The Communication Process Model

The Communication Process Model is one of the most vital theories to learn, as ultimately, successful management culminates from the effective use of communication. As you are a leader of a team, it is absolutely essential that you convey thoughts, feelings and information regularly, in a way that motivates your staff, allows growth in learning and provides clear understanding of objectives and ‘need-to-knows’.

The process of how we communicate to each other – How we as senders, convey the message, and how we, as receivers to that message, understand it and decipher it in our own mind. The mix-up in communication often comes from ‘noise’ around us that impedes our messages and can create distortion or the feeling that we are not on the same hymn sheet as the other person.

It is more about the need to minimize noise in the process and to try to ensure that the message decoded by the receiver is as close as possible to the intended message that was given by the person who sent the message. 

How to use the Communication Process Model:

Step 1: Start with the end in mind- Get a good understanding of your objectives before you start to convey the message or engage in communication.

• What are the objectives?
• What do you want the person who receives the message to do, once they have understood?
• Why is it important?

Step 2: Identify the recipients of the communication- Know your target audience as it allows you to tailor your message in various ways to help achieve understanding. Also, it allows you to gauge who the appropriate people are needed to be kept informed.

Step 3: Choose the best method of communication- There are many ways to communicate something which varies on what you are trying to achieve; the skill level of the people and also how people learn best. Various forms of communication could be Webinar, Email, Telephone, face to face, presentations, workshops and so on.

Step 4: Match your communication to the recipients- In order to be successful in getting your message across, you have to understand your recipient and then pitch the message to them at their level of competence and understanding as well as the above variables in step 3.

One rule is to tell them what you are going to them; then tell them; and ask them to tell you what you have told them. This will set the expectations, and will then allow you to keep on track with the message and then provide valuable feedback to ensure the message has been understood.

If there are many people present, perhaps mix up the styles to help reinforce the message for everyone, with minimal noise.

Step 5: Adjust your style to suit the feedback- Throughout the event, obtain a consensus of understanding:

• Are people understanding the message (as per above: ‘tell them what you will say, tell them, and ask them to tell you’)
• Are there any things you need to change – style, message, type of message, etc.?
• Never stop trying to improve your communication methods and techniques.