Communication Models

 Project management requires effective communication to make sure that all the individuals involved in the project are in sync, aware, and working in the same direction. To enable this, some communication models can assist in structuring and streamlining the interaction between team members, stakeholders, and project leaders. Some of the major communication models applied in the management of projects are as follows:

                                                                            

1)Shannon-Weaver Communication Model.

It is among the simplest and the most fundamental communication models. It was initially developed to explain the flow of information in technical and telecommunication systems but it can be used in human communication as well.

Components:

Receiver: The person who receives the message.

Message: This is the content or information that is communicated.

Encoder: The act of encoding the message (i.e. making it transferable in some form such as language, symbols, or data).

Channel: What the message is being delivered through (e.g. email, phone, face-to-face).

Receiver: This is the individual who gets the message.

Decoder: The interpretation of the message.

Noise: anything that changes the message or disrupts it (distractions, malfunctions, misinterpretations).

When to Use:

This model can be applied to learn the fundamentals of communication flow, the possible obstacles or noise, and the clarity of the messages that are being sent to the intended audience.

Pros:

Very straightforward and simple.

Emphasises the need to encode and decode messages in the right way to avoid miscommunication.

Cons:

Excessively naive; fails to consider any form of feedback or the dynamism of human communication.

Fails to take into account the situational, affective, and interpersonal factors that affect communication.

2)Transactional Model of Communication.

The Transactional Model allows focusing on the fact that communication is a dynamic process that is ongoing and both sides simultaneously are senders and receivers. It emphasizes the back and forth communication loop, and is therefore more appropriate in complex, continuous discussions in the project management context.

Components:

Sender/Receiver: Both the participants send and get messages at the same time.

Message: What is being said.

Noise: This is any kind of physical or psychological distractions that disrupt the process of communication.

Feedback: Reactions of the receiver that assist the sender to understand comprehend the message and make corrections.

Context: The context or situation where communication takes place and may involve the social, cultural and physical environment.

When to Use:

The model can be applied to explain and enhance real-time interactions in which feedback and context play an essential role (e.g. team meeting, brainstorming meeting, conflict resolution).

Pros:

Accepts communication as a two way process and the value of feedback.

Gives a more realistic picture of communication within dynamic environments such as projects.

Cons:

At times the simultaneous nature of the communication may complicate the issue of identifying particular problems or errors in the message flow.

It supposes that the two are equally involved and active in communication, which is not always a fact.

3)The Feedback Transactional Model.

It is the offshoot of the transactional model, which is concerned with both feedback loops and the unbroken flow of information. Under the model, communication is not linear, but rather a dynamic process of exchanging messages as the sender and the recipient continually vary their actions based on feedback received.

Components:

Sender: Sends out the message.

Receiver: Interprets the message and takes it in.

What is communicated.

Feedback: This is the response of the recipient of the message that causes the message sender to change the message.

Noise: This is anything that interferes with communication both externally and internally.

Context: The context, where the communication takes place that influences the manner of conveying and receiving messages.

When to Use:

The model can be applied in project contexts where people need to share ideas, make decisions, or come to some form of consensus on goals through teamwork and feedback.

Pros:

Values the reality that communication is a continuous process of adjustment and feedback, and not a one-way process.

Ideal in iterative projects and environments that must be in constant communication and address problems.

Cons:

Can be difficult to organize, especially with large groups of people or a distributed environment.

Provides feedback that is meaningful and which involves active participation and engagement between all team members.

4)The 7 C's of Communication

The 7 Cs model is a model of ensuring that communication is clear, concise, and effective. This becomes particularly critical in project management where time and clarity is crucial to maintaining everybody on track.

The 7 C's:

Clear: The message must be simple and clear.

Brief: Use as little information as possible or use jargon; keep the message short and to the point.

Concreteness: Be as specific as possible with facts and figures to reinforce your message.

Accuracy: Be careful with grammar, spelling and tone to prevent confusion.

Consideration: think about the audience, their perspective, knowledge and attitude.

Completeness: Give all the information necessary, instructions or things that must be done.

Etiquette: Be polite in all interactions and be respectful.

When to Use:

The model is specifically helpful in ensuring quality communication in formal project documentation, reports, or presentations. It is also able to enhance daily communication in meetings and emails.

Pros:

Helps removes misunderstanding and miscommunication.

Gives a clear checklist to make communication effective and professional.

Cons:

At times can lead to over-organized communication which may seem robotic or overly rigid.

America takes time and effort to make sure every C is taken into account, which can be challenging when time runs out.

5)The Communication Process Model Sender-Message-Receiver with Feedback.

This model focuses on the cyclical nature of communication and the feedback aspect of communication in ensuring that the message is received as intended.

Components:

Sender: The person or the organization that sends the message.

Message: The message or content that should be communicated.

Encoding: It is the process of encoding the message, so that it can be transmitted (language, symbols, gestures).

Channel: The vehicle by which the message is passed (e.g., email, face-to-face, phone).

Receiver: This refers to the individuals or the group to whom the message is sent.

Decoding: This is the process of understanding the message.

Feedback: The feedback that the recipient provides to the sender, that is whether the message was received and how it was decoded.

When to Use:

It is a helpful model when it is possible to concentrate on the enhancement of the level of understanding and the flow of communication that is iterative, i.e. in the environment of a team where periodical updates and feedback are necessary.

Pros:

Emphasizes the flow of communication as a cyclic process and the value of feedback.

Helps make sure the message was received and understood in the right way, which is important in project management.

Cons:

May be dull unless feedback is used to make corrections.

Feedback is sometimes not clear and further cycles of clarification may be achieved.

The Trouble with Selecting the Communication Model to Use in Your Project.

The two most effective models of communication in project management are those which recognise the dynamic and interactive nature of communication. The following are some tips on how to select the right model:

One-way communication (such as the Shannon-Weaver model) is best used with simple announcements or instructions.

In case of collaborative or complex projects, it is better to use transactional models (e.g. the Transactional Model with Feedback).

The structure of 7 Cs is advantageous to formal communication (project documentation, etc.).

The real-time feedback through the team can be supported by the Transactional Model or Communication Process Model.

Either way, knowledge of these communication models can enhance information flow, lessen miscommunication, and facilitate conformity within a project. Do you want to learn more about the ways to apply these models to certain project situations?