A Basic Communications Model
The Basic Communications Model is the starting point for analyzing the communications process in terms of the intent of the sender, the needs of the receiver, and the elements of the communications environment.
Use the model as your starting point when analyzing messages in your assignments.
The communications model above shows the basic components present in a simple two-way exchange of information. Every communication, whether it is real-time, such as with a face-to-face meeting or a telephone conversation, or asynchronous, as with e-mail and fax, involves the following:
? The environment in which the communication takes place
? A sender or encoder who starts with a purpose
? A message created to accomplish the purpose through the following:
o Content, or the words and images
o Media, or the format in which the content is presented, such as audio, text, video, or multimedia
? Technology, which is made up of the following:
o Encoding and presentation tools
o Channels, or data networks appropriate to that technology
? Noise, which is anything that reduces the likelihood of the message being interpreted the way the sender intended
? A receiver or decoder who interprets the message
? A feedback message that reverses the process
Note. A more advanced communication model would consider multiple parties, the different types of each component, and the perceptual filtering of a message done by both the sender and receiver-the characteristics, thoughts, and emotions of all parties that contribute to the message's formation and interpretation.
Utilizing the above basic communication model, please assist with the following question
Select three business-related messages you have sent or received.
? Analyze these messages using the communication process. The analysis should include the following:
o Descriptions of the purpose, sender, receiver, message, environment, technology, noise, and feedback
o Explanations of whether the message and technology were appropriate given the environment and purpose
? Respond to one of these messages. Use direct, effective writing techniques.
? Explain how the content, media, and technology of the feedback are appropriate for the purpose and audience.
? Compose a paper that includes your messages, analyses, response, and rationale.
? Format your paper according to APA standards.
The first business related message that I received was a letter from a vendor complaining that his payment was $1,000 less than what was due to him.
The purpose of the letter acknowledged that he had received a check of $24,300, for computer notebooks and software supplied to my department. The sender was the sales manager of the firm. The receiver was I, the HRM executive who had sent the purchase order for the notebooks and software to the vendor. The message was that the payment should have been $25,300 according to his invoice but instead he had been sent $24,300 for the notebooks and software. The communication environment in my company was that the same vendor supplied hardware and software to several departments. However, the payment he received was centrally processed and sent to the vendor by the finance department. The finance department completes the account for the vendor and then sends a composite payment to the vendor. The technology used by the vendor was a typed business letter delivered through a courier (Andrews. D, 1988). The noise was there because the vendor made a simple claim, his invoice was for $25,300 and he expected to be paid in full. The feedback, I gave the vendor was that he had been paid on account and not on the basis of individual invoices. I replied to the vendor after consulting the accounts payable clerk in finance department.
In my opinion the message was not appropriate. The vendor had been dealing with our company for several years and should have known that he would not be paid for individual invoices. The use of a formal letter was appropriate. So the technology was appropriate for his purpose.
The second message I received was from Mr. S Brown, an engineer, who applied for the ...
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