Communication Process

Communication can best be summarized as the transmission of a message from a sender to a

receiver in an understandable manner. The importance of effective communication is
immeasurable in the world of business and in personal life. From a business perspective,
effective communication is an absolute must, because it commonly accounts for the
difference between success and failure or profit and loss. It has become clear that effective
business communication is critical to the successful operation of modern enterprise. Every
business person needs to understand the fundamentals of effective communication.

The communication process is the guide toward realizing effective communication. It is

through the communication process that the sharing of a common meaning between the
sender and the receiver takes place. Individuals that follow the communication process will
have the opportunity to become more productive in every aspect of their profession. Effective
communication leads to understanding.

COMPONENTS OF THE COMMUNICATION PROCESS

The communication process is made up of four key components.

Those components include:

1. Encoding
2. medium of transmission
3. decoding, and
4. feedback.

There are also two other factors in the process, and those two factors are present in the form
of :

5 the sender and

6. the receiver.

The Communication Process

The communication process begins with the sender and ends with the receiver.

The sender is an individual, group, or organization who initiates the communication. This
source is initially responsible for the success of the message. The sender's experiences,
attitudes, knowledge, skill, perceptions, and culture influence the message. "The written
words, spoken words, and nonverbal language selected are paramount in ensuring the
receiver interprets the message as intended by the sender" (Burnett & Dollar, 1989, p 57). All
communication begins with the sender.

The first step the sender is faced with involves the encoding process. In order to convey
meaning, the sender must begin encoding, which means translating information into a
message in the form of symbols that represent ideas or concepts. This process translates the
ideas or concepts into the coded message that will be communicated. The symbols can take

1
on numerous forms such as, languages, words, or gestures. These symbols are used to encode
ideas into messages that others can understand.

When encoding a message, the sender has to begin by deciding what he/she wants to
transmit. This decision by the sender is based on what he/she believes about the receivers
knowledge and assumptions, along with what additional information he/she wants the
receiver to have. It is important for the sender to use symbols that are familiar to the intended
receiver. A good way for the sender to improve encoding their message, is to mentally
visualize the communication from the receiver's point of view.

To begin transmitting the message, the sender uses some kind of channel (also called a
medium). The channel is the means used to convey the message. Most channels are either
oral or written, but currently visual channels are becoming more common as technology
expands. Common channels include the telephone and a variety of written forms such as
memos, letters, and reports. The effectiveness of the various channels fluctuates depending
on the characteristics of the communication. For example, when immediate feedback is
necessary, oral communication channels are more effective because any uncertainties can be
cleared up on the spot. In a situation where the message must be delivered to more than a
small group of people, written channels are often more effective. Although in many cases,
both oral and written channels should be used because one supplements the other.

If a sender relays a message through an inappropriate channel, its message may not reach the
right receivers. That is why senders need to keep in mind that selecting the appropriate
channel will greatly assist in the effectiveness of the receiver's understanding. The sender's
decision to utilize either an oral or a written channel for communicating a message is
influenced by several factors. The sender should ask him or herself different questions, so
that they can select the appropriate channel:

 Is the message urgent?

 Is immediate feedback needed?
 Is documentation or a permanent record required?
 Is the content complicated, controversial, or private?
 Is the message going to someone inside or outside the organization?
 What oral and written communication skills does the receiver possess?

Once the sender has answered all of these questions, they will be able to choose an effective
channel.

After the appropriate channel or channels are selected, the message enters the decoding stage
of the communication process. Decoding is conducted by the receiver. Once the message is
received and examined, the stimulus is sent to the brain for interpreting, in order to assign
some type of meaning to it. It is this processing stage that constitutes decoding. The receiver
begins to interpret the symbols sent by the sender, translating the message to their own set of
experiences in order to make the symbols meaningful. Successful communication takes place
when the receiver correctly interprets the sender's message.

The receiver is the individual or individuals to whom the message is directed. The extent to
which this person comprehends the message will depend on a number of factors, which
include the following: how much the individual or individuals know about the topic, their
receptivity to the message, and the relationship and trust that exists between sender and

2
receiver. All interpretations by the receiver are influenced by their experiences, attitudes,
knowledge, skills, perceptions, and culture. It is similar to the sender's relationship with
encoding.

Feedback is the final link in the chain of the communication process. After receiving a
message, the receiver responds in some way and signals that response to the sender. The
signal may take the form of a spoken comment, a long sigh, a written message, a smile, or
some other action. "Even a lack of response, is in a sense, a form of response" (Bovee &
Thill, 1992, p18). Without feedback, the sender cannot confirm that the receiver has
interpreted the message correctly.

Feedback is a key component in the communication process because it allows the sender to
evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for
the sender to take corrective action to clarify a misunderstood message. "Feedback plays an
important role by indicating significant communication barriers: differences in background,
different interpretations of words, and differing emotional reactions" (Bovee & Thill, 1992).

The communication process is the perfect guide toward achieving effective communication.
When followed properly, the process can usually assure that the sender's message will be
understood by the receiver. Although the communication process seems simple, it in essence
is not. Certain barriers present themselves throughout the process. Those barriers are factors
that have a negative impact on the communication process. Some common barriers include
the use of an inappropriate medium (channel), incorrect grammar, inflammatory words,
words that conflict with body language, and technical jargon. Noise is also another common
barrier. Noise can occur during any stage of the process. Noise essentially is anything that
distorts a message by interfering with the communication process. Noise can take many
forms, including a radio playing in the background, another person trying to enter your
conversation, and any other distractions that prevent the receiver from paying attention.

Successful and effective communication within an organization stems from the

implementation of the communication process. All members within an organization will
improve their communication skills if they follow the communication process, and stay away
from the different barriers. It has been proven that individuals that understand the
communication process will blossom into more effective communicators, and effective
communicators have a greater opportunity for becoming a success.

References
Burnett, M.J., and Dollar, A. (1989). Business Communication: Strategies for Success.
Houston, Texas: Dane.

Ivancevich, J.M., Lorenzi, P., Skinner, S.J., and Crosby, P.B. (1994). Management: Quality
and Competitiveness. Burr Ridge, IL: Irwin.

Gibson, J.W., and Hodgetts, R.M. (1990). Business Communication: Skills and Strategies.
NY, NY: Harper & Row.

Bovee, C.L., and Thill, J.V. (1992). Business Communication Today. NY, NY: McGraw-
Hill.

3
Berko, R.M., Wolvin, A.D., and Curtis, R. (1986). This Business of Communicating.
Dubuque, IO: WCB.

Wright, P.M., and Noe, R.A., (1995). Management of Organizations. Chicago, IL: Irwin.