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A Definition of Communication for Project Managers

A Definition of Communication for Project Managers

Good communication skills are essential for project managers.

Using a simple model or
definition of communication as your starting point can help you communicate more effectively.

Using a communication model can help you in two ways…

A communication model will help you prepare your communications so that
they have a better chance of being received, understood as intended, and then acted upon by the receiver
appropriately.

A communication model will provide you with a framework that you
can use to figure out where communication breakdowns are happening and help you determine what steps are needed to
correct them.

A Practical Definition of Communication

The act of transferring information from one person to another for some desired effect.

Aristotle is thought to have developed the first model of communication. This model is a direct match with
the above definition. It consisted of three parts: the Sender, the Message, and the Receiver.

Since Aristotle’s time, more communication models have been developed. The communication model below
incorporates elements from several of these other models.

As with Aristotle’s model, you have a Sender, a Message, and a Receiver. But a few more elements are needed to make
it useful for us as Project Managers. Here are all of the elements and their role in the model.

The Sender has information that he wants to share with someone else, usually for some intended purpose. The Sender
is responsible for “encoding” the information into a message and then transmitting it.

Encoding the information usually entails putting his thoughts into words and then transmitting those words by
speaking them, typing them into an email and sending it, and so on. But it could also involve non-verbal communication.

The Receiver is the intended target of the message sent by the Sender. The Receiver is responsible for “decoding”
the message and interpreting it.

It’s important to be aware of the Receiver’s environment. For example, what are their experiences, language capabilities, and
goals? If the Receiver is one of your project stakeholders, make sure to include them in your Stakeholder
Analysis.

The Message is the encoded information the Sender wants to share with the Receiver.

The Channel is the communication medium the Sender uses to transmit the message to the Receiver. Some examples of
the different types of communication medium are…

The Feedback Loop is how the Sender interprets the Receivers response to his message. Did the message have the
desired effect on the Receiver?

Noise refers to any interference to the message traveling along the Channel or in the decoding and interpretation by
the Receiver. For example, if communicating via mobile phone and the line isn’t clear, your intended message may not be
received correctly. Another example is if you send a message in English to a non-native English speaker, an uncommon
word or phrase may get interpreted incorrectly.

Now that you understand the different elements of this Communication Model, let’s take a look at how you can
use it to communicate more effectively.

When planning your communications, use the model as a guide.

The communication model is especially useful for diagnosing communication problems. For example…

Using this practical definition of communication along with a communication model can help you
develop effective business communication skills.

The Importance of Communication Skills in Project Management

Understanding the importance of communication in business is critical for project success. Get a practical definition of communication and learn about the different types of communication you can use.

Different Types of Communication for Effective Project Management

Effective communication skills are the foundation of a project manager’s success. Learn how using four different types of communication can help your project get results.

Effective Communication in the Workplace – Get Business Results!

Effective communication in the workplace is required for successful project management. Here are four guidelines to help you provide effective business communication to your project stakeholders.

Types of Communication Medium: Business Communication Media for Project Managers

Strategically choosing the types of communication medium you use will help you communicate successfully. Learn the factors to consider when determining which business communication media to use.

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