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Process of Communication

The document outlines the systematic process of communication, detailing key stages including sender, message, encoding, channel, receiver, decoding, feedback, noise, and context. It emphasizes the dynamic and interactive nature of communication, highlighting the importance of clarity, mutual understanding, and the role of language in effective communication. Challenges such as misinterpretation and barriers to communication are also discussed, underscoring the necessity of minimizing noise and fostering feedback for successful exchanges.

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8 views

Process of Communication

The document outlines the systematic process of communication, detailing key stages including sender, message, encoding, channel, receiver, decoding, feedback, noise, and context. It emphasizes the dynamic and interactive nature of communication, highlighting the importance of clarity, mutual understanding, and the role of language in effective communication. Challenges such as misinterpretation and barriers to communication are also discussed, underscoring the necessity of minimizing noise and fostering feedback for successful exchanges.

Uploaded by

esthermayokun2
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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The Process of Communication

- ADELEYE, W.A.
The process of communication involves the systematic exchange of information,
ideas, thoughts, and feelings between individuals or groups. This process is dynamic,
interactive, and typically follows specific steps to ensure that the message is
effectively transmitted and understood. Below is a detailed discussion of the
communication process and its stages:
1. Sender/Source: The sender initiates the communication by generating and
encoding the message.This can be an individual, a group, or an organization. The
sender identify the purpose of the communication, craft a message that aligns with the
intended purpose and ensure clarity and relevance of the message. For instance, a
manager deciding to announce a change in company policy.
2. Message: This is the content or information that the sender wants to
communicate.This can be verbal (spoken or written) or non-verbal (facial expressions,
body language, tone of voice, etc.). This message could involve ideas, facts, emotions,
or instructions to be shared. It must be structured with tone, and clarity.Example: The
actual words, visuals, or gestures conveying the change in company policy.
3. Encoding: Encoding takes place when the sender formulates his idea into a
message to be transmitted to the receiver, using a series of symbols- verbal/ or non-
verbal, written or oral. The sender should encode the message keeping in mind the
purpose of communication and should select words or symbols that help the receiver
understand the communication correctly and to achieve the expected feedback.
Encoding is a process of creating a message for transmission by an addresser to an
addressee. A way that an individual puts his thought together with the way he is going
to communicate. Eg: using speech by thinking of another language and the way he is
going to put it in a sentence and also if he is going to use sign language. The sender as
well as the receiver should attach the same meaning to the symbols or words,
otherwise communication will fail. Thus proper encoding is essential for successful
communication.
The key factors here are: choice of language, tone, medium and consideration of the
receiver’s background and context. Example: Writing an email or giving a verbal
presentation about the policy change.
4. Channel/Medium: An appropriate medium chosen to send the message is known
as channel. It is the vehicle which facilitates the sender to convey the message to the
receiver. Channel is a system used to transmit a message, whereas medium is one of
the forms/ types used under that system. For example oral communication is a channel
and telephone conversation is a medium. There are three broad channels of
communication and there are several media under each. These are listed below:
Channels Meedium
Oral/Non Verbal face- to-face conversations, telephone
conversations, audio tapes, voice mails, body
language gestures, etc
Written letters, memos, reports, manuals, notices,
circulars, questionnaires, minutes, emails, faxes,
etc.

Audio-visual cinema, television, video-tapes, video


conferences, video chat, etc.
Thus there is a difference between a channel and a medium. The sender should choose
the best possible channel and medium to transmit his message. Example: The
manager sends the message via email or holds a team meeting.
5. Receiver:The person who receives the encoded message is referred to as receiver.
The receiver may be an individual or a group of individuals. As communication is a
two-way process, the receiver is as important as the sender of the message. A receiver
may be a listener or a reader or a viewer of the message. He not only receives the
message but also tries to understand, interpret and perceive the total meaning of the
message. Example: Employees reading the email or attending the meeting.

6. Decoding: It is a process by which the receiver interprets the message and


translates it into meaningful information. The meaning of the message is the sum total
of the meanings of the words ( symbols) together with the tone and the attitude of the
sender as reflected by his choice of words and the structure of the message. Example:
Employees understanding the details and implications of the policy change.

7. Feedback: Feedback is the response given by the receiver of the message to the
sender of the message. When the encoder receives feedback, he gets to know that
communication has been accomplished. Feedback can be immediate, later, can be
positive or negative. It can be verbal or non verbal. In communication feedback plays
an important role. It ensures that the receiver has received the message and
understood it just as it was intended by the sender. Feedback is the most important
component of communication. Without feedback, the communication process is
incomplete.
Types of Feedback:
o Verbal: Asking questions, agreeing, or disagreeing.
o Non-verbal: Nodding, facial expressions.
o Written: Replying to an email or filling out a survey.
Importance: Feedback ensures that the message has been understood and provides the
sender with information on whether adjustments are needed.
Example: Employees asking for clarification or expressing their concerns about the
policy.
8. Noise/Interference: This referred to any factor that disrupts or distorts the
communication process. Types of noise include:

o Physical: Environmental distractions (e.g., loud noise, poor lighting).


o Psychological: Stress, emotions, or biases of the participants.
o Semantic: Misunderstanding due to language barriers or jargon.
o Technical: Poor internet connection, unclear audio.

Example: Employees misinterpreting the message because of vague language or


external distractions.

9. Context: The situation or environment in which communication takes place. Key


elements of context are:
o Physical context: Location, setting.
o Social context: Relationship between sender and receiver.
o Cultural context: Shared norms, values, and expectations.
Example: The tone of communication may differ in a formal office setting versus an
informal lunch discussion.
Key Features of the Communication Process:
 Dynamic: Communication is a continuous process where feedback loops keep
it active.
 Interactive: Both sender and receiver participate actively.
 Mutual Understanding: The goal is to ensure that the receiver comprehends
the sender’s intended message.
 Context-Dependent: Effective communication relies on adapting to the
context and audience.
Challenges in the Communication Process:
 Misinterpretation due to ineffective encoding or decoding.
 Barriers such as noise, cultural differences, or lack of clarity.
 Delayed or inadequate feedback disrupting the flow of communication.
In conclusion, the communication process is a structured interaction that involves a
sender, a message, a channel, a receiver, feedback, and the context in which it occurs.
Success in communication depends on minimizing noise, ensuring clear encoding and
decoding, and fostering a feedback-rich environment to achieve shared understanding.

Our Domain Example:


A student, who lives in a hostel, wants some money. She writes a letter to her father
asking him to send her money. The father sends money, along with a letter. In both
cases (sending money and sending the letter), the father is responding to the
communication initiated by his child.
Encoder: the student/ child
Message: needs money
Channel: written communication
Medium: a letter
Decoder: the father
Feedback: sends money and letter

Message conceived:- is to form or develop in the mind


Message perceived: the way the receiver senses the message either by hearing or
watching.
Message decoded: The receiver has to understand the message that the sender has just
sent. This could be misunderstood easily by interpreting words differently.
Message understood: At this stage the message is understood, if not the cycle has to
start again.
Relationship Between Language and Communication

Communication and language are closely intertwined, as language is a fundamental


tool for communication. Language is a structured system of symbols (words) and
rules (grammar) used for expressing and understanding ideas. Communication, on the
other hand, is the broader process of conveying information, thoughts, or feelings
between individuals or groups. Here's the relationship between communication and
language:

Language as a Medium: Language is a primary medium through which


communication occurs. Verbal communication relies heavily on spoken or
written language to convey messages. Non-verbal communication, including
gestures and facial expressions, also complements and interacts with language.

Encoding and Decoding: In communication, the sender encodes a message


using language, and the receiver decodes it to understand the intended
meaning. Language provides a structured framework for this encoding and
decoding process.

Clarity and Precision: Language enables clarity and precision in


communication. It allows individuals to express complex ideas, share detailed
information, and convey nuanced emotions, contributing to effective and
accurate communication.

Cultural Context: Language is deeply embedded in cultural contexts.


Different languages carry unique cultural nuances and expressions,
influencing how messages are interpreted. Understanding the cultural aspects
of language is crucial for effective cross-cultural communication.

Shared Understanding: Effective communication relies on a shared


understanding of the language used. When both the sender and receiver share
a common language, it enhances the likelihood of accurate interpretation and
reduces the potential for miscommunication.

Variety of Communication Channels: Language is not confined to verbal


communication alone. Written language, visual symbols, and other forms of
expression contribute to a diverse range of communication channels.
Language facilitates communication through various modalities.
In nutshell, language is a foundational element of communication, providing a
structured means for encoding and decoding messages. Effective communication
depends on the appropriate use of language, taking into account cultural nuances,
context, and the shared understanding between communicators.

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