Communication Model and its importance

A model is a theoretical or symbolic presentation of a process or sequential activities.

The very process of 'transmission of information from sender to receiver is represented by

the communication model.

In other words, a communication model describes how communication works. According to Prof. Lesikar and Pettit, "in this presentation of the model, we strive to look with scientific diligence into the phenomenon of human communication."

Thus it can be revealed that communication model is the theoretical view of the

communication process which describes how one person communicates with another

person,

Functions or Importance/Advantages of Communication Model :

The communication model provides a clear picture regarding the communication

process. It serves the following purposes:

1. Basic idea of human communication : Through the communication model we can get the basic idea about human communication process.

2. Identify steps : The communication model also helps us to identify the sequential steps of communication.

3. Evolution of effectiveness : Through the model, effectiveness of any communication can be evaluated. Thus necessary measures can be taken to increase the

effectiveness of communication.

4. Minimizing barriers : An analysis of the communicatory model also helps to

detect the barriers and accordingly initiatives can be taken to minimize the barriers.

5. Analysis of communication environment : The study of communication model

also provides guidelines for analyzing the communication environment which is also

essential to ensure effective communication.

Limitations of Communication Model

Though communication model plays a vital role in understanding the communication

process, but it' has some drawbacks or limitations. Limitations of the communication

model are as follows :

1. Brief explanation : The communication model is just a framework having brief

explanation. Detail information can not be achieved from it.

2. Lack of flexibility : The basic -communication models are not flexible in nature.

But communication is a dynamic and changing thing. So sometimes it is difficult to cope-up with models.

3. Limited scope : Most of the communication models are suitable for face to face or

'written communication. But models can not describe the framework of

telecommunication on modem means of communication.

Two-way: Communication and its Importance

The communication that takes place between two parties (sender and receiver) - is

known as two-way communication. But the main feature of two-way communication is

the flow of information from both ways.

In two-way communication first sender' sends a message' and the receiver provides

response to the sender.

From, the above discussion the major features of two-way communication can be

listed as follows :

• Two-parties (sender and receiver)
• Flow of information from both way.
• Feedback

Importance of two-way communication : Importance of two-way communication: can be discussed in the following manner :

1. Effective communication : Communication experts advocated that two-way

communication is the real communication, where 'exchange' of ideas is possible.

2. Implementation of decisions : In an organization decision are made by the top

management, but those are implemented by the lower level employees. If there is no two- way communication then proper implementation of decision will not be possible.

3. Better understanding : Where there is no counter flow of information or

feedback, there the level of understanding between the -sender and receiver also very poor Only two-way communication ensure better understanding.

4. Motivation : It has been proved that the organization where the scope for two-way communication exist, the management can collect more infomation about the attitudes of the employees. As a result it becomes easier on the part of the management to motivational measures.

5. Reduce employee turnover : Two-way communication between management and

employees minimizes misunderstanding and as a result employee turnover rate reduces

5. Increase productivity : As two-way communication helps employee motivation, the job satisfaction of employees increases. In turn, the productivities of the firm Therefore it can be safely stated that, two-way communication has immense

importance in the achievement of organizational goal.

Feedback : Features of Feedback

Feedback is the final step of communication process. Infact communication loop/Cycle completes with the feedback.

  In the words of S.P. Robbins, "Feedback determine whether or not understanding has

been achieved" that is through feedback We can realize Whether the message is understood by the receiver or not.

In short feedback is the response of the receiver.

Principles/Features of feedback : Feedback is essential for the completion of

successful communication. Features of effective communication are as follows :

1. Specific :Feedback should be specific. Ambiguity or double meaning should be

avoided.

2. Clear : Another important feature of feedback is clearness. That is the response of

the receiver must be clear.

3. Immediate : In case of face to face or oral communication feedback should be given immediately. In case of Written communication it should be provided as early as possible.

4. Detail : Feedback should be provided in detail, Short or brief feedback may be

misleading, thus it should be detail enough to express the actual view.

5. Complete : Feedback should be not only detail but also complete. Incomplete

feedback is confusing and meaningless.

6. Spontaneous : Feedback should not be provided just as a part of formality; it

should be given spontaneously.

7. Understandable : An indispensable principle of feedback is it must be easily

understandable. For successful completion of communication, feedback need to be

understandable by the sender.

These are the principles of effective feedback which should be followed by a receiver

to make -the communication successful.

Necessityof Feedback:

Feedback is the final link in the communication process. It puts the response of the receiver back into the process and completes the communication cycle. Thus feedback is essential or indispensable for effective communication.

    If no feedback is received the sender can not be sure about the understanding of the receiver.

    Ricks and Gow said, "Feed back must be provided within the communication system to make certain that mutual understanding is achieved."

Fig-10: Feedback

For the following reasons feedback is essential for effective communication :

1. Understand receiver's view : Through feedback the reaction of the receiver can be

easily understood and following steps can be taken.

2. Completing communication process : Infact without feedback there is no communication at all. Whether the messages of the sender is accepted or rejected, used or not by the receiver can not be realized without feedback.

3. Achievement of goal : Each and_ every communication has a predetermined objective. Through feedback that objective can be achieved.

4. Effective decision making : Within the organization the feedback of employees help the top management in taking effective decision.

5. Pre-requisite for further communication : Feedback of the previous communication is a prerequisite/precondition for the further/future communication.

      For example; in a game of chess the next move of a player completely depends on

the move l of his/her opponent. Like this, in business communication future correspondence totally depends on the previous feedback of the receiver.

     Thus it can be revealed that for effective communication the response of the receiver

(feedback) is essential. Finally it can be stated that feedback not only improves communication but also enhance the managerial performance.