5 Steps to the Communication Process in the Workplace

by Erin Schreiner, Demand Media

Effective workplace communication is vital to company success. If management cannot communicate their wants with workers, and workers cannot communicate their needs back to management as well as amongst each other, the workforce will not be a cohesive team. To communicate effectively, understanding the steps in this information exchange process is vital.

Creation

The first step in communicating a message is creating the message. This requires that the individual sending the message decide what he wants to say, and selects a medium through which to communicate this information. If the medium he selects is a written one, he must compose a concise and clear message that others can understand. If the medium is oral, he must plan out a clear spoken message.

Transmission

After a message is created, it must be transmitted. This transmission may be as simple as meeting with the intended recipient of the message and orally sharing the message, or calling the individual to communicate orally over the phone. If the message is a print one, it could include distributing a paper memo or sending an email. Often, the number of individuals that the message must reach will influence the transmission, as individuals will be less likely to use face-to-face transmission if they must share the message with a large number of people.

Reception

After transmitting the message, the communication duties change hands and fall upon the receiver of the message. This individual must obtain the message either from the written format the sender selected or by listening carefully as the message is delivered orally.

Translation

Once receiving the message, the recipient must translate the message into terms that she can easily understand. To do this, she must listen to or read the message in question and paraphrase it within her head, turning the potentially complex contents of the message into more manageable and meaningful components.

Response

Communication is a two-way street and response is often necessary. Message recipients take the lead in concluding the communication process by crafting a response to the message. This response may be verbal and immediate, which would commonly be the case if the communication is face-to-face. It may also be a written response that either expands upon the message or simply indicates receipt of the message in question