The Communication Process

Introduction:-
The goal of communication is to convey information—and the understanding of that
information—from one person or group to another person or group. This communication process
is divided into three basic components: A sender transmits a message through a channel to the
receiver. The sender first develops an idea, which is composed into a message and then
transmitted to the other party, who interprets the message and receives meaning. Developing a
message is known as encoding. Interpreting the message is referred to as decoding.
The other important feature is the feedback cycle. When two people interact, communication is
rarely one‐way only. When a person receives a message, he responds to it by giving a reply.
The feedback cycle is the same as the sender‐receiver feedback. Otherwise, the sender can't
know whether the other parties properly interpreted the message or how they reacted to it.
Feedback is especially significant in management because a supervisor has to know how
subordinates respond to directives and plans. The manager also needs to know how work is
progressing and how employees feel about the general work situation.
The critical factor in measuring the effectiveness of communication is common understanding.
Understanding exists when all parties involved have a mutual agreement as to not only the
information, but also the meaning of the information. Effective communication, therefore, occurs
when the intended message of the sender and the interpreted message of the receiver are one
and the same. Although this should be the goal in any communication, it is not always achieved.
Time, in particular, is an important resource in the communication process. However, efficient
time‐saving communications are not always effective. A low‐cost approach such as an e‐mail
note to a distribution list may save time, but it does not always result in everyone getting the
same meaning from the message. Without opportunities to ask questions and clarify the
message, erroneous interpretations ..
The process of communication refers to the transmission or passage of information or message
from the sender through a selected channel to the receiver overcoming barriers that affect its
pace. The process of communication is a cyclic one as it begins with the sender and ends with
the sender in the form of feedback. It takes place upward, downward and laterally throughout
the organization. The process of communication as such must be a continuous and dynamic
interaction, both affecting and being affected by many variables.
Major elements of communication process are: (1) sender (2) ideas (3) encoding (4)
communication channel (5) receiver (6) decoding and (7) feedback.
Communication may be defined as a process concerning exchange of facts or ideas between
persons holding different positions in an organisation to achieve mutual harmony. The
communication process is dynamic in nature rather than a static phenomenon.
Communication process as such must be considered a continuous and dynamic inter-action,
both affecting and being affected by many variables.
(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.
The very foundation of communication process is laid by the person who transmits or sends the
message. He is the sender of the message which may be a thought, idea, a picture, symbol,
report or an order and postures and gestures, even a momentary smile. The sender is therefore
the initiator of the message that needs to be transmitted. After having generated the idea,
information etc. the sender encodes it in such a manner that can be well-understood by the
receiver.
(2) Message/Ideas:
This is the subject matter of the communication. This may be an opinion, attitude, feelings,
views, orders, or suggestions. Message is referred to as the information conveyed by words as
in speech and write-ups, signs, pictures or symbols depending upon the situation and the nature
and importance of information desired to be sent. Message is the heart of communication. It is
the content the sender wants to covey to the receiver. It can be verbal both written and spoken;
or non-verbal i.e. pictorial or symbolic, etc.
(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.
Encoding is putting the targeted message into appropriate medium which may be verbal or non-
verbal depending upon the situation, time, space and nature of the message to be sent. The
sender puts the message into a series of symbols, pictures or words which will be
communicated to the intended receiver. Encoding is an important step in the communication
process as wrong and inappropriate encoding may defeat the true intent of the communication
process.

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(4) Communication Channel:
The person who is interested in communicating has to choose the channel for sending the
required information, ideas etc. This information is transmitted to the receiver through certain
channels which may be either formal or informal. Channel refers to the way or mode the
message flows or is transmitted through. The message is transmitted over a channel that links
the sender with the receiver. The message may be oral or written and it may be transmitted
through a memorandum, a computer, telephone, cell phone, apps or televisions.
Since each channel has its advantages and disadvantages, the choice of proper selection of the
channel is paramount for effective communication.
(5) Receiver:
Receiver is the person who receives the message or for whom the message is meant . It is the
receiver who tries to understand the message in the best possible manner in achieving the
desired objectives.
Receiver is the person or group who the message is meant for. He may be a listener, a reader
or a viewer. Any negligence on the part of the receiver may make the communication ineffective.
The receiver needs to comprehend the message sent in the best possible manner such that the
true intent of the communication is attained. The extent to which the receiver decodes the
message depends on his/her knowledge of the subject matter of the message, experience, trust
and relationship with the sender.
The receiver is as significant a factor in communication process as the sender is. It is the other
end of the process. The receiver should be in fit condition to receive the message, that is,
he/she should have channel of communication active and should not be preoccupied with other
thoughts that might cause him/her to pay insufficient attention to the message.
(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.
Decoding refers to interpreting or converting the sent message into intelligible language. It
simply means comprehending the message. The receiver after receiving the message interprets
it and tries to understand it in the best possible manner.
(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.
Feedback is the ultimate aspect of communication process. It refers to the response of the
receiver as to the message sent to him/her by the sender. Feedback is necessary to ensure that
the message has been effectively encoded, sent, decoded and comprehended.
It is the final step of the communication process and establishes that the receiver has received
the message in its letter and spirit. In other words, the receiver has correctly interpreted the
message as it was intended by the sender. It is instrumental to make communication effective
and purposeful.
Consider the following points related to the feedback involved in the process of communication.
• It enhances the effectiveness of the communication as it permits the sender to know the
efficacy of his message.
• It enables the sender to know if his/her message has been properly comprehended.
• The analysis of feedbacks helps improve future messages. Feedback, like the message,
can be verbal or nonverbal and transmitted through carefully chosen channel of communication.
• We can represent the above steps in a model as the model of communication process.
Types of Feedback
Kevin Eujeberry, the world famous leadership exponent mentioned the four types of feedback.
The types are as follows −
• Negative Feedback or corrective comments about past behavior
• Positive Feedback or affirming comments about future behavior
• Negative feedforward or corrective comments about future behavior
• Positive feedforward or affirming comments about future behavior.

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 The Model of Communication Process

Conclusion:- The process of communication, however, is not as smooth or barrier-free as it