The 7-Step Communication Process

Welcome to Mind Tools’ video learning series.

Being able to communicate clearly, confidently and concisely is a valuable and sought-after skill.

But it’s also something that many people struggle with. This can lead to confusion, wasted effort, and missed opportunities.

You can ensure that your message is delivered, received and understood without error by considering seven key stages of communication.

The first is the source of the message – that’s you, and the information that you want to communicate.

You need to be clear about why you're communicating, and what message you want to convey. You also need to be confident that your information is accurate, and useful to your audience.

The next stage is encoding. This means putting your message into the right style and format for your audience.

Look over your message carefully. Get rid of any jargon that might confuse people and check for missing information. Keep the message clear and simple.

Now, consider the best channel for your communication.

Is a quick email or instant message appropriate, or would a telephone call or face-to-face meeting be better? Different channels have their strengths and weaknesses, so choose carefully.

Problems often arise at the decoding stage, when people don’t fully understand the message they’ve received.

When you receive a message, take the time to read and digest it carefully, to make sure that you grasp its intended meaning.

When you’re the one sending the message, make sure to get the “encoding” stage right, so that the “decoding” stage is as seamless as possible.

The fifth stage of the process is the receiver. Consider how they will interpret your message and react to it. Remind yourself that your receivers will have different ideas, feelings and levels of knowledge.

Your audience will likely give you feedback on your message. This is the sixth stage.

Use it to gage how well your message has been understood, and what its impact has been. You can then clarify any misunderstandings, and adapt the message if necessary.

Finally, consider the context of your message.

Location, relationships, current events, and culture can all have an impact on the way your message is received. So make sure you always keep in mind the bigger picture.

By keeping in mind these seven stages, you can remove barriers to effective communication and make sure that your message is heard loud and clear.

For more information about understanding communication skills, see the article that accompanies this video.