Business Communication Cycle

Communication Cycle
Communication is an essential part of all our lives. The range of methods we can use to communicate with each other is growing all the time. We can communicate using everything from a note stuck on the fridge door to video-conferencing.
But no matter which medium we choose, the communication cycle remains the same. If we are unsure of what we wish to communicate, or when we send the information poorly, we run the risk of not being understood by other people.
Stages For Effective Communication:
1. Impulse to Communicate - The sender has an idea that he or she wants to speak about. This stage is aimed for the sender to think about what it is that he needs to communicate about and to whom.

2. Encoding – Encoding is the process when we begin to choose words and images to express our thoughts. The point in this stage is to deliver the message with clear information which can be transmitted into a form where both the sender and the receiver can understand. 3. Channel/Relay – Channels are the way you convey your message. These channels include oral, visual and written means. Visual communication consists of using gestures, charts, pictures or graphics, written communication is verbally using letters, memos, notes, reports or email, and oral communication is done by mouth such as using telephone or television.

4. Decoding – Decoding is done by the receiver where the receiver must understand the meaning of the words used by the sender. The receiver must interpret the message as a whole. Communication can go downhill at this stage if the receiver is not practicing active listening skills or if they do not possess enough information to accurately decode the message.

5. Understanding - Understanding of the message and getting the real meaning of the information sent.

6. Feedback – As you are communicating your message your audience will provide you with non-verbal and verbal reactions. Feedback is the reaction of the receiver which indicates to the sender that the message has or has not been successfully received, understood and interpreted. Feedback may be positive or negative.
Listening
Attentive Listening (we just go along and listen)
In attentive listening you pay obvious attention to the other person so they can see that you are interested in what they have to say.
-Be prepared.
-Avoid distractions.
-Be open minded.
-Taken notes on main points.
-Concentrate on Content.
Empathetic listening (people speaking in their own interest)
We go beyond sympathy to seek a truer understand how others are feeling. This requires excellent discrimination and close attention to the nuances of emotional signals. When we are being truly empathetic, we actually feel what they are feeling.
-listen for points of view of speaker
-understand with feelings and emotion
-look for non-verbal clues
Criticize Listening (people speaking in their own agenda)
-be aware of speakers bias and purpose
-challenge problematic points
-accept good points
-be non-judgemental but not naive.
Listening with pleasure
-Be positive
-Listening can provide information to help and interest you.

5 positives of Listening:-
1. Receive information orally
2. Understanding
3. Knowledge
4. Encouraging others or being supportive
5. Builds relationship in a business and non-business scenes
6. Helps emotionally
Barriers to Communication
Physical problems (Noise) e.g. : traffic, aeroplane
Technical problems e.g. : broken printer
Social problems e.g. : generation gap
• Personal differences e.g. : religion
• language and body language
Psychological problems e.g. : Relationship breakups
Distortion
-sender, wrong message sent.
-receiver, wrong message received.
Other communication problems include:-
• Overload
• Lack of credibility. (source is not reliable)
• Inaccuracy or incompleteness (omission)
Overcoming Barriers for Communication
1. Planning (purpose, audience, appropriate channels)
2. Seeking feedback
3. Rapport (relation in harmony) and Trust
4. Efficient (open) communication channels to encourage flows
5. Interpersonal skills (Training)

Planning Effective Communication
A business communication plan establishes the messages your business wants to communicate, the audience to whom the messages are directed, and the methods your business will use to communicate the messages to the audience. A business communication plan makes clear how tactical communication activities such as advertising and public relations campaigns support your business' strategic goals. You can follow a standard PASS framework to plan effective communication.

The PASS framework consists of :
1. Purpose
2. Audience
3. Structure
4. Style
Purpose
The purpose should be based upon your organization's needs.
A communication plan acts as a measure to ensure that everyone has the right information in a timely manner. The plan describes who produces each type of communication and how frequently it gets updated or distributed.
Audience
The communication plan specifies the types of messages and who should receive them. Clear identification of the audience makes writing the communication much easier. For example, newsletters directed at staff members should contain details about upcoming events, provide appreciation for outstanding performance and seek input on mission statements and other organizational discussion points.
An effective communications strategy always identifies the different groups of people with whom you will need to communicate. They may all need to be dealt with and approached differently.

Structure
Develop key messages. Now that you know who are the people you are trying to reach, you must craft clear messages designed to reach your target audience and achieve your objectives.

Style
Based on the purpose of your message, decide on a proper format for your message. Determine which communication tools will be used to convey your message. Brochures, newsletters, signs and direct mail can all be effective means for reaching your target audience. Word of mouth is a very powerful tool.