Closed-loop communication

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Closed-loop communication is a communication technique used to avoid misunderstandings.

When the sender gives a message, the receiver repeats this back. The sender then confirms the message, commonly using the word “yes”. When the receiver incorrectly repeats the message back, the sender will say “negative” (or something similar) and then repeat the correct message. If the sender, the person giving the message, does not get a reply back, he must repeat it until the receiver starts closing the loop. To get the attention of the receiver, the sender can use the receiver's name or functional position, touch his or her shoulder, etc. [1]

Informally, at least in engineering organizations, closing the loop means establishing an informal communication channel with another individual or organization. The expression "going open loop" is used to express the idea that someone has lost discipline, acted out of control.

Steps of Closed-Loop Communication

Closed-loop communication is a form of communication that revolves around a three-step process. The steps are listed below:

  1. Sending a message
  2. Receiving the message
  3. Verifying the message

One way to conceptualize closed-loop communication is to picture a circle. If the circle is left with an open then anything can get in. In the case of verbal communication that may be misinformation, distractions, etc. However, when the circle is completely closed, there is much less of a chance for anything to get in and leaves fewer chances for a mistake. The process of participating in this form of communication is called “closing the loop." [2]

Military Origins

The origins of this form of communication come from military radio transmissions. Originally this was referred to as the two-way radio communication protocol. The goal was to effectively and safely share critical information with little margin for error. This was especially important when those transmitting and receiving the messages were separated by distance and not communicating face to face. Examples of this would be the usage of the following phrases:

  1. Roger That (message received)
  2. Wilco (I will comply)
  3. Over and Out (conversation is done)
Command Pallet Joint Airborne Communications Center-Command Post.jpg
Command Pallet

Using these phrases ensures that not only was the message transmitted but also that it was understood. They are a good example of “closing the loop” when communicating because it leaves minimal room for miscommunication to occur. [3]

Closed-Loop Communication in Aviation

Similar to the military, the Aviation profession also uses closed-loop communication. In this field, closed-loop communication is known as Crew Resource Management. Adopting this form of communication has minimized loss of separation, safety has improved, and fewer errors have occurred. Some goals of Crew Resource Management are: [4]

  1. Decreased number of errors
  2. Greater efficiency
  3. Less stress and stress-inducing scenarios
  4. Increased Safety

As more research was done on the cause of flight accidents it was discovered that most of them occurred due to insufficient communication as opposed to technical failures, lack of knowledge, or pilot error. From this Crew Resource Management, a take on Closed-Loop Communication was created in hopes of decreasing accidents that become possibly fatal and overall detrimental. It improved the following: [5]

  1. Interpersonal communication
  2. Improved problem-solving skills
  3. Teamwork
  4. Solution centeredness
  5. Enhanced decision making
  6. Situational awareness

Three Parts of Closed-Loop Communication

Closed-loop communication can involve three parts/steps which are as follows: [6]

Call-out

Check-back

Teach-back

Specifically, the teach-back method has been used in medical situations with patients, families, medical staff, and caregivers. The results are as follows: [6]

  1. An exchange of information and responsibility
  2. Verbal communication
  3. Eliminates the room for misunderstanding
  4. Creates space for clarification
  5. Information gets acknowledged by the receiving end of the information

Closed-Loop Communication in Health Care

Closed-loop communication isn’t just beneficial when it comes to the military or aviation. This form of communication has also been shown to be useful in many other disciplines. Often closed-loop communication is seen being used in medical settings, such as a hospital or doctor's office. Doctors, nurses, and other personnel are encouraged to use closed-loop communication with their colleagues, patients, and patient’s families. When used correctly this process will leave no gaps or space for misunderstandings. However, the consequences can be extensive if the communication loop is left open, especially in medical scenarios. Examples are listed below: [7]

  1. Patients could be given incorrect doses
  2. Misunderstanding of the instructions of their medical care
  3. Left not processing what they were just told

It is critical to use closed-loop communication in health care because up to 30% of lawsuits regarding incapacitated or dead patients that are successful are due to miscommunication; according to Control Risk Insurance Company. The benefits are numerous and listed below: [8]

  1. Closed-loop communication eliminates vagueness in discussions surrounding instructions and new information
  2. Creates a space where questions are welcomed
  3. Allows clarification and verification of information to occur

Overall closing the loop in a healthcare setting has been shown to reduce the rates of error when receiving and providing care.

Other Usages of Closed-Loop Communication

Outside of the medical field the practice of closed-loop communication is still effectively used and has many benefits. Professional environments are spaces where closed-loop communication is frequently in use; requiring follow-up, feedback, and clarification. Within businesses, closed-loop communication creates an improvement in coworkers’ interpersonal communication, effectiveness and accuracy of work done, and team bonding. [3]

Related Research Articles

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<span class="mw-page-title-main">Aviation communication</span> Methods of relaying information to and from aircraft

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<span class="mw-page-title-main">Models of communication</span> Simplified representations of communication

Models of communication are simplified representations of the process of communication. Most models try to describe both verbal and non-verbal communication and often understand it as an exchange of messages. Their function is to give a compact overview of the complex process of communication. This helps researchers formulate hypotheses, apply communication-related concepts to real-world cases, and test predictions. Despite their usefulness, many models are criticized based on the claim that they are too simple because they leave out essential aspects. The components and their interactions are usually presented in the form of a diagram. Some basic components and interactions reappear in many of the models. They include the idea that a sender encodes information in the form of a message and sends it to a receiver through a channel. The receiver needs to decode the message to understand the initial idea and provides some form of feedback. In both cases, noise may interfere and distort the message.

Linked Data Notifications (LDN) is a W3C Recommendation that describes a communications protocol based on HTTP, URI, and RDF on how servers (receivers) can receive messages pushed to them by applications (senders), as well as how other applications (consumers) may retrieve those messages. Any web resource can advertise a receiving endpoint (inbox) for notification messages. Messages are expressed in RDF, and can contain arbitrary data.

<span class="mw-page-title-main">Schramm's model of communication</span> Interaction model of communication

Schramm's model of communication is an early and influential model of communication. It was first published by Wilbur Schramm in 1954 and includes innovations over previous models, such as the inclusion of a feedback loop and the discussion of the role of fields of experience. For Schramm, communication is about sharing information or having a common attitude towards signs. His model is based on three basic components: a source, a destination, and a message. The process starts with an idea in the mind of the source. This idea is then encoded into a message using signs and sent to the destination. The destination needs to decode and interpret the signs to reconstruct the original idea. In response, they formulate their own message, encode it, and send it back as a form of feedback. Feedback is a key part of many forms of communication. It can be used to mitigate processes that may undermine successful communication, such as external noise or errors in the phases of encoding and decoding.

References

  1. ↑ Spielberger, Charles (2004-09-16). Encyclopedia of Applied Psychology. Academic Press. ISBN   978-0-12-657410-4.
  2. ↑ "Closed-Loop Communication | AHA TeamSTEPPS Video Toolkit | AHA". www.aha.org. Retrieved 2024-03-15.
  3. 1 2 Tassone, Samantha. "Vital Business Practice: Closed-Loop Communication". Forbes. Forbes.
  4. ↑ Salik, Irim. "Closed Loop Communication Training in Medical Simulation". National Library of Medicine.
  5. ↑ "Crew Resource Managment". Skybrary.
  6. 1 2 ""Section 1: Overview of Key Concepts and Tools."". Agency for Health Care Research and Quality.
  7. ↑ "Team Work and Communication". Trauma Victoria.
  8. ↑ "The Importance of Closing the Loop and How to Do It". goShadow.


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