Prelim - The Communication Process PDF

The COMMUNICATION PROCESS The COMMUNICATION PROCESS The COMMUNICATION PROCESS Communication Quotes Communication Quotes Communication serves as a foundation of human life. Communication helps people to perform their jobs and responsibilities. All the essential information in regards to feeling...

The COMMUNICATION PROCESS The COMMUNICATION PROCESS The COMMUNICATION PROCESS Communication Quotes Communication Quotes Communication serves as a foundation of human life. Communication helps people to perform their jobs and responsibilities. All the essential information in regards to feelings and emotions are communicated to others in society who in-turn communicate their responses. The smallest of event in one’s life requires organizing which requires effective communication with others. Historical Background Thousands years ago, people used to communicate orally. Greeks used a phonetic alphabet written from left to right. After that, many books appeared on written communication principles. As a result of this, Greek started their very first library. When communism was ruling China, communication had become the biggest challenge not only within the vast government, but also between the government and people of China. Postal services were then launched in China. Rome introduced the postal service after China. After that paper and printing press was invented in China that made communication much easier. Hence, today’s principles of communication are founded on a mixture of ancient oral and written traditions. Communication and its Meanings Communication is any act by which one person gives to or receives from another person, the information about that person’s needs, desires, perceptions, knowledge, or affective states. Communication may be intentional or unintentional; Communication may involve conventional or unconventional signals, may take linguistic or non-linguistic forms, and may occur through spoken or other modes.” Or in simple words; Communication is the exchange of ideas, opinions and information through written or spoken words, symbols or actions. Communication is a dialogue, not a monologue. In fact, communication is more concerned with a dual listening process. For communication to be effective, the message must mean the same thing to both the sender and the receiver. THE COMMUNICATION PROCESS It is defined as a way of communicating a message, idea, or information from the sender by overcoming several barriers via channels through which the message is sent to the receiver. Elements of an Effective Communication Process An effective communication process comprises the following elements: 1. The Sender The sender is the person who initiates the communication processes. 2. The Message The message that is sent by the sender can be anything such as a command, a request, a question, or just a statement for a normal discussion. 3. Encoding. The sender needs to encode the message in the form of pictures, words, or even gestures. 4. Media or Channels of Communication The message once encoded has to be sent to the other side through some kind of channel. This channel is the media for the message and this can be anything such as email, telephone, or so on. Communication Process Works? For channelizing communication processes, below given steps are followed to convey the intended meaning in the most accurate and result-driven manner from sender to recipient- The sender would first develop an idea to be sent The sender will then encode the message The sender will then choose the channel of communication The message would then travel through the channel of communication The receiver will receive the message The receiver will then decode the message The receiver will share feedback if needed 5. Decoding Once the message has reached the other side, it has to be decoded. This is only possible when the person on the other side is familiar with the signs that the sender has used for encoding the message. For example, if the sender has sent a message in the English language, the person on the other side can decode it only when he or she knows the English language. 6. Receiver The receiver is the person on the other side who is receiving the message and decodes it to understand and proceed with the communication processes further. 7. Feedback It is the receiver who understands the message and then offers feedback over it to the sender in the process. 8. Noise Noise is an element that cannot be ignored in communication processes. This is mainly the hindrances that come up in an effective communication process such as interruption in the phone network, or similar issues that lead to wrong decoding of the message received by the receiver. Types of Communication Processes There are several types of communication processes in existence that are helpful for any organization. 1. Formal Communication Formal communication is the process that flows through official channels and can be verbal, non-verbal (e.g. body language’0, or written. There can be several types again under formal communication and these are: Vertical Communication- Here the transmission of the messages is from upper management to the employees or vice versa. Horizontal Communication – Here the transmission of the messages can be on lateral levels such as when an executive of one particular department communicates with an executive of another department regarding any official matter. Upward Communication- In this, the communication flows from the lower-level employees of an organization to the top-most level of the organization. Downward Communication- It refers to the communication related to the information flow from top-most level to lower level of employees of a hierarchy For formal communication processes, a number of network types can be followed such as single, chain, wheel, circular, free flow, or inverted V. 2. Informal Communication Informal communication processes are the process of communication where the flow of information does not require any official channel or medium. It is also known as grapevine communication and has several network types that are single strand, gossip network, probability network, and cluster network. Written Channel: When communication takes place in writing through letters, memos, reports, proposals, e-mail, faxes, etc. ‘Written Channel’ is said to be in use. A written channel is often selected in the following cases: A. immediate feedback is not required; B. the receiver stays in a far off place and cannot be brought to contact easily; C. distortion of message is not desirable; D. detailed, complex and planned messages are required to be sent; and E. permanent record is necessary for future reference. Oral Channel: This includes different media e.g., face-to-face conversations, speeches, meetings, telephone, voice mails, audio and video tape, teleconference or video conference, etc. An oral channel is to be selected if: A. feedback is required immediately. B. the receiver of message or audience can be brought to contact easily. C. interaction is necessary. D. simple messages are communicated. E. no permanent record is to be kept. Importance of Communication Processes Organizations need to maintain an effective communication process due to a number of important reasons such as- 1. Proper Coordination Coordination among the team members is extremely essential in order to boost up the performance and gain fruitful results. When the sender message the receiver, coordination is important to ensure that message is accurately understood by the receiver. 2.Proper Planning Communication is very helpful in planning the activities of business. It provides the managers information and ideas necessary for sound planning. According to Theo Haimann “Only through good communication can company policies and practices be formulated and administered.” Secrecy of information creates suspicion among the workers and separates them. Understanding of the common problems unites them for showing a better record of their performance. 3. Establishment of Effective Leadership: Effective leadership is established through communication. The ideas, orders, instructions, direction, etc., of the leader or manager is transmitted to the subordinate employees through communication. The manager can influence them and create a healthy relation by wiping out misunderstanding and distrust between management authority and subordinates through communicatio 4. Efficient and Smooth Running of Enterprise: This depends upon the effectiveness of the system of communication. It provides the basis of direction and actuates people to action in accordance with the desires of the management authority. According to G. R. Terry: “Communication serves as the lubricant fostering the smooth operation of the management process.”When there is proper coordination among the team members of an organization, it automatically leads to smooth working in the firm and ensures the accomplishment of the communication objectives. 5. Better Decision Making A proper decision can be made only through brainstorming and proper discussion over the matter. Of course, discussion and a fruitful result out of it are only possible when the communication is smooth and effective. In a well-processed communication, the sender encodes the message in the most accurate, concise, and effective manner to alleviate and empower decision making processes. 6. Enhanced Managerial Efficiency A manager becomes a favorite in the team when he or she is able to make every point clear and is able to motivate the employees in a better way. So, effective communication processes are also capable of enhancing the managerial efficiency of an organization. 7.Boosts Employee Morale/ Job Satisfaction The employees are happy in an organization when they are offered the freedom of speech and their ideas are considered important too. When there is a proper chain of communication that takes place between the management and the employees, it definitely helps in boosting up the morale of the employees. 8.Promotes Industrial Peace Workers’ unrest is a problem today. It is communication which can establish peace in the industry. Two-way communication helps to develop mutual cooperation and understanding. Through downward communication the management personnel send their orders, instructions, directions, etc. to the subordinates. On the other hand, the upward communication helps the subordinates to convey to their superiors their demands, grievances, complaints, suggestions, etc. Thus, through communication of facts and information between the superiors and subordinates, industrial. 9.Facilitates Movement of Information Communication helps to move information from one place to another and from one person to another. It develops a chain of understanding among the workers of different levels in a business enterprise. 10. Means of Co-ordination Co-ordination implies orderly group efforts to provide unity of action. This unity of action is the result of team work which, in turn, depends, to a great extent, upon clear understanding of the organisational goals, the mode of their achievement and situation of the work. The function of the business communication is to get the workers fully informed of everything relating to the work and bring a perfectly tuned harmony in their work. 11.Assisting Motivation Communication creates motivation. Through it the managers and employees are well- acquainted with the latest information relating to the organisation. This leads to avoidance of hostility, acceptance of reality, change of attitude, consciousness of responsibility and—ultimately—motivation to work. 12. Loyalty The confidence and loyalty of the lower employees on the management personnel increases as they become aware of the competence of efficiency of their boss through communication. It helps to strengthen mutual trust. Importance of Business Communication Types of Communication Barriers Several barriers may interrupt effective communications’ processes- 1. Semantic Barriers The most initial barrier that happens is the semantic barrier. It is the issue that happens while encoding a message. There can be several issues in this section such as wrong translation or usage of the wrong words. 2. Psychological Barriers Psychological conditions such as the emotions of both the sender as well as the receiver of the message matter a lot for an effective communication process. It may happen that the sender and the receiver are not on the same page of emotion and this can make the receiver of the message decode it in the wrong way. 3. Organizational Barriers At times, the factors in an organization may also lead to barriers for some. For example, when the higher management has sent an email about a new policy to the manager but the manager forgets to forward this email to his or her subordinates. 4. Personal Barriers At times, human feelings such as jealousy, anger, or similar others can also lead to disruption in the flow of messages from one person to another. For example, if the sender is angry and asks a normal question also in that mood, the receiver may take this in an abusive way. 5. and others--- *Language Barrier *Gender Barrier *Environmental Barrier *Cultural Barrier *Perceptual Barrier Measures for an Effective Communication Process While there can be several barriers in an effective communication process, these can be sorted out with the help of the right measures. 1. Any communication should have a clear encoding, so the receiver decodes the message in the right way. 2. The feedback provided by the receiver should be in accordance with the message communicated only to avoid confusion. 3. It is always a great idea to consult with the other team members before starting an important communication. 4. The sender of the message should be aware of the language, posture, and signs that are being used in the communication process. 5. In order to complete the communication process, it is essential to get proper feedback from the receiver so that the sender knows that the messages have been properly decoded by the receiver. 6. At last, it is important for both the participants in the communication process to be good listeners in order to understand the message properly and communicate accordingly. 1.Effective communication depends on the clarity of the message. 2.The message must be to the point. 3.Effective communication requires specific, tangible and valid information. The message which is transferred must be supported with facts for increased credibility. 4.The language should be accurate; the grammar and syntax should be correct. These increase the authenticity and credibility of the message. 5.Effective communication must be judgement free. No double meanings. 6.The message should have all the information to act upon. 7.The message should avoid any kind of judgment or discrimination that might hurt other persons’ feelings. It must be done with respect to other’s culture, values and beliefs. 1.Effecti Conclusion! Communication is an essential activity in life that eases out a lot of things. But again a lot of things can get messed up if the communication process that is being followed is not efficient. There are many barriers and reasons that can interrupt the flow of communication. Hence, college students need to learn and to overcome all these barriers with proper measures in order to maintain an efficient flow of communication that definitely leads to enhanced performance and outcome in their fields of specialization and future endeavors.