Communication needs have been identified. One need is the fact that the day shift and night don’t take the time to hand over all the relevant information relating to the work. As a result no communication is in place and the hand over shift don’t have the information required to complete tasks or make the right actions. The other communication need is the communication from the security department to the building staff reminding them of the security policies on site.
The Communication Cycle is explained below:
Sender prepares (aiming)
Communication Cycle Stages
The process of communication is not a lengthy one and is fairly simple to understand. At the onset, a communication cycle includes cause, distance, effect, with intention, attention, duplication and understanding. Let us look at it in bit more detail.
The first step of this cycle is aiming. Here the individual primarily encodes the message to be communicated and makes it clear with himself too, as to what is it that needs to be communicated. Here, questions like why do I need or wish to communicate, whom am I communicating with, what is the best possible method in which the message can be communicated, and so on, have to be tackled.
The next stage in the communication cycle is encoding, where we need to select the medium for communication - photographs, charts, words and so on. Our mentality, age, sex, education and the baggage of assumptions greatly influence our selection of medium. Whatever medium we choose to communicate with, in interpersonal communication, it should ensure we are able to follow the message clearly.
Transmitting the desired message clearly and at the right time comes next. So, if you have written down something to speak, see if what you are saying is consistent with what you had thought of saying. Also check for any distractions and communication barriers.
Now we come to the critical juncture in a communication cycle. This is the stage where the intended receiver is receiving the message. It is interesting to know for the sender or receiver that we think at least 3 times faster, as compared to speaking. So receiving will mean taking in the message thoroughly. If it is verbal communication, it will involve listening.
The interpretation or decoding comes after the receiving stage. This should not be a major concern and there should be no problem for the receiver to interpret the message. Of course, provided that the sender has formulated the message and has put it across clearly. Hence it is eventually the sender who is responsible for the interpretation of the message. This is where the crux and importance of communication lies.
Finally, all that is left in a communication cycle is the response. After the decoding and interpretation of the message, typically, it is expected that the receiver responds and reacts to it. Or let's say gives a feedback. This is where the communication techniques come in the picture.
Oral Communication Method - Face to Face
I would be implementing this method for the communication need I mentioned first. I will ensure that each shift supervisor spend a couple of minutes face to face and ensure all relevant information from the previous shift is passed on. This will be backed with the use of shift handover forms. Advantage
The receiving shift supervisor will have an opportunity to ask questions to ensure all the information is clear and understood.
Could be time consuming if a lot of information needs to be passed on and if the oncoming supervisor is late the handover could be rushed and not all the information will be carried over correctly.
Written Communication Method - Email
I will be using the email communication...
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