Communication is key; we have all heard this saying, but as you dig deeper into encoding, decoding, and channel in which communication is achieved it becomes clear where the break down can occur in the communication process. Once the knowledge is gained regarding these pieces to the communication puzzle, how one handles this information and betters their process and the process of their team is what leads to success, open communication, and paves a path that lessens misinterpretation and allows open-effective communication. 5 Dynamics is a tool that has allowed our team to better communicate, improve in our encoding and decoding, and not be afraid to change the channel in which we communicate.
Let’s start with the basics; “communication is about the exchange of information between individuals” (PSU, Module 4, 2019). How the information is shared can occur in many forms; face to face, telephone, email, and text messaging to name a few. When the face to face and telephone options are removed from the equation, it becomes harder to “read between the lines”, hear the tone of someone’s voice, feel the passion in which they are speaking, as well as pick up on intonation, inflection, and body language. Thus, we are left to interpret the message received by the sender. Encoding is when the sender of the information creates a message and decoding begins when the message is received and interpreted by the receiving party. When we are left to interpret information without all the missing parts noted above a break down in communication can occur rapidly. Add in culture, language, and diversity in any sense and the process can further break down.
Our team was introduced to 5 Dynamics about a year ago and it has allowed a better understanding of our individual styles of encoding and decoding and has allowed us open conversations of how we can improve. 5 Dynamics is a tool that allows individuals to learn where their energy is focused best. There are 4 energies: 1) explore – these are individuals that thrive on ideas, 2) excite – individuals that are seen as the cheerleaders, want others to be happy, and are motivators of others, 3) examine – this energy prefers data, the why behind things, and the bigger picture, and lastly 4) execute – are the get it done individuals. Just reading these high-level definitions for each energy one can begin to see that each energy needs something different.
So, how does this play into encoding and decoding? If I am communicating with an individual that is high examine, I am aware that this person prefers more information, is data-driven, and is going to want to know the “why” behind the ask/work/change that is being sent by the sender (during the encoding process). Versus if a message is being sent to someone in the execute energy, this energy just needs to know what the ask is and when the work is due. An email between these two energies would be vastly different; one would have bullet points, while the other would be lengthier and contain more details. If we are aware of what an individual needs when communicating, it makes the decoding process that much more successful. If the information being sent is clear, concise, and geared to that individuals energy preferences there is less need for back and forth emails (our typical way of communicating), and there is less misinterpretation during the decoding process.
As a group we have agreed that if there are more than 2-3 emails on one topic, it is time to have a face to face or telephone conversation. Too many emails on the same topic seems to lead definite misinterpretation, and instead of going down that rabbit hole we get on the phone or talk directly, and this has changed the dynamics of our team, allowed us to have better comradery, and improved conversation on how we can better communication. This process has also allowed us to ask one other, “what did you interpret when you read that email”? Having this information is invaluable and allows us to course correct to prevent further error when encoding to that person and allows immediate clarification for that person that was decoding.
References:
Pennsylvania State University (2019). Leadership and Global Context – OLEAD 410. Online course lesson, Penn State World Campus, The Pennsylvania State University. Retrieved September 21, 2019 from https://psu.instructure.com/courses/2008449/modules
Daniel Murphy says
Jennifer,
I can really appreciate your post. In my previous position, and I imagine most of us, we dealt with a lot of miscommunication especially when we are not communicating face to face. Moran et al. (2014) mentions that Hall tells us there is a significant amount of communicating that happens non-verbally, upwards of 90%. In our fast-passed society and working work we anticipate immediate responses and cannot always wait for a meeting or phone call to get an answer. The methodology behind the 5 Dynamics you mention is something I have heard of before in other formats. The personalities or energies as 5 Dynamics calls is are the same throughout just with different names. Knowing your audience is crucial in any communication. Similar to when you are going to communicate cross-culturally knowing certain ways in which to communicate will assist you to better encode your message. All of senior management at our organization attended the Landmark Forum. I am not sure if you are familiar or ever heard of it but it was informative and helpful in allowing us to communicate more effectively. It allowed for more honest communication with one another and diminished a lot of the baggage that we all bring to communications with familiar receivers. With the best of intentions there are still those times where the message is lost and a face to face is necessary.
References:
Moran R.T., Abramson N. R., Moran S.V. (2014) Managing Cultural Differences. Ninth Edition. New York, NY: Routledge
zsj2 says
Hey Jennifer!
I was reading through the blogs and yours caught my eye. I love that you also chose to focus on how to navigate the communication personality types. I ended up finding a really great resource by a gentleman named Marcel Schwantes. He listed 4 personality types, what they typically will describe themselves as, and how to best interact with them. What stuck out to me about your blog though is that you’ve had the structure of your 5 Dynamics training but also have had a chance to implement it within your team.
As a machinist in a fabrication shop there isn’t much opportunity to try and implement some of the information I gained from my research or by reading further into your 5 Dynamics training. I should amend that by saying the opportunity is there but the reception to it is not.
It’s also interesting to hear your take on the amount of information as being repetitive at times, that if a subject requires multiple emails it’s easier to discuss in another way. To reach that level of understanding points to a high functioning and solid team, it shows me that you have a firm grip on the communication personality types and the best way to avoid decoding errors by making sure the encoding method is as accurate as it needs to be.
I really enjoyed your post, and will look to try and implement this week some of the techniques that my research and your training you’ve outlined has given me. Have a great weekend!
Schwantes, M. (2017, January 31). Which of These 4 Personality Types Are You? Retrieved from https://www.inc.com/marcel-schwantes/4-communication-styles-of-super-successful-teams-which-are-you.html