Process of Communication

^{(Communication Components)}

 

Communication is a process of transmitting and receiving verbal and nonverbal messages. It considered effective when it achieves the desired feedback from the receiver. Communication process includes six components:

 

Context:

 

    Every message begins with context. Context is consists of country, culture, organization, and external and internal stimuli. Every country, culture and organization has its own conventions for communicating information.

 

    External stimulus prompts you to send a message. The source of this prompt may be a letter, memo, note, electronic mail, fax, telex, telephone call, a meeting, or even a casual conversation.

 

    Internal stimuli have a complex influence on how you translate ideas into a message. Your attitudes, opinions, emotions, past experiences, likes and dislikes, education, job status, and confidence in your communication skills all influences the way you communicate your ideas. You must analyze your receiver's culture, viewpoint, needs, skills, status, mental ability, experiences and expectations to communicate a message effectively.

 

Sender-Encoder:

 

    Sender of a message is called "encoder". Try to choose symbols---usually words---those should be understandable for your receiver that express your message so that the receiver will react with the response you desire. You decide which symbols will best convey your message.

 

Message:

 

    The message is the core idea you wish to communicate. Your first task is to decide exactly what your message is and what content to include. You must consider your context and also consider receiver of your message---how he will interpret it and how it may affect your relationship.

 

Medium:

 

    Medium is the channel that you select to convey your message. It depends on all the contextual factors. It can be oral or written. Your choices include e-mail, fax, telephone, letter, memo, or teleconference and so on.

 

    The written channel is preferred when the message is long, technical, or formal in nature, and when the message must be documented.

 

    The oral channel if effective when the message is urgent or personal or when immediate feedback is important.

 

    Inside Your Organization

 

    For internal communication, written media may be memos, bulletins, job descriptions, posters, notes, employee manuals, electronics bulletin boards, even internal faxes. Oral communication may take the form of staff meeting reports, face-to-face discussions, presentations, audio tapes, telephone chats, teleconferences, or video tapes.

 

    Outside Your Organization

 

    External written communication media may be letters, reports, proposals, telegrams, cablegrams, mailgrams, faxes, telexes, postcards, contracts, ads, brochures, catalogs, news releases, and a host of other things. You may also communicate orally in face-to-face discussions, by telephone, or by presentations in solo or panel situations, teleconferences, video conferences, or television.

 

Receiver-Decoder:

 

    Receiver of a message called "decoder". He is your reader or listener. Many of you messages may have more than one decoder. He also influenced by the context and be the external and internal stimuli. Receivers are also influenced by verbal and nonverbal factors such as touch, taste, and smell. All factors of a message are filtered through the receiver view of and experiences in the world.

 

Feedback:

 

    Feedback is the response or reaction from the receiver either your desired based upon a clear understanding of the symbols or undesired because of miscommunication. Feedback can be oral and written also. Sometimes silence is used for as feedback, though it is almost always ineffective. Senders need feedback in order to determine the success or failure of the communication.