Communication Models: Sender/Receiver and Interactive Models

Communication Models: Sender/Receiver and Interactive Models

PMBOK v8 Definition

A communication model is a description, analogy, or schematic used to represent how the communication process will be performed for the project. Communication models can represent the communication process in its most basic linear form (sender and receiver), in a more interactive form that encompasses the additional element of feedback (sender, receiver, and feedback), or in a more complex model that incorporates the human elements of the sender(s) or receiver(s). This concept is found in the Project Communications Management knowledge area.

Why It Matters for the Exam

The PMI exam frequently tests your ability to distinguish between the basic sender/receiver model and the interactive communication model, particularly regarding message understanding vs. delivery. Questions often appear in situational scenarios where you must identify which communication model is being used or what step is missing in a communication breakdown.

Key Points to Remember (for the exam)

  • Basic Sender/Receiver Model: Concerned with ensuring that the message is delivered rather than understood. Sequence: Encode → Transmit message → Decode.
  • Interactive Communication Model: Recognizes the need to ensure that the message has been understood. Adds: Acknowledge and Feedback/response steps.
  • Encode: The message is coded into symbols, such as text, sound, or some other medium, for transmission.
  • Transmit message: The message is sent via a communication channel; may be compromised by physical factors such as unfamiliar technology or inadequate infrastructure.
  • Decode: The data received is translated by the receiver back into a form useful to the receiver.
  • Acknowledge: The receiver may signal receipt of the message, but this does not necessarily mean agreement with or comprehension of the message—merely that it has been received.
  • Feedback/response: When the received message has been decoded and understood, the receiver encodes thoughts and ideas into a message and transmits this message to the original sender. If the sender perceives that the feedback matches the original message, communication has been successful.

Typical PMI Exam Example

A project manager sends a status report via email to all stakeholders. Several stakeholders reply with questions showing they misinterpreted key data. The project manager realizes the message was delivered but not understood. Which communication model was used?

Answer: Basic Sender/Receiver Model (delivery-focused, not understanding-focused).

PMI Exam Traps

  • Trap: Confusing "Acknowledge" with "Feedback/response"

  • Reality: Acknowledge only signals receipt (not understanding); Feedback/response confirms the message was decoded and understood.

  • Trap: Thinking the basic model ensures understanding

  • Reality: The basic model is only concerned with message delivery, not comprehension.

  • Trap: Assuming "Noise" means only technical interference

  • Reality: Noise includes physical factors AND human factors like perceptions, lack of knowledge, or interest.

  • Trap: Confusing Communication Models with Communication Methods

  • Reality: Models describe the process (sender/receiver/interactive); Methods are systematic procedures (interactive, push, pull communications).

Important PMI Connections

Related ConceptRelationship TypeExam Attention Point
Communication MethodsComplementsInteractive communication method uses real-time multidirectional exchange; Interactive communication model includes feedback loop
Stakeholder EngagementInput to / Output fromEffective communication models ensure stakeholders receive and understand information
Active ListeningPart of FeedbackFeedback among people can be achieved through active listening
Communication ChannelsRelated to TransmissionTransmission of message via communication channel may be compromised by physical factors

Quick Review Questions

  1. A project team member sends a message to a stakeholder. The stakeholder replies "I received your message." Does this confirm understanding? Why or why not?

  2. In which communication model does the sequence include "Acknowledge" as a distinct step?

  3. What is the key difference between the basic sender/receiver model and the interactive communication model regarding message comprehension?

  4. A project manager notices that team members in different time zones are misunderstanding technical specifications sent via email. Which step in the communication process is most likely failing?

  5. What does "Encode" mean in the context of the basic communication model?

PMBOK v8 Reference

Section 10.1 - Plan Communications Management (Communication Models subsection)