The communication process incorporates a two-way system in which a message (which can an idea, thought, feeling, or opinion) is conveyed at least between two persons via a channel of communication for channelizing a shared understanding.
Being a dynamic process, an effective communication process starts with conceptualizing ideas by the sender. The process then further goes through six other elements- Encoding, Message, Channel, Receiver, and finally Receiver decodes the message.
The whole system of interaction between sender and receiver is of great significance in business, professional as well as personal lives. This post will take you deep into the world of communication, its channels, barriers, body language, and channelization. So, let us get started-
Definition of Communication Process
The process of communication revolves around the transmission of information or message from the sender to the receiver by using a channel of communication and overcoming barriers to effective communication.
The communication process is cyclic as it starts with a sender and ends with the sender as well in the form of feedback. It refers to the entire process or actions taken up by two or more individuals to convey their ideas and thoughts to each other.
Several components make up a communication process, and each one is instrumental for effective and proper communication. The entire motive is surrounded by the need for proper understanding and interpretation of the receiving party’s message.
What is Communication?
Communication is the process where people create and share a number of their thoughts, views, information, feelings, facts, etc.
This practice is fundamental to the existence and survival of human beings now. It is the key to make sure that people properly comprehend and understand each other.
For a manager who has to communicate with a group of people, communication skills are necessary. Sometimes being that qualified might not be of importance to an extent proper communication is.
Importance of Communication Process
Some of the notable reasons why a process that senders use to message the receiver is of great importance are-
- It is essential for coordination for people to understand the thoughts, and ideas of one another.
- A fluent and organized working in the organization. This is elemental for the smooth and proper functioning of the particular organization.
- It is essential in decision making. In the absence of proper communication, no proper and efficient decision making is possible.
- It helps in increasing the managerial efficiency in organizations.
- It promotes and increases the overall organizational peace and cooperation among all employees holding different places in the hierarchy
- It helps in boosting the morale of all employees and promotes and healthy working environment in the organization
Components and Parts of an Effective Communication Process
These are the several parts that are essential to an effective communication process:
The message, which is transmitted by the sender to the receiver is the prime most factor here which will let the sender share a common understanding, information, or message to the receiver to channelize the communication.
Sender, who sends the message to the receiver. The sender is the individual who is responsible for initiating the communication. He or she is also responsible for conceptualizing the ideas behind this communication or conversation.
The receiver receives, decodes, understands, interprets the message, and provides feedback if required. When the sender (s) message the receiver, it is important that message is accurately delivered, as only then the whole process will be considered successful.
4) Channels of Communication
The medium of message transmission is understood as the channel of communication. Senders decide their preferred channels as per the convenience and acceptability of the receiver.
Here, a receiver decodes the message for proper interpretation and effective channelization of the process of communication.
Feedback, if desired by the receiver. It is the last step of the communication process, as it ensures that the receiver received the message and interpreted it in the right fashion as per the ideas or thoughts of the sender.
Working of Communication Process
For a certain communication process to be successful, one must understand the major elements that crucially form the working of a basic communication process. Let us delve into some of the key steps that channelize a communication process successfully-
1) Development of the idea to be sent
The first step of the process is the development of the idea in the mind of the speakers intended for a person or a group of people to comprehend. Here, the sender thinks of the subject of the information or matter they want to talk about
2) Encoding of the message by the sender
Once the idea is developed in the mind of the sender, it is followed by the encoding of the message into a form that can be understood by the audience. If the person is planning for nonverbal communication, they will speak orally. If they are writing a letter, they will use written words to express their thoughts and ideas.
3) Selection of the channel that will be used for communication
This is now followed by the selection of the channel that will be used for the transmission of the message.
Some channels include electrical transmission, nonverbal, verbal, etc. If a person is communicating in a professional environment, they have to adopt a more professional and organized means of communication.
4) Message traversing the channel of communication
Once the channel is set, the message is conveyed through the process of communication. The entire process banks on the chosen medium for communicating your message. For the proper and orderly delivery of the message, the appropriate medium must be chosen.
5) Receival of the message by the receiver
Once the entire medium is traversed by the message, it is received by the receiver. This is a receptive process in communication, and the person can receive it through listening, reading, feeling, etc.
6) Decoding of the message by the receiver
Once the sender successfully receives the message, the decoding of the message begins. This is simply the interpretation of the message and its conversion into a thought. Once the interpretation is handled, the person will attempt to analyze and understand it. This process becomes more effective when the same medium is used by the receiver and the sender for the transmission and receipt of the message.
7) Interpretation followed by feedback if desired.
Once the interpretation is dealt with, feedback follows. This is not compulsory and might not occur if the communication is one way. In the form of a reply, the recipient might give feedback to the sender. This helps the sender in making sure that the message sent was properly sent and interpreted by the receiver. This takes the shape of two-way communication between two people.
How to improve the Communication Process?
Improving communication is crucial for everyone’s success- be it an individual, organization, or huge brand. In case you are looking for some powerful tips to improve communication, then the following tips are listed to help you make significant improvements to your communication process-
- One must be precise, simple and surround their message to a clear point to make sure their message is understood easily.
- It is essential that one must have good knowledge of their audience to talk about anything and everything about their areas of interests and needs.
- Good communication is possible only through meaningful questions. Ask needful and appropriate questions to keep the audience constantly interested and engaged in your conversation.
- Once you are asked a question, take your time to understand the question, for a proper response and come up with a reasonable, well-framed answer.
- If there are different mediums involved, make sure you are communicating with the proper use of body language. It tells a lot about your personality and might be key to attracting your audience.
- Keep and maintain eye contact with the person you are talking to. This is a sign of respect and will keep your audience interested in the process of communication.
- If the receiver is not sure about the message you have conveyed, clarify the message. This will help them in better understanding.
- Always be open to suggestions from others. The other perspective is instrumental in making one understand something they can’t. This is again respectful and shows the audience that you are versatile and open to changes.
On the concluding note, it is important to improve your communication skills if you want that your messages are correctly understood by the receiver.
We hope the aforementioned tips will help you hone your communication skills, so your conversation takes place in a constructive as well as productive manner.
How important do you find the role of an effective communication process in sharing a message?