Lecture 2 Communication Process PDF

COMMUNICATION PROCESS The communication process involves the following steps or elements SENDER MESSAGE ENCODING CHANNEL Environment/context FEEDBACK DECODING RECEIVER a) Communicator/sender...

COMMUNICATION PROCESS The communication process involves the following steps or elements SENDER MESSAGE ENCODING CHANNEL Environment/context FEEDBACK DECODING RECEIVER a) Communicator/sender This is the person who wants to convey the message and acts as the source and initiates the communication process. The communicator may be seeking to gain understanding to convince, persuade or inform the receiver. b) Message Is the body or subject matter of communication. It contains words, symbols, pictures or other forms which will make the receiver understand each message. c) Encoding Is the translation of the message into words, symbols or gestures that will enhance understanding by the receiver and enable them achieve the intended objectives. d) Communication channel - Is the media through which the message passes down from the sender to the receiver. It may be formal or informal, written or oral(tv, radio, internet, word of mouth etc) - In selecting the communication channel, the following factors should be taken into account i) Cost ii) Speed iii) Effectiveness iv) Target audience v) Accessibility e) Receiver - is the person to whom the message is directed. He determines whether the objectives of communication may be achieved or not. f) Decoding - Is the interpretation of the message in order to gain understanding of the message. It depends on the ability of the receiver to effectively decode the message and how well it was encoded by the sender and the absence of barriers to communication. g) Feedback - Is the reaction/ reply/ response that the receiver sends to the sender after decoding the message - Communication process is said to be complete when the feedback information is received by the communicator - It may be instant or delayed depending on the method of communication used. PRINCIPLES OF COMMUNICATION a. Clarity  - To create mutual understanding the message must be clear. It must be conveyed in such a way it can be understood by the receiver i.e. the language and method of communication must be simple and easy to understand. b. Adequacy - The message must be complete in terms of content and quantity to ensure correct interpretation. c. Right timing The message must be sent at the proper time so that it reaches the receiver when it is required. This is to facilitate timely decision making. d. Participation - The receiver should be involved in planning, encoding and transmission of the message for communication to be effective. e. Two-way communication - Good communication system must contain a feedback mechanism such that there is a return flow of communication. f. Economy - Channels of communication should be affordable and wastage of financial resources should be avoided to prevent the organization from incurring unnecessary cost. g. Flexibility  - The system of communication should be flexible enough such that it changes with changing technology and new requirements of the organization and the receiver. PURPOSE OF COMMUNICATION 1) Aid to managerial performance - Communication enables the manager to secure information that is necessary for them to make strategic decisions. - Through communication, managers obtain information regarding problems in each organization regarding actions to be taken and ways of effectively managing each organization. - They are able to give orders, instructions, duties, responsibility as well as seek information through the subordinates. - Communication help managers to plan properly, organise effective, direct decisively and control correctly. 2) Aid to understanding and acceptance of work - Employees are able to understand and accept their work, if there is proper communication regarding what is expected of them. - They need constant communication regarding changes, developments and organization progress for them to work effectively. 3) Aid to leadership - A leader is one who is able to influence others positively without them feeling coerced. He/she acts as a role model and uses his/her charisma to gain support from others.  - Effective communication skills are necessary for a leader. They need to transmit ideas, information and suggestions as well as get responses from their followers. - Through two-way communication, a manager becomes a leader and their employees become willing followers. 4) Aid to co-ordination - In an organization, different activities are undertaken by different departments. These activities should be integrated or harmonized in order to achieve the overall organization goals. - This can be achieved through proper communication by employees and managers from different departments. 5) Aid to motivation - Managers may use verbal recognition to motivate their workers after improved performance. - They may also communicate through rewards, pay or may communicate using memos or company’s newsletters and recognize good performance of their employees. Notes To an individual 1. 2. 3.