TOPIC 2

COMMUNICATION PROCESS

The communication process consists of such elements as ​sender, encoding,

message, transmission, channel, and medium, decoding receiver, feedback,
noise ​and ​context.
Source/Sender

This is the person who initiates the idea of communication. He is also known as the
communicator. As the source of the message, you need to be clear about why you're
communicating, and what you want to communicate. You also need to be confident
that the information you're communicating is useful and accurate.

Encoding

This is the method by which the sender of the message organises his ideas into a
series of symbols, words, or signs which he thinks are appropriate to pass the
message. This means converting the ideas into communicable codes which can be
understood by all. It is the process of transferring the information you want to
communicate into a form that can be sent and correctly decoded at the other end.
Your success in encoding depends partly on your ability to convey information
clearly and simply, but also on your ability to anticipate and eliminate sources of
confusion (for example, cultural issues, mistaken assumptions, and missing
information.) A key part of this is knowing your audience. Failure to understand who
you are communicating with will result in delivering messages that are
misunderstood.

Message

The message is the information that you want to communicate. It is the physical form
into which the sender encodes the information.

Transmission

This is the passing of the information from the sender to the receiver and the vice
versa.

Channel

Messages are conveyed through channels, with verbal including face-to-face

meetings, telephone and videoconferencing; and written including letters, emails,
memos, and reports. Different channels have different strengths and weaknesses.
For example, it's not particularly effective to give a long list of directions verbally,
while you'll quickly cause problems if you criticize someone strongly by email.

Medium

This is the means by which information is coded and sent e. g. the written word,
speech, gestures, pictures etc.

Decoding

This is the process by which the receiver draws meaning from the symbols encoded
by the sender. Just as successful encoding is a skill, so is successful decoding
(involving, for example, taking the time to read a message carefully, or listen actively
to it.) Just as confusion can arise from errors in encoding, it can also arise from
decoding errors. This is particularly the case if the decoder doesn't have enough
knowledge to understand the message. It is affected by the receiver’s past
experience, educational background, age, perception, expectations and maturity.

Receiver

This is the person to whom the message is intended. While encoding and
transmitting the message, the sender must consider the receiver. Your message is
delivered to individual members of your audience. No doubt, you have in mind the
actions or reactions you hope your message will get from this audience. Keep in
mind, though, that each of these individuals enters into the communication process
with ideas and feelings that will undoubtedly influence their understanding of your
message, and their response. To be a successful communicator, you should
consider these before delivering your message, and act appropriately.

Feedback

This is the response relayed back to the sender or the action taken by the receiver
after understanding the message. The audience will provide the feedback, verbal
and nonverbal reactions to the communicated message. The receiver should pay
close attention to this feedback, as it is the only thing that allows him to be confident
that the audience has understood the message. If it is found that there has been a
misunderstanding, at least the sender has the opportunity to send the message a
second time.

Context

The situation within which your message is delivered is the context. This may include
the surrounding environment or broader culture (corporate culture, international
cultures, and so on).

Noise

This is anything that distracts or interferes with the process of communication. It is

the ‘black box’ of communication. Noise can affect communication at any stage.

BARRIERS TO EFFECTIVE COMMUNICATION

There are a wide number of sources of noise or interference that can enter into the
communication process. This can occur even when people know each other very
well and should understand the sources of noise. In a work setting, it is even more
common since interactions involve people who not only don't have years of
experience with each other, but communication is complicated by the complex and
often conflict relationships that exist at work. In a work setting, the following suggests
a number of sources of noise:

 Language: The choice of words or language in which a sender encodes a

message will influence the quality of communication. Because language is a
symbolic representation of a phenomenon, room for interpretation and
distortion of the meaning exists. In the above example, the Boss uses
language (this is the third day you've missed) that is likely to convey far more
than objective information. To Terry it conveys indifference to her medical
problems. Note that the same words will be interpreted different by each
different person. Meaning has to be given to words and many factors affect
 how an individual will attribute meaning to particular words. It is important to
note that no two people will attribute the exact same meaning to the same
words.

 Defensiveness, distorted perceptions, guilt, project, transference, distortions

from the past

 Misreading of body language, tone and other non-verbal forms of

communication (see section below)

 Noisy transmission (unreliable messages, inconsistency)

 Receiver distortion: selective hearing, ignoring non-verbal cues

 Power struggles

 Self-fulfilling assumptions

 Semantics – different levels of meaning

 Managers hesitation to be candid

 Assumptions - e.g. assuming others see situation same as you, has same
feelings as you

 Distrusted source, erroneous translation, value judgment, state of mind of two

people

 Perceptual Biases: People attend to stimuli in the environment in very

different ways. We each have shortcuts that we use to organize data.
Invariably, these shortcuts introduce some biases into communication. Some
of these shortcuts include stereotyping, projection, and self-fulfilling
prophecies. Stereotyping is one of the most common. This is when we
assume that the other person has certain characteristics based on the group
to which they belong without validating that they in fact have these
characteristics.

 Interpersonal Relationships: How we perceive communication is affected by

the past experience with the individual. Perception is also affected by the
organizational relationship two people have. For example, communication
from a superior may be perceived differently than that from a subordinate or
peer
 Cultural Differences: Effective communication requires deciphering the basic
values, motives, aspirations, and assumptions that operate across
geographical lines. Given some dramatic differences across cultures in
approaches to such areas as time, space, and privacy, the opportunities for
mis-communication while we are in cross-cultural situations are plentiful.

Other barriers to communication in different settings

1 Differences in perception​: - The way we view our world is determined by our

past experiences, age, nationality, cultures, education, occupation, sex,
status, personality.

2 Conclusions: - We see what we expect to see and hear what we expect to

hear rather than actuality. Therefore we put up two and two together and get
five. In other words we receive what we want by jumping to conclusions.

3 Stereotype: - Because we learn from our experiences, we run the risk of

treating different people as if they were the same. When we have met e.g. a
Nigerian, you have met them all.

4 Lack of knowledge​: - It is sometimes very difficult to communicate effectively

with someone who has a different background from yours or who knowledge
of the particular subject of Education is considerably less than yours. Of
course it is possible but it requires skill on the part of communicator to be
aware of discrepancy between the levels of knowledge and communicate
accordingly.

5 Lack of Interest: - One of the greatest barriers to overcome is the receiver’s

lack of interest in your message. You should always be alert to this as a
possibility since it is so easy to assume that everyone is concerned about our
interest as we are.
Sometimes there is lack of interest and therefore you must work extra or
particularly hard to angle your message to appeal to the interests and needs
of the receiver. Lack of interest may be obvious and understandable.
6. Difficulties with self expression: - ​This could be in the side of the
communicator. Lack of enough vocabulary or confidence which causes
difficulties in expression. Lack of confidence can be overcome by careful
preparation and planning.
7. ​Emotions​: -The emotions of either receiver or communicator can prove to
be a barrier – any strongly felt emotion is liable to prevent almost anything but
the emotion being communicated. The moral of course, is to try to avoid
communicating when a strong emotion is liable to make you incoherent or
when it will totally distort what you mean to say. However, any audience
knows that a speaker without emotions is likely to be very dull – so emotion
can be a good thing.
8. Personality​: - Someone who is arrogant and dictatorial – kind of behaviour
may cause problems. The resulting behaviour may also affect the other
person. This kind of personality clash is a common cause of communication
failure.
We may not be able to change the personality to see if a change in our
behaviour may result in more satisfactory relationships – however unpalatable
this sort of self analysis may be.

SUMMARY; Barriers to communication

1 Language
2 Defensiveness – distorted perceptions, guilt, project, and transference,
past.
3 Misleading body language
4 Noisy transmission
5 Receiver distortion – selective hearing
6 Power struggles
7 Self-fulfilling assumptions
8 Language level – different levels of meaning
9 Managers hesitation to be candid
10 Assumption – e.g. others in your situation
 11 Distrusted sources, erroneous translation
12 Perceptual bases

REVISION QUESTIONS

Q. Define the word ‘Communication’. Describe the process of communication

with the help of a diagram, its elements and working.
Q. Describe the process of communication, indicating the role of each
constituent element.
Q. With the help of diagra​m, describe the components and process of
communication.
Q. Communication is like a journey which consists of various steps starting from
the idea as a source, to feedback as destination. Explain the ideal cycle of
communication which makes it complete and effective. Make use of diagrams and
illustrations to support your answer.
Q. Communication is a dynamic and an ongoing process. Explain the
communication proves in the light of this statement with the help of a
communication cycle.
Q. “Communication is a continuous process which is a highlight of human social
life". Explain the statement by use of the communication cycle.
Q. Communication is the process of sending and receiving information. Explain
the communication process, in the light of this statement. Draw the
communication cycle to support your answer.
Q. Write a short note the importance of context in the cycle of communication.
Q. What is the first stage in the process of communication and who is responsible
for it?
Q. Write a short note on code, encode and decode.
Q. Write a short note on feedback as an important component of the
communication cycle.
Q. Write a short note on medium and message in communication cycle.
Q. Write a short note on the role of the receiver in the process of communication.
Q. Write a short note on ​fe
​ edback as an important component of the
communication process.
 Q. Write a short note on the importance of feedback.

FACTORS TO CONSIDER IN MEDIA SELECTION

1. Reliability- this is a factor of fundamental importance. Unless you know that the
message will be received there is no point in sending it. Reliability is in terms of the
message arriving at its destination and also the question of how reliable the media is
in getting the message across.

2. The receiver – consider their reaction upon receiving a letter of news they would
expect to be told in person etc.
3. Your relationship with the receiver – working relationship and /or personal
relationships.
4. Formality – the official way of doing things
5. Suitability to purpose – think about it before deciding on the method to use.
6. Confidentiality – some messages are confidential others are less private.
7. Cost.
8. Speed.

ETHICAL ISSUES INCOMMUNICATION

Ethical communicators consider the consequences of a message before they deliver
it. Communication is constant, especially in the information age. Savvy professionals
know how to communicate quickly, effectively and ethically. The term "ethical
communication" as different meanings depending on the context. A shampoo
advertiser and a sports team spokesperson may have dissimilar views on what
constitutes an ethical communication. Some communication guidelines are only
applicable to certain situations, while others could be understood as ethical in one
situation and unethical in another. Every aspect of ethical communication should be
considered within the boundaries of the issue at hand.
Honesty:
"Don't lie" is a basic ethical communication credo that most people learn when
they're young. However, this simple idea can become convoluted in the world of
business and mass communication. Advertising is especially known for stretching
the truth and omitting facts. Ethical communication doesn't need to be overly truthful,
but it should protect the public, consumers and stakeholders from harm. Also,
consistent honest communication engenders public trust, and sets an organization in
a favourable light. Understanding Communication goes two-ways; communicators
both receive and transmit messages. In between those two actions, ethical
communicators take time to fully interpret the message they receive, so that they can
respond with understanding. Factors that keep ether side from fully understating are
called "noise". Ethical communicators ensure that they cut through noise on both the
receiving and transmitting side of their message. To produce the most ethical
message, communicators need to understand and respond to the needs of the
recipient.

Well-Being:
In legalese, it's called "duty to care", but the concern for the well-being of others, and
the community, extends to every industry. Ethical communicators will ensure that
their message considers the common good. Such communications are free of
prejudice and intolerant language. Ethical communicators may also produce
messages that promote ideals such as justice and freedom. Some organizations
communicate social concern by publicly backing causes. Such causes could include
charities, political parties or environmental groups.

Confidentiality:
Many organizations require that employees refrain from communicating sensitive
information. Ethical communicators may double check all of their messages to
ensure that none of them include confidential information. Occasionally, the need for
confidentiality and the need for honesty conflict. In these cases, ethical
communicators consider such factors as duty to care and social and business
consequences.

Consequences:
Ethical communicators consider the consequences of their messages before they
deliver them. Messages can have different consequences for various groups of
people. Ethical communicators may consider the consequences for: employees,
investors, consumers or the community. Thinking through consequences can clear
up some ethical communication dilemmas, such as honesty versus confidentiality.