Communication Cycle
In the previous chapter, you have learnt about communication and it's types and how it plays a significant role in one's professional career. In this chapter, you will read about communication cycle and its importance.
As you know, communication is a process of sharing information between two or more people through an exchange of thoughts, messages, using the medium of speech, visuals, symbols, or behaviour. Thus, the communication process enlists the steps we take to comprehend each other properly.
In the communication process, one person is a sender who conveys a message to another person (or a group of persons) known as the receiver. When the receiver gets the message, he acknowledges it and sends back a response. This leads to a cyclic process known as Communication Cycle. The cycle describes how an idea, impression, or feeling is made known to others. A communication cycle includes resources such as e-mail threads, social media outlets, VoIP message outlets, etc. The effectiveness of the communication cycle depends on how long it takes for the feedback to the received by the initial sender. The quicker the response, the more effective is the cycle.
Thus, we can say that effective communication is one where the intended message is successfully delivered, received and understood.
PRINCIPLES OF EFFECTIVE COMMUNICATION
The main principles of effective communication are as follow:
Simple language: The language used in the communication should be simple. It should be understandable by both the sender and the receiver.
Definite: The communication should be definite, i.e., its aim should be clear in the mind of the speaker.
Complete and Concise: The information provided in the communication should be complete and to the point.
Appropriate Medium: A proper medium of communication should be used, taking several factors into account such as timing, the distance between the sender and the receiver, and the surface of the interaction.
Authentic: Information given should be factual, i.e., it should not be misleading or false.
Courteous: The sender should be polite and courteous while communicating. It helps in building a healthy relationship.
ELEMENTS OF A COMMUNICATION CYCLE
DEFINING FEEDBACK
Feedback is an essential factor in the process of the communication cycle. It is the response or reaction of the receiver to the sender after perceiving and understanding the message. Here, the receiver becomes the sender and vice-versa. After gaining the receiver's response, the sender takes further actions, thereby completing the communication cycle.Based on the feedback from the receiver, the sender can evaluate the effectiveness of the message. Let us understand this with the help of an example.
Example: Your teacher guides you about the place to keep your skates in your classroom after the activity gets over. You don't listen carefully and keep it carelessly in between the passage. As a result, one of your classmate hurts himself. This reveals that the communication was not effective. If you had carefully paid attention to your teacher's instructions, you would have kept the skates at the designated place, and your classmate would have been saved from injury.
Feedback can be positive or negative. Positive feedback indicates that the sender can continue his communication in the same manner as before. Negative feedback, on the other hand, suggests a need for change in the mode of communication. If the receiver gives appropriate feedback to the sender, the sender can modify or remodel his strategy of communication. If no feedback is given, indicated agreement or reluctance in accepting ideas.
IMPORTANCE OF FEEDBACK
Feedback is required to continue the process of communication. It can be effective only when it is heard, interpreted and accepted. It determines the way forward, Feedback helps people to get on track. It guides them to know how others perceive their information.
Feedback is a vital part of the effective learning as it gives clear guidance to the students on how to improve their knowledge and performance. It can enhance a student's confidence, Self-awareness and enthusiasm for learning. Depending on the feedback, one can take right action for the next step.
Feedback is important in the following ways:
Basis of Problem-Solving: When the receiver gets a message, it is up to him to agree with the sender or not. If the receiver disagrees with the sender, it can cause a problem. In this case, the feedback can help the sender justify the response of the receiver. It enables the sender to interpret the behaviour of the receiver and take the next step accordingly. Hence, it serves as the basis of problem-solving.
Effective Learning: Feedback results into effective learning. When feedback is given, the sender becomes the caution of the messages sent by him. He re-analyses the message and corelates it with the feedback. This enables him to understand if the communication has been successful.
Can Motivate: Student need motivation to study and to perform the given task well. Right feedback given at the right time can do wonders for them. It can show them the right path that needs to be followed to lead them towards their desired goal.
Can Improve Performance: Good performance is what everybody strives for. It can take you to new heights. For that, you need to overcome your fears, shortcomings, and worries. Good feedback enables you to overcome your fears and accomplish your goals with courage and determination.
Tool for Continued Learning: Feedback plays a vital role in learning. Learning is an ongoing process. Proper feedback prevents you from getting distracted and pushes you to remain aligned to your goals. It helps you to focus on the improvement areas and learn continuously, which in turn, opens a new world of opportunities.
DESCRIPTIVE PARAGRAPH
Descriptive paragraph includes specific information in the form of written comments or verbal conversations that help the learner understand what he needs to do in order to improve.
According to Black, Harrison, Lee & William (2003), "Descriptive Feedback is the most powerful tool for improving the student's learning".
In other words, it enables students to learn about their current achievement along with the weaknesses which need to be improved. It includes suggestions to help them achieve their objectives. It also provides a direction for the students to identify the steps taken to fulfil their goals. However, it does not include grades, marks, or coded symbols.
BENEFITS OF DESCRIPTIVE FEEDBACK
- Provides useful information to students about their learning.
- Fills the gap between their personal level of performance and the learning goals.
- Enables the students to self-access ad set their goals accordingly
FACTORS ESSENTIAL TO GIVING DESCRIPTIVE FEEDBACK
The following points should be taken into consideration to make descriptive feedback effective:
Goal-Oriented: Feedback should be given keeping the aim of learning in mind, as students work towards achieving their learning objective. Many a time, students are unaware of learning aim. They should know what their learning aim is and they are going to achieve it.
Actionable: When students have knowledge but do not know where to apply it, they lose interest in learning. Hence, their experience should be put to use by giving them specific direction.
User-Friendly: The feedback should be given in an easy to understand language so that students and comprehend what they are supposed to do to achieve the learning aim. Otherwise, the feedback provided to them will prove to be worthless.
Timely: The student should receive the feedback on time, i.e., when it is still possible for them to put it to use. The feedback needs to be given to them when they are still striving for their, goal not when they have already achieved it.
Continuous: Feedback should be given continuously along with instructions. This enables students to remain focused on the goal.
Consistent: The student should be given a consistent feedback. Otherwise, they will not be able to rely on it, and in turn, will not be able to to follow it.
It is the quality of the feedback determines its effectiveness, rather than its existence for absence. Feedback must be task-oriented that allows students to refine the skills, re-engage in there is learning, and concentrate on their goals. It must be channelize their energy in the right direction so that they can self-monitor. This will enable them to proceed towards their goal with minimum supervision.
SPECIFIC AND NON-SPECIFIC FEEDBACK
SPECIFIC FEEDBACK
Specific feedback provides detailed information about something particular, relating to a task or individual's performance. It is beneficial as it gives the receiver something sustainable to think about and work on the area which needs improvement.
For example, "It was impressive that you started with a question to hook the listeners. I like it".
Notice that here this tactic can replicated while narrating the stories in future to leave a lasting impression on the listener's mind. It provides guideline for the future.
NON-SPECIFIC FEEDBACK
Non-Specific feedback, in general, gives a vague response to the receiver. It may not be of much help, as it does not guide the receiver properly to achieve the desired goal. It gives a impression that the sender had not given a thoughtful response.
For example, "Great job!".
The issue with the above remark is that it is not specific. It does not indicate what went right that led to success, It also does not provide any detail about how to repeat this success story with the future projects.
Need for Specific Feedback
Specific feedback can be highly constructive. It might prove to be beneficial to the receiver. It makes the receiver aware of the specific details that need to be focused on to improve one's work and performance. It, hence, results in effective communication.
Most people, however, do not give feedback in order to avoid defensive reaction. Feedback is of vital importance if you see the other person improve. If the feedback is given with the right intention, it can bring a remarkable change in attitude or performance of a person. Ensure that your feedback is specific so that it is accepted and appreciated by others.
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