Communication Models and the Importance of Effective Communication in Management

Communication models refer to a representation of elements involved in communication. Models of communication assist individuals to describe the direction of communication and evaluate its effectiveness. However, the complex nature of communication makes it exceedingly difficult to establish where communication begins and ends. Communication models thus simplify the understanding of different communication scenarios (Dimbleby & Burton, 2020). Understanding the various communication models enables individuals and organizations to scrutinize different communication scenarios closely, learn from our past experiences, and prepare for communication scenarios that may arise.

There are eight communication models that can fit perfectly in three different categories. The first category constitutes linear models of communication that include Aristotle, Lasswell, Shannon-Weaver, and Berlo’s S-M-C-R communication models (Kapur, 2020). Linear models of communication are straightforward and are used in public relations, sales, and marketing. The second category constitutes interactive communication models, which involve two-way exchange of information (Kapur, 2020). Models under this category include the Osgood-Schramm communication model and the Westley and Mclean communication model. The final category constitutes transactional communication, which includes Dance's Helical and Barnlund's transactional and communication models.

Linear communication models

Linear communication models imply a unidirectional transfer of information from one person to another (Dimbleby & Burton, 2020). The models constitute three key elements, which include the sender, the receiver, and the channel. In linear communication, the sender or the source transmits a message through a medium or channel. The channel can convert the message into writing, speech, or animation (Kapur, 2020). The receiver decodes the message on the other end.

Aristotle’s model of communication

Aristotle’s model of communication dates back to 300 BC, which makes it the oldest communication model. The model examined whether an individual could become a more persuasive communicator (Dimbleby & Burton, 2020). Aristotle's model emphasizes the sender, who communicates with the receiver. In this case, the sender (speaker) is the only active element in the model (Kapur, 2020). The sender could be a marketer, a salesperson, or a lecturer. The model is suitable for events that require one-directional communication, such as lectures, campaigns, and seminars, because the audience does not interrupt the speaker.

Lasswell’s communication model

Lasswell’s model of communication is similar to Aristotle’s, but it includes an extra element involving the effect on the receiver. According to Lasswell, every communication has an effect on the receiver. The key elements of this model include the sender or the creator of the message, the message itself, the medium or channel used, the receiver or the audience, and the effect on the audience.

The Shannon-Weaver communication model

The Shannon-Weaver model is probably the most common communication model. The two mathematicians focused on identifying the most effective communication channels (Kapur, 2020). The model suggests that communication is a linear, unidirectional process consisting of five key elements. The elements include the sender (creator of the message), encoder, channel (or the medium), decoder, and receiver. Shannon and Weaver later introduced the concept of feedback, which is the receiver's reaction to the message (Kapur, 2020). Feedback is essential in communication and helps the sender adjust based on the receiver's reaction.

Berlo’s S-M-C-R model of communication

Berlo's S-M-C-R model is a unique linear communication model that constitutes four key elements: the source, the message, the channel, and the receiver. According to this model, the sender organizes their thoughts into words before transmitting the message to the receiver. The sender must have excellent communication skills (Kapur, 2020). They should know when to speak and pause during the communication process. The sender also needs to have a good attitude to give a good impression of the attitude (Dimbleby & Burton, 2020). Besides being knowledgeable in their communication, the source should understand the audience's culture and social system. The receiver should possess similar characteristics to facilitate effective communication.

Interactive communication models

Interactive communication models involve a two-way communication process where the receiver provides feedback. The common elements of interactive communication models include the sender, the message, the receiver, feedback, and the field of experience (Kapur, 2020). In interactive models, the field of experience refers to aspects such as culture, personal history, and an individual’s experience.

The Osgood-Schramm communication model

This model is circular and involves information sharing occurring in two directions. Osgood-Schramm model does not differentiate the sender and the receiver because of the difficulty involved in identifying where the communication started. Both parties are coding and decoding simultaneously (Kapur, 2020). At any specific time, the interpreter is the individual who is attempting to understand the message. According to the Osgood-Schramm model, information is only useful once it is shared with the audience (Dimbleby & Burton, 2020). The model has three key elements: encoding, decoding, and interpreting.

The Westley and Maclean model of communication

According to Westley and Maclean, communication several factors, such as the speaker’s culture affect the way they convey a message to the audience or the receiver (Kapur, 2020). Another key factor affecting communication in the environment or place in which the communication is happening. The theory encompasses nine critical elements, including the environment, sensory experience, the source, the sender's orientation, the receiver, the receiver's orientation, and the feedback.

Importance of Effective Communication in Business Management

Business communication is the sharing of information between business stakeholders. In business, effective communication refers to the interaction between the management and employees as they pursue organizational goals. Business communication is critical to successful businesses because it enables leaders to share information with employees and get feedback (Kalogiannidis, 2020). Communication reduces errors and facilitates business operations because leaders can communicate important insights that ease employees' work. It is, therefore, essential for organizations to have clear communication channels that promote information sharing and feedback. Besides the communication structures, leaders must improve their communication skills to achieve beneficial business communication.

First, communication increases employee engagement, increasing job satisfaction and productivity. Timely and professional business communication facilitates sharing job requirements and the organization's expectations. For instance, business leaders communicate changes in business operations and receive feedback through conferences and meetings (Kalogiannidis, 2020). Frequent communication ensures that employees remain focused on their roles, which increases their productivity. At the same time, leaders use employee feedback to make critical adjustments to create a good environment for the growth of the business (Kalogiannidis, 2020). For instance, leaders can use feedback to create new teams to manage tasks appropriately.

Second, effective communication among team members improves performance. Team members can share their feelings about different roles in the group, which can assist team leaders in assigning roles according to the members' competencies. At the same time, organizations can reap from the creativity and innovativeness of employees as they engage in open communication during brainstorming meetings (Kalogiannidis, 2020). Businesses can incorporate new ideas in their business model to enhance their productivity.

Additionally, effective business communication enhances customer collaboration and satisfaction. For instance, effective communication between salespeople and product engineers facilitates accurate communication between salespeople and their customers. With proper knowledge of the time it will take to complete a product, salespeople can easily give their clients appropriate timeframes to avoid conflicts arising from late deliveries (Kalogiannidis, 2020). Additionally, customers perceive employee conflicts negatively. If they find employees conflicting over something due to poor communication, they may have a negative image of the organization. Communication is also critical in handling customer complaints. Having good communication skills is critical when dealing with bitter customers. It is essential to remain calm to prevent an escalation. At the same time, some clients feel entitled because you are merely an employee, and understanding how to handle their negative attitude is critical in customer service.

Conclusion

In conclusion, models of communication refer to visualizations that demonstrate the flow of information from the sender to the receiver through a channel. There are eight communication models that are grouped into three categories: linear, interactive, and transactional methods of communication. The eight models of communication include Aristotle's model of communication, Lasswell's model of communication, the Shannon-Weaver model of communication, Berlo's S-M-C-R model of communication, Osgood-Schramm and Westley and Mclean models of communication. Communication plays an important role in business. It enables leaders to communicate important information to employees and receive feedback, which they leverage to increase profitability. Communication enhances employee engagement because they are always aware of the organization's expectations. High levels of employee engagement translate to high business productivity. Communication also enhances team performance. As members engage in open discussions, team leaders may identify member strengths and vulnerabilities and assign roles according to their capabilities.