Effective business messages have a common basic characteristics
Communication Process Model:
Phase-1
A person has an idea or thought which he wants to communicate to the other person. Now the sender sends the message with a carefully selected medium and channel. The sender encodes the idea (i.e) Written or spoken word , facial expression , gesture. The message length,tone, and style all depends on your audience and your personal style or mood. The sender transmits the message to the receiver in a form of channel (i.e) Telephone , letter , memo , email , report , face to face exchange.
Phase-2
The message will now enter in to the sensory world of the receiver. Sensory world we mean all the noise that surrounds a person that the senses sight, hearing, smell, taste, touch can detect.
Phase-3
From this sensory world the receiver picks up the messages through his senses. But receiver senses cannot detect all that exists in the world around him. Just how much they can detect depends on a number of factors. One is the ability of his senses. As you know not all eyes see equally well and not all ears hear equally well. And so it is with the other senses. Another factor is receiver mental alertness. There are times when he is keenly alert to all that his senses can detect, and there are times when he is dull – in a stupor, a daydream, or the like. Then there are the distractions “NOISES” that occur around receiver at the moment. They can weaken, perhaps even eliminate, the stimuli sent. Furthermore, receiver cultural background has sensitized him more to some stimuli than to others. Yet another limiting factor is the receiver will. In varying degrees, the mind is able to tune in or tune out events in the sensory world. In a noisy room full of people for example, the conversation of a single person can be selected and the other voices ignored.
Phase-4
When receiver senses pick up sender message, they relay it to his brain-that is, as much or as little of the message as they detect. But the sender message may not be all that receiver senses pick up. In addition to sender message, his sensory world may contain outside sounds, movements of objects, facial expression, and the like. In fact, this senses are continually picking up messages from the world around him. Sender message is just the primary one at the moment. The others are there, and they might interfere with sender’s message.
Phase-5
When sender message gets to receiver brain, it goes through a sort of filtering or decoding process. Through that process the receiver brain gives meaning to sender message. In other words, the message is filtered through the contents of receiver mind. Those contents are made up of all receiver knows. It includes all the cultural influences of his family , his organization memberships, his social group, and such. In fact, it includes all receiver has learned, experienced and thought throughout his life. Obviously , no two people have precisely identical filters, for no two people have minds with precisely the same contents. Because people’ filters differ, the meanings they give to comparable message may differ. Thus, the meaning receiver gives sender message may not be precisely the same as the one that someone else would give it. And it may not be meaning sender intended.
Phase-6
After his mind has given meaning to sender message, receiver may react to the message. If the meaning he received is sufficiently strong, he may react by communicating some form of response called feedback. This response may be through words, gestures, physical actions or some other means.
Phase-7
When receiver elects to communicate a response, through his mind he determines the general meaning encoding that the response will take. This process involves the most complex workings of the mind, and we know little about it. There is evidence, however, that ability, here and throughout this stage, is related to one’s intelligence and the extent that one permits the mind to react. Receiver ability to evaluate filtered information and formulate meaning also is related to his stage, is related to one’s intelligence and the extent that one permits the mind to react. Receiver ability to evaluate filtered information and formulate meaning also is related to his ability with language. Ability with language equips one with a variety of symbols, words and other ways of expressing meaning. And the greater the number of symbols one possesses, the better one can be at selecting and using them. Receiver ends this stage of the communication process by forming a message. That is, he converts meaning in to symbols decodes mainly in to words, and then he sends these symbols to sender. He may send them in a number of ways: as spoken words, written words, gestures, movements, facial expression, diagrams on paper etc.
Phase-8
When receiver sends his message to sender, one cycle of the communication process ends. Now a second cycle begins. Now the sender becomes the receiver and receiver becomes the sender. The message enters receiver sensory world. Her senses pick it up and send it through her nervous system to her brain. There her unique mental filter influences the meaning he gives to sender message. This filtered meaning also may bring about a response. If it does, receiver, through her mind, selects the symbols for his response. Then he sends them to sender, and another cycle of communication begins. The process may continue, cycle after cycle, as long as both sender and receiver want to communicate.
Although our description of the communication process illustrates face to face, oral communication, it also fits written communication. But there are some differences. Perhaps the most significant difference is that written communication is more likely to involve creative effort. It is more likely to be thought out, and it may even begin in the mind rather than as a reaction to a message received. A second differences is the time between cycles. In face to face communication, cycles occur fast, often in rapid succession. In written communication, some delay occurs. How long the delay will be varies. While instant and text messaging may be read within a few seconds of sending, fax or email messages may be read within few minutes after they are transmitted, letters in a few days, reports perhaps in days, weeks, or months. Because they provide a record, written messages may communicate over extremely long time periods. A third difference is that written communication usually involves a limited number of cycles and oral communication usually involves many. In fact, some written communication is one cycle communication. That is a message is sent and received, but none is returned.
- Provide practical information: Business messages usually describe how to do something , explain why a procedure was changed , highlight the cause of a problem or a possible solution , discuss the status of a project , or explain why a new piece of equipment should be purchased.
- Give facts rather than impression: Business messages use concrete language and specific details. Information must be clear , convincing , accurate and ethical. You must present hard evidence ( not just opinion ) and present all sides of an argument before you commit to a conclusion.
- Clarify and condense information: Business messages frequently use tables , charts , photos , or diagrams to clarify or condense information , to explain a process , or to emphasize important information.
- State precise responsibilities: Business messages are directed to a specific audience. Therefore , you must clearly state what is expected of , or what you can do for, that particular audience.
- Persuade others and offer recommendations: Business messages frequently persuade employers , customers , or clients to purchase a product or service or adopt a plan of action. To be effective , persuasive messages must show readers just how a product , service or idea will benefit them specifically.
Communication Process Model:
Phase-1
A person has an idea or thought which he wants to communicate to the other person. Now the sender sends the message with a carefully selected medium and channel. The sender encodes the idea (i.e) Written or spoken word , facial expression , gesture. The message length,tone, and style all depends on your audience and your personal style or mood. The sender transmits the message to the receiver in a form of channel (i.e) Telephone , letter , memo , email , report , face to face exchange.
Phase-2
The message will now enter in to the sensory world of the receiver. Sensory world we mean all the noise that surrounds a person that the senses sight, hearing, smell, taste, touch can detect.
Phase-3
From this sensory world the receiver picks up the messages through his senses. But receiver senses cannot detect all that exists in the world around him. Just how much they can detect depends on a number of factors. One is the ability of his senses. As you know not all eyes see equally well and not all ears hear equally well. And so it is with the other senses. Another factor is receiver mental alertness. There are times when he is keenly alert to all that his senses can detect, and there are times when he is dull – in a stupor, a daydream, or the like. Then there are the distractions “NOISES” that occur around receiver at the moment. They can weaken, perhaps even eliminate, the stimuli sent. Furthermore, receiver cultural background has sensitized him more to some stimuli than to others. Yet another limiting factor is the receiver will. In varying degrees, the mind is able to tune in or tune out events in the sensory world. In a noisy room full of people for example, the conversation of a single person can be selected and the other voices ignored.
Phase-4
When receiver senses pick up sender message, they relay it to his brain-that is, as much or as little of the message as they detect. But the sender message may not be all that receiver senses pick up. In addition to sender message, his sensory world may contain outside sounds, movements of objects, facial expression, and the like. In fact, this senses are continually picking up messages from the world around him. Sender message is just the primary one at the moment. The others are there, and they might interfere with sender’s message.
Phase-5
When sender message gets to receiver brain, it goes through a sort of filtering or decoding process. Through that process the receiver brain gives meaning to sender message. In other words, the message is filtered through the contents of receiver mind. Those contents are made up of all receiver knows. It includes all the cultural influences of his family , his organization memberships, his social group, and such. In fact, it includes all receiver has learned, experienced and thought throughout his life. Obviously , no two people have precisely identical filters, for no two people have minds with precisely the same contents. Because people’ filters differ, the meanings they give to comparable message may differ. Thus, the meaning receiver gives sender message may not be precisely the same as the one that someone else would give it. And it may not be meaning sender intended.
Phase-6
After his mind has given meaning to sender message, receiver may react to the message. If the meaning he received is sufficiently strong, he may react by communicating some form of response called feedback. This response may be through words, gestures, physical actions or some other means.
Phase-7
When receiver elects to communicate a response, through his mind he determines the general meaning encoding that the response will take. This process involves the most complex workings of the mind, and we know little about it. There is evidence, however, that ability, here and throughout this stage, is related to one’s intelligence and the extent that one permits the mind to react. Receiver ability to evaluate filtered information and formulate meaning also is related to his stage, is related to one’s intelligence and the extent that one permits the mind to react. Receiver ability to evaluate filtered information and formulate meaning also is related to his ability with language. Ability with language equips one with a variety of symbols, words and other ways of expressing meaning. And the greater the number of symbols one possesses, the better one can be at selecting and using them. Receiver ends this stage of the communication process by forming a message. That is, he converts meaning in to symbols decodes mainly in to words, and then he sends these symbols to sender. He may send them in a number of ways: as spoken words, written words, gestures, movements, facial expression, diagrams on paper etc.
Phase-8
When receiver sends his message to sender, one cycle of the communication process ends. Now a second cycle begins. Now the sender becomes the receiver and receiver becomes the sender. The message enters receiver sensory world. Her senses pick it up and send it through her nervous system to her brain. There her unique mental filter influences the meaning he gives to sender message. This filtered meaning also may bring about a response. If it does, receiver, through her mind, selects the symbols for his response. Then he sends them to sender, and another cycle of communication begins. The process may continue, cycle after cycle, as long as both sender and receiver want to communicate.
Although our description of the communication process illustrates face to face, oral communication, it also fits written communication. But there are some differences. Perhaps the most significant difference is that written communication is more likely to involve creative effort. It is more likely to be thought out, and it may even begin in the mind rather than as a reaction to a message received. A second differences is the time between cycles. In face to face communication, cycles occur fast, often in rapid succession. In written communication, some delay occurs. How long the delay will be varies. While instant and text messaging may be read within a few seconds of sending, fax or email messages may be read within few minutes after they are transmitted, letters in a few days, reports perhaps in days, weeks, or months. Because they provide a record, written messages may communicate over extremely long time periods. A third difference is that written communication usually involves a limited number of cycles and oral communication usually involves many. In fact, some written communication is one cycle communication. That is a message is sent and received, but none is returned.
No comments:
Post a Comment