In communication, the message conveys the sender’s thoughts and intentions through language. It is shaped by how the sender prioritizes the components discussed previously. While the core idea often serves as the central element of the message, additional components are selectively included based on the sender’s unique characteristics. Essentially, messages are closely connected to their sender, reflecting their individuality and perspective. However, when a message is merely delivered without originating from the sender, the person becomes a messenger rather than a true communicator.
Speaker’s view of the world
Each individual sees the world differently, but effective communication requires seeing through others’ perspectives as well. Successful communication is measured by how well the message connects the sender and the audience, creating common ground while allowing room for differences. A strong message fosters openness, encouraging the audience to embrace the sender’s viewpoint and intended conclusion.
The continuum of perspective
Imagine a continuum where one end reflects a sender wholly focused on their perspective, and the other prioritizes the audience’s view entirely. Successful communication lies in striking a balance, combining the sender’s individuality with the audience’s preferences and expectations. A completely one-sided message alienates the audience, while an overly audience-focused message lacks depth and influence.
The Extremes
Effective communication balances the perspectives of both the sender and the receiver. When a message disregards either party, it fails to establish a meaningful connection. For example, if the sender does not consider the receiver’s views or needs, the message often becomes one-sided, focusing entirely on the sender’s priorities. Such messages essentially shout, “me,” and treat the audience as if they either do not exist or exist purely to serve the sender’s purpose. Consequently, the receiver feels disconnected, distant, and reluctant to engage with the communication.
On the other hand, a message exclusively tailored to the audience lacks depth and character. By omitting the sender’s motives, emotions, and beliefs, the message loses its authenticity and fails to leave a lasting impact. While it may initially resonate with the audience, it does not inspire or influence them in the long term, as the sender’s individuality is absent.
Striking a balance between these extremes is crucial. Effective communication builds bridges by emphasizing shared values, ideas, and emotions within the message. These shared characteristics foster mutual understanding and create the foundation for meaningful connection. Common ground leads to connection, and connection drives successful communication.
Moderating the viewpoint
The most effective communication approach balances the sender’s personality and the audience’s characteristics. A tailored message allows for mutual understanding, fostering connections through shared values and ideas while respecting differences. This balanced approach enhances engagement and builds trust.
Degree of Interactivity
Communication can be one-sided or interactive. One-sided messages, like board meeting reports, provide information without expecting immediate feedback. Interactive communication involves turn-taking, where participants alternate roles as sender and receiver, reacting to and building upon previous messages. Properly managed interactivity prevents conflicts and encourages collaboration.
Messages in One-sided Communication
It is obvious that when one person –or a few- address a large number of people, it is more reasonable to have a one-sided message. Board meeting reports are one example. The information is only presented, but cannot be changed based on the receivers’ reactions to the information. A one-sided message informs its audience that the audience reaction or response does not affect the message during communication. However, in the same situation, after the information is received, board members discuss future plans and actions. In this case, communication involves interaction. Parties have to change roles between sender and receivers of messages, while analyzing the information they receive at the moment. Keep in mind that even in one-sided messages audience reactions are important and considered before the communication.
Messages in Interactive Communication
Interactive communication means messages become reactions or response to previous information or provide new information to the table. Unlike one-sided messages, interactive messages involve turn-taking mechanisms. At each point in time, one person takes the ground to communicate their message, therefore, others become receivers. Then, another person signals to inform others they intend to take the ground, changing roles to sender. Signals may be in the form of gestures or even disruptions of another message. Interactive communications are more complicated, and require parties to follow certain rules. Otherwise, communication may turn to arguments and conflicts. (I will explain more about interactive communication in another post.)
To see an example and take a break from reading, grab a coffee and watch how the speaker interacts with the audience in the following Ted talk: https://www.ted.com/talks/adam_grant_are_you_a_giver_or_a_taker
Degree of Formality
The language of the message indicates the nature of the relationship between the sender and the receiver. The degree of formality of the language used to communicate informs the audience about boundaries. A formal message, by nature, signals the receiver to stick to the subject of the discussion and avoid changing subject to irrelevant ones. It also informs them that the acceptable register is a formal one in this communication. Therefore, in an annual meeting, communication is a formal one and an agenda determines what is discussed during the meeting. After the meeting, however, when formal language is used in a conversation, it means that the receiver has to keep the conversation professional, limiting them to the topics acceptable based on the relationship between the receiver and the sender.
On the contrary, a more casual or friendly manner invites the receiver to feel more comfortable and at ease. Weekly meeting with colleagues are not as informal as annual meetings. In such cases, making jokes or slightly deviating from the subject is acceptable. Nonetheless, in a casual meeting people still stick to a degree of formality even though it is not explicitly established. Similarly, a boss and a staff member may call each other by first names, but the invisible rules still regulate the way they address each other and the topics they discuss. The degree of the formality of the message is distinguished by the words and the structures used by the sender. In this case, language components such as vocabulary and grammar become important. We can see the difference in the diversity of language elements used in Business English.
Degree of objectivity
Objective Messages
An objective message avoids personalization, excluding the sender’s opinions or preferences. For instance, financial reports adhere to established standards and rarely reflect the financial director’s personal feelings about the information. These reports are designed to convey factual data, not to satisfy the CEO or board. Objectivity is a critical requirement in business reports, ensuring accuracy and compliance with rules and regulations. Auditors, for example, evaluate a company’s financial performance while meticulously adhering to standards. Lawyers face similar expectations—any deviation from regulations may lead to significant legal consequences.
While the sender’s personal beliefs and feelings may not explicitly influence an objective message, their traits often shape their work indirectly. Qualities like commitment, honesty, and responsibility foster trust in the sender’s output. Although an objective report focuses on facts, the sender’s dedication and professionalism are implicitly conveyed through the quality and punctuality of their work. However, this implicit communication differs from overt subjectivity.
Subjective Communication
In contrast, subjective messages emphasize personal experiences, opinions, and values, making the sender’s traits an integral part of the message. This approach gives the sender the freedom to share their perspectives. For example, many TED Talks use storytelling to connect with audiences, blending opinions, beliefs, and emotions to establish a personal connection. The degree to which audiences relate to such messages often determines their effectiveness.
Some messages incorporate both objective and subjective elements, merging factual data with personal insights. A notable example is Nobel Laureate Frances Arnold’s TED Talk, where she combines scientific findings with personal reflections. Similarly, business reports may include analyses and recommendations, merging objective data with subjective strategies. Effective business communication often relies on this combination, balancing data-driven decision-making with human insight.
Ensuring message quality
The effectiveness of any message depends on its ability to connect the sender and receiver. Components like interactivity, formality, and subjectivity all contribute to a message’s impact. Ultimately, communication serves to bridge the sender and receiver’s traits, either by building on shared characteristics or creating new connections.
In the next post (the final in this series on communication components), we’ll examine the crucial role of the receiver in the communication process.
