Elements of the communication process pdf

Click here to sign up. Download Free PDF. The Communication Process Anil Pathak. A short summary of this paper. The Communication Process. This is a process that involves two parties- the sender of the message and the receiver.

We also observe in many situations that this process may leave room for error, with messages often misunderstood or misinterpreted by one or more of the parties involved. This causes unnecessary confusion and counter productivity. By successfully getting your message across, you convey your thoughts and ideas effectively. If the thoughts and ideas that you convey are received in an entirely different form, the result may be a communication breakdown.

This can be frustrating both personally and professionally. Thus, we can say that a message is successful only when both the sender and the receiver perceive it in the same or similar way. We can see from these definitions that the idea of the nature of communication changes when we move from one definition to the other.

While both of these definitions are good, it might be better for the purpose of this course to define human communication in simpler terms. So, we will define human communication as a dynamic process of creating meaning between two or more people. Although some scholars associate communication with language, much of communication can be non-verbal. We use body language such as gestures or facial expressions , visuals such as maps or slides , and extra-linguistic cues such as white space in a document to convey meaning.

Model of Communication Process One way to understand this definition better is through the use of a communication model. Although a number of communication models exist, it is generally agreed that the following are main elements of human communication: 1. Sender Encoder 2. Channel 5. Feedback 6. Noise We have identified Sender and Receiver as two distinct parties above. In real communication events, however, both persons involved in the communication event can also be sources of information.

Each person creates and receives messages simultaneously, and both are influenced by the other's message. The model in Figure below involves two parties, the encoder Sender and the decoder Receiver. To better understand the symbolic meaning that might be conveyed in a communication, many advertisers have begun focusing attention on semiotics, which involves the study of the nature of meaning.

From a semiotic perspective, every marketing message has three basic components: an object, a sign or symbol and an interpretant. The object is the product that is the focus of the message e. Marlboro cigarettes. The sign is the sensory imagery that represents the intended meaning of the object e.

The interpretant is the meaning derived e. The message must be put into a transmittable form that is appropriate for the channel of communication being used. Advertising messages range from simply written words or copy that will be read or heard as a radio message to the expensive production of elaborate television commercials with a great deal of visual impact and imagery.

Channel- the channel is the method or medium by which the communication travels from source or sender to receiver. For example a salesperson serves as a personal channel of communication when delivering a sales presentation. These channels are often referred to as the mass media as messages transmitted through them are sent to many individuals at one time.

The two major categories of non-personal channels are print and broadcast media. To begin transmitting the message, the sender uses some kind of channel also called a medium. The channel is the means used to convey the message.

Most channels are either oral or written, but currently visual channels are becoming more common as technology expands. Common channels include the telephone and a variety of written forms such as memos, letters, and reports. The effectiveness of the various channels fluctuates depending on the characteristics of the communication. In a situation where the message must be delivered to more than a small group of people, written channels are often more effective.

Although in many cases, both oral and written channels should be used because one supplements the other. If a sender relays a message through an inappropriate channel, its message may not reach the right receivers.

That is why senders need to keep in mind that selecting the appropriate channel will greatly assist in the effectiveness of the receiver's understanding. The sender's decision to utilize either an oral or a written channel for communicating a message is influenced by several factors. The sender should ask him or herself different questions, so that they can select the appropriate channel. Is the message urgent? Is immediate feedback needed? Is documentation or a permanent record required?

Is the content complicated, controversial, or private? Is the message going to someone inside or outside the organization? What oral and written communication skills does the receiver possess? Once the sender has answered all of these questions, they will be able to choose an effective channel. After the appropriate channel or channels are selected, the message enters the decoding stage of the communication process. Decoding is conducted by the receiver. Once the message is received and examined, the stimulus is sent to the brain for interpreting, in order to assign some type of meaning to it.

It is this processing stage that constitutes decoding. The receiver begins to interpret the symbols sent by the sender, translating the message to their own set of experiences in order to make the symbols meaningful. Successful communication takes place when the receiver correctly interprets the sender's message.

The receiver is the individual or individuals to whom the message is directed. The extent to which this person comprehends the message will depend on a number of factors, which include the following: how much the individual or individuals know about the topic, their receptivity to the message, and the relationship and trust that exists between sender and receiver. All interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills, perceptions, and culture.

It is similar to the sender's relationship with encoding. Effective communication is more likely when common ground or shared meaning or understanding exists or has been established between the sender and receiver. Noise- throughout the communications process the message is subject to noise which refers to factors that can distort or interfere with adequate reception or comprehension. Noise can occur during the encoding, transmission, or decoding of a message. Noise can also occur because of a lack of common ground or understanding between the sender and receiver.

Feedback provides the sender with a way of monitoring how the message is being decoded and received by the target audience. Feedback is the final link in the chain of the communication process. After receiving a message, the receiver responds in some way and signals that response to the sender. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action.

Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly. Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message.

Barriers to communication include all those things that hinder the communication process and result in some kind of distortion in the message. Semantics-these are barriers which arise because of the different meanings that different words have in different contexts. The same word may have one meaning in the mind of the sender and a different meaning in the mind of the receiver which can block the understanding between the two.

Motivation and interest —our interest to send or to receive a message can determine the effectiveness of communication. Lack of interest and motivation in either sending or receiving message is an obstacle for communication. Perfunctory attention — this is a difference between speaking and listening capabilities of the communicating parties. If the speaking speed is more than the listening speed, the receiver may not grasp all the messages of the sender.

Lack of feedback - Feedback is the mirror of communication. Feedback mirrors what the sender has sent. Feedback is the receiver sending back to the sender the message as perceived. Without feedback, communication is one-way. Feedback happens in a variety of ways. Asking a person to repeat what has been said, e. Feedback may be as subtle as a stare, a puzzled look, a nod, or failure to ask any questions after complicated instructions have been given.

Both sender and receiver can play an active role in using feedback to make communication truly two-way. Feedback should be helpful rather than hurtful.

Prompt feedback is more effective that feedback saved up until the "right" moment. Feedback should deal in specifics rather than generalities. Approach feedback as a problem in perception rather than a problem of discovering the facts. Physical distractions - Physical distractions are the physical things that get in the way of communication. Examples of such things include the telephone, a pick-up truck door, a desk, an uncomfortable meeting place, and noise.

Physical barriers are easy to spot — doors that are closed, walls that are erected, and distance between people all work against the goal of effective communication. Information Overload: Managers are surrounded with a pool of information. It is essential to control this information flow else the information is likely to be misinterpreted or forgotten or overlooked.

As a result communication is less effective. Physical distractions are also there such as, poor lightning, uncomfortable sitting, unhygienic room also affects communication in a meeting. Similarly use of loud speakers interferes with communication. Complexity in Organizational Structure: Greater the hierarchy in an organization i.

Only the people at the top level can see the overall picture while the people at low level just have knowledge about their own area and a little knowledge about other areas. Perceptual barriers, in contrast, are internal. The most common problem faced these days is that of the difference in opinion between two people. The varied perceptions of every individual give rise to a need for effective communication.

Especially some international, professional and technical words and expressions are difficult to understand and this creates barrier to effective communication. Disorganization of ideas and statements- lack of appropriate coherence, unity and development of ideas and statements in a message is barrier to communication since the receiver may to identify the main idea of the message and finally end up in confusion.

There are also other barriers which block the free flow of the message from the sender to the receiver. These include: noise, time pressure, distance, stereotyping, psychological and physiological factors, poor listening skill, inattention emotions, and biases etc. Overcoming Communication Barriers Eliminating differences in perception: The organization should ensure that it is recruiting right individuals on the job.

There should be proper Induction program so that the policies of the company are clear to all the employees. Use of Simple Language: Use of simple and clear words should be emphasized.

Use of ambiguous words and jargons should be avoided. Reduction and elimination of noise levels: Noise is the main communication barrier which must be overcome on priority basis.

It is essential to identify the source of noise and then eliminate that source. Active Listening: Listen attentively and carefully. Active listening means hearing with proper understanding of the message that is heard. Avoid Information Overload: The managers should know how to prioritize their work. They should not overload themselves with the work. They should spend quality time with their subordinates and should listen to their problems and feedbacks actively.

The contents of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate. Proper Media Selection: The managers should properly select the medium of communication. Simple messages should be conveyed orally, like: face to face interaction or meetings.

Use of written means of communication should be encouraged for delivering complex messages. For significant messages reminders can be given by using written means of communication such as: Memos, Notices etc.

Flexibility in meeting the targets: For effective communication in an organization the managers should ensure that the individuals are meeting their targets timely without skipping the formal channels of communication. There should not be much pressure on employees to meet their targets. Interpersonal Communication: Definition Interpersonal communication is the universal form of communication that takes place between two individuals. Since it is person-to-person contact, it includes everyday exchange that may be formal or informal and can take place anywhere by means of words, sounds, facial expression, gestures and postures.

In interpersonal communication there is face-to-face interaction between two persons, that is, both are sending and receiving messages. This is an ideal and effective communication situation because you can get immediate feedback. You can clarify and emphasize many points through your expressions, gestures and voices. In interpersonal communication, therefore, it is possible to influence the other person and persuade him or her to accept your point of view. Since there is proximity between sender and receiver, interpersonal communication has emotional appeal too.

It can motivate, encourage, and coordinate work more effectively than any other form of communication. Also, in a crisis, through interpersonal channel, flow of information is tremendous e. Interpersonal messages consist of meanings derived from personal observations and experiences. In fact, effective interpersonal communication helps both participants strengthen relationships through the sharing of meaning and emotions.

This relatively simple definition implies a variety of characteristics. Although largely dyadic in nature interpersonal communication is often extended to include small intimate groups such as the family. Even within a family however, the communication that takes place is often dyadic—mother to child, sister to sister, etc.

The actions of one person have consequences for the other person. Interpersonal communication takes place in a relationship, it impacts the relationship, it defines the relationship. The way you communicate is determined in great part by the kind of relationship that exists between you and the other person. You interact differently with your interpersonal communication instructor and your best friend; you interact with a sibling in ways very different from the ways you interact with a neighbor, a work colleague, or a casual acquaintance.

But notice also that the way you communicate will influence the kind of relationship you have. If you each regularly express respect and support for each other, a respectful and supportive relationship is likely to develop. This is surely one of the most obvious observations you can make about interpersonal communication.

And yet, so many seem not to appreciate this very clear relationship between what you say and the relationship that develops or deteriorates. At the highly personal end is the communication that takes place between people who are intimately interconnected—a father and son, two long time lovers, or best friends, for example. Personal Information. Notice that in the impersonal example, the individuals are likely to respond to each other according to the role they are currently playing; the server treats the customer not as a unique individual but as one of many customers.

And the customer, in turn, acts towards the server not as a unique individual but as he or she would react to any server. The father and the son, however, react to each other as unique individuals. They act on the basis of personal information. Personal Rules. Notice too that the server and the customer interact according to the rules of society governing the server-customer interaction. The father and the son, on the other hand, interact on the basis of personally established rules.

The way they address each other, their touching behavior, and their degree of physical closeness, for example, are unique to them and are established by them rather than by society. In impersonal relationships you're able to predict the other person's behavior with only a fair likelihood of accuracy. For example, you can predict to a modest extent some of the behaviors of the other students in your class.