Communication Process – Definition,

Importance, Components and How to Improve

The communication process incorporates a two-way system in which a message
(which can an idea, thought, feeling, or opinion) is conveyed at least between two
persons via a channel of communication for channelizing a shared understanding.

Being a dynamic process, an effective communication process starts with

conceptualizing ideas by the sender. The process then further goes through six other
elements- Encoding, Message, Channel, Receiver, and finally Receiver decodes the
message.

Definition of Communication Process

The process of communication revolves around the transmission of information or
message from the sender to the receiver by using a channel of communication and
overcoming barriers to effective communication.

The communication process is cyclic as it starts with a sender and ends with the
sender as well in the form of feedback. It refers to the entire process or actions taken
up by two or more individuals to convey their ideas and thoughts to each other.

Several components make up a communication process, and each one is instrumental

for effective and proper communication. The entire motive is surrounded by the need
for proper understanding and interpretation of the receiving party’s message.

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What is Communication?
Communication is the process where people create and share a number of their
thoughts, views, information, feelings, facts, etc.

This practice is fundamental to the existence and survival of human beings now. It is
the key to make sure that people properly comprehend and understand each other.

For a manager who has to communicate with a group of people, communication skills
are necessary. Sometimes being that qualified might not be of importance to an extent
proper communication is.
Importance of Communication Process
Some of the notable reasons why a process that senders use to message the receiver is
of great importance are-

 It is essential for coordination for people to understand the thoughts, and ideas of one
another.
 A fluent and organized working in the organization. This is elemental for the smooth and
proper functioning of the particular organization.
 It is essential in decision making. In the absence of proper communication, no proper and
efficient decision making is possible.
 It helps in increasing the managerial efficiency in organizations.
 It promotes and increases the overall organizational peace and cooperation among all
employees holding different places in the hierarchy
 It helps in boosting the morale of all employees and promotes and healthy working
environment in the organization

Components and Parts of an Effective Communication Process

These are the several parts that are essential to an effective communication process:

1) Message

The message, which is transmitted by the sender to the receiver is the prime most
factor here which will let the sender share a common understanding, information, or
message to the receiver to channelize the communication.

2) Sender

Sender, who sends the message to the receiver. The sender is the individual who is
responsible for initiating the communication. He or she is also responsible for
conceptualizing the ideas behind this communication or conversation.

3) Receiver

The receiver receives, decodes, understands, interprets the message, and provides
feedback if required. When the sender (s) message the receiver, it is important that
message is accurately delivered, as only then the whole process will be considered
successful.

4) Channels of Communication
The medium of message transmission is understood as the channel of communication.
Senders decide their preferred channels as per the convenience and acceptability of
the receiver.

5) Decoding

Here, a receiver decodes the message for proper interpretation and effective
channelization of the process of communication.

6) Feedback

Feedback, if desired by the receiver. It is the last step of the communication process,
as it ensures that the receiver received the message and interpreted it in the right
fashion as per the ideas or thoughts of the sender.

Working of Communication Process

For a certain communication process to be successful, one must understand the major
elements that crucially form the working of a basic communication process. Let us
delve into some of the key steps that channelize a communication process
successfully-

1) Development of the idea to be sent

The first step of the process is the development of the idea in the mind of the speakers
intended for a person or a group of people to comprehend. Here, the sender thinks of
the subject of the information or matter they want to talk about

2) Encoding of the message by the sender

Once the idea is developed in the mind of the sender, it is followed by the encoding of
the message into a form that can be understood by the audience. If the person is
planning for nonverbal communication, they will speak orally. If they are writing a
letter, they will use written words to express their thoughts and ideas.

3) Selection of the channel that will be used for communication

This is now followed by the selection of the channel that will be used for the
transmission of the message.
Some channels include electrical transmission, nonverbal, verbal, etc. If a person is
communicating in a professional environment, they have to adopt a more professional
and organized means of communication.

4) Message traversing the channel of communication

Once the channel is set, the message is conveyed through the process of
communication. The entire process banks on the chosen medium for communicating
your message. For the proper and orderly delivery of the message, the appropriate
medium must be chosen.

5) Receival of the message by the receiver

Once the entire medium is traversed by the message, it is received by the receiver.
This is a receptive process in communication, and the person can receive it through
listening, reading, feeling, etc.

6) Decoding of the message by the receiver

Once the sender successfully receives the message, the decoding of the message
begins. This is simply the interpretation of the message and its conversion into a
thought. Once the interpretation is handled, the person will attempt to analyze and
understand it. This process becomes more effective when the same medium is used by
the receiver and the sender for the transmission and receipt of the message.

7) Interpretation followed by feedback if desired.

Once the interpretation is dealt with, feedback follows. This is not compulsory and
might not occur if the communication is one way. In the form of a reply, the recipient
might give feedback to the sender. This helps the sender in making sure that the
message sent was properly sent and interpreted by the receiver. This takes the shape
of two-way communication between two people.

How to improve the Communication Process?

Improving communication is crucial for everyone’s success- be it an individual,

organization, or huge brand. In case you are looking for some powerful tips to
improve communication, then the following tips are listed to help you make
significant improvements to your communication process-
 1. One must be precise, simple and surround their message to a clear point to make sure their
message is understood easily.
2. It is essential that one must have good knowledge of their audience to talk about anything
and everything about their areas of interests and needs.
3. Good communication is possible only through meaningful questions. Ask needful and
appropriate questions to keep the audience constantly interested and engaged in your
conversation.
4. Once you are asked a question, take your time to understand the question, for a proper
response and come up with a reasonable, well-framed answer.
5. If there are different mediums involved, make sure you are communicating with the proper
use of body language. It tells a lot about your personality and might be key to attracting
your audience.
6. Keep and maintain eye contact with the person you are talking to. This is a sign of respect
and will keep your audience interested in the process of communication.
7. If the receiver is not sure about the message you have conveyed, clarify the message. This
will help them in better understanding.
8. Always be open to suggestions from others. The other perspective is instrumental in
making one understand something they can’t. This is again respectful and shows the
audience that you are versatile and open to changes.

Summing Up!

On the concluding note, it is important to improve your communication skills if you

want that your messages are correctly understood by the receiver.