Unit: 1 Communication Process
Students
should define communication and understand the communication process in this
course of unit one. They will be able to use various modes of communication, comprehend the
oral communication process, be intimately familiar with the writing process,
participate in group work and cooperation, discuss communication structures and
systems, and investigate communication hurdles.
Communication as a Concept: Communication is the sharing of information among persons which entails the exchange of thoughts, notions, fantasies, actions, and textual material; or it is just the flow of information from one location to another. Information can be transferred in a variety of methods and with a variety of goals. Conversation, the written word in the forms of letters, books, periodicals, and newspapers, and images like anime, cartoons, television, film, and series all contribute to the mental exchange that defines communication. The message or information is transferred or exchanged for a variety of reasons, including consultation, education, justification, persuasion, argumentation, debate, comparison, contrast, and so forth. Human interaction inevitably involves communication so that their existence would be possible with the aid of communication. The way we communicate with others is such a habitual part of us that we rarely stop and think about it. This translates into business communication too. Organizations, after all, aren’t faceless entities, but groups of real people. Effective communication affects processes, efficiency, and every layer of a company. Business communication is the process of sharing information between people within and outside a company. It is called Sanchar in Nepali. Effective business communication is how employees and management interact to reach organizational goals. Its purpose is to improve organizational practices and reduce errors. The importance of business communication also lies in presenting options/new business ideas, making plans and proposals, executing decisions, reaching agreements, sending and fulfilling orders, better selling, effective meetings, etc.
The
Communication Process: The communication process involves the sender, the transmission of a message through a selected channel, and the receiver. Although
the process of communication is more than the sum total of these elements,
understanding them can help explain what happens when one person tries to express
an idea to others.
The details of the communication process are given below:
a.
Sender: The process of
communication begins with a sender, the person who transmits a message. The
branch manager explaining new product lines to the sales force, a computer
programmer explaining a new program to a coworker, accountant giving a financial
report to their superior are all senders of communication.
b.
Message: A message is any signal that
triggers the response of a receiver. Messages could be verbal (written or
spoken) or non-verbal (such as appearance, body language, silence, sounds,
yawns, sighs, etc.)
c.
Encoding: The sender must
choose certain words or non-verbal methods to send an international message.
This activity is called encoding. While encoding a message, one needs to
consider what contents to include, how the receiver will interpret it, and how
it may affect one’s relationship. A simple “thankful” message will be
relatively easy. In contrast, to inform 200 employees of bad news about
salary cuts or bids on engineering plans to construct an Rs. 50 crore industrial
building will require much more complicated, carefully planned messages.
d.
Channel: How you send
your message is called a channel that is sent via an electronic word processing
system to be read on the receiver’s screen or through the printed word or
through graphic symbols on paper, or via the medium of sound. The choice of channel or medium (written or oral) is
influenced by the interrelationships between the sender and the receiver. It
also depends upon the urgency of the message being sent. Besides, one may
consider factors such as importance, number of receivers, costs, and amount of
information. Generally, it has been observed that if the message requires an
immediate answer, an oral channel may be the better choice. But if the message
contains complicated details and figures or if its subject requires filing for
future reference, a written communication is necessary. Furthermore, whether
your message receiver is inside or outside your organization affects your
choice of medium.
e. Receiver: A receiver is any person who notices and attaches some meaning to a
message. In the best circumstances, a message reaches its intended receiver
with no problems. In the confusing and imperfect world of business, however,
several problems can occur. The message may never get to the receiver.
f. Decoding: Even if the message reaches intact to its intended
recipient, there is no guarantee that it will be understood as the sender
intended it to be. The receiver must still decode it attaching meaning to the
words or symbols. It may be noted that decoding is not always accurate. It
depends upon individual experiences.
g. Feedback: Ultimately, the receiver reacts or responds to the communication sent
by the sender. The response could be based on a clear interpretation of the
symbols sent or it could be based on misunderstanding or misinterpretation of
the symbols sent. Whatever the response of a receiver to a sender is, it is
called feedback. Some feedback is non-verbal smiles, sighs, nods, and so on.