THE COMMUNICATION PROCESS

 THE COMMUNICATION PROCESS


Communication process is the key to successful communication. Through the communication process, the exchange of shared meaning occurs between the sender and the recipient. Individuals who adhere to the process of communication have the opportunity to achieve greater success in all aspects of their careers. Effective communication foster understanding.


Communication is a continuous process of exchanging verbal and non-verbal message message serves as a prerequisite for communication, which needs to be conveyed through medium to the recipient. It is important that the recipient comprehends the message in the intended manner by the sender. Additionally, the recipient should provide a timely response Therefore, communication is a two-way process that remains incomplete without feedback from the recipient, indicating their level of understanding of the message.


THE MAIN COMPONENTS OF THE COMMUNICATION PROCESS ARE AS FOLLOWS:


Stage 1: Sending the Message


a. Sender/Encoder


The sender also known as the encoder, is responsible for determining the message to be conveyed and the most effective means of communication, always considering the receiver. In essence, the sender conceptualizes the message. The sender may consider questions such as: What words should I be used? Are signs or pictures necessary?


Scenario: Imagine a manager preparing to deliver a presentation to their team about a new project. The manager carefully considers the terminology and tone to ensure that the message is clear and motivating for their audience. They also choose visual aids to assist in conveying complex information effectively.


b. Message


The message represents the key idea that the sender intends to communicate. It serves as a stimulus to elicit a response from the recipient. The communication process begins with the careful selection and clarification of the message's main objective.


Scenario: Suppose a student sends an email to their professor requesting an extension for a paper. The message needs to clearly state the reason for the extension while maintaining a respectful tone, ensuring that the professor understands the situation.


c. Medium/Channel


It is the immediate form that a message takes or transmits. Most media or channels are either oral or written, but currently, visual channels are becoming more common as technology expands. Common channels/media include the telephone and a variety of written forms such, as memos, letters, reports, emails, private messages, etc.


Scenario: Consider a company using a video conference call to discuss the quarterly performance report with remote team members. The visual presentation and live discussion over the call help ensure that everyone is on the same page and can ask questions for clarification.


Stage 2: Receiving the Message


a. Context


Communication is affected by the context in which it takes place. This context can encompass physical, social, chronological, or cultural aspects. Every communication takes place within a specific context, and the sender chooses the message to be communicated based on the context.


Communication does not take place in a vacuum. The context of any communication act is the environment surrounding it. This includes, among other things, place, time, event, and attitudes of sender and receiver.


Scenario: Imagine two friends having a conversation at a coffee shop. The background noise of the coffee machines and people chatting may affect their ability to hear each other clearly, influencing their understanding of the conversation.


b. Recipient/Decoder


It is a person for whom the message is intended, directed, or targeted. The degree to which the decoder understands the message is dependent upon various factors such as the knowledge of the recipient, their responsiveness to the message, and the reliance of the encoder on the decoder.


Scenario: Suppose a doctor is explaining a medical procedure to a patient. The doctor needs to ensure they use language that the patient can understand, avoiding technical jargon, and gauging the patient's reactions to adjust their explanation accordingly.


c. Feedback


It is the main component of the communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of the message by the decoder. Feedback may be verbal (through words) or non-verbal (through gestures, facial expressions such as smiles, frowning, sighs, etc.). It may also take written form in the form of memos, reports, etc. It may be in the form of electronic such as emails, private messages, etc.


Scenario: Consider a team meeting where a project manager presents a proposal. The team members provide feedback through nods of agreement, questions, and suggestions, helping the manager gauge how well the message was received and if any adjustments are needed.


d. Noise also called interference or distraction


It is anything that impedes or disrupts the accurate transmission, reception, and interpretation of a message. This interference can originate internally from the sender or receiver, or externally from the surrounding environment (Lucas, 2000).


Scenario: Imagine a teacher giving a lecture in a classroom where construction noise from a nearby building is audible. The students might struggle to concentrate on the lecture due to the external noise, causing potential misinterpretations of the material.


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