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Communication is the process of passing information, exchanging ideas between senders and receivers. Communication can be send through oral, written, visual and electronic channel or medium. In a communication, the most of important element is that there is at least two people involve. The communication process is a process in which the sender will send a message to the receiver and the receiver will give a response and feedback. The message can be verbal, nonverbal, oral or written.
The communication process helps us to have an effective communication. The communication process is important because the receiver will be able to understand clearly the sender's message. Effective communication prevents misunderstanding between the sender and the receiver.
There are eight steps in a communication process that illustrate how the message travels from sender to receiver. These are message, encoding, choice of medium or channel, transmission, reception, decoding and understanding, response and feedback.
The sender or source of a communication is the person who has the information or idea that he will share with another person or group of people. The receiver is the person whom the sender sends the message to.
It is the birth or conception of an idea. The message can come from the sender's idea, feelings or thoughts. It shows the picture of what you're going to say. The element of the message must be clear, simple, understandable, and has a logical flow. The message can be verbal or nonverbal, oral or written. In an organization when a manager wants to send a message to his employees. He has to come up with an idea on what he will send to his employees.
Encoding is the arrangement of the message in a form that the receiver will be able to understand the message. The message will be arrange in the mind of the sender. In encoding, the sender will choose words, pictures to represent the message. It is the sender's goal to encode the message in a way that it will be understood by the receiver. Like in our example, the manager must have to arrange his message by choosing the right and appropriate words or pictures so that it will be easily understood by his employee.
Choice of Medium and Channel.
A medium is the one that carries the message and a channel is the one that allows access for the message to reach the receiver. Today, different technologies have been made for us to easily communicate with other person. The different mediums that can be used to communicate are oral, written, visual and electronic media. Oral media includes a face to face conversations, an in person presentation, an interview and speeches. Oral communication gives the receiver the ability to react, give comment and opinions. Written media includes memos and letters. A memo is a short printed document that is traditionally used to help in a day to day exchange of information in an organization. Letters are brief written message that is sent to the recipient outside the organization. Written media gives you the ability to plan and control your message. Visual media are illustration, text, charts or graphs. It helps prevents language barrier because it requires less language processing. It can send idea easily and quickly. Lastly, electronic media are email message, telephone calls, teleconference and other electronic devices. It helps you deliver the message quickly. You can send it to people from other place or country faster.
It is the beginning of exchange message. The message will be transmitted to the channel that the sender has chosen. If there is no problem to the channel or the medium of communication then the message will arrive to the receiver. One must also consider how the receiver receives the message, the receiver must perceive the actual message and select in from the other messages. In doing so, the sender must know what the receiver's expectation is which means choose the right medium and channel that the receiver expects. Ensuring the ease of use, emphasize familiarity, practice empathy and design for compatibility.
It is the arrival of the message to the receiver. When the message arrives to the receiver, the message can be the same as the other message that tries to get the receiver's attention so the sender has to choose the right medium and channel, the message must be appropriate so that the receiver will be motivated to read your message.
Decoding and understanding
After receiving the message, the receiver will have to extract the idea which is known as decoding and he will interpret and understand it in a way that the sender's idea and the receiver's idea from the message is the same.
It is the reaction of the receiver of the message. The message has been delivered, received and decoded. The receiver has to remember the message long enough to act upon it. The receiver must be able to respond. The receiver must be motivated to respond to your message. In your message, it must include how you want the receiver to react or respond to your message.
It is letting the sender know the response and the choice of medium is also considered. Feedback helps you to evaluate how effective your communication. A feedback helps the sender to check that the receiver received, understood and acted upon the message. There are two types of feedback; these are constructive and destructive feedback. The constructive feedback focuses on the outcome of communication, not on the people involved. The destructive feedback criticizes with no effort to motivate improvement.
Barriers to communication prevent communication to be effective. The result is distorted messages which mean the messages that are received are not what they were intended to be in the first place. This is cause by noise and distractions, competing messages, filters and channel breakdowns.
Noise is an external and internal distraction. External distraction might be cause from a room with crowded people. It is also cause by the people who has the habit of multitasking that is doing one task at the same time. Internal distractions are the thoughts and emotions of the receiver that prevents him from focusing on the message.
Competing messages is competing with other messages that are trying to influence your receiver. Filters are human or technology interference that blocks your messages. A channel breakdown simply means that the channel breaks down and your message was not sent to the receiver.
In order to know whether the receiver receive the right message and understand it, you must ask him if he receive the message and ask him to state the message again so you will know whether he got the message clearly. Receiving response to the receiver helps an organization because they will be able to learn from the feedback and change the things that did not satisfy the receiver.
In order to have an effective communication, there is what we call the 5C which are clarity, completeness, conciseness, concreteness and correctness. In communication, there is a term KISS or "Keep it simple stupid". It means in a communication, it must be straightforward and logical at the same time. The message must be complete by keeping it simple but not leaving out important point. It also must be concise that is being specific and accurate. Next, it must be concrete in a way that you are adding strength to your message by providing proof or validity. The message must be correct. If your message is incorrect, you will not earn the trust of the other party in the long run. Communication must be a two-way which is called as listen and be listened to. One must explain what is the message and the other person must listen and give his feedback.