How to Communicate Successfully
There are eight steps in the communication process flow between the boss and the subordinate. These steps follow one another in succession and at any point there could be a break down. When that occurs, the communication process stops.
By the way, this communication process is true for business and personal life. That is, you can substitute manager/subordinate with “friend”, “wife”, “boyfriend”, or “child”.
Step 1. Perception by the manager. Communication starts when the manager perceives that something must be told to the subordinate.
Step 2. Encoding by the manager. Our manager takes his perception and converts it to symbols, language, pictures, or actions. People communicate through the following senses – auditory, visual, and touch/feel. The encoding has to be correct.
Step 3. Transmission to the subordinate. The encoded message needs to get to the subordinate. This can be done via written or oral communication. Otherwise communication did not occur.
Step 4. Receipt by the subordinate. If the subordinate did not receive the message….communication stopped. For example, if the message was emailed to the subordinate, but the subordinate was no where near the computer. You guessed it. Nothing happened.
Step 5. Decoding by the subordinate. If the subordinate was unable to decode the message, communication stopped.
For example, if the communication was above the subordinate’s understanding, there was no way he could decode the message.*
Step 6. Perception by the subordinate. Now the subordinate has to perceive what the manager tried to convey. If this doesn’t happen, the communication process stopped.
Step 7. The subordinate develops an action plan. Based on the message and the interpretation. The subordinate is expected to do something.
Step 8. The subordinate takes action. Hopefully it is the right one, which was the goal of the communication.
Everything starts again, when the subordinate reports to the manager.
As you can see, the communication flow is filled with mines that could torpedo communication. Opportunity for failure is everywhere.
A way to improve it? Constant feedback. You may find it tedious, but it is safe and logical.
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Here are more pages about business communication:
Go to the Communication Guideline Page