Communication Processes

The communication process refers to the steps or stages involved in transferring information from a sender to a receiver. It is a complex and dynamic process that involves the exchange of messages through various channels. According to Jonathan Scott, ‘Communication is about sending, receiving, and understanding information and meaning’. It involves several components such as the sender of the communication, the actual message being sent, the encoding of

the message, the receiver, and the decoding of the message. There are also various channels of communication to consider within the communication process. This refers to the way a message is sent. This can be through various mediums such as voice, audio, video, email, fax, or body language. The overall goal of the communication process is to present an individual or party with information and have them understand it. The basic components/ steps of the communication process typically include:

a.      Developing an idea: The beginning of the communication process involves the sender creating an idea that they plan to send to another person or group of people. Essentially, they're planning the overall subject matter or information they want to transmit.

b.      Encoding the message: Once the sender develops an idea, they translate it into a form that can be transmitted to someone else. This means they transform the thoughts of the information they want to send into a certain format. For example, if you are writing a letter, you'll translate your idea into words. The message can also be nonverbal, oral, or symbolic.

c.       Selecting the channel of communication: Next, the sender decides how the message will be sent. This involves selecting the most suitable medium for the message they're relaying. Some communication mediums include speaking, writing, electronic transmission, or nonverbal communication. If you're communicating at work, make sure to select the proper and most professional channel of communication.

d.      Transmitting the Message: After the medium is chosen, the message then begins the process of transmission. The exact process of this will depend on the selected medium. For the message to be properly sent, the sender should have selected the appropriate medium.

e.       Receiving the message: Next, the message is received by the recipient. This step in the communication process is done by hearing the message, seeing it, feeling it, or another form of reception.

f.        Decoding the message: The receiver then decodes the sender's message. In other words, he interprets it and converts it into a thought. After he’s done this, he analyzes the message and attempts to understand it. The communication process is performed effectively when the sender and receiver have the same meaning for the transmitted message.

g.      Providing feedback: Lastly, unless it's a one-way communication, the receiver will provide feedback in the form of a reply to the original sender of the message. Feedback provides the recipient with the ability to ensure the sender that their message was properly received and interpreted. Between two people, this is two-way communication.

Elements of Communications

The elements of communication are the essential components that constitute the process of transmitting information from a sender to a receiver. The key elements include:

a.       Sender: This is the person or entity initiating the communication. The sender encodes a message, which could be in the form of thoughts, ideas, feelings, or information.

b.      Message: The message is the information or content that the sender wishes to convey. It could be verbal, written, non-verbal, or symbolic.

c.       Encoding: Encoding is the process of converting the sender's message into a symbolic form, such as words, gestures, or signals, that can be understood by the receiver.

d.      Channel: The channel is the medium through which the encoded message is transmitted from the sender to the receiver. Channels can include face-to-face communication, written communication, telephone, email, or other forms of media.

e.       Decoding: Decoding is the process by which the receiver interprets and understands the message sent by the sender. It involves translating the encoded message back into its original form.

f.        Receiver: The receiver is the individual or group for whom the message is intended. Receivers play a crucial role in the communication process by interpreting and responding to the message.

g.      Feedback: Feedback is the response or reaction provided by the receiver. It helps the sender to gauge the effectiveness of the communication and whether the message was understood as intended.

h.      Noise: Noise refers to any interference or distortion that can disrupt the communication process. It can be external (such as background noise) or internal (such as distractions or biases).

i.        Context: The context encompasses the situational factors, social and cultural elements, and the environment in which the communication takes place. It significantly influences how the message is interpreted.

j.        Feedback Loop: The ongoing cycle of communication, where feedback from the receiver can lead to further adjustments or clarification in the message, ensuring a more effective exchange of information.

Effective communication occurs when the sender's message is accurately decoded by the receiver, leading to shared understanding. However, various factors, such as language barriers, cultural differences, and environmental distractions, can impact the communication process and contribute to misunderstandings.

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