Communication Model: Sender and Receiver Influence on Message Transmission

PMBOK v8 Definition

The communication model in PMBOK v8 incorporates the idea that the message itself, and how it is transmitted, is influenced by the sender's current emotional state, knowledge, background, personality, culture, and biases. Similarly, the receiver's emotional state, knowledge, background, personality, culture, and biases influence how the message is received and interpreted, contributing to barriers or noise. This model is specifically designed for cross-cultural communication and person-to-person or small-group-to-small-group communications, but is not useful for emails, broadcast messages, or social media.

Why It Matters for the Exam

This concept appears frequently in PMI exam questions about communications management and stakeholder engagement, particularly in scenario-based questions where communication breakdowns occur. The exam tests your understanding that both sender and receiver factors create barriers, and that effective communication requires awareness of cultural dimensions including generational, national, professional discipline, and gender differences.

Key Points to Remember (for the exam)

• Sender's Influencing Factors: Current emotional state, knowledge, background, personality, culture, and biases affect message encoding and transmission
• Receiver's Influencing Factors: Current emotional state, knowledge, background, personality, culture, and biases affect message decoding and interpretation
• Cross-Cultural Dimensions: Communication styles differ based on working methods, age, nationality, professional discipline, ethnicity, race, or gender
• Sender Responsibilities: Ensure message is clear and complete, transmit it, and confirm correct interpretation
• Receiver Responsibilities: Receive information in its entirety, interpret correctly, and acknowledge or respond appropriately
• Noise and Barriers: Both sender and receiver factors create noise that distorts the message
• Feedback Mechanism: Feedback through active listening confirms the message matches the original meaning

Typical PMI Exam Example

A project manager from the United States sends a technical specification to a team member in Japan. The team member does not respond with questions, leading the project manager to assume understanding. During implementation, critical errors occur. What is the MOST likely cause? Answer: The receiver's cultural background and biases influenced interpretation differently than the sender intended, and feedback was not confirmed through active listening.

PMI Exam Traps

• Trap: Confusing sender responsibilities with receiver responsibilities Reality: Sender ensures clarity and confirms interpretation; receiver ensures complete reception and correct interpretation

• Trap: Assuming communication is successful once the message is sent Reality: Communication is only successful when the decoded message matches the original message, confirmed through feedback

• Trap: Believing the communication model applies to all communication types Reality: This model is for person-to-person or small-group communications, NOT for emails, broadcast messages, or social media

• Trap: Overlooking cultural factors as noise sources Reality: Culture (generational, national, professional discipline, gender) is explicitly listed as influencing both sender and receiver

Important PMI Connections

Quick Review Questions

1. According to PMBOK v8, what six factors influence the sender's message transmission?

2. What are the three specific responsibilities of the sender in the communication process?

3. For which types of communication is the cross-cultural communication model NOT useful?

4. What four cultural dimensions are explicitly listed in the communication model diagram?

5. How does the receiver confirm that the message has been correctly interpreted?

PMBOK v8 Reference

Section 5.2 - Communication Model for Cross-Cultural Communication (Figure 5-2)