A Summary of The Communication Process

Introduction

What is a communication process? Communication can best be summarized as the transmission of a message from a sender to a receiver in an understandable manner. The importance of effective communication is immeasurable in the world of business and in personal life. From a business perspective, effective communication is an absolute must, because it commonly accounts for the difference between success and failure or profit and loss. It has become clear that effective business communication is critical to the successful operation of modern enterprise. Every business person needs to understand the fundamentals of effective communication.

The communication process is the guide toward realizing effective communication. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place. Individuals that follow the communication process will have the opportunity to become more productive in every aspect of their profession. Effective communication leads to understanding.

The communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver. The communication process begins with the sender and ends with the receiver.

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Communication is not that easy as it seems and speaking is only one of the elements that it consists of. Apparently it’s accepted that the words account for only 7-11% of it. There is also a body language that many people aren’t aware of existing or don’t know how to use. And if speech and body don’t go with themselves someone can be easily misinterpreted. Intentions won’t be clear enough.

How the communication process works

The communication process consists of a message being sent and received. The message may be verbal or non-verbal. The same basic principles apply whether humans, animals, other forms of life or combinations of these are involves. Your challenge as an instructor is to not merely communicate with your students but to communicate effectively.

Effective communication involves a message being sent and received. Added to this however, is the element of feedback to ensure that the message sent was received exactly as intended. This concept may be illustrated using the three-step communications model.

Sender

The sender must possess some cognitive capacity, as the information will usually need to be processed and directed to some extent. Sometimes, part or all of that processing may be provided by someone other than the sender, who will then require fewer innate resources.

Receiver

Whereas some of the sender’s tasks might be performed by external agencies as discussed previously, there are three things which the receiver cannot delegate. The receiver must be sufficiently accessible for arrival to occur, and must also possess and employ both sensory capacities (so that the represented information can be relayed to the receiver’s brain) and cognitive capacity (so that the input received by the brain can be processed sufficiently to be understood). These are the prerequisites for the perception step discussed soon.

Barriers to Communication

For communication to take place, a message must be transmitted by a communicator and correctly received by a listener. If the message is not understood, there is no communication. There is only noise. Between the transmission and reception of a message, much can go wrong. Communication, by definition, involves at least two individuals, the sender and the receiver. There are certain filters or barriers which determine whether or not the message is actually transmitted or received.

There may be barriers that exist between the sender and the receiver such as cultural differences. Environmental conditions may also create barriers, e.g., poor acoustics, others talking, outside noises. More common, however, are differences in frames of reference between sender and receiver.

Audience received the right message

A successful communication process not just comprises of talking, but also includes effective listening. Listening to your receiver or the audience will help you get a grasp of their understanding of the message conveyed. You can at any point stop where communication flaws occur rectifying them immediately. It is important to listen deeply without any kind of defensiveness.

There are many other small tips that you can consider accommodating to improve your communication efficiency. Complex messages are most often communicated wrong and misunderstood frequently. To avoid such complications, you can consider breaking complex messages into simple ones and following up with your audience on a regular basis to make sure that the right message is conveyed.

Language can be a huge problem many times when you communicate. It is not about the English or other language but about the technical or marketing language we are more focused on here. The words and the sentences that you use needs to be simple rather than complicated. You also need to avoid jargons so as to ensure that the receiver can understand the message conveyed.

At the last one also is the most important that is feedbacks. Feedbacks are given to ensure that effective communication skills are present. This means that the receiver understands the message and constructive feedbacks are given to improve the process or task. If the feedback is good that mean your communication have certain level and won’t easy send the wrong message to the receiver but if the feedback is bad that mean your communication will make people or audience confuse and misunderstood.

Verbal and non-verbal communication

The basis of communication is the interaction between people.  Verbal communication is one way for people to communicate face-to-face.  Some of the key components of verbal communication are sound, words, speaking, and language. 

Most people have vocal cords, which produce sounds.  As a child grows it learns how to form these sounds into words.  Some words may be imitative of natural sounds, but others may come from expressions of emotion, such as laughter or crying.  Words alone have no meaning.  Only people can put meaning into words.  As meaning is assigned to words, language develops, which leads to the development of speaking.

Over 3,000 languages and major dialects are spoken in the world today.  The development of languages reflects class, gender, profession, age group, and other social factors.  The huge variety of languages usually creates difficulties between different languages, but even within a single language there can be many problems in understanding.

Through speaking we try to eliminate this misunderstanding, but sometimes this is a very hard thing to do.  Just as we assume that our messages are clearly received, so we assume that because something is important to us, it is important to others.  As time has proven this is not at all true.  Many problems can arise is speaking and the only way to solve these problems is through experience.

Speaking can be looked at in two major areas: interpersonal and public speaking.  Since the majority of speaking is an interpersonal process, to communicate effectively we must not simply clean up our language, but learn to relate to people.

In interpersonal speaking, etiquette is very important.  In business today, hierarchical communication is of utmost importance to all members involved.

The other major area of speaking is public speaking.  It has been obvious that some people are just better public speakers than others.  Because of this, today a good speaker can earn a living by speaking to people in a public setting. 

Non-verbal communication also is important; it can function effectively as a team leader the manager must interact with the other members successfully. Non-verbal cues, when interpreted correctly, provide him with one means to do so.

The team members project attitudes and feelings through non-verbal communication. Some personal needs such as approval, growth, achievement, and recognition may be met in effective teams. The extent to which these needs are met is closely related to how perceptive the team leader and team members are to non-verbal communication in themselves and in others on the team.

If the team members show a true awareness to non-verbal cues, the organization will have a better chance to succeed, for it will be an open, honest, and confronting unit. Argyle and his associates have been studying the features of nonverbal communication that provide information to managers and their team members.

Conclusion

In my conclusion, communication is not just words it is a mixture of tone and body language. You can effectively utilize your voice tone and body language to convey your message across. It is often advised to establish eye to eye contact wherever possible rather than other forms of indirect communication. Not only for this some time you send wrong message just only one word also will make you lose money or harm people in business. So that, in the business ways communication is very important sometimes not only business ways when u talk with people also will spoil your morality. You should be careful in accepting a “yes” response because when people ask do you understand if you really misunderstood he or she say what but you say yes to him or her then you also don’t know what he or she say just now but you accept people already. So that, communication is very important no matter what living creature also have communication even though a pig or dog also got communication. They use their own communication you don’t know only.