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Communication Process
Seven major elements of communication process are: (1) sender (2) ideas
(3) encoding (4) communication channel (5) receiver (6) decoding and (7)
feedback.
(1) Sender:
The person who intends to convey the message with the intention of
passing information and ideas to others is known as sender or
communicator.
(2) Ideas:
This is the subject matter of the communication. This may be an opinion,
attitude, feelings, views, orders, or suggestions.
(3) Encoding:
Since the subject matter of communication is theoretical and intangible, its
further passing requires use of certain symbols such as words, actions or
pictures etc. Conversion of subject matter into these symbols is the process
of encoding.
(5) Receiver:
Receiver is the person who receives the message or for whom the
message is meant for. It is the receiver who tries to understand the
message in the best possible manner in achieving the desired objectives.
(6) Decoding:
The person who receives the message or symbol from the communicator
tries to convert the same in such a way so that he may extract its meaning
to his complete understanding.
(7) Feedback:
Feedback is the process of ensuring that the receiver has received the
message and understood in the same sense as sender meant it.
C. B. Mamoria has pointed out the parts of communication process by saying, That
communication process model is making up of seven steps or parts: a. the
communication b. Encoding c. The message and the medium or channel, d.
reception by the feceiver e. decoding f. Action and g. feedback.
Thus, it is clear that communication process is the set of some sequential steps
involved in transferring message as well as feedback. The process requires a sender
who transmits message through a channel to the receiver. Then the receiver
decodes the message and sends back some type of signal or feedback.
Steps or elements of communication process
The communication process refers to the steps through which communication takes
place between the sender and the receiver. This process starts with conceptualizing
an idea or message by the sender and ends with the feedback from the receiver. In
details, communication process consists of the following eight steps:
1. Developing idea by the sender: In the first step, the communicator develops
or conceptualizes an idea to be sent. It is also known as the planning stage
since in this stage the communicator plans the subject matter of
communication.
2. Encoding: Encoding means converting or translation the idea into a
perceivable form that can be communicated to others.
3. Developing the message: After encoding the sender gets a message that
can be transmitted to the receiver. The message can be oral, written, symbolic
or nonverbal. For example, when people talk, speech is the message; when
people write a letter, the words and sentences are the message; when people
cries, the crying is the message.
4. Selecting the medium: Medium is the channel or means of transmitting the
message to the receiver. Once the sender has encoded his into a message, the
next step is to select a suitable medium for transmitting it to the receiver. The
medium of communication can be speaking, writing, signaling, gesturing etc.
5. Transmission of message: In this step, the sender actually transmits the
message through chosen medium. In the communication cycle, the tasks of the
sender end with the transmission of the message.
6. Receiving the message by receiver: This stage simply involves the
reception of senders message by the receiver. The message can be received in
the form of hearing, seeing, feeling and so on.
7. Decoding: Decoding is the receivers interpretation of the senders message.
Here the receiver converts the message into thoughts and tries to analyze and
understand it. Effective communication can occur only when both the sender
and the receiver assign the same or similar meanings to the message.
8. Feedback: The final step of communication process is feedback. Feedback
means receivers response to senders message. It increases the effectiveness
of communication. It ensures that the receiver has correctly understood the
message. Feedback is the essence of two-way communication.
7 Cs of Communication
Empathize with the audience and exhibit interest in the audience. This
will stimulate a positive reaction from the audience.
Show optimism towards your audience. Emphasize on what is
possible rather than what is impossible. Lay stress on positive words
such as jovial, committed, thanks, warm, healthy, help, etc.
It makes use of words that are clear and that build the reputation.
(iv) Distrust:
For successful communication the transmitter and the receiver must trust
each other. If there is a lack of trust between them, the receiver will always
derive an opposite meaning from the message. Because of this,
communication will become meaningless.
1. Downward communication:
Communication in the first place, flows downwards. That is why,
traditionally this direction has been highlighted or emphasised. It is based
on the assumption that the people working at higher levels have the
authority to communicate to the people working at lower levels. This
direction of communication strengthens the authoritarian structure of the
organisation. This is also called Down Stream Communication.
(i) Distortion/Dilution:
Quite often the communication originating at the highest level gets distorted
or diluted on the way to the lower levels. Sometimes the messages may get
lost. It has to be ensured that the receiver fully understands the purport/
instructions/directions coming from above. This requires an efficient
feedback system.
(ii) Delay:
Another drawback of downward communication is that often it becomes
time-consuming. The more the levels the greater the chances of delay. That
is why sometimes managers choose to send their massages directly to the
person concerned.
(iii) Filtering:
Sometimes managers may withhold some valuable information from the
employees. In such a situation the employees become frustrated, confused
and powerless. This may spoil the employer-employee relationship.
2. Upward communication:
The function of upward communication is to send information, suggestions,
complaints and grievances of the lower level workers to the managers
above. It is, therefore, more participative in nature. It was not encouraged
in the past, but modern managers encourage upward communication. This
is a direct result of increasing democratisation. This is also called Up
Stream Communication.
Limitations of upward communication:
(i) Psychological:
Certain problems, primarily of psychological nature, may come up in
upward communication.
(ii)Hierarchical:
Many managers do not like to be told by their juniors. They may not be
patient enough to listen to them or may even suppress the message sent to
them from below. In such a situation the employees may feel let down.
2. Practicable:
As we know not all communication takes place strictly on the lines of
organisational hierarchy, i.e., downwards or upwards.
3. Morale boosting:
By providing opportunities to lower level workers to interact with managers
in informal meetings it gives their morale a boost and further commitment to
the organisation. More and more organisations are now encouraging
crosswise communication and building up bonhomie.
Limitations:
1. Fear of infringement:
The superior may feel it an infringement that his subordinate has been
given undue importance and that he has been by passed.
2. Resistance to compliance:
The superior may not implement the suggestion as he has not been
consulted.
3. Anarchy:
The lack of accepted procedures may lead to internal anarchy and external
animosity.
Managers devote a great part of their time in communication. They generally devote
approximately 6 hours per day in communicating. They spend great time on face to
face or telephonic communication with their superiors, subordinates, colleagues,
customers or suppliers. Managers also use Written Communication in form of letters,
reports or memos wherever oral communication is not feasible.
Businessman: We have a meeting at the office ("at 8 am" goes missing due
to phone network disruption or noise)
Here,
Sender: Businessman
Encoder: Telephone network company
Channel: Mobile network
Noise: Missing text due to disruption
Decoder: Mobile phone
Receiver: Worker
The transmission error is the noise in this case. The feedback lets the
businessman know that the message reached incomplete. The receiver gets
the chance to get the full message only after his feedback.