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| Components of Communication Process |
Components/Elements of Communication Process:
The communication process has the following components:
1. Sender or communicator – Sender is an employee with ideas, intentions, information, and a purpose
for communicating. He is the source or initiator of the communication. He has something with a meaning to communicate. Communication begins when a sender identifies the need to send a message based on certain reasons.
2.Message – The sender encodes meaning into a message that can be transmitted. The message represents the meaning, the source is trying to convey.
3.Encoding – The function of encoding is to provide a form in which ideas and purpose can be expressed as a message. The result of the encoding process is the message. Encoding involves translating the sender’s intent or ideas into a systematic set of symbols or gestures.
4. Channel or medium – A medium serves as the means of communication whereas a channel refers to the means of transmission of a message between the sender and the receiver.
A medium, which is an abstraction, can be oral, written, or non-verbal. Channel, on the other hand, is concrete and could be a letter, a report, a book, a memorandum, fax, an email, the television, the telephone, etc.
A sender conveys his/her message to the receiver by some medium (oral, written, or nonverbal) over some channel (electronic means or printed Media).
5. Receiver – The receiver is the individual whose senses perceive the sender’s message. There may be one or many receivers. If the message does not reach the receiver, communication is not completed.
6. Decoding – Decoding is the process by which the receiver interprets the message and translates it into
meaningful information. Decoding is a two-step process – (a) the receiver must first perceive the message, and (b) the receiver must then interpret it. The decoding process is very much affected by some factors such as the receiver’s need, status, experience, situational factors, etc.
7. Communication noise – In communication, noise can be thought of as those factors that disturb or distort the intended message. Noise may occur in each of the elements of communication. “Noise” hinders communication.
It includes the following factors:
(a) Factors that hinder the development of clear thought.
(b) Faulty encoding due to ambiguous symbols.
(c) Defects in the channel.
(d) Inattentive reception.
(e) Faulty decoding due to prejudices, wrong under-standing, personal outlook, the wrong meaning of words and symbols.
Noise can result in miscommunication. Hence the important point is to realize all these possibilities of noise and to minimize them.
8. Feedback – A feedback provides a link or channel for the communicator to know the receiver’s response and to determine whether the message has been received and has produced the intended change.
Feedback may come in many ways. In face-to-face communication, feedback comes through the facial expressions of the receiver. Some indirect means of feedback are such factors as declines in productivity, poor quality of production, lack of coordination, absenteeism, etc. Feedback may cause the sender to modify his future communication.
9. Context: Context refers to the situation or circumstances in which the communication takes place. It can include the environment, relationships between the sender and receiver, and any cultural or social factors that might influence the communication. Understanding the context is important for effective communication, as it can affect how the message is received and interpreted.
By understanding these elements of the communication process, you can better understand how communication works and how to communicate effectively in different situations.
Significance of components of Communication process
The components of communication process are essential for effective communication. They include the sender, the message, the medium, the receiver, and feedback.
The sender is the person who initiates the communication process. They are responsible for creating the message and sending it to the receiver.
The message is the content of the communication. It can be verbal, nonverbal, or written. The message should be clear and concise so that the receiver can understand it.
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 perfect guide toward achieving effective communication. When followed properly, the process can usually assure that the sender's message will be understood by the receiver. Although the communication process seems simple, it in essence is not. Certain barriers present themselves throughout the process. Those barriers are factors that have a negative impact on the communication process. Some common barriers include the use of an inappropriate medium (channel), incorrect grammar, inflammatory words, words that conflict with body language, and technical jargon. Noise is also another common barrier. Noise can occur during any stage of the process. Noise essentially is anything that distorts a message by interfering with the communication process. Noise can take many forms, including a radio playing in the background, another person trying to enter your conversation, and any other distractions that prevent the receiver from paying attention.
Successful and effective communication within an organization stems from the implementation of the communication process. All members within an organization will improve their communication skills if they follow the communication process, and stay away from the different barriers. It has been proven that individuals that understand the communication process will blossom into more effective communicators, and effective communicators have a greater opportunity for becoming a success.
Written by
Abdul Rauf
M Phil English Linguistics and Literature
English language learning and teaching
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