THE COMMUNICATION PROCESS

There is a basic process which holds true for any type of communication – among individuals or groups, formal or informal, etc. It can be shown diagrammatically as follows:

1. Sender: Sender or transmitter is the person who sends a message or an idea. He is the source and initiates the process of communication. Sender may be speaker, a writer or an actor.
2. Message: Message is what is conveyed by the sender. It consists of words, facts, ideas, opinions, etc. It is the subject-matter of communication.
3. Encoding: It is the use of appropriate verbal or nonverbal language for transmitting the message. In order to transmit the idea, the sender translate the idea into a language (words, symbols, gestures) known to the both the parties.
4. Channel: It is the medium or route through which the message is passed from the sender to the receiver. It may be face-to-face talk, telephone, letter, radio, television etc.
5. Receiver: Recipient or receiver is the person or group who is supposed to receive the massage. He may be a listener, a reader or an observer.
6. Decoding: It means translating the message into words for the purpose of understanding. The receiver interprets the message to derive its meaning.
7. Feedback: It refers to reaction, reply, response which the receiver sends to acknowledge his understanding of the message. It may consist of words, actions or facial expressions .when the sender receives the feedback, the process of communication is said to be complete.

Nature of communication

1. Communication is a pervasive function, It required not only in direction function but in all functions of management.
2. Communication is a continuous process. Stop of communication means an end to
   1. human activity.
   2. The basic purpose of communication is to create mutual understanding and cooperative human relationship.
   3. Communication is two way process. It is not complete unless the message has been correctly understood by the receiver and his response become known to the sender.
   
   
   Forms of Communication
   
   
   There are two major types of communication:
   
   
   1. Verbal communication, which is the use of words to communicate – either in written or oral form.
   2. Non-verbal communication, which is communication by elements or (mainly) behaviours which do not use words.
   
   
   Written communication
   
   
   Written communications such as memoranda, reports, messages, letters, guidance manuals, newsletters, brochures and leaflets, in business organisations must account for a substantial number of forests each year.
   
   
   Written communication has a number of very significant advantages.
   • It provides a permanent record of the message, one that can be referred back to and checked.
   • Writing allows for more careful compilation of the message, with the opportunity to think it through, clarify and ensure easier comprehension.
   • Written documents can be widely distributed with ease, using printing and copying facilities to reach those not able to attend personal communications.
   
   
   On the other hand, it does come with certain disadvantages.
   • Which is costly, time consuming and there is a chance of misunderstanding.
   • Written communications can tend to be impersonal, and this can have drawback where they are seen as a mechanistic device.
   
   
   Oral communication
   
   
   Communication via the spoken word takes place on an individual level in face-to-face conversations or on the telephone, and among groups of people in meetings.
   
   
   Oral communication has certain specific advantages.
   • It is immediate in that information can be provided as and when needed, often in response to questions.
   • The opportunity for immediate feedback and questioning should ensure that understanding is maximised.
   • It is more personal and direct, with the personality and feelings of the participants being allowed into the communication process.
     
     
     On the other hand, there are disadvantages.
     
     
     • It is time-consuming and costly, particularly where a number of people have to be brought together, and can be difficult to terminate.
     • The impermanence of the communication can lead to problems in recall of precisely what was said.
     • There may, conversely, be more opportunities for misunderstanding.
     
     
     Effectiveness of oral communication depends not just on the quality of the spoken word by the transmitter but also on the quality of listening and the way in which feedback takes place.
     
     
     • Listening skills are notoriously poor. We allow ourselves to be easily distracted and often pick up only general impressions of what is said.
     • Feedback – both giving and receiving – is a neglected skill. Problems can arise where the person giving the feedback has apparently failed to understand, where one of the parties feel their authority is being challenged, or where criticism has to be dealt with.
     
     
     Non-verbal communication
     
     
     It is virtually impossible to engage in both written and oral communication without also transmitting messages by non-verbal means. These are the various signals given out by our behaviour or other elements in or surrounding the communication.
     
     
     The types of non-verbal cues that convey information are:
     
     
     • Body language – gestures, eye movements, expressions and general posture which provide much of the information about people's feelings;
     • Voice – the pitch and tone, etc. of how a message is conveyed;
     • Space – the way in which the physical environment is laid out may affect the effectiveness of an oral communication, by for example ensuring comfort and lack of intrusion into personal space;
     • Personal presentation – clothing, grooming, etc. can give signals about a person which can support or detract from the message being conveyed;
     • Written presentation – the physical layout and structure of text on a page can be crucial, along with the clarity of the words and sentences themselves, in conveying meaning.
     
     
     
     
     Of particular importance to the effectiveness of communication is the consistency between the non-verbal cues and signals, and what is being said. It has been suggested that there are six possible ways in which these elements can inter-relate; the first four reinforce the verbal communication and the last actually negates it:
     
     
     • Repetition – for example, pointing as well as giving directions;
     • Complementing or adding to – for example, looking embarrassed when confessing to a mistake;
     • Accenting or emphasising – for example, pounding the table when making a point;
     • Regulating the communication – for example, nodding to indicate someone else should speak;
     • Substituting for speech – for example, shrugging your shoulders instead of speaking;
     • Contradicting – for example, showing anger whilst saying "I'm not angry".