Effective teamwork and communication are essential for the growth and success of an organization in this modern and dynamic business world. Organizations for not have cultures of effective teamwork and communication might go down. However, throughout this report, an understanding of the models of communication and the skills needed for communication, the poor communication, and the ways to get out of the poor communication will be demonstrated.
Models of communication
In an effective teamwork and communication system, there will have a sender and a receiver. They will exchange information through different channels like telephone, verbal, voicemail, e-mails, online, letters, media, and others possible. Generally, the sender sends messages and the receiver provides feedback. Now, apart from the understanding of different communication models have been demonstrated in the following-
The Shannon-Weaver Mathematical Model
This model was developed in 1949 by Shannon and Weaver. It is called the mother of all models of communication or a mathematical theory of communication. In detail the model is-
Generally, a sender is the source of information who selects desired information or message to send to the receiver.
A transmitter or an encoder converts messages of information source or sender into signals. We can understand the role of a transmitter from the example of the telephone.
There will have channels for transmitting messages to a specific receiver. The channels might be telephone, verbal, internet, and others relevant.
During transmission from the encoder to decoder or receiver a message might be distracted by sounds from different sources like horns, crowd noise, talking of others, etc.
The noise is received by a receiver in the other end which means in the destination end. The receiver decodes messages from signals for a better understanding of the person or entities in the destination.
In the destination, there will have a person or an entity or others who or which receive the decoded information. Thus, an entire communication system works and helps exchange messages.
Berlo Communication Model
This model of communication is also known as the S-M-C-R model of communication. However, David Berlo developed in 1960. The details of the model are as follows-
Source or sender
According to this model at first there will have a source or sender of message or information. Message from the sender or source can be influenced by the communication skills, attitude, knowledge, social systems, and culture of the sender. Now, the communication skills of the sender refer to speaking, presenting, reading, writing, and others. If the sender is good at these skills the communication becomes effective otherwise not. The attitude of a sender in case of dealing with an audience, receiver, and subject might change meaning and consequences as well as other aspects of messages or information. The knowledge of both sender and receiver helps make communication more effective. Social systems like values, beliefs, religions, circumstances and other aspects influence a communication system. And lastly, cultural differences can turn into one of the major problems in communication.
The message from the sender or source might be of different types like text, audio, video, and others. The message gets influenced by the factors like- content, elements, treatment, structure, and code. The content of the message refers to what is the message and what it is about etc. Elements are like gestures, signs, and others which have influences on the sent message. Structure refers to the ways through which a message is structured. And finally, code refers to the forms of messages like- texts, languages, videos, gestures, music, and others.
The channels transfer messages in such ways as if our five senses can catch them and make the communication effective. Apart from that, our five senses work as channels of communication such as hearing, seeing, touching, smelling, and tasting.
The transmitted, as well as a decoded message at the end, reaches a receiver. The decoded message can also be influenced by the communication skills of the receiver, his or her attitude, knowledge, social systems, and culture. Thus, the communication model of Berlo works.
Schramm Communication Model
In 1948 Schramm developed this model of communication. The elements or steps of Schramm’s model of communication have been demonstrated in the following-
In line with the communication model of Schramm, at first there will have a sender of the message. He or she will send a legible and understandable message to the receiver. Moreover, the message must be relevant, essential, and precise. There will have an encoder, interpreter, and decoder on the sender’s end.
The message might be a text, audio, video, or anything else.
There will have channels like the internet, letters, telephone, personal channels, and others for transmitting a message to the receiver.
Finally, there will have a receiver of the message or information sent by the sender. Similarly, on the receiver’s end, there will have an encoder, decoder, and interpreter for making communication effective. Thus and through these steps communication takes place as per this Help of Schramm.
Communication Skills and How this Help
There need communication skills to make communication effective. Some of such communication skills with the reference to the case study of Barry and communication barriers have been presented-
Both the sender and the receiver must be active listeners. Without active listening, the aim of the communication might not reach. In the case study of Barry, the employees are not active listeners.
Clarity and Completeness
There must have clarity in communication and the communication must be complete. Moreover, the sender and receiver must-have skills for communicating clearly and completely. Unclear and incomplete communication is not helpful for an organization. Such as- due to the hurries in training, language, background differences, and high turnover of employees the communication process in the case study of Barry was not clear and complete.
Concise and Concrete
The communication process should be concise and understandable to both receiver and sender. Further, the sender and receiver should communicate concisely and there have concrete signs of communication. A long session of communication sometimes might be the reason for the boringness of both.
Correct and Coherent
A communication process should be right and coherent. In the case study of Barry, we see that Barry failed to communicate correctly as though the communication was coherent.
Courteousness, empathy, and respect
The receiver and the sender in a communication process should be courteous towards each other. They should have respect for each other, should show respect to each other, be friendly to each other, and lastly, should understand the emotions of each other. In the case study of Barry, Barry failed to show these skills. Therefore, communication is ineffective in the restaurant of Barry.
Feedback and asking questions
Lastly, both sender and receiver should give appropriate feedback on each other’s communication methods, and other areas relevant. It will help make the communication effective by helping to identify the mistakes of both. Moreover, both of them can ask questions about the points they cannot understand or have problems with. In the case study of Barry feedback and asking questions are not present. Both the sender and the receiver must have these communication skills to make communication effective.
Poor Communication and The Ways of Improvement
When there are misunderstandings in the communication process or if there are problems between. Poor communication found in the case study of Barry which means in the restaurant of Barry between Barry and his staff. The staffs of Barry fail to understand what said Barry, they don’t go with the rules and regulations of the restaurant, and they even don’t abide by the directions of Barry. Now, the poor communication between Barry and his staff can improve in the following ways-
Keeping communication simple
The communication process should be simple. Like the communication method of Schramm, there should have simple, clear, concise, concrete, and understandable ways of communication.
Establishing standards of communication
Specific standards regarding communication, as well as clear norms and expectations, should be there in Barry’s restaurant for his staff to get out of the poor communication. Such as standards regarding how to talk with colleagues, what languages will use and whatnot, the possible behaviors, etc. In every theory demonstrated in the above-discussed standards of communication.
Communication measurement methods or processes
Barry should have communication measurement strategies, methods, and or processes for measuring standard or quality of communication whether the communication process is going in line with the standards set or not. Such ads employee surveys and email open rates etc. Different processes of communication have mentioned in the above theories.
Consistent and constant
The communication of Barry and his staff should be consistent and constant. Interruptions in communication might make the situation worse further. The theories above suggest consistent and constant communication processes.
Both Barry and his staff should provide feedback willingly on problems in communication and other areas relevant for improving poor communication.
Technologies can leverage for making the communication of Barry and his staff effective. Technological aspects of communication focus on in the model of Shannon and Weaver.
Lastly, Barry should be strict in implementing the mentioned changes in his restaurant for getting out of poor communication.
Conclusion and recommendations
Effective teamwork and communication help an organization reach its goals and objectives effectively. Barry should go with the suggestions made as well as the ways and processes mentioned in the models to get out of the poor communication problem. Besides effective teamwork and communication, leadership also play vital role in an organization.
Prepared by: ATM Qutayba, Student, University of Dhaka