Communication Models

What are communication models, and why should I know about them?

Why communication models?

·      About models

·         Models are generally simple diagrams

·         They help us to understand "What's going on!"

·      In the diagrams that follow

·         Note how the communication requires a "medium"

·         A telephone line, Email, paper, or just plain air!

·         Note also how some process is involved

·         And relationships are established between the parties

Simple model examples

On the following page

·         We show two simple communication model diagrams

·         Figure 1 shows a typical two-way telephone conversation

·         Two parties appear to be equal for this communication

·         Figure 2 shows how such an exchange becomes an important transfer of project information, a "communication"

·         One is a superior, the other a subordinate

·         Note also the importance of feedback

·         To ensure the message is correctly understood

Communication Models 1 & 2

Figure 1

Figure 2

More complex models

On the following page

·         We show two models that are more elaborate

·         Figure 3 shows how the sender must encode into words

·         And the receiver decode

·         Note also the presence of "noise" in the transmission

·         Figure 4 shows a typical project transmission

·         Project teams are made up of diverse people

·         Often working together for the first time

·         Each with their own culture, attitude,
and project management glossary!

 Communication Models 3 & 4

A more formal explanation - 1

·      Elements of information exchange

·         Sender (source), vehicle (channel) and receiver

·      The source

·         Every communication originates somewhere

·         Supervisors, subordinates, peers, associates

·      Encoding

·         The originator's ideas are translated into a systematic set of symbols

·         This provides the structure in which ideas, purposes, intentions or directions

·         Are expressed as a coherent message

A more formal explanation - 2

·      The message

·         The actual result of the encoding process

·         The form that the message takes depends on the channel used

·         Examples: speech, document, memo, Email, voice mail, phone call, etc

·      The channel

·         The medium through which the message is carried

·         From sender to receiver

·         Note: Different media may be more or less reliable

A more formal explanation - 3

The Receiver

·         The recipient of the message must first decode the incoming information

·         Depending on the channel and complexity of the message, translation depends to a great extent

·         On the receiver's knowledge, experience, culture and attitude

·         In addition, the incoming data may well have been modified by conditions in the medium

·         Such as disruption or distortion

·         Cell phones are a good example!

·         And it may be "filtered" by what the recipient wanted to hear!

Responsibility

·      The difficulties of communication are characterized by the following humor

"I know that you believe you understand what you think I said, but I am not sure you realize that what you heard is not what I meant!"

·      So, who is responsible for the accuracy of the received message?

·         The receiver may be responsible for ensuring the authenticity of the sender

·         But it is the sender who is in control of the message content

·         And therefore responsible for it arriving

·         And being correctly understood!

General communication tips

Good communication requires sender to

·         Be clear and concise

·         Consider your audience

·         Especially in status reporting

·         Avoid any unnecessary jargon

·         Follow up with written confirmation

·         Request feedback to ensure message is understood

Phone tip

If your caller is away from the phone

·         Leave a message to identify yourself

·         Give the time and date of your call

·         State clearly what you want the recipient to do

·         And leave your phone number!

Email tip

To speed those emails

·         In the subject box, insert one of the following

·         REQUEST

·         RECOMMENDATION

·         REPORT

·         INFORMATION

·         EVALUATION
Note: All in capitals !

·         And for the content in the body of the Email

·         Follow the Wideman 3-4-5 Principle

·         See Issacon #1453

Conclusion

If you are aware of these things

·         You can be more alert to "communication failure"

·         Before they become a serious problem

·         On your project!