Delivering Messages

Before you send a message, ask yourself how much you understand about it

The components of the communication process are the sender, the receiver, the message, and the channel. First, the message is encoded into a format that will get the idea across. Then it is transmitted through the most appropriate channel. This is chosen on the basis of efficiency and effectiveness, as well as practical factors, such as the need to produce a stable record of the communication; whether the information needs to be kept confidential; speed and cost; and the complexity of the communication.

Channels can be oral (speeches, meetings, phone calls, presentations, or informal discussions); written (letters, memoranda, reports, or manuals); electronic (emails, text messages, podcasts, video conferences, websites, or web casts); or non-verbal (touch, facial expression, or intonation). Finally, the message must be successfully decoded by the receiver. Many factors may intrude, preventing the receiver from correctly understanding what they are told. These range from semantics or different word interpretations to different frames of reference, cultural attitudes, and mistrust.

Before you send a message, ask yourself how much you understand about it, and what is the level of the recipient’s understanding? Will the recipient understand the language and jargon you use, and do they have technology that is compatible with yours?

ACTION POINT: Understand and use the components of the communication process.