The message is the information that you want to communicate. How,When,Where,Towhom and Why
This is the process of transferring the information you want to communicate into aform that can be sent and correctly decoded at the other end. Your success inencoding depends partly on your ability to convey information clearly and simply, butalso on your ability to anticipate and eliminate sources of confusion (for example,cultural issues, mistaken assumptions, and missing information.)A key part of this is knowing your audience: Failure to understand who you arecommunicating with will result in delivering messages that are misunderstood.
Messages are conveyed through different mediums, e.g.: verbal communication likeface-to-face meetings, telephone and videoconferencing; and written communicationlike letters, emails, memos and reports.Different channels have different strengths and weaknesses. For example, it's notparticularly effective to give a long list of directions verbally, while you'll quicklycause problems if you give someone negative feedback using email.
Just as successful encoding is a skill, so is successful decoding (involving, for example,taking the time to read a message carefully, or listen actively to it.) Just as confusioncan arise from errors in encoding, it can also arise from decoding errors. This isparticularly the case if the decoder doesn't have enough knowledge to understand themessage. Effective Listening skills apply.
Your message is delivered to individual members of your audience. Barriers of communication is very important. Have in mind the actions or reactions you hope yourmessage will get from this audience. Keep in mind, though, that each of theseindividuals enters into the communication process with ideas and feelings that willundoubtedly influence their understanding of your message, and their response. To bea successful communicator, you should consider these before delivering your message,and act appropriately.
Your audience will provide you with feedback, as verbal and nonverbal reactions toyour communicated message. Pay close attention to this feedback, as it is the onlything that can give you the confidence that your audience has understood yourmessage. If you find that there has been a misunderstanding, at least you have theopportunity to send the message a second time.