The Communication Cycle: Importance and Process

The communication cycle is a process that helps in developing the messages after refining it. It helps in remembering the important points so that it is not missed out. The process is cyclical in nature that helps in improving the process of communication in the future as well.

The communication cycle plays an important role in effective communication, as it helps the individual in sharpening their listening skills so that goals can be set. The managers and the leaders require strong skills related to communication so that the messages can be delivered across all levels (Broadbent 2013). The responsibilities of the employees have to be made in a clear way, which can be done through efficient communication process. The process consists of source where the message is created so that it can be conveyed. The second step is the encoding of the message where it has to be transmitted so that the receiver can understand the message. The third step includes the channel through which the message or the information has to be transferred. This plays an important part, as the medium that will be selected has to be proper so that the message does not get tampered. The fourth step includes the decoding of the message by the receiver so that it can be interpreted in a proper way. The receiver has to get the whole idea about the message so that proper feedback can be given back. This shows that it is a cyclical process where the sender again becomes the receiver (Fries 2015).

There are various types of communication where the important one is verbal communication in which the flow of information is through a verbal manner that is the sender of the information will communicate through speeches and words. In this communication pattern, the sender expresses their thoughts and feelings in the form of words. In this process, the individual has to have a better understanding of the words that are being conveyed (Ruesch 2017).

Another type of communication is non-verbal in nature where the process of communication is through gestures and body language. This type of communication takes place through gestures, hand movements and facial expressions. There is no exchange of words that are involved in this process.

The third type of communication happens through visual contacts where the receiver may get the message after watching a signboard or a banner. Vision has an important role in the process of visual communication, as it depends on the recipients on interpreting the messages that they see (McQuail and Windahl 2015).

Effective communication helps in motivating the employees by developing proper relationships between the employees and the various departments that are present within the company. The honest and clear communication will help in strengthening and encouraging the relationship with the employees so that the level of productivity can be increased. Another way of motivating the employees is through proper decision-making capabilities. The employees should play an active role so that their ideas and opinions can be taken in to consideration by the management for making the decisions in a better manner. This will help the employees in providing their views so that they can increase their level of productivity within the organization (Castells 2013).

Types of Communication: Verbal, Nonverbal, and Visual

The customers can be motivated by the organizations by maintaining an effective process of communication. The communication process needs to consist of phone conversations to the use of social media platforms. The mails or tge calls that are made by the customers have to be replied in a prompt manner by the organization so that their queries can be solved regarding any doubt on the products or the services that are offered by the organization. The website that is designed by the organization needs to contain all the information so that it helps the customers in understanding the different products and the services that the company deals with (Adler, Rodman and DuPre 2016).

The effectiveness of the process of various types of communication is that it varies from in different contexts. The effectiveness of the process of communication can be classified in to three aspects where the first aspect is the ‘ease of comprehension’ where the receivers have to understand the message that is being sent to them. The second factor is the style of language through which the message is sent so that it can help in demonstrating the creativity of the sender. The third aspect is the instrumental goal that would help the individual in measuring their proficiency in linguistics. The verbal communication is effective in an organization where the information has to be passed through top to down and vice versa. This helps in passing of the information in a systematic manner. The effectiveness of non-verbal communication is that it will help the employees in passing the confidential information through eye contacts and gestures (Shockley-Zalabak 2014).

Written communication plays an important role in delivering the messages in a clear manner to the employees of an organization. The messages that needs to be sent needs to have significance, which consists of documents or manuals that has to be written for the benefit of the individuals. The documents help in ensuring that there is clarity of messages among the employees so that misunderstanding can be avoided. The written process of communication also helps in identification of the projects that are allotted to the employees. The documents may contain useful information that will help the employees in continuing with their tasks (Bovee, Thill and Rainna 2016).

The written communication also helps in analyzing the reports and the surveys that are conducted within the organization. The strategies and the recommendations have to be provided by the senior management so that it can help in passing the information to all the departments that is necessary. The written communication is also highly used in the advertising of the business. This helps in communicating with the customers in a better way, as they will get to know about the products and the services. It also helps in attracting the customers to purchase the products so that it can increase the sales of the company (Mone and London 2014).          

There are various sources that need to be taken in to consideration for an effective written communication. The first source consists of internet where mostly all the information are available regarding the message that needs to be delivered through written communication. Books are also considered to be important sources of information, which can be used as an useful tool in writing down the process of information. The books serve as primary sources, as it is through these that the concept is taken and put in the internet (Cummings and Worley 2014). Videos also serve as an important source of information, as it is a non-verbal way of communicating the information that is required for the process of written communication. The written communication have to consider these sources so that the sender of the information can gain some insights regarding what to mention so that the information can be effective when it reaches to the receiver. This will help the sender in communicating with a proper way with the receiver of the information, as they will be able to understand the message that is conveyed to them (Zuckerman, DePaulo and Rosenthal 2014).

Motivating Employees and Customers through Effective Communication

Written communication has to depend on certain tones so that the receiver can understand the meaning that the sender wants to convey through the message. The communication has to be in a courteous style where the author has to establish a interpersonal connection with the reader so that it can help in maintaining goodwill. The language in the message has to be respectful so that the reader can understand what the author wants to communicate to them.

The emphasis has to be appropriate in the message that the author want to convey to the reader. This will help in making the emphasized sentences shorter in manner so that it can be clearly understood by the reader (Simpson and Erickson 2015). The author needs to use capital letters or highlight the words so that the reader can understand it easily. Another tone that the writer needs to follow is to avoid discrimination where the writer has to express equality and respect everyone. The message that is conveyed should not contain any biasness factors, which may cause a problem for the reader.

The author also has to understand the perspective of the reader so that they can expect a positive response from the reader after the message is conveyed. This will help the reader in communicating with the author in a better way after the message has been delivered to them (Jones and LeBaron 2013).

Effective verbal communication can be done in a professional and respectful manner so that it can help in handling the situation in a better way. There are many type of audiences that has to be handled in a professional manner so that it can satisfy their needs as well. The narrator has to conduct one-on-one meeting with those audience who tend to be silent during a group meeting, which may not result in effective result. The single meeting with these audiences will help the audience in giving proper feedback and communication in an easy manner (Bugoon, Guerrero and Floyd 2016).

Some audiences may be introvert in nature, which makes it difficult for them to speak in front of everyone. The narrator has to perform small talks so that they can make these audiences feel comfortable while talking. The extrovert audiences need to be communicated with in groups so that they can share the concerns that are present within the organization with the upper management on behalf of the other staffs. This will help in solving the issues that may be related to other people.

The narrator has to speak in first person with the audience so that it can help them in associating themselves with the communication process. This will act as a mediator between the parties so that it can help in forming strong bonds and renew the energy of the subordinates (Siegman 2014).

 The benefits of active listening is that it helps in building up of relationships, as they try to understand the emotions that are present behind the message that helps in creating mutual understanding and trust. The active listening by the subordinates also helps in increasing the level of productivity, as they can identify the information that is being conveyed through the message. This will help in understanding the processes so that the productivity in the organization can be increased. The listener can ask questions regarding the topic, which will help them in understanding the process so that they can increase their output level (Mandal 2014).

Effectiveness of Different Communication Processes

Active listening also help in overcoming disagreements, as the listener can frame up their queries according to the message, which is being conveyed by the narrator. It will help in giving rise to a debate in a positive manner by challenging the logic that is being put forward by the listener. This will help in eliminating the misunderstandings that might later crop up in the minds of the audiences. It also helps the speaker in defending themselves with the logic that is being put by them, as more questions will help in analyzing the information (Beattie and Ellis 2017).

Verbal communication can face many barriers such as grapevine, which may hamper the message that the sender wants to convey to the receiver. To overcome these barriers it is important for the sender to use simple languages so that the emphasis can be present. It is important for the sender to avoid unambiguous words, which may lead to jargons in the communication process. Noise is another barrier that needs to be reduced by indentifying its source and eliminating it on a priority basis. The process of feedback has to be encouraged so that it can be done in a constructive manner. The use of constructive process of feedback will help in communicating in a better way between the sender and the receiver (Akmajian et al. 2017).

The use of proper media has to be encouraged in verbal communication so that it can help the sender in conveying the message properly such as direct interactions. To stop the grapevine process in the organization, it is important for the sender to directly communicate with the person to whom the message is directed. This will help in keeping a check on the variations that can take place over the message (Legutke, Thomas and Candlin 2014).

Body language is an important part in the business environment where it helps the management in understanding what the subordinates want to convey. The first impression can be created in a better way by maintaining an upright posture with eye contact. This will help the managers to understand that the employees are confident in carrying out the duties and responsibilities that will be assigned to them. The tone of the voice along with the speech has to be clear and moderate so that it can show the humility that the employees have towards the organization. While being in a defensive position, the employees need to maintain the expressions of the face in a minimalistic manner and keep a little eye contact so that they can show that they are in a difficult position within the organization. these signs have to be picked by the managers so that they can understand the condition of the employees and can help them in becoming at ease with the system (Bolinger 2014).

When the employees are disengaged from their work they will keep their heads down and may be fiddling with objects that are near them to be occupied with something. This shows that they are not interested in the process of work that has been delegated to them within the business environment (Beach 2014).

Rapport helps in the formation of harmonious relationships between the employees so that they can enjoy their work in a collaborated manner. To build up rapport between colleagues, it is important to check ones appearance, as properly dressed is one of the attributes that will help in attracting others. The colleagues have to be relaxed and communicate with smiles with their counterparts so that it can help in developing new relationships within the organization. One needs to identify the common grounds based on which a conversation can be picked up so that it can help in relaxing and opening up their ideas with each other (Karannges et al. 2015).

It is important for the organizations to maintain rapport with their customers so that loyalty and trust can be built amongst them. For building good rapport with the customers, the organization has to get their names so that they can treat the customers in a better manner. It is a must to speak with smile so that the customers do not feel that they are being ignored. The organization also needs to see from the viewpoint of the customers so that they can associate the problems or the feedbacks in a proper manner that will help in the success of the organization (Bolinger 2014).

Feedbacks are important, which helps the organization in assessing the changes and the policies that are implemented within the organization. It helps the organization in understanding the effective ways through which the level of productivity can be increased. The feedbacks from the employees can be attained by dividing them in to groups and arranging meetings with them. This will help in taking one-to-one sessions with the employees so that the process of feedback can be effective in nature. This will help the organization in understanding the problems that are faced by them within the organization (Carroll 2015).

The feedback from the customers can be collected by organizing a survey where the customers can participate. The customers can fill up the questionnaire boxes that are provided by the organization so that it can help the company in developing the products and the services in a better way. The questions have to be framed in a positive manner so that the customers can give their opinion in a constructive manner, which will help in improving the services by the organization. Another process of collecting feedbacks is to reach the loyal customers directly through a random sampling process so that they can provide proper feedback. The loyal customers are in a better position to provide feedback since they use most of the products that are offered by the organization (Coombs 2014).  

The purpose of receiving feedback helps in developing the skills of the employees with respect to communication. It helps them in identifying the best ways that are available that can be used in the process of communication. It is a helpful process, as it makes the employees improve their communication skills by reducing their nervousness when they are speaking with others. The process of feedback will help in improving the performance of the employees with respect to their level of productivity. This will help in increasing the profit margin for the company (Bradley and Campbell 2016).

The process of feedback also helps in understanding the quality of product and the services that are being provided by the organization. The feedback that will be collected from the customers will help in processing the products and delivered once again in the market so that the customers can again review the products. The other purpose that feedback serves is that it helps the employees to develop themselves so that it can lead to increase in their level of productivity. This will help the employees in understanding their strengths and weakness and evaluating it accordingly so that it can help them in working in an efficient manner (Beach 2014).          

Communication is mainly divided in to two parts that is formal and informal. Formal communication takes place mainly in an organization in the process of written communication where as informal communication takes place through verbal and non-verbal ways. The outcome of the process of communication is that it helps in transferring of important messages to the subordinates or equivalent level of people in the organization so that the work within the company can be performed in an organized manner (Mandal 2014).

The communication process involves many types of audiences such as in an organization it consists of employees and the managers along with customers with whom proper communication has to be maintained so that the products or the services can be provided to them. Technical communication is mainly used within an organization where the sender wants to communicate with the receiver in a written form through mail, as it involves the use of technology. Non-technical communication mainly happens between friends and relatives where most of the information is passed through word-of-mouth and is basically informal in nature (Siegman 2014).

The two main types of communication are verbal and non-verbal in nature. The verbal pattern of communication is further divided in to oral and written communication. In the scenario of an organization, the oral process of communication takes place between the managers and the employees, where the latter tries to explain the process of work to the employees so that it can be done in an efficient manner. The written communication in the scenario of an organization takes place between the senior management and the employees where if some changes are bought within the companies, it has to be notified via mail and handouts. This will act as a proof if the process turns out to be negative within the system (Akmajian et al. 2017).

The non-verbal type of communication takes place between the friends and families where mostly it can be seen that the messages and the information are conveyed through body languages and gestures. It is important to have an understanding between the sender and the receiver so that they can understand the meaning of the messages (Karanges et al. 2015).

A communication strategy is a planning that is done so that it can help the audience of the brand to be engaged in to the product that is offered by the organization so that it can help in increasing the effectiveness of the company. One of the common methods through which the organization tries to raise awareness amongst its customers is by telemarketing where the company randomly selects the customers and calls them so that products can be described to them (Coombs 2014).

The company indirectly tries to communicate with the customers by advertising the product with the help of billboards and banners. This helps the customers in gaining first-hand information regarding the products and the services that will be offered to them. The extensive use of newspapers is also done by the organization so that they can communicate with the customers who read the newspapers. These strategies help the company in clearly communicating with the customers regarding the products and the services that they want to provide to them so that the profit of the companies can increase (Carroll 2015).      

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