The

Communication
Process
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What is
communication? Communication has been defined as the process of people interacting through the use of messages
[Zeuschner: 1997]. Also it has been referred to as the process of human beings responding to the
symbolic behaviour of other persons.

A close observation of them reveals that communication is a process [not an event], it involves
people, it involves interaction among people and it involves the use of messages.

As a process, communication is dynamic, continuous, irreversible and contextual. It is inevitable, that

is, it is sure to happen and cannot be altered or revoked.

All communicative events involve content and relationship. Content refers to the substance of the
message while relationship tells of the receiver and sender and how they perceive their interaction.

Finally, communication happens in a setting or context and it is from such that much meaning is
derived. Context may be defined as a culture, location or a relationship.
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Elements in the
Communication Process
Within the process of communication
there are five primary elements,
because communication is a process,
there are certain elements of this
process that are present in every
communication act. These elements
must be involved in order for
communication to take place:

*Senders/Sources/Encoders
* Receivers/ Decoders
* Messages
* Channels and Mediums
* Feedback
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Descriptio
n of the
1. Sender (also called source or encoder)
As the word suggests, the sender is the person/group with whom the message originates. The sender
conceptualizes the message. That is, she determines what the content of the message will be, the
best form for the message to take and the best way of getting the message across.

elements
of the 2. Message
This is the content of the communication process. Before the communication process begins, there

process must be an idea or body of knowledge that needs to be communicated

3. A. Medium
This is the method that someone chooses to convey her message. Will you use e-mail? Speech?
Gestures? A poster?

Channel
Channel is closely associated with medium. This is the means by which your message is conveyed.
For example, an e-mail is a medium, whereas the internet is a channel; speech is a medium, but
radios and loudspeakers are channels; gestures are a medium, your hands act as their channel;
finally, a poster may be your medium, but the poster-board and ink are your channels.
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 4. Receiver (also called decoder)

Eventually your message arrives at the receiver. This is
the person responsible for interpreting your message
and taking some sort of meaning form it. The receiver
is the main goal of any communication act.

5. Feedback
After the receiver interprets the sender’s message; she
then provides feedback to the sender. This is the
receiver’s response to the message and is essential in
that it alerts the sender to whether or not the message
has been accurately/effectively received and
interpreted.
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DESCRIBING THE PROCESS

Communication is described as a process because there are certain stages that it must follow in order for
effective communication to take place. If any of the steps are neglected communication will not take
place. The process is both cyclical (going in a circle/cycle) and transactional (has to be performed).

The event begins with the conceptualization/thinking of the message and this is the sender's role as the
originator of the message. In addition, after the sender has thought of the message, it is the sender's task
to encode the contents of the message (putting it in a form that the receiver can understand). After
which the sender selects the medium (what form it will take) and channel (what device will be used)
through which the message will be sent so that the receiver will be able to receive it. The receiver's role
is chiefly to receive the message and to decode it which shows that the message was received. After
which the receiver will try to interpret/understand the message sent to him/her. The receiver will then
provide a feedback/answer to the sender. Without this feedback communication has not taken place.

It is very important for you to understand that both the sender and the receiver conceptualize, encode,
select medium and channel, decode, interpret and provide feedback in all communicative events.
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Characteristics
of
Communication
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WHY IS COMMUNICATION IMPORTANT?

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CHARACTERISTICS
OF COMMUNICATION

 Dynamic
 Contextual
 Inevitable
 Continuous
 irreversible
z DYNAMIC
Communication is dynamic, which means it is
characterized by constant change, interaction, and
evolution. In a dynamic communication process:
 1. *Change:* Communication is not static; it
evolves over time. It adapts to different situations,
contexts, and technologies. Changes in society,
culture, and technology continually influence how
people communicate.
 2. *Interaction:* Communication involves
interactions between two or more parties. These
interactions can be verbal or non-verbal, written or
spoken, and they often involve feedback, where
each participant responds to and influences the
other(s).
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DYNAMIC CON’T
 3. Evolution: Communication methods, tools, and norms
evolve. For example, the way people communicate today
vastly differs from how they communicate a century ago due to
technological advances, such as the internet and
smartphones. As society evolves, so does the way people
convey information and ideas.
 4. Contextual Sensitivity: Effective communication depends on
the context in which it occurs. Different situations and settings
may require different communication styles and strategies.
 5. Cultural Influence: Culture plays a significant role in
communication dynamics. People from different cultures may
have distinct communication norms, gestures, and customs,
which can lead to misunderstandings or enrich the
communication process.
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CONTEXTUAL
Communication is contextual, meaning that the way
information is conveyed and understood depends on the
specific situation, environment, and cultural factors
surrounding the communication exchange. Contextual
communication takes into account the unique
circumstances and influences that shape the message's
interpretation. Here are some examples:

1. Verbal Communication:

- Example: During a job interview, a candidate's

response to the question, "Tell me about yourself," can
vary greatly depending on the context. In a professional
setting, they might focus on their career achievements,
while in a social context, they may share personal interests
and hobbies.

2. Non-Verbal Communication:

- Example: A person's facial expressions can convey

different meanings based on the context. A smile at a
social gathering may indicate happiness, but the same
smile during a difficult conversation might indicate
nervousness or discomfort.
CONTEXTUAL CON’T
3. Written Communication:
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- Example: The tone and formality of an email can be highly context-
dependent. An email to a colleague may use casual language, while an email
to a supervisor or a client would typically be more formal and respectful.

4. Cultural Factors:

- Example: Gestures that are considered polite in one culture may be

offensive in another. For instance, the "thumbs-up" gesture is a positive sign
in many Western cultures but can be offensive in some Middle Eastern
cultures.

5. Media and Technology:

- Example: A news article reporting a political event may be perceived

differently depending on the reader's political beliefs. The same information
may be interpreted as biased or unbiased, depending on the reader's
preexisting views.

6. Group Dynamics:

- Example: During a team meeting, a suggestion made by a senior team

member may carry more weight and influence the group's decision-making
process compared to a suggestion from a junior member, highlighting the
context of hierarchy within the team.

In each of these examples, the interpretation and effectiveness of

communication depend on the context in which it occurs. Understanding the
context is crucial for both the sender and receiver to ensure that messages
INEVITABLE
Communication iszinevitable, signifying that it is an inherent and unavoidable aspect of human
interaction and existence. It is an essential part of how individuals connect, share information,
express thoughts and feelings, and navigate their daily lives. Here are some key points to
consider:

1. Constant Presence: Communication is present in nearly every human interaction, whether

intentional or unintentional. Even silence or non-verbal cues can convey messages.

2. Necessity for Survival: Effective communication is crucial for meeting basic needs, such as
obtaining food, shelter, and safety. It also plays a vital role in forming social bonds and
relationships.

3. Inherent in Language: Language itself is a communication tool that humans naturally develop
as they grow. Language enables individuals to articulate thoughts, emotions, and ideas.

4. Cultural and Social Norms: Communication is shaped by cultural and social norms, which
dictate how individuals express themselves and interact within specific societies.

5. Problem-Solving: Effective communication is essential for resolving conflicts, making decisions,

and collaborating with others. Without communication, misunderstandings and disputes would be
more common.

6. Personal and Professional Life: Communication skills are highly valued in both personal and
professional settings. They are critical for success in areas such as education, employment, and
relationships.

7. Adaptation to Technology: As technology evolves, communication methods have expanded to

include digital and virtual forms, making communication even more pervasive in contemporary
society.
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Communication is continuous, meaning that it is an ongoing and
uninterrupted process that occurs persistently over time. In a continuous
communication model:

1. Uninterrupted Flow: Communication does not occur in isolated instances

but rather flows continuously, allowing for a constant exchange of
information, ideas, and messages.

2. Dynamic Interaction: It involves a dynamic and reciprocal interaction

between two or more parties who engage in the process of encoding and
decoding messages.

3. Feedback Loop: Continuous communication often includes a feedback

loop where participants provide responses, reactions, or further information,
allowing for adjustments and clarifications.

4. Non-Verbal Elements: Even in moments of silence, non-verbal cues like

body language, facial expressions, and gestures can convey meaning and
contribute to the ongoing communication process.

5. Digital Communication: In the digital age, technologies like email, instant

messaging, and social media enable continuous communication across vast
distances and time zones.
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6. Long-Term Relationships: In personal relationships, continuous communication

is vital for maintaining and strengthening connections. This can include regular
conversations, shared experiences, and expressions of care and support.
7. Business and Organizations: In professional settings, continuous
communication is essential for conveying goals, strategies, and updates to
employees, clients, and stakeholders.
8. Cultural and Linguistic Factors: Different cultures and languages may have
distinct ways of maintaining continuous communication, such as greetings, small
talk, or storytelling.
In essence, continuous communication reflects the ongoing nature of human
interaction, reflecting the fact that people are constantly engaged in the exchange
of information, whether consciously or unconsciously, and this interaction shapes
their relationships and the world around them.
 IRREVERSIBLE
z Communication is irreversible, meaning that once a message is sent, expressed, or communicated, it
cannot be taken back or undone. This characteristic of communication has several important
implications:

1. Permanence of Words and Actions: Spoken words, written messages, and actions have a lasting
impact. Once uttered or performed, they become part of the historical record and memory of the
communication exchange.

2. impact on Relationships: Communication can significantly affect relationships, both positively and
negatively. Hurtful or offensive words, for example, can cause lasting emotional damage, while sincere
expressions of love and care can strengthen bonds.

3. Professional and Social Consequences: In professional and social contexts, what is communicated
can influence outcomes, such as job opportunities, reputation, and friendships. Misunderstandings or
miscommunications may have lasting consequences.

4. Responsibility for Communication: Communicators bear the responsibility for their words and
actions. They should consider the potential consequences of their communication and strive for clarity,
sensitivity, and accuracy.

5. Retraction Challenges: Attempting to retract or revise a message may not fully erase its impact.
Even after an apology or correction, the original message may linger in memory and continue to
influence perceptions.

6. Importance of Thoughtful Communication: Given the irreversibility of communication, individuals are

encouraged to think carefully before speaking, writing, or acting. Consideration of the potential
consequences can lead to more responsible and effective communication.

In essence, the concept of communication as irreversible underscores the significance of thoughtful

and responsible communication, emphasizing the importance of choosing words and actions wisely to
minimize negative consequences and promote positive interactions and relationships.
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Facilitators
and Barriers
to
Communicatio
n
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Barriers to communication

The message may not be received

exactly as intended by the sender,
hence, it’s critical that the
Barriers: Often during communicator seeks feedback to
communicative events there is ensure that the message is
some sort of interference or interpreted correctly. Moreover,
blockage to interaction. These active listening, clarification, and
are commonly referred to as reflection skills may be beneficial.
barriers to communication and Barriers might cause your message
may be internal or external in to be misinterpreted, and it is a
stated fact that overcoming these
nature. limitations and communicating a
clear and precise message are all
part of effective communication.
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daydreaming, anxiety and hunger, headache,

depression.
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Internal
Barriers
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External Barriers

 External barriers include: noise from a lawn mower,

gestures, attire, posture, chatting, spilled beverage on
a page and choice of words.

Some common barriers to communication are:

i. A language barrier
ii. A channel that is inaccessible to the receiver
iii. The message is ineffectively encoded or the meaning
is ambiguous
iv. The medium is inappropriate to the message
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Other Barriers explained

Linguistic and cultural

differences can create
problems for the receiver to
complete or understand the
language used by the
transmitter.

Environment: Noise is the

basic barrier in the types of
environmental barriers of
communication.
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Channel: A faulty fax
machine, a crackling phone
or illegible hand-writing can
be barriers of channel
communication. Receiver’s
attitude and behavior or
mental barrier: The type
comes basically in
organization to satisfy clients.
It can lead to inaccuracies in
the receipt of the information.
Transmission journey: There
can be some difficulties
during transmission journey.
So, it is necessary to repeat
the massage and use more
than one channel to
communicate a message.
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Lack of planning: The purpose of communicating with a person should be very

clear. So, planning is the most effective thing to avoid lack of planning in
communication.

Semantic distortion: The distortion comes in the use of words. It may be a serious
barrier to effective communication. Semantic Problems occur when people use
either the same word in different ways or different words in the same way. An
example of this is seen in the CAPE Past Paper question when the owner asked the
gardener to “prune the hedge” and he eagerly went out and bought boxes of
prunes and decorated the hedge with them! The choice of words or language in
which a sender encodes a message will influence the quality of communication. It
is important to note that no two people will attribute the exact same meaning to
the same words
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Noise is any random or persistent disturbance that obscures, reduces, or confuses the clarity or
quality of the message being transmitted. In other words, it is any interference that takes place
between the sender and the receiver. The effectiveness of the communication process is
dependent upon the capabilities of the senders and receivers. To overcome the noise barrier to
effective communication, the parties involved must discover its source. This may not be easy.
Noise appears in a variety of ways from either party in the process. For example the sender may
have been trying to watch a television show whilst emailing her friend or the receiver was
thinking about what he had to do for an assignment whilst speaking to his friend.

Have your teacher ever returned an essay to you with comments in the body of the essay that
read like, Irrelevant! Confusing! Where did you get this information from? Well it is highly
possible that at those specific points in your essay you were distracted by some form of noise.

Once the source, or sources, of the noise has been identified, steps can be taken to overcome it.
The noise barrier can’t always be overcome but, fortunately, just the awareness of its existence
by either the sender or the receiver of a message can help to improve the communication flow.
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 Facilitators of communication
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Facilitator: These are factors that may influence

the effective conveyance of messages positively or
negatively. Anything that helps to ensure an
effective transfer of messages is called a facilitator
to communication. Anything that hinders this
effectiveness is a barrier to communication

Some common facilitators to communication are:

i. choosing a familiar language
ii. Using an accessible channel
iii. Ensuring that the medium is appropriate to the
message
iv. Using audio/visual aids to enhance the
encoding of the message
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a) Imagine you are designing a communication training program for a group of leaders in a
multinational corporation. These leaders are responsible for managing teams across different
countries and cultures. Effective communication is paramount to their success.
In this context, discuss the following:
Select two characteristics of effective communication that you believe are the most crucial for
these leaders to understand and apply in their role. Explain why you chose these characteristics.
b) Imagine you are a project manager leading a diverse team of individuals with varying levels
of expertise. You're tasked with completing a complex project with tight deadlines. During a
team meeting, you notice that communication issues are hindering progress.
Identify two facilitators and two barriers to effective communication in this scenario. Explain
how each facilitator contributes positively to communication and how each barrier hinders it.
Additionally, propose one action or strategy to address each of the identified barriers and
enhance communication within your project team.