Analyzing Messages in Communications: E-Mail Examples

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Table of Contents

Introduction
The first e-mail
The second e-mail
The third e-mail
Conclusion
Reference List

Introduction

Communication is a fundamental aspect in our daily lives as people must always convey messages to each other (Roebuck, 2006, p. 8). Basically communication is the process of transferring information from one party to the other party. For an effective communication to take place there has to be a medium through which the message is conveyed (Roebuck, 2006, p. 10). As such, it is very important to select an appropriate medium that would be effectual.

Without an appropriate medium, the communication process would probably fail to attain its goal. In every communication process, there has to be a sender who sends a message to the receiver (Roebuck, 2006, p. 10). After receiving the message, it is upon the receiver to send a feedback to the sender. The feedback is actually a response to the message which was sent by the sender (Roebuck, 2006, p. 11).

Communication can mainly be divided into two groups which include verbal communication and written communication. Verbal communication is whereby information is conveyed through word of mouth and can either be face to face or through phone calls (Roebuck, 2006, p.2). Written communication refers to messages which are transmitted through various writing words. This form of communication is mainly used in the corporate world and consists of memos, electronic mail, bulletins and manuals. Unfortunately messages are sometime are sometimes affected by communication barriers that can distort everything.

The objective of this paper is to analyze some three e-mail messages and discuss the purpose, sender, receiver, message, environment, technology, noise and feedback. The paper also discusses whether the message and technology were appropriate given the environment and purpose. Finally, the paper addresses a response to one of the messages as it explains how the content, media, and technology of the feedback are appropriate for the purpose and audience.

The first e-mail

In the first e-mail message, communication takes place between two people who are namely Mrs. Powel and Alamo. Their interactions begin when Alamo requests Mrs. Powell to provide her with scholarship information. In response to Alamo’s message, Mrs. Powell reply’s back by saying, “Great, thanks! See you then!” Alamo sends another message to Mrs. Powell in which she talks of her desire to participate with making signs. On the receiving end, Mrs. Powell does not reply Alamo directly but addresses her message to everyone. In her message Mrs. Powell informs everyone about an upcoming party that would is scheduled in April.

Considering the communication between Alamo and Mrs. Powel, their messages were not well elaborated. In the first instance Alamo sends a message to Mrs. Powel as she requests for scholarship information. Although Mrs. Powell reply’s the message, the feedback does not seem to be satisfactory. This is because it is not very clear about the sender’s response. She only says, “Great, thanks! See you then!” In the proceeding message, Alamo tells Mrs. Alamo about her interest to participate in making signs. Contrary to communication model, the receiver does not address the feedback to the sender but to everyone.

Clearly this is noise because the communication process is incomplete. Although the message is sent to everyone, the e-mail address is not elaborate. Technologically, the message would not reach everyone at once unless it is sent to individual e-mail address. The environment is also not convenient because some people may fail to receive the information. Preferably, Mrs. should have called a meeting to inform people about the party but not through the e-mail.

The second e-mail

In the second message, interaction takes place between Karen and Henry in which the two talks about some documents. Their communication process is complete as Karen responds to Henry’s message. However there is noise in their interaction which is basically entails unfamiliar information. Their messages are about serial numbers that are only familiar to them. Whatever they have communicated in the messages may not be familiar to everyone. Interpreting their communication therefore may prove difficult for someone else. Language is a key factor that is considered in any interaction because it determines how a message is conveyed.

Other than serial numbers, the message has some technical terms such as ‘PBUSE’ and WAT4CL. These are just part of the noise in the message. With such kind of information, another option is where a face to face communication is realized. This is because face to face communication would allow room for better clarification. Technologically, the e-mail is never perfect as it is bound to omit some wording or numbering. Thus, the sender or receivers are both likely to leave out some details while they are typing.

The third e-mail

The third e-mail messages seem to begin with a feedback. The communication is between Beasley and Jones-Anderson. In their communication, Beasley is thanking Anderson for information that he must have received from him previously. As such it is not easy to figure out the content of the previous message. This communication process is not complete because it only has the feedback but not have the sender’s message.

The message itself is not detailed. In his message, Beasley tells Anderson how he hates to see him leave the army. In his message, Beasley does not explain why Anderson is leaving the army. Apart from this, Anderson sends Beasley another message that entails business matters. The message is however not understandable as it is about business negotiations. Environmentally, using the e-mail is suitable for their communication which requires more elaboration. Technologically, the e-mail services may have little limitation such as omission of some details.

Conclusion

Ideally, the communication between Henry and Karen is appropriate as they are able to convey their messages effectively. Although their message would not be clear to a third party, both the sender and receiver are able to interpret the information. In other words the content of the message seems technical but is well understood by the sender and receiver. Environmentally, using e-mail services as their medium was also convenient as it displays the details of the serial numbers. Other than omission of some wordings, the e-mail does not have much technological problems. The feedback it is a response to the sender’s message.

Whenever a message is conveyed, the sender must use an appropriate medium of conveying the message. Using the right environment is advisable because it enhances the communication process. As a person selects on a suitable environment, technological aspects should also be considered. This is because technological aspects may interferer with the environment. Feedback is very essential in any interaction since it determines the completion of a communication process. Henry and Karen were able to achieve their interaction purpose. Henry was the first one to send his message while Karen responds by sending a feedback to him. Their message is detailed even though the terms and wordings are somehow technical.

Reference List

Roebuck, D. (2006). Improving Business Communication Skills. New York: Prentice Hall.

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