Communication Process

By Shefalli

Communication can be defined as the process of transmitting information and common understanding from one person to another. The word communication is derived from the Latin word, communis, which means  common. The definition  underscores  the  fact  that unless  a  common  understanding results from exchange of information, there is no communication. Two common elements in every communication exchange are the sender and the receiver. The sender initiates the communication. In a school, the sender is a person who has a need or desire to convey an idea or concept to others. The receiver is the individual to whom the message is sent. The sender encodes the idea by selecting words, symbols, or gestures with which to compose a message. The  message is the outcome of the encoding, which takes the form of verbal, nonverbal, or written language. The message is sent through a  medium or channel, which is the carrier of the communication. The medium can be a face-to-face conversation, telephone call, e-mail, or written report. The receiver  decodes the received message into meaningful information.  Noise is anything that distorts the message. Different perceptions of the message, language barriers, interruptions, emotions, and attitudes are  examples of noise. Finally,  feedback occurs when the receiver responds to the sender's message and returns the message to the sender. Feedback allows the sender to determine whether the message has been received and understood. The elements in the communication process determine the quality of communication. A problem in any one of these elements can reduce communication effectiveness. For example, information must be encoded into a message that can be understood as the sender intended. Selection of the particular medium for transmitting the message can be critical, because there are many choices. People decode information selectively. Individuals are more likely to perceive  information  favorably when it  conforms to their own beliefs, values, and needs. When feedback does not occur, the communication process is referred to as one-way communication. Two-way communication occurs with feedback and is more desirable.

Barriers to Effective Communication

There are several barriers that affects the flow of communication in an organization. These barriers interrupt the flow of communication from the sender to the reciever, thus making communication ineffective. It is essential for managers to overcome these barriers. The main barriers of communication are summarized below.

1.   Perceptual and Language Differences: Perception is generally how each individual interprets the world around him. All generally want to receive messages which are significant to them. But any message which is against their values is not accepted. A same event may be taken differently by different individuals.

2.   Information Overload: Managers are surrounded with a pool of information. It is essential to control this information flow else the information is likely to be misinterpreted or forgotten or overlooked. As a result communication is less effective.

3.   Inattention: At times we just not listen, but only hear. For example a traveler may pay attention to one “NO PARKING” sign, but if such sign is put all over the city, he no longer listens to it. Thus, repetitive messages should be ignored for effective communication. Similarly if a superior is engrossed in his paper work and his subordinate explains him his problem, the superior may not get what he is saying and it leads to disappointment of subordinate.

4.   Time Pressures: Often in organization the targets have to be achieved within a specified time period, the failure of which has adverse consequences. In a haste to meet deadlines, the formal channels of communication are shortened, or messages are partially given, i.e., not completely transferred. Thus sufficient time should be given for effective communication.

5.   Distraction/Noise: Communication is also affected a lot by noise to distractions. Physical distractions are also there such as, poor lightning, uncomfortable sitting, unhygienic room also affects communication in a meeting. Similarly use of loud speakers interferes with communication.

6.   Emotions: Emotional state at a particular point of time also affects communication. If the receiver feels that communicator is angry he interprets that the information being sent is very bad. While he takes it differently if the communicator is happy and jovial (in that case the message is interpreted to be good and interesting).

7.   Complexity in Organizational Structure: Greater the hierarchy in an organization (i.e. more the number of managerial levels), more is the chances of communication getting destroyed. Only the people at the top level can see the overall picture while the people at low level just have knowledge about their own area and a little knowledge about other areas.

8.   Poor retention: Human memory cannot function beyond a limit. One cant always retain what is being told specially if  he is not interested or not attentive. This leads to communication breakdown.

Improving Communication Effectiveness

Effective communication is a two-way process that requires effort and skill by

both sender and receiver. Administrators will at times assume each of these roles in the communication process. In this section, I  discuss guidelines for improving

communication effectiveness, including senders’ and receivers’ responsibilities, and

listening.

Sender's Responsibilities

Several communication theorists have gleaned ten commandments of good communication, which are particularly applicable to the sender. These commandments, together with a basic understanding of  the communication process itself, should provide a good foundation for developing and maintaining an effective set of interpersonal communication skills.

Receiver's Responsibilities

Communication depends on the ability not only to send but also to receive

messages. So the ability to listen effectively greatly enhances the communication process. But many of us are not good listeners. Effective listening skills can be developed, however.

Active Listening

Active listening is a term popularized by the work of Carl Rogers and Richard

Farson (n.d.) and advocated by counselors and therapists (Brownell, 2009; Burstein,

2010). The concept recognizes that a sender's message contains both verbal and

nonverbal content as well as a feeling component. The receiver should be aware of both components in order to comprehend the total meaning of the message.

Conclusion

Communication is the process of  transmitting information and common understanding from one person to another. The elements of the communication process are the sender, encoding the message, transmitting the message through a medium, receiving the message, decoding the message, feedback, and noise. A number of barriers retard effective communication. These can be divided into four categories: process barriers, physical barriers, semantic barriers, and psychosocial  barriers. To improve the effectiveness of communications, schools must develop an

awareness of the importance of sender's and receiver's responsibilities and adhere to

active listening skills.