Communication Process: Definition, Steps, Importance & Example

The communication process incorporates a two-way system in which a message (which can be 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 communication process begins and 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-

What is the Communication Process?

Definition: The Communication process is a two-way system made up of four main components. These components are encoding, medium of transmission, decoding, and feedback. The other two factors which are present in this process include the sender and the receiver. The process of communication always begins with the sender and ends with the receiver.

The communication process consists of communication revolves around the transmission of information or message from both the sender to the receiver by using a channel of communication and overcoming barriers to effective communication.

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The communication process is cyclic as it starts with a sender and ends with the sender as well in the form of negative feedback afterward. 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 of the sender’s message.

These are the several parts that are essential to an effective communication cycle:

1. Sender

Sender, who sends the message to the intended 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.

2. Encoding

The sender will generally encode the message which is by conversion of their thoughts into a form of a message. This may happen by using verbal or non-verbal methods such as symbols, body gestures, signs, etc. Off Course, the encoded message and its quality depend on the sender’s background, knowledge, skills, competency, etc.

3. Message

The message, which is transmitted by the sender to the receiver is the prime most factor here that will let the sender share a common understanding, information, or message to the receiver to channel the communication.

4. Communication Channel

The medium of message transmission is understood as the visual channels of communication. Senders decide their preferred channels as per the convenience and acceptability of the receiver.

5. Decoding

Here, a receiver decodes the message for proper interpretation and effective channelization of the process of communication.

6. Receiver

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.

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7. Feedback

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.

Importance of Communication Process

The Communication process is important because it plays an essential role in the functioning of society by allowing the exchange of information and resulting in efficient human interaction. Here are some more reasons which explain the importance of the process of communication.

It is essential for coordination for people to understand the thoughts, and ideas of one another.
A fluent and organized worker 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 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

How does the Communication Process work?

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 channel 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, the sender encodes 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.

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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 communication mediums, 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, and 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 to better understand.
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.

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Communication Process Example

Here is an example of a communication process being carried out in an office environment

Sender: I want to make a promotional strategy for my website along with my team of employees.
Encoding: I must convert my thoughts and ideas into a message. For this, I use PowerPoint software and make a ppt of my thoughts including a promotional plan for the company.
Message: The message is now being carried in the ppt which is the promotional strategy for my website.
Channel: I either email the PowerPoint to my team or call a Zoom meeting and present it personally to all of them allotting their work in the process.
Receiver: The receiver of the message is my team who are involved in content creation here at Marketing91.
Decoding: Each individual member of my team receives the PowerPoint, and they understand it to their best abilities. And now each one of them knows the promotional strategy for the site.
Feedback: Once they have decoded the message, they may ask questions, give better ideas or forecast roadblocks in the promotional strategy. This way I get feedback from my team on what can go wrong.

In this above process, there can be several sources of noise. My PowerPoint version is not working on someone’s laptop. A team member is absent on the day of the presentation and could not present his or her ideas. Such noise can lead to an ineffective communication process.

This was all about the Communication Process.