Notes

Initiation phase: In the first phase, the sender considers an idea or information and decides to share it with the receiver. Matt thinks of an idea and decides to share it with Diane.

Encoding phase: In the second phase, the sender encodes the idea or information in the form of words, gestures, or expressions. The sender also decides on the tone, length, and style in which to share the idea or information. This decision depends on the receiver and the preferred mode of communication. Matt decides that he would be able to better convey his idea to Diane if he spoke to her face-to-face.

Transmitting phase: Let’s understand the third phase. In the third phase, the sender transmits the message by using a communication channel. This could include a telephone, letter, presentation, and so on. The choice depends on the message, the receiver’s location, timeliness of delivery, and the level of formality. Matt meets Diane personally and expresses his idea verbally.

Receiving phase: In the fourth phase, the receiver gets the message. Diane listens to the idea that Matt wants to share.
Decoding phase: In the fifth phase, the receiver decodes the message to understand it properly. The receiver can use various techniques to decode the intended message. For example, Diane draws a flowchart to understand what Matt is trying to convey.
Feedback phase: In the sixth phase, the receiver sends feedback. It helps the sender measure the effectiveness of the message. During feedback, the entire communication may repeat, until both the sender and the receiver are satisfied with the result. Diane shares with Matt what she has understood and asks some questions on the parts she did not understand. Matt clarifies the parts Diane asks about. He does this until both are satisfied that Diana has understood the idea as Matt has intended her to. It is important to ensure that the receiver has understood exactly what the sender intended to convey. This can be achieved by clarifying