6 Steps of the Communication Cycle

Follow and repeat this six-step cycle to perfect your communication.

Welcome to Mind Tools' video learning series from Emerald Works.

The Communication Cycle is a handy, six-step method to help you to communicate effectively with your audience. It can be used in any situation, but it's most useful when you need to deliver important or complex messages.

The first step is to clarify the aim of your message.

Consider what you're trying to say, and why you need to say it.

Who is your intended audience and how do you want them to feel? What do you want them to do with the information that you're giving them?

Now, start composing your message.

When you come to craft it, think about the type of language you should use. Are you including lots of technical words, for example? Or should you use simpler phrases?

Will your audience understand your message, or will they need additional information?

If you're expressing emotion, how might you do this to best effect? Remember to consider any assumptions your audience might have about your motives. Could showing emotion actually damage the credibility of your message?

Next, it's time to deliver your message.

The way that you communicate is vital.

Think about the timing. How will your audience be feeling?

Will they be busy or distracted by other issues? Will they be able to concentrate and focus on the key messages that you're trying to get across?

Be sure to include some type of feedback process as well.

For example, could you allow time for a question-and-answer session at the end of a presentation? Or send out a feedback survey that people can complete later?

It can also be useful to monitor people's body language to help you adapt and steer your delivery as you go. If they're getting restless, for example, perhaps it's time to move on, ask some questions, or take a break.

Now analyze and learn from the feedback you've been given.

Did the audience feel the way you expected?

Were the key messages you were trying to deliver understood?

If not, why not? What could you have done differently?

Finally, change and improve.

Even the most confident communicators know there's always room for improvement. Keep reviewing your communications, and don't be scared to change your approach.

Ask colleagues for their advice, do more testing, or use surveys, seminars, books, or any other resources at your disposal to improve and develop your communication skills.

Working through steps three to six can help you to test out your message before you deliver it. Then use any feedback you receive to change and improve your communications going forward.

By looping through the cycle like this, you'll be able to craft a concise and articulate message that gets the right response from your audience.

To find out more about the Communication Cycle, and to access a worked example, see the article that accompanies this video.