that are used in workplaces too. Linear or Simple Communication Model In this model, the message is just delivered from the sender to the receiver, rather than understood. Example- Text Messages, Email messages. Interactive Communication Model In this model, the message is delivered between the sender and the receiver by making sure the receiver understands the message. Receiver acknowledges the message, interprets it and responds appropriately. Example- Team Meetings, Face to Face interactions. Push and Pull Communication Methods A Push communication is sent to the receiver by the sender with no expectation of hearing/receiving any feedback back from them immediately. They improve motivation and interest among people. For example: Sales incentives, Rewards, Channel Marketing, Advertising. A Pull communication is pulling something of interest off of a system. It could be a document from a sharepoint or a central repository of documents or pulling data from a tool that is required for the person to execute a certain set of tasks. For example: Documents retrieved from a central repository, Data pulled from a source(database). Just because you are fluent in the language does not mean you are a good communicator. Language skills are different from Communication skills. For example, a person might speak very fluently and fast, but he/she may not pay attention if the listener is able to understand it well or if he/she is using the right tone and words. If they cannot be effective and efficient in their communication, then the message is lost somewhere and that will not accomplish the task in hand. So, it is vital to know the differences between different types of communication so you are able to deal with workplace or personal conversations smoothly. Importance of feedback Communication plays a very important role in an organisation. Feedback is the basis of proper understanding between sender and receiver. The necessities of feedback are given below: Feedback is important in the communication cycle because It helps achieve goals by getting the necessary information from the receiver and also hearing the receiver’s reaction. Acts as a basis of problem solving and decision making of the organisation. Is a good basis for collecting information on planning for next steps and creating statistical reports. Helps analyse the coordinating activities between departments and assign duties. Measures the effectiveness of communication. Evaluates the understanding between the sender and the receiver. Evaluates the attitude of the receiver. Feedback can be in the form of: A smile or a nod is a way of showing feedback in an interactive communication. A question or a clarification is a way of showing feedback in a personal interactive communication. A thank you note or a written acknowledgement is a way of showing feedback in a written communication. Clapping or hooting by the audience is a way of showing feedback in a public speech. Effective and Efficient Communication Effective Communication is delivering the message clearly such that the receiver is able to interpret it correctly. Efficient Communication is delivering the message at the right time, in the right tone, to the right extent(crisp message). Direct Communication: Message is to the point, clear, direct. Open communication, head on. Focus is on task accomplishment, face to face, conflict resolution. Indirect Communication: Message is save face, save relationships, use of words like maybe, perhaps, read between the lines, subtle language, use of third party to resolve issues Which method to use when? As you might have already experienced the diversity of conversations at workplaces or the complexity of subject areas, there is no cookie cutter formula to use a particular method for a particular type of situation. You have to be aware and make a conscious effort depending on the situation and the other person or a group of people. For example, if you are trying to solve a team member’s problem of showing a lack of interest in work suddenly, then the best way is to use direct communication in a one-on-one meeting. You will be able to get right answers from your team members so you can solve the problem efficiently. Sometimes, you are running a meeting with a bunch of different people from different departments that may not be versed in all the agenda points for that meeting, then you have to use different techniques which involve all types of communication methods(both direct, indirect too). Becoming a good communicator requires practice and persistence. If you keep the tips and concepts in mind and analyse the way you communicate, then you can also understand your weak areas. That way you can improve on those weak points over a period of time. Also, look at the tips below and use them to your benefit. Ten tips to becoming a better communicator. Read, Read and Read. Start noting down new words(improves vocabulary) and the more you read, the better familiarity you get with the language. Keep a reading goal, ex: 30 minutes a day. Start thinking in English. Yes, this helps immensely. Journaling habit- Start journaling, even if it's crap. Try to use the new words you have learned that day. Build on synonyms. Listen to podcasts, watch any internet content in English and observe the sentence structure and the words they use. Understand your goal and audience- the person you are addressing to. For example- Team presentation, Meeting with your boss/manager or addressing a group of people or your peers. Make a rule to converse in English. Ex: If it is a friend, try in increments of 20 minutes and if it is at work, avoid communication in other local languages as much as possible. Prepare well. Ask questions- Is this information/presentation aligning to the agenda of discussion or presentation? How do I make this more presentable and attractive? Get feedback and analyse it once you do a team presentation or a speaking or writing engagement. Stay on the topic during discussions. When you are delivering a technical product demo, ensure you outline what you want to show. Allow extra time to walk through complex features. Use emotions during a conversation. If it's a face-face conversation, hand gestures and body language plays a role. Citations : [citationic styles="apa,mla,chicago,harvard,vancouver,ieee"] Power Words : Concise Repository Conflict Synonyms Imperative Retrieved Conscious Aligning Acknowledges Accomplish Persistence Gestures Interprets Hooting Immensely Critical thinking challenge question : Write down 3 weak areas in your communication. Create a strategy on how you will overcome those using the pointers/information in this lesson. Are you ready to solve the puzzle? Start Puzzle [/ihc-hide-content] Hashtags : #GPSforLifeAndCareer #ConsciousIntelligence #Kidswiki #MindInTheMaking #RelevanceInEducation #MeaningfulLearning #RealWorldSkills #SafeContent #360DegreeDevelopment #Skillioma #BeyondCurriculum #SkillsBeyondSchool

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