Communication is what makes the world go ‘round.

The ability to communicate effectively with

superiors, colleagues, and staff is essential, no matter what industry you work in. Workers in the
digital age must know how to effectively convey and receive messages in person as well as via
phone, email, and social media.
The basic communication model. The model is a visual representation of how a message goes
from sender to receiver.

Sender
The sender is the person who wants to deliver a message.

Encode
For a sender to transfer a message, they must first translate the message into symbols for the
receiver (the one who receives the message). This means taking thoughts, emotions and images
and translating them into something the receiver can understand. These symbols often include:
 words
 pictures
 sounds
 sense information (e.g., touch or smell).
The process of translating these messages into symbols is called encoding.

Message Channel
After encoding the message, it’s time to communicate the message to a receiver. To do this, we
must pick a channel for the message to go through. The channel is the type of medium used to
transmit messages between senders and receivers. Examples of channels are:
 Verbal
o Face-to-face
o Over the telephone
 Written
o Letters
o Newspapers
 Visual Media
o Television
o Photographs

Decode
Once the message is received by someone, it’s time for the decoding process. Just like a sender
must encode messages to communicate, receivers must sense and interpret the symbols to fully
understand the message. They then decode the symbols back into images, emotions and thoughts
to make sense of them.

Receiver
The receiver is the person who receives the message.

Let’s connect it all.

Now that you know all of the steps of the communication process, it easily connects. When
messages are decoded exactly as the sender has intended, the sender and receiver have matching
perceptions of the message being communicated. When everyone is on the same page, effective
communication occurs.

Once a message has been encoded, the next level in the communication process is to transmit or
communicate the message to a receiver. This can be done in many ways: during face-to-face verbal
interaction, over the telephone, through printed materials (letters, newspapers, etc.), or through visual
media (television, photographs). Verbal, written, and visual media are three examples of possible
communication channels used to transmit messages between senders and receivers. Other transmission
channels include touch, gestures, clothing, and physical distances between sender and receiver
(proxemics).
When a message is received by another person, a decoding process occurs. Just as a sender must
encode messages in preparation for transmission through communication channels, receivers must
sense and interpret the symbols and then decode the information back into images, emotions, and
thoughts that make sense to them. When messages are decoded exactly as the sender has intended, the
images of the sender and the images of the receiver match, and effective communication occurs.

Function Of Communication
Five characteristics of effective business communication:

In order to capitalize on any comment, problem, or setback, it is essential to

express and or demand what is necessary in a handy manner. Getting your
message through consist for it to be 1.practical,2.factual, 3.concise,4.clear,
and 5.persuasive. These five characters should be considered when formatting
any message and revising at the end to check that each one is in effect. Failure to
communicate coherently leaves people unsure of what is expected of them.

Audacity, going with ones gut, is one of the most common factors in business
writing because it intrigues misunderstandings; mistakes that could easily be
obliterated by following these five easy characters in the process of structuring a
message.
Practicality essentially relates to your audiences needs and rights. It gives
recipients useful information to understand or undergo any situation involving
your policy.
Factuality leaves out any type of euphemism using the appropriate language,
according to your audience, with specific detail and information that is clear,
convincing, accurate, and ethical in regards to the matter in discussion. If an
opinion is required, you should support it with evidence and let the audience
know you are expressing an opinion.
A concise and clear message makes easy to understand the purpose of the message
in an undemanding and convenient way for our audience. In today’s business
communication, many people attempt to impress their readers with unnecessary
add-ons or phrases that most of the times it actually makes the message less
effective or ineffective at all.
Persuasion involves the quality and effort given to the previous characters in
order to captivate and motivate your audience into taking further action with your
advocacy. JD Schramm, Director of the Mastery in Communication Initiative at Stanford's
Graduate School of Business, conceives the following theory, “Consider who are you
writing to and how you can make a first impression that gets out of your world and into his or
hers.” The first four characters that structure an Effective Business Communication make possible
for one to center and bond the situation to the intended audience in order to achieve full
comprehension and persuasion.

Effective Communication Begins with a First Impression" ( JD Schramm blog)

http://blogs.hbr.org/cs/2010/08/effective_communciation_begins.html

Excellence in Business communication 9th edition, chapter 1 - (John Thill and Courtland Bovee)

Effective communication is an art and I believe there are five elements

to master. I am listing them below but will write an article on each of
them, giving you techniques and nuances to help you in mastering them.
If you want to know more or would like a chat with me, please get in
touch.

 Trust is fundamental and the ultimate test is based on behavior:

people trust each other when they do what they say they will do.
Make sure you honor any promise you make. When in doubt, be
open and honest.
 Respect is about honoring the other person and you can effectively
communicate with someone only if you show respect to this
person. Respect is unconditional and should not “be deserved”.
Whatever your opinion of someone is, you will only be able to
communicate effectively with this person if you respect each other.
There are many ways to show respect but the best way is by giving
someone your undivided attention.

 Awareness (and understanding) is critical to effective

communication. Most people focus on themselves, yet are not fully
aware of who they are, how they behave and how others perceive
them. This is about behavioral styles (everyone is unique: don’t
ignore differences), body language (it speaks more than words) and
most importantly emotional intelligence (a requirement to good
decision making).

 Empathy is all about being able to relate to another person on an

emotional level. You need to make conscious efforts to understand
how and why people feel the way they do. Sincere empathy is what
enables another person to believe that you actually care. Your
actions must also be aligned.

 Resolution means a decision has to be made. As an effective

communicator you must be able to close a communication and that
mean a consensus must be reached and decisions must be taken.
The most important factor for you to have is integrity: you know
what you believe in, you are able to clearly communicate these
 beliefs and your actions are coherent with your beliefs. People
follow a person who they think has integrity.

Mastering these five elements take time. There are techniques that you
can use and I will give you some insight in later articles. You need to be
so confident and comfortable with yourself that you are ready, willing
and committed to completely focus on the other person. This is the main
contributor to how you make a person feel – and this is the secret to
effective communication.
1. APPROACH

Timing of communication; choice of medium; tone and point of view (perspective,

attitude, and relationship regarding audience, purpose, and material); recognition of
audience (reader vs. writer orientation); direct vs. indirect presentation (ordering of
evidence and conclusions); persuasive strategies and rhetorical appeals (logos, pathos,
ethos)

Checkpoints:

□Timing and choice of medium are appropriate to the purpose, audience, and material.

□Tone is appropriate to the purpose, audience, and material.

□Material is made relevant to the reader (reader’s interests and concerns are
recognized).

□Conclusions are presented directly (conclusion first, evidence last) to a sympathetic

audience, indirectly (evidence first, conclusion last) to an unsympathetic or hostile
audience.

□Persuasive strategy incorporates a mixture of rhetorical approaches (appeals to logic,

feelings, and ethics or credibility).

2. DEVELOPMENT

Organization (logical arrangement and sequence); evidence and support (relevance,

specificity, accuracy and sufficiency of detail); knowledge of subject and material;
quality of perception, analysis, and insight

Checkpoints:
□Material is arranged in a logical and coherent sequence.

□Conclusion or closing restates the argument and identifies the action to be taken.

□Examples are relevant, specific, detailed, sufficient, and persuasive.

□Quotations support the argument.

□Handling of material demonstrates knowledge and insight.

3. CLARITY

Presentation of thesis or central argument (statement of purpose, delineation or

narrowing of topic, relevance of subordinate or secondary arguments); word choice;
technical language and jargon; structure (sentence, paragraph, document); coherence
devices (organizational statement, repetition of words and phrases, progression from
familiar to unfamiliar, topic and transitional sentences); textual markers (headings,
highlighting, formatting features)

Checkpoints:

□Purpose or central idea is sufficiently limited for meaningful discussion.

□Purpose or central idea is stated clearly, usually in the opening.

□Organizational statement is offered, usually at the end of the opening.

□Subordinate ideas are effectively identified and related clearly to the main purpose or
central idea.

□Language is clear, specific, accurate, and appropriate to the audience, purpose, and
material.

□Word choice is clear, specific, accurate, unassuming, and free of clichés and misused
jargon.

□Technical language and terms are defined and explained as needed (depending on
knowledge of the audience).

□Sentences are free of ambiguity.

□Text is coherent, with new information linked to previously discussed information

(ordered within sentences as “something old/something new”).

□Transitions between paragraphs are clear and helpful.

□Text is appropriately highlighted (bullets, paragraphing, boldface, italics, underlining,

etc.) to engage the reader and reinforce the main points.
4. STYLE

Word choice (economy, precision, and specificity of language and detail; abstract vs.
concrete language; action verbs vs. linking or weak verbs with nominalizations; figures
of speech: schemes and tropes); tone (personality and humor); active vs. passive
voice; sentence variety

Checkpoints:

□Word choice is economical, clear, specific, accurate, unassuming, and free of clichés
and misused jargon.

□Action verbs are preferred over weak verbs with nominalizations (as
in recommendover make a recommendation).

□Language is appropriately concrete or abstract (signifying or not signifying things that

can be perceived by the senses).

□Figurative language (metaphors and similes, as well as other tropes and schemes)
enrich and deepen the argument.

□Active voice is preferred over passive voice (active voice is used to emphasize the
performer of the action; passive voice is used to emphasize the receiver of the action).

□Sentences are free of wordiness and unnecessarily complex constructions.

□Variety in sentence structure and sentence length creates emphasis.

□Author’s values, personality and – when appropriate – humor are conveyed in a way
that reinforces the message.

5. CORRECTNESS

Rules and conventions of spelling, grammar, punctuation, usage, and idiom; style
(appropriateness of word choice and level of formality to audience, purpose, and
material); social and cultural appropriateness; accuracy in proofreading

Checkpoints:

□Spelling (including technical terms and proper names) is correct.

□Correct words are used to convey the intended meaning.

□Rules of grammar and syntax are followed, including pronoun-noun agreement,

subject-verb agreement, appropriate verb tense, pronoun case, possessive forms,
parallel construction, etc.

□Punctuation (particularly comma placement) reflects standard usage.

□Copy is free of mechanical errors and lapses in proofreading.

http://www.cambridge.org/elt/blog/2014/03/17/five-reasons-feedback-may-important-skill/

https://www.mindtools.com/pages/article/newTMC_88.htm
question

http://www.wikihow.com/Give-a-Feedback-Sandwich