Part 56: Communication Models
(Project Communications Management: Plan Communications Management)

  • In planning, we develop a model for our communication methods.  If we have a problem with our communications, we can go back to the model and see what went wrong
  • The MEDIUM is the type of technology used to send the message, and includes the mode of communication
  • NOISE is an interference or barrier that could compromise message delivery.  Noise can happen when information is transmitted through multiple parties
  • A basic sender/receiver communication model
  • We have two parties: The Sender and The Receiver
    • We more concerned with making sure that the message is received than delivered
    • We can break down the steps in a communication.  Consider an example where we are writing an e-mail about a project.
    • The Steps in a Communication Model
      • Encode
        • Thoughts or ideas are encoded into language by the sender
        • In this step, we would be writing the e-mail
      • Transmit Message
        • The sender sends information using the medium
        • The transmission is affected by noise, such as distance, technology, and infrastructure
        • In this step, we press send, and our internet service provider sends the e-mail.  The noise that would really affect the message is if it were forwarded through multiple parties who edited the message.
      • Decode
        • The receiver translates the message into thoughts or ideas
        • This means that our recipient received the e-mail and read it.  If the recipient does not understand the language that we wrote the e-mail in, they may have to translate the e-mail.  Translations also add noise.

  • An Interactive Communication Model
    • We have two parties: The Sender and The Receiver
    • We are concerned with making sure that the message is understood
    • The message is subject to noise that could interfere with the recipients understanding of the message
    • Like the previous model, we have the Encode, Transmit, and Decode processes.  We also have the Acknowledge and Feedback processes
      • Acknowledge
        • The receiver acknowledges receipt of the message
        • The receiver may not understand the contents of the message, despite acknowledging its receipt
        • The receiver may or may not reply to our e-mail.  The e-mail might be confusing or in a different language.  The Acknowledgement does not tell us whether our e-mail was understood, just that it was received.
      • Feedback/Response
        • The receiver encodes thoughts and ideas and transmits his own reply to the sender
        • The communication is considered successful when the sender receives a reply that, in the sender’s opinion, matches the original message
        • Remember that there are multiple scenarios
          • Recipient does not reply
          • Recipient replies, but has misunderstood the message
          • Recipient replies, and understood the message
        • This is when the receiver replies to our e-mail and provides a meaningful reply.  The receiver may have misunderstood our e-mail.  Again the receiver may or may not respond to our e-mail.
  • The sender is responsible for
    • Transmission of a message
    • Ensuring that the message is clear and complete
    • Ensuring that the receiver understands the message
  • The receiver is responsible for
    • Ensuring that it receives the entire message
    • Interpreting the message correctly
    • Acknowledging and responding to the message
  • Cultural differences can affect understanding and communication styles
  • The sender’s and recipient’s emotional state, background, knowledge, and culture can affect the understanding of the message