THE COMMUNICATION PROCESS
• The guide towards realizing effective
communication.
• It is through communication that sharing of a
common meaning between the sender and the
receiver takes place.
• The communication process is made up of four
key components. These include encoding,
medium of transmission, decoding and feedback.
•
• There are also two other factors in the
process; sender and the receiver.
• The communication process begins with the
sender and ends with the receiver as shown
below:
The sender/ Source
• This is the person who conceives an idea and
wants to share it. To communicate it, he
must first think along these lines;
• What exactly do I want to say.
• What am I trying to achieve.
• What kind of person am I saying it to.
Encoding
• This is a process of transforming the idea/
thought into a message that the receiver will
understand.
• The sender has to decide the specific
outcomes he wants from communication. This
will help him decide on the appropriate form
of language and tone.
Channel/ Medium
• This is a means by which a message is sent.
• It’s the physical transmission of the message
to the receiver.
• Select a channel i.e. verbal, NV or written and
a medium i.e. report, letter, telephone, or face
to face exchange etc.
• The channel and medium you use will depend
on the message, location of audience, the
time available etc.
•
Decoding
• This is where the receiver converts the
message into thought.
• The receiver must understand the language
of the sender and he also makes sure that he
uncovers the hidden meaning, feelings or
attitudes which the sender has conveyed in
the message.
• The decoded message is stored in the
receiver’s mind.
Receiver
• This is the person for whom the message is
meant. He is responsible for decoding and
interpreting the message sent.
Feedback
• The communication process cannot be
successful without appropriate feedback
• Feedback is the receiver’s response to the
message of the sender and the final link in the
communication process.
• It’s the stage at which the sender evaluates
the effectiveness of the communication
process.
• Then the communication is repeated.
IMPORTANCE OF FEEDBACK:
• Information obtained from feedback can be
used in decision making.
• Completes the communication cycle.
• Confirmation that the message was received.
• Used as a tool to assess whether the
communication was successful.
• A measure of performance.
• Feedback can be used as a motivation tool
etc.
• 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.
• 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.
• i.e. use of an inappropriate medium (channel),
incorrect grammar, inflammatory words,
words that conflict with body language,
technical jargon and noise
