Transmission Model of Communication Behaviour

0
Organizational behaviour

1
1.2. Communication models
Shannon and Weaver's model is one of the most essential models of communication. It is a
transmission model of communication. The layout of the process includes the source to the
receiver and the message is encoded and decoded by two people.
Schramm's model includes the process of communication for sharing the experiencing and
commonalities in experiences for communicating. It includes the shared orientation between the
sender and receiver. The two individuals are required to engage in making communication for
interacting, feedback and sharing the experiences and with the source of encoding and reaching
the destination with the help of decoding (Bovee, et al., 2016).
Berlo’s model includes the alter of Shannon and Weaver’s model and which emphasizes the
relationship between the sender and receiver of a message by emphasizing communication skills
and perceptions, enabling people to encode and decode messages as they do. In the message, the
senses, attitudes and structuring is required to be considered.
The process of communication includes the elements for communicating effectively. It includes
the source, message, channel, receiver, noise, and feedback. The source is the way the sender
decides to communicate a message and the channel is required to be selected.
The message is a sign and symbol which is required to be given to the receiver. It includes
content that is shared and communicated.
Channel is a medium for communicating the message which can be done by various ways to
deliver the message from sender to receiver. A receiver is a person to whom the message is
meant. Noise is distortion in a message which affects the communication flow. It can be done
internally and externally. Feedback is a response which is given from receiver to sender for
making the communication two way (Bovee, et al., 2010).
1.3 Effectiveness of different communication systems
Organization Communication system includes the collection of networks which can be formal
and information for transferring the information in the organization between managers and
employees. It is a pattern of direction in which the information flows. Channels of

2
communication can be formal or informal. There are various types of communication systems
are chain wheel, star, all-channel, circle, top-down, bottom-up and one way. The chain network
is a communication with the help of hierarchy. Wheel network is a flow of information from one
person in which employees are communicated through one person (Takino, 2017). A Circle
network is a communication in which employees are communicated with an adjoining network.
Communication in the network can be descriptive, such as rules from leaders to other members,
or descriptive, such as case reports provided by members to leaders. The star system is an
extension of the ring network system, which means that it is a decentralized system (Guffey and
Loewy, 2012). This star is also known as a channel system; it connects all members and allows
them to communicate freely.
Strengths and weakness
The strength of a chain network is that the task is performed by employees and leaders are at the
top of the hierarchy. Weakness is the loss of information and a person at the bottom may feel
isolated.
All members of the star Network team communicate with each other and exchange information.
This network is a prerequisite for team communication or participation in teamwork. This
communication network channel is open to all members of the group. Members communicate
with each other without hesitation. The effectiveness of the above communication channel
network depends on its users, that is, managers at all levels, its subordinates and other members
of the organization, and especially the seriousness of the facilities provided to them by all these
human resource utilization organizations for achieving goals (Romiszowski, 2016).
1.4. Factors that affect communication media choice
Communication media is a way of communicating a message through written, oral or methods.
Various factors that affect the media choice are audience, purpose, cost, speed of
communication, information. It is required to analyze the nature of the message which is required
to be communicated. It depends on the nature of the message as the media of communication is
chosen accordingly.

3
When choosing a communication method, also consider the cost of sending messages. The
results obtained should justify the expenditure. Both the sender and receiver must have
supportive technical communication tools in order to communicate over a specific medium.
Suppose A sends an email to B. To get an e-mail, B should own a personal computer (Rani,
2016).
When information or messages are urgent, communication speed is critical. 8Sending an email or
phone call may be more appropriate than writing a letter. The exchange of more information is
also a factor to consider, the use of email may be more suitable for a large amount of
information, and the use of a letter to accept less information
1.5. Importance of using correct grammar, sentence structure in business communication
In an organization, business communication is done through email, letter, reports, and
presentation. To communicate, it is necessary to use the proper formatting, language, and style in
the method of communication. It ensures that the message which is written is correctly
understood. A correct structure is required to be used which helps in emphasizing the different
points and ideas of a message. Punctuation is essential as it helps to communicate the message
which is readable and easy to understand (McQuail and Windhal, 2015). Spelling must be correct
for standardizing and clearly understanding the as incorrect spelling leads in creating confusion
and communication can be misinterpreted.
Written communications must be appropriate and presented to their intended audience, and
should follow any organizational standards that have been proposed. Technical jargon and
acronyms should not be used because they are ineffective and may confuse some people. It is
essential that all text be clear, direct and realistic (Macnamara and Zerfass, 2012).
1.6. Planning and structuring communication media
For communicating the message, the planning of communication media is required and factors
are required to be considered for structuring communication n media. It is necessary to determine
the message which is being sent. It is also necessary to clear the overall communication
objectives like identification what is required to be achieved. In communication media, it is
necessary to know to whom the message is required to be sent (Locker and Kaczmarek, 2009). In

4
case of planning communication media, it is necessary to consider the factors which are audience
to whom the message is required to be communicated, objective of the communication, message
is what is required to be communicated and channel is required to be decided.
In case of structuring the communication media, the factors are required to be considered are
introduction which is necessary to make the effective communication. In an introduction, the
information which is required to be included are background and basics information and in
details the facts, figures, response and action is required to be discussed. The closing must be
done with conclusion.
1.7.Barriers to communication
Ineffective communication, various barriers occur in properly sending the message which
includes the use of jargon, emotional barrier, lack of attention, physical disabilities, differences
in language, and cultural differences. In order to overcome these barriers the various ways are
Active listening is a skill that is acquired and developed with the practice. It requires to listen
actively and listening with all the senses to the speaker. 7 C’s of communication are required to
be included are clarity, credibility, context, content, continuity, capability and channels. It also
requires using the simple language which includes ignoring the medical terminology and jargon
while speaking (Jenifer and Raman, 2015). Constructive feedback is required to be given which
helps in strengthening interpersonal relationships and enhancing future communication. While
speaking, the message must be clearly stated so that the audience understands the message in an
effective manner.
1.8. Use of communication theories and body language
Belo's Communication Theory considers the importance of the senses, the body language used
by the receiver when transmitting the message is also considered. Similarly, it is said by
Schramm's "interference" may include body language. In my work, I understand that body
language, similar to intonation in a telephone conversation, is a key aspect of how to create and
receive messages. For example, closed body language may suggest that someone is
uncomfortable, nervous, or judgmental, that is, withdrawn, arms crossed, etc., while open body
language is a good indication of their consent, honesty, and friendliness, that is, expressive

5
Gestures, lack of physical disorder and relaxed body posture. Using open body language in
meetings with clients/candidates is important as it helps to portray honest and friendly messages-
This is the key to building a good business relationship (Henry, et al., 2017).In Mehrabian’s
communication theory, two conclusions are included in which three basic elements are included
for face-to-face communication. The elements are words, tone of voice and facial expression.
Birdwhistell’s theory of kinesics includes the structuring of dynamic process which related to
interconnect with the system. Kinesics theory includes the nonverbal behaviour which are affect
displays, regulators, adaptors, illustrators, and emblems.
1.9. Proof-reading techniques for business communication
Business communication is a process for sharing information between people for promoting the
goals, objectives, aims, and activities for increasing the profits of the business. Proof-reading is a
component which helps in eliminating or minimizing the mistakes chances, removing of
imperfection along with grammar mistakes and punctuation marks. Proof-reading includes the
identification of the target audience, focuses on the styles and content and proper formatting is
required of the information (Guffey and Loewy, 2010).
Many proofreading techniques are used in business: key examples include peer reviews, software
reviews, and self-assessments. The techniques are checking SPAG which are spelling,
punctuation and grammar, checking of facts and figures, reviewing hard copy and using of
dictionary. Proofreading is important in business because communication is often the basis of the
views of the client or your candidate and your business – Therefore, creating professional
information is important to ensure positive feedback. During my role, I sent many emails to
candidates and clients. First, my mentor reviewed the content to make sure I understood the
quality expected in emails and attachments. Once I understood the standards required for these
documents and communications, I reviewed my work – Use Word Spellcheck and Grammarly
(spell and grammar checker) to assist and ensure that I communicate clearly with external
stakeholders (Guffey and Loewy, 2010).

6
Reference
Bovée, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Bovée, C.L., Thill, J.V. and Schatzman, B.E., 2010. Business communication essentials. Pearson
Prentice Hall.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage
Learning.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Henry, P.S., Bennett, R., Gerszberg, I., Barzegar, F., Barnickel, D.J. and Willis III, T.M., AT&T
Intellectual Property I LP, 2017. Method and apparatus for responding to events affecting
communications in a communication network. U.S. Patent 9,769,020.
Jenifer, R.D. and Raman, G.P., 2015. Cross-cultural communication barriers in the
workplace. Internafional Journal of Management, 6(1), pp.348-351.
Locker, K.O. and Kaczmarek, S.K., 2009. Business communication: Building critical skills. New
York, NY: McGraw-Hill Higher Education.
Macnamara, J. and Zerfass, A., 2012. Social media communication in organizations: The
challenges of balancing openness, strategy, and management. International journal of strategic
communication, 6(4), pp.287-308.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
Rani, K.U., 2016. Communication barriers. VEDA’S Journal of English Language and Literature
(JOELL), 3(2), pp.74-76.
Romiszowski, A.J., 2016. Designing instructional systems: Decision making in course planning
and curriculum design. Routledge.

7
Takino, M., 2017. Power in international business communication and linguistic competence:
Analyzing the experiences of nonnative business people who use English as a business lingua
franca (BELF). International Journal of Business Communication, p.2329488417714222.