Communication Process

By Neelam Sharma CSE

Communications Management Process

This Communication Process helps you to undertake Communications Management for your team. It does this by taking you through the Communication Process, step-by-step.If you want to keep the right people informed with the right information, at the right time, then this process will help you.

Communication is commonly defined as "the exchange of thoughts, ideas, feelings, information,opinions, and knowledge". It also involves mutuality of understanding.

The Communication Process will help you to:

• Identify the messages that need to be sent
• Determine your target audience for communication
• Decide on your message format and timing
• Draft your message and gain approval where required
• Communicate your message, through communications events
• Gather feedback and improve your communication processes

     By using this Communication Process, you can:

• Clearly identify your project stakeholders
• Identify your stakeholders communications needs
• Run any type of communications event to send out your message
• Ensure the right people receive the right information at the right time

When do I use a Communication Process?

A Communication Process should be used when you wish to communicate formally within an organization. By using the Communication Process, you can ensure that no miscommunication occurs. As part of the Communication Process, you can also receive feedback on the communications which have taken place to date and ensure that future communications are improved. Communications Management is a fundamental part of any organization and needs to be treated with care. Using this Communications Process, you can communicate effectively at all times.

Important Characteristics of Communication:-

• It is a 2-way process.
• Communication process happens between or among two or more parties. (Sender and Receiver)
• Communication involves exchange of ideas, feelings, information, thoughts, and knowledge.
• Communication involves mutuality of understanding between Sender and Receiver.
• There are two types of Communication i.e., Verbal and Non-Verbal Communication.

 Types of  Communication:

Verbal Communication:

1. Oral Communication: Oral communication is information spoken by mouth; the use of speech. Some of the examplesof Oral Communication are: Face to face communication,Telephonic Communication, Public Address System (Speech), Informal rumor mill (Grape Wine), Audio & Visual Media(Radio, TV), Lectures, Conference-Interchange of views, Meetings, Cultural Affairs.
2. Written Communication: Communication by means of written symbols (either printed or handwritten). Some of the examples are: Orders, Instructions, Letters, Memos, Reports, Policy manuals, Information Bulletin, Complaint System, Suggestion System, etc.

Nonverbal Communication:

1. Body Language includes facial expression, eye contact, postures, gestures, touch.
2. Para Language is the way we say something rather than what we say, is another nonverbal code.
3. Space and Time Language:
   Space Language includes surroundings (Design & Language). It communicates social status also.
4. Sign Language: A sign language is a language which, instead of conveyed sound patterns, uses visually transmitted sign patterns.

Steps of the Communication Process

"The various communication situations share some basic components: a context; a source or sender; a receiver; messages; noise; and channels, or modes."

 

The Sender in the Communication Process:-
"Two essential elements in every communication situation are the sender and the receiver. The sender is anyone who wishes to convey an idea or concept to others, seek information, or express a thought or emotion. The receiver is the person to whom the message is sent. The sender encodes the idea by selecting symbols with which to compose a message.  The sender may be a speaker, a writer, or someone who merely gestures.”

The receiver in the Communication Process:-

"In the communication process, the role of receiver is, I believe, as important as that of sender. There are five receiver steps in the process of communication--Receive, Understand, Accept, Use, and Give a Feedback. Without these steps, being followed by the receiver, no communication process would be complete and successful."

Encoding in the Communication Process:-

“In computers, encoding is the process of putting a sequence of characters (letters, numbers, punctuation, and certain symbols) into a specialized format for efficient transmission or storage. Encoding and decoding are used in data communications, networking, and storage. The term is especially applicable to radio (wireless) communications systems.” The terms encoding and decoding are often used in reference to the processes of analog-to-digital conversion and digital-to-analog conversion.

Decoding in the Communication Process:-

“The receiver's task is to interpret the sender's message, both verbal and nonverbal, with as little distortion as possible. The process of interpreting the message is known as decoding. Decoding is the opposite process -- the conversion of an encoded format back into the original sequence of characters.” these terms can apply to any form of data, including text, images, audio, video, multimedia, computer programs, or signals in sensors, telemetry, and control systems.

Noise in the Communication Process:-
"Noise is anything that disrupts or interferes with the communication process. Noise can be physical or psychological, it can disrupt the communication process at any point, and it can be associated with any element in the system."

Feedback in the Communication Process:-
"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. 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 . . . [and] take corrective action to clarify a misunderstood message."