Communication phases: model and practical examples

The phases of communication are processes we handle naturally in our daily routines: writing emails, participating in discussions, sharing our thoughts, or sending a voice message. These are simple actions that we often perform almost automatically, without really questioning the quality of our communication.

Are we effectively conveying our ideas? In the workplace, answering this question is vital to ensure an optimal workflow, avoiding misunderstandings that could affect the company’s environment. Understanding what the phases of communication are and who is involved will help you ensure an effective and smooth process.

Let’s start by understanding the elements of communication

When thinking about the flow of communication, it’s important to identify the four key components that take part in the process: 

• Sender: as the starting point, this is the individual or entity that creates and gives meaning to the information to be transmitted. In addition, they are responsible for sending the message. 
• Message: represents the information the sender intends to share. It can be verbal, written, visual, symbolic, or a combination of several elements. Clarity and precision in formulating the message are essential for effective communication. 
• Communication channel: this is the medium that carries the message from the sender to the receiver. It can take many forms — face-to-face conversations, emails, phone calls, or even songs, reports, or mass media. The choice of communication channel largely depends on the audience you want to reach and directly influences the effectiveness and interpretation of the message. 
• Receiver: the one who receives, interprets, and understands the transmitted information. The receiver’s feedback closes the cycle by providing the sender with insight into the effectiveness of the communication.  

It’s also important to note that during the communication phases, there may be barriers that interfere with message reception. We refer to external “noise” such as language differences or the use of communication channels that are either outdated or overly sophisticated. Therefore, it’s essential to consider the characteristics of the receiver and their cultural context when crafting the message to ensure they can decode it effectively.

From message design to feedback: the 6 phases of communication

So far, we’ve explored the essence of communication and its fundamental elements. Now, let’s dive into the six phases that shape this dynamic process. To do so, let’s use a concrete example: imagine you are going to present your team with the marketing strategy for a new product that’s about to launch. In this case, you are the sender.

1 - Develop the idea:  think through and articulate what you want to say in a coherent way. Organize, plan, and write down all the elements that support your idea, then remove anything that could create noise during the process. Also, keep in mind which points absolutely cannot be left out of your presentation. 

2 - Encoding: now it’s time to transform your conceptual idea into a clear message that’s precise and tailored to your team’s characteristics and communication needs. Will you present the strategy with images, or will you include text in the presentation? Maybe you just need to explain or deliver reports with expected results. This is the moment to decide.  

3 - Message transmission: choose the communication channel that will deliver your message effectively to the team. It could be face-to-face, through an online meeting, by email, or via chat. In this case, an in-person meeting might be the best choice. In any case, avoid places or times that could create discomfort during the process. Also, manage time carefully so you don’t bore the audience or go too fast, causing information to get lost along the way.  

4 - Reception by the recipient: at this stage, the team receives all the information you’ve communicated about the new product’s marketing strategy.  

5 - Decoding and interpretation of the message: once they receive the message, the team must decipher its content, seeking to understand not only the words but also the underlying meaning. Accurate interpretation is key to avoiding misunderstandings and strengthening communicative connection. It’s essential for recipients to stay focused and free from distractions so the message is received effectively.  

6 - Feedback: effective communication is achieved when feedback reflects a precise understanding of the original idea, thus successfully closing the communication loop. As the sender, you can generate feedback by asking participants to share their opinions, offer suggestions, clarify doubts, or propose improvements. You can also observe body language during the presentation or note small gestures from the audience that show they’re still paying attention to what you’re saying.   

Now it’s your turn to put all of this into practice and communicate your ideas effectively. If you’d like to deepen your knowledge of this and many other areas related to communication — both personal and professional — don’t hesitate to follow us on the Educa.Pro blog.