Clarity: Models & Theories
- personal995
- Jun 4, 2024
- 14 min read
Updated: Feb 17
Index
Introduction
Models & Theories are essential tools for understanding, exploring, and interacting with the world around us. They help us unlock the mysteries of nature, solve practical problems, and drive progress and innovation in various fields of human endeavor.
With that in mind, first we want to align this with what we are trying to achieve. Ultimately we want to grow and achieve our Goals. The Models & Theories then, need to help us to formulate strategic plans that can do just so.
The thing with strategic plans is they are more often than not dealing with systems of chaos (human nature, environments, economies, complex adaptive systems etc), and as such can not be completely fixed. They need to be adaptable.
Dwight D. Eisenhower, the American military officer and statesman, once said, "In preparing for battle I have always found that plans are useless, but planning is indispensable."
There are very few perfect models or theories that suit every situation. Every individual's unique goals have specific requirements to successfully execute them.
However, there are often general, timeless, adaptable or customisable Models & Theories that can be utilised to begin building momentum, or which are suitable to create from, a unique and flexible strategic plan.
These Models & Theories are selected and continually curated with this aim in mind.
Get creative. Use the Models & Theories verbatim, if they serve you in that form. If not, use them purely as idea generators, as partials to build upon or as starting points to adapt and customise.
If none specifically suit, move on to the Self Review, Lessons and Case Studies and create your own working model.
Process
With your Values and Goals front of mind, what is it you are aiming to do or achieve? Once you have that clear for yourself:
Review all the Models & Theories below. Do any appear to provide the beginnings of a structure you can use as a strategic plan?
If so, start working through the steps and build momentum, adapting as it suits for your specific situation.
If not, do some partial aspects or a sum of parts approach to help you customise a strategic plan?
If still not, move on to the Self Review, Lessons and Case Studies and create your own working model.
Models & Theories
1. On the DiSC Model
Summary: The DiSC model is a popular personality assessment tool that categorizes individuals into four primary behavioral styles: Dominance (D), Influence (I), Steadiness (S), and Conscientiousness (C). Understanding DiSC profiles can be valuable in communication preparation, helping individuals tailor their approach to others' communication preferences.
Here's a brief overview and steps for using the DiSC model in communication preparations:
Overview of DiSC
Dominance (D): Individuals with a dominant style are assertive, results-oriented, and direct. They appreciate challenges, control, and quick decision-making.
Influence (I): Influential individuals are social, outgoing, and enthusiastic. They value relationships, collaboration, and seek approval from others.
Steadiness (S): Steady individuals are cooperative, patient, and empathetic. They prefer a harmonious environment, value loyalty, and focus on building relationships.
Conscientiousness (C): Conscientious individuals are analytical, detail-oriented, and systematic. They prioritize accuracy, thoroughness, and quality in their work.
Steps for Using DiSC in Communication Preparation
Assess Your Own DiSC Style: Before engaging in a conversation, take the DiSC assessment to understand your own behavioral style. Recognize your strengths, preferences, and potential communication blind spots.
Identify Others' DiSC Styles: Observe and assess the DiSC styles of the individuals you'll be communicating with. Look for behavioral cues, communication patterns, and decision-making approaches to identify their primary styles.
Adapt Your Communication Style: Tailor your communication approach based on your understanding of the DiSC styles involved. For example:
For D (Dominance): Be concise, focus on results, and provide options for action.
For I (Influence): Be engaging, share stories, and highlight the social aspects of your message.
For S (Steadiness): Be patient, show empathy, and emphasize the impact on relationships.
For C (Conscientiousness): Be thorough, provide detailed information, and focus on accuracy.
Flexibility and Versatility: Recognize that individuals may exhibit a combination of DiSC styles or may adapt their style in different situations. Be flexible and versatile in your communication to accommodate these variations.
Anticipate Potential Challenges: Be aware of potential challenges or conflicts that may arise due to differences in DiSC styles. Anticipate these challenges and proactively address them in your communication strategy.
Build Rapport: Use your understanding of DiSC styles to build rapport with others. Find common ground, acknowledge their strengths, and demonstrate an appreciation for their preferred communication style.
Ask Questions and Listen Actively: Use open-ended questions to gather information about others' perspectives and preferences. Actively listen to their responses, showing that you value and respect their communication style.
Seek Feedback: After the communication, seek feedback on the effectiveness of your approach. Understand how well you aligned with others' DiSC styles and identify areas for improvement.
Conclusion: By incorporating the DiSC model into your communication preparations, you enhance your ability to connect with others, reduce misunderstandings, and promote clarity in your conversations. Understanding and adapting to different communication styles contribute to more effective and productive interactions.
2. On Schramm's Model of Communication
Summary: Wilbur Schramm's model of communication is a classic communication model that focuses on the process of communication and the role of the communicator, the message, and the audience. While Schramm's model doesn't provide specific steps for communication preparation, it offers insights into key elements that can be considered when planning the clarity of a conversation.
Here's a brief overview of Schramm's model and how it can inform communication preparations:
Overview of Schramm's Model of Communication
Source (Encoder): The sender or source is the initiator of the communication process. The source encodes the message, translating thoughts and ideas into a form that can be communicated to the receiver.
Message: The message is the information or content that the source wants to convey to the receiver. It can be verbal, non-verbal, written, or symbolic.
Channel: The channel is the medium through which the message is transmitted from the source to the receiver. Channels can include face-to-face communication, written communication, digital platforms, and more.
Receiver (Decoder): The receiver is the intended audience or target of the communication. The receiver decodes the message, interpreting the information in a way that makes sense to them.
Feedback: Feedback is the response or reaction provided by the receiver to the sender. It completes the communication loop and allows the sender to gauge the effectiveness of their message.
Noise: Noise refers to any interference or barriers that may distort or disrupt the communication process. Noise can be external (physical distractions), internal (mental distractions), or semantic (misinterpretation of words).
Steps for Using Schramm's Model in Communication Preparation
Define Your Message Clearly: Clearly define the main message you want to convey. Be specific about your goals and the key points you want to communicate to the receiver.
Understand Your Audience: Consider the characteristics and preferences of your audience (receivers). Tailor your message to resonate with their background, interests, and communication style.
Choose an Appropriate Channel: Select the most effective communication channel based on the nature of your message and the preferences of your audience. Consider factors such as urgency, complexity, and the need for immediate feedback.
Encode Your Message Effectively: Encode your message in a way that is clear and easily understandable to your audience. Use language, visuals, and other elements that align with the receiver's communication capabilities.
Anticipate and Address Noise: Identify potential sources of noise that could interfere with the communication process. Anticipate and address these challenges to minimize the risk of misinterpretation or misunderstanding.
Encourage Feedback: Proactively encourage feedback from your audience. This can help you gauge the effectiveness of your communication and make adjustments if necessary.
Adapt Based on Feedback: Use feedback from the receiver to adapt your communication approach. If there are misunderstandings or if the message is not resonating as intended, be flexible and make necessary adjustments.
Reflect on the Communication Process: After the communication has taken place, reflect on the overall process. Consider what worked well and what could be improved for future interactions.
Conclusion: While Schramm's model doesn't provide explicit steps for communication preparation, its emphasis on encoding, decoding, feedback, and noise can guide individuals in planning and refining their communication to enhance clarity and effectiveness. Paying attention to each element of the model contributes to a more thoughtful and strategic approach to communication preparations.
3. On SCQA Framework
Summary: The SCQA Framework is a structured approach to communication, especially employed in legal and business contexts. SCQA stands for Situation, Complication, Question, and Answer. It is used to present information in a clear and organized manner, guiding the audience through the relevant details and facilitating effective communication.
Here's a brief overview and the steps of the SCQA Framework in terms of using it for communication preparations:
Overview of the SCQA Framework
Situation: The Situation component sets the stage by providing context and background information. It introduces the current state of affairs, outlining the key circumstances or factors relevant to the communication.
Complication: The Complication component introduces the challenge, issue, or problem at hand. It highlights what has changed or what is causing the need for communication. This section aims to create an understanding of the complexity involved.
Question: The Question component frames the communication by posing a specific question or series of questions related to the complication. These questions guide the audience's focus and set the stage for the forthcoming information.
Answer: The Answer component addresses the questions posed in the previous step. It provides a clear and direct response to each question, offering solutions, insights, or key information. This section aims to resolve the complication and provide clarity.
Steps for Using the SCQA Framework in Communication Preparations
Define the Situation: Clearly articulate the current situation or context that necessitates communication. Provide relevant background information to ensure the audience understands the starting point.
Identify the Complication: Clearly identify the complication or challenge that requires attention. This could be a change in circumstances, a problem that needs resolution, or a development that requires communication.
Formulate Questions: Develop a set of questions that address the key aspects of the complication. These questions should guide the audience's understanding and prompt them to consider specific facets of the situation.
Craft Clear Answers: Provide concise and clear answers to the questions posed. Ensure that each response directly addresses the corresponding question, offering information, solutions, or insights that contribute to resolving the complication.
Organize the Communication: Structure your communication in a logical and sequential manner. Clearly delineate each section (Situation, Complication, Question, Answer) to help the audience follow the flow of information.
Consider the Audience: Tailor your communication to the needs and expectations of your audience. Consider their level of familiarity with the topic, their preferences for receiving information, and any specific concerns they may have.
Anticipate Follow-Up Questions: Consider potential follow-up questions that your audience might have and address them proactively within your communication. This helps to pre-emptively provide additional information and enhance clarity.
Practice Delivery: Practice delivering your communication using the SCQA Framework. Ensure that your presentation is clear, concise, and effectively conveys the relevant information at each step.
Solicit Feedback: After delivering your communication, seek feedback from others to assess the effectiveness of the SCQA approach. Use feedback to refine your future communications and enhance clarity.
Conclusion: The SCQA Framework provides a systematic and organized structure for communication, helping individuals present information in a coherent and logical manner. By following the steps of the framework, communicators can enhance clarity and ensure that their audience receives the information in a way that is easy to understand and act upon.
4. On Audience-Centered Communication
Summary: The Audience-Centered Communication Model emphasizes the importance of tailoring your communication to the specific needs, preferences, and characteristics of your audience. This approach recognizes that effective communication is not just about delivering a message but ensuring that the message is received and understood by the intended audience.
Here's a brief overview and the steps of the Audience-Centered Communication
Model in terms of using it for communication preparations:
Overview of the Audience-Centered Communication Model
Understand Your Audience: The model starts with a focus on understanding your audience. This includes considering their demographics, interests, knowledge level, values, and any other factors that may influence how they receive and interpret information.
Adapt Your Message: Once you have a clear understanding of your audience, adapt your message to resonate with their needs and preferences. Consider using language, examples, and references that are relevant and relatable to your specific audience.
Choose the Right Channels: Identify the most appropriate communication channels for your audience. Different individuals may prefer different mediums, such as face-to-face communication, written communication, or digital platforms. Choose channels that align with your audience's communication preferences.
Frame Your Message: Frame your message in a way that captures the attention of your audience. Consider their perspective and highlight the aspects of your message that are most likely to be interesting, valuable, or important to them.
Provide Context: Ensure that your message is presented within a context that makes sense to your audience. Provide background information or context that helps them understand the relevance and importance of the information you are communicating.
Encourage Interaction: Foster interaction and engagement with your audience. Encourage questions, feedback, and discussion to ensure that your message is not only received but also understood. This step helps in confirming clarity and addressing any potential misunderstandings.
Use Feedback to Adjust: Pay attention to feedback from your audience and be willing to adjust your communication as needed. If you find that certain aspects of your message are unclear or if your audience has specific preferences, use this feedback to refine your approach for future communications.
Steps for Using the Audience-Centered Communication Model in Communication Preparations
Research Your Audience: Conduct research to gather information about your audience's characteristics, preferences, and expectations. This may involve surveys, interviews, or a thorough analysis of your target audience.
Create Audience Personas: Develop audience personas to represent different segments of your audience. These personas can serve as fictional characters that embody the key traits and characteristics of specific audience groups.
Tailor Your Message: Customize your message to align with the needs and preferences of each audience persona. Consider the language, tone, and examples that will resonate most effectively with each segment.
Select Appropriate Channels: Choose communication channels that are suitable for each audience segment. This could include in-person meetings, email communications, video presentations, or social media platforms, depending on the preferences of your audience.
Craft Compelling Messages: Craft your messages in a way that is compelling and relevant to each audience persona. Highlight the benefits or outcomes that are most likely to resonate with their interests and priorities.
Test Your Message: Before the actual communication, test your message with a small sample of your audience to gather initial feedback. Use this feedback to make any necessary adjustments to enhance clarity and effectiveness.
Prepare for Interaction: Anticipate potential questions or points of clarification that may arise from each audience segment. Be prepared to address these during the communication, encouraging interaction and engagement.
Deliver and Evaluate: Deliver your communication, keeping a keen eye on audience reactions and engagement levels. Afterward, conduct a thorough evaluation, seeking feedback from your audience and assessing the overall impact of your message.
Conclusion: By following the Audience-Centered Communication Model, you ensure that your communication efforts are audience-focused and tailored to the unique characteristics of your intended recipients. This approach contributes to increased clarity, engagement, and effectiveness in your conversations.
5. On AIDA Model
Summary: The AIDA Model is a widely-used framework in marketing and communication that outlines the stages a message should go through to be persuasive and lead to action. AIDA stands for Attention, Interest, Desire, and Action. When applied to communication preparations, particularly in planning the clarity of a conversation, the AIDA Model helps structure the message to capture and maintain the audience's attention while guiding them towards a desired action.
Here's a brief overview and the steps of the AIDA Model:
Overview of the AIDA Model
Attention: The Attention stage is about capturing the audience's attention right from the beginning. This can be achieved through compelling headlines, intriguing questions, or attention-grabbing visuals. The goal is to make the audience interested in what you have to say.
Interest: Once you have their attention, the next step is to build interest. Provide information that is relevant, engaging, and aligns with the audience's needs and concerns. This stage is about keeping their attention and deepening their interest in the message.
Desire: After generating interest, focus on creating desire for your message or proposition. Highlight the benefits, advantages, and positive outcomes associated with your message. Convince the audience that your message addresses their needs and desires.
Action: The final stage, Action, is about prompting the audience to take a specific action. This could be making a purchase, subscribing to a service, or any other desired outcome. Clearly articulate the next steps and make it easy for the audience to act on their newfound interest and desire.
Steps for Using the AIDA Model in Communication Preparations
Identify Your Goal: Clearly define the goal of your communication. Whether it's to inform, persuade, or prompt a specific action, having a clear objective is crucial for applying the AIDA Model effectively.
Know Your Audience: Understand your audience's needs, preferences, and motivations. Tailor your message to resonate with them and address their specific interests.
Create an Attention-Grabbing Opener: Craft a compelling opening that captures immediate attention. This could be a thought-provoking question, a surprising fact, or a powerful statement. The goal is to draw your audience in from the start.
Build Interest: Once you have their attention, provide information that builds interest and curiosity. Focus on key points that are likely to resonate with your audience and keep them engaged.
Generate Desire: Highlight the benefits and positive outcomes associated with your message. Clearly articulate how your proposition or information meets the needs and desires of your audience. Make them want what you're offering.
Craft a Clear Call to Action (CTA): Clearly state the action you want your audience to take. Whether it's making a purchase, signing up for a newsletter, or attending an event, the call to action should be specific, actionable, and easy to understand.
Ensure Clarity Throughout: Consistently maintain clarity in your communication. Use clear language, avoid unnecessary jargon, and ensure that your message flows logically from attention to action. Clarity is essential at every stage of the AIDA Model.
Anticipate Objections: Consider potential objections or concerns your audience may have and address them within your message. Anticipating and resolving objections contributes to building desire and increasing the likelihood of a positive response.
Test and Iterate: Before delivering your message to a larger audience, test it with a small group or colleagues. Gather feedback and iterate on your communication to enhance its effectiveness.
Conclusion: By applying the AIDA Model in communication preparations, you structure your message in a way that not only captures attention but guides the audience through a journey of interest, desire, and, ultimately, action. This can be particularly effective in conversations where you want to influence and motivate your audience.
5. On Mehrabian’s 7-38-55 Rule of Communication
Summary: Communication is more than just words. Dr. Albert Mehrabian, a psychologist, introduced the 7-38-55 Rule to explain how people interpret messages, particularly when emotions and attitudes are involved. According to this rule:
7% of communication is verbal (the actual words spoken).
38% is vocal (tone, pitch, speed, and volume).
55% is nonverbal (body language, facial expressions, gestures).
This model is essential for understanding how people truly feel, especially when their words do not match their tone or body language.
Overview of Mehrabian’s 7-38-55 Rule
Verbal Communication (7%)
Refers to the actual words spoken.
Important when sharing factual information or instructions.
However, words alone are not always trusted, especially in emotional situations.
Vocal Communication (38%)
Tone of voice, pitch, speed, and volume.
People rely heavily on tone to determine sincerity.
Example: Saying "I'm fine" in an angry tone suggests the opposite.
Nonverbal Communication (55%)
Facial expressions, posture, gestures, eye contact, and body movements.
Often conveys the true meaning behind words.
Example: A forced smile with tense body language may indicate discomfort.
Steps to Apply the 7-38-55 Rule
Observe Body Language (55%)
Look at facial expressions: Do they match what’s being said?
Check posture and gestures: Crossed arms may indicate resistance, leaning in may signal interest.
Notice eye contact: Avoidance can indicate discomfort or deception.
Listen to Tone & Vocal Cues (38%)
Pay attention to tone shifts: A shaky voice may indicate nervousness, a flat tone may suggest boredom.
Notice speed and volume: Speaking too fast may indicate anxiety, while a sudden volume increase can show frustration.
Compare with Verbal Content (7%)
If the words contradict the tone and body language, trust the nonverbal cues more.
Example: If someone says, "I'm happy for you" but rolls their eyes and speaks in a sarcastic tone, they may not be sincere.
Adapt Your Own Communication
Ensure your tone and body language match your message for clarity.
Use open gestures, maintain eye contact, and adjust your tone to reinforce sincerity.
Conclusion
Mehrabian’s 7-38-55 Rule highlights that words alone are not enough to understand emotions and attitudes. When verbal and nonverbal cues conflict, people rely more on tone and body language. By observing facial expressions, tone, and gestures, you can better interpret others' emotions and improve your own communication skills.
By reviewing these models and theories above you can pick and choose what may work best for you and your own unique situation, try, test and refine your process to suit. To the point where you begin to see improvements and compound your results moving forward.
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