Why is it important to know and use the nature of communication with purpose and meaning to make an impact in society?

Even though interpersonal communication is often considered as an in-person communication, we all know that remote work is completely reshaping the way our employees communicate.

In order to adapt to this new trend, employers are now looking for new ways to keep their workforce connected, engaged and well informed. Also, as many employees are now experiencing extensive information overload, employers need to understand that, when it comes to internal communications, one size does not fit all.

They need to have a very good understanding about how internal communications channels are used, and they need to have the knowledge around how to make communication more personalized based on employees’ locations, languages spoken, titles and responsibilities and well as employees interests.

Many are, therefore, implementing new modern employee communication solutions that serve as a central place for keeping remote, blue collar as well as in-office employees together, as well as for driving meaningful, two-way company conversations on a daily basis.

6 Elements of Interpersonal Communication

In communication theory, there are six key components of interpersonal communication.

The communicators

Term communicator refers to both the sender of the information as well as the receiver. In interpersonal communication, there are at least two communicators involved in the conversation.

The message

One of the most important parts of interpersonal communication is the message. Message can be conveyed in many ways: speech, body language, tone of voice, gestures and other indicators..

Noise

Noise refers to the gap between the message that is received and what it sent. Examples of noise include jargon, language barriers, inattention and more. Noise is the problem that many companies face in the workplace, and the reason why internal communicators are struggling to get the necessary employees’ attention.

Feedback

Feedback is the response of the receiver. In other words, it’s the message sent back to the sender. Feedback is important because it allows the sender to know whether the message has been received and interpreted correctly.

Context

Whether a message is received and interpreted correctly depends mostly on context. Therefore, interpersonal communication is contextual. Context is about the environmental factors that influence the outcomes of communication.

These include time and place, as well as factors like family relationships, gender, culture, personal interest and the environment

Channel

Finally, this interpersonal communication element refers to how the communication occurs. A message is sent and received through a specific channel, or medium.

Besides face-to-face communication, some of the most common communication channels in the workplace include, emails and intranets. Identifying and understanding the performance of those communication channels is extremely important for employers.

Conveying a message to other people clearly might sound simple, but it's a process that is often fraught with error.

Many people struggle to communicate effectively – verbally and in writing. They impart thoughts and ideas that don't reflect their intended meaning, and that their recipients misinterpret or misunderstand.

This can result in confusion, frustration, wasted effort, and missed opportunities. Communication breaks down, causing collaboration and progress to become impossible.

Research shows that good communication is one of the top "soft" skills that managers look for in employees. But communication will only ever be successful when both the person sending the message and the person receiving it understand the key messages being put across.

In this article and in the video below, we look at how to make your communications foolproof using a seven-step framework known as the Communications Process.

Are you struggling to get your meaning across?

How Do We Communicate?

Did you know that any time that you communicate with another person, you are using the Communications Process (see figure 1, below)?

It stands to reason then that understanding this process will help you to become more aware of what is happening as you communicate, and the things you can do to ensure that your message gets received "loud and clear."

To be an effective communicator, you need to make sure that your messages are clear, concise, accurate, and well planned. This will avoid misunderstanding and ensure that they get through each stage of the Communications Process without a hitch.

Let's take a look at the seven stages of the process in more detail:

1. Source

The "source" is the sender of the message – in other words, you! And the "message" refers to the information and ideas that you want to deliver.

You need to be clear about what message you want to communicate, and why it's important – what's its main purpose? And, moreover, why should anyone care? You also need to be confident that the information that you impart is useful and accurate.

2. Encoding

This stage involves putting your message into a format that you can send, and that the receiver will be able to easily understand or "decode." Your success will depend on your ability to convey information clearly and simply, and to eliminate areas of confusion.

For example, be aware of any cultural mismatch between you and your recipient. Also, avoid making assumptions about the receiver's existing knowledge of the subject. You might know the "ins and outs" of what you're talking about, but he or she probably won't. Lastly, steer clear of gaps in the information that require a "mental leap."

A key part of being a successful encoder is knowing your audience. Failure to understand and respect who it includes will likely result in your message "falling flat," and being misunderstood, dismissed or even ignored.

3. Channel

There are countless different channels that you can use to send your message.

Verbal communications channels include face-to-face meetings, telephone and videoconferencing. While written communications include letters, reports, emails, instant messaging (IM), and social media posts. You might also want to include videos, photos, illustrations, or charts and graphs in your message to emphasize your main points.

Different channels have different strengths and weaknesses. For example, it's not particularly effective to give a long list of directions verbally, and you'll be better off delivering sensitive feedback in person, rather than via email.

So, choose the channel that you use carefully. Our article, Tune Your Communication, can help you to do this.

4. Decoding

Successfully decoding a message is as much a skill as encoding it is. To accurately decode a message, you need to take the time to read through it carefully, or to listen actively to it.

Confusion will most likely occur at this stage of the Communications Process, though that doesn't mean it will always be the decoders fault. He might lack sufficient background knowledge to understand the message, or he might not understand the specific jargon or technical language that you are using. It's therefore essential that you tackle issues like these at the encoding stage.

5. Receiver

No doubt, you'll want your audience members to react in a certain way or take a specific action in response to your message. Remember, though, that each person is different, and will interpret it subjectively.

Every receiver who enters into the Communication Process brings with them their own ideas and feelings that influence their understanding of your message, and their response to it.

That means it's your job, as the sender, to take these ideas and feelings into consideration when drawing up your message. To do this effectively, brush up on your emotional intelligence and empathy skills.

6. Feedback

Your audience will likely give you feedback as soon as it's seen or heard your message. This might include verbal or nonverbal reactions. Pay close attention to these, as they will reveal whether your audience truly understood your message.

If you find that there has been a misunderstanding, try to adapt the message. For instance, if you're talking about a complex subject, find a simpler way to communicate it. Could you break it down into steps, or remove technical jargon? This will make it easier for everyone in your audience to grasp the subject matter, no matter their background knowledge.

7. Context

The "context" is the situation in which you deliver your message. This may include the current political and social environment, or the broader culture (for instance, the corporate culture or the national culture.)

For further tips on how to organize and present your messages clearly and accurately, see our article, The Communication Cycle.

How to Remove Barriers From the Communication Process

Barriers to communication can pop up at any stage of the process. So, to deliver your messages effectively, you must break these down.

Let's begin with the message itself. If your message is too lengthy, disorganized, or is full of jargon or errors, it'll likely be misunderstood and misinterpreted – it might even make your recipient confused or angry! Using poor verbal or body language can also muddle the message that you're trying to send.

Contextual barriers tend to stem from offering too much information, too fast. So, remember that often "less is more." Be mindful of the demands on other people's time, especially given today's ultra-busy society.

Finally, put your message into context. Make sure that you know your audience's culture. This will help you to converse with and to deliver your message to people that have different backgrounds and cultures than you.

The ability to communicate clearly and effectively has become an increasingly sought-after skill in the workplace. Despite this, it's one that many people struggle with.

You can become a more capable communicator by gaining a better understanding of the Communications Process – that is the process we go through each time that we communicate with someone. It includes seven stages:

1. Source.
2. Encoding.
3. Channel.
4. Decoding.
5. Receiver.
6. Feedback.
7. Context.