THE COMMUNICATION PROCESS

Definition:

A communication process refers to the transmission mechanism of transferring information from the sender via a medium to the receiver and obtaining feedback to confirm understanding of the message communicated.

The communication process constitutes the following element

i) The sender

ii) The message.

iii) The medium

iv) The receiver and

v) The feedback

The process can be illustrated as below.

Environmental of channels & message Codes ideas into medium Symbols and transmits

Receives symbols

And decodes into ideas

Sender message receiver

Sends feed back

Environmental of the feed back

1. Sender

The sender has certain functions to perform when the communication process is to work smoothly. The receiver role include:

i. Clarify the message (information) being sent.

ii. Choose a language that will be understood by the receiver

iii. Code the idea/ information into the language or symbol he intends to use bearing in mind clarity

iv. Appreciate the receiver and his circumstances

v. The message must be pitched to the level of understanding of the receiver not so high that would render the receiver failing to group meaning and not too low as to insult the receiver.

vi. The sender must decide on the symbols he is going to use – in communication the most commonly used symbols are words figures, body movement or signs.

vii. Close contacts, tones of voice or facial expressions convey certain attitudes of the sender or message and he/she should decide.

viii. The sender has to decide on the medium to use (means of transmitting) e.g... Telephone writing EST.

ix. The sender must decide on the channel he will use (the channel is the route which the message will reach the receiver – delivered by hand written members.

x. The sender has a responsibility for the quality of the transmission of the message e.g... Speaking clearly or writing clearly or announcing clearly.

2. The message

Having been coded from the ideas of the sender into symbols (words, figures est.) the message is taken up by the medium and passed along its selected route.

The route of a message involves a particular environment e.g...

o The oral message follows the route of sound words, noise EST...

o Written memos go through the physical environment of the organization as it moves.

o Wireless medium are now accessible to many

3. The receiver

This is the person that the sender wishes to reach with his message. He/She receives the message and decodes the symbols back into ideas. Once the message has been correctly received and understood, the receiver will perceive the idea or image of the sender’s.

Normally the receiver will send back a message to the sender to confirm through feedback. For this feedback the sender will usually be able to determine how his message was understood.

Where the understanding is poor he will have to;

Retransmit

Alter the level of the pitch ( to facilitate understanding)

Change the medium

Change the channel in case there were problems.

Only when the sender receives a positive feedback can it be measured that the transmission of the message was effective.

4. The medium/Channel

Refers to how the message is passed they include:-

i. Verbal or oral medium

ii. Written medium

iii. Non-verbal

iv. Visual

v. Audio visual

5. Feedback

Refers to the response from the receiver that the message has been understood.

The Problems in the Communication Process

Any problems in the communication process means ineffective communication – or no communication

Any obstacles in the communication process may lie on.

1. Networks– a communication network embrace only those who need the information and feedback to achieve their objectives

• It is important to update the membership to avoid any breakdown in the communication process

• Load- the concept of load is related to the speed and nature of information it should be simplein nature without the problem of; overload/under i.e...A situation where the receiver is loaded with greater quantities and complex information the system cannot handle and under – load – a situation where the receiver could handle a higher quality and quantity of information.

2. Medium and content

• It is crucial that management select the appropriate medium eg Written oral or visual.

• A wrong selection can impede on effective communication and the content of a message be in adequate and in appropriate. This can be achieved though.

i. Not using long words where short words can do

ii. Use the right English word appropriately instead of jargon

iii. Where a word ought to be left out do so

iv. Never use the passive tense where you can use active – passive language is more direct and honest e.g...

“Action was taken this morning” ( passive)

I’ took action this morning” (active)

3. Inter personal problems

some of the most serious problems experienced in the communication process arises from the attitudes

Lack of willingness to communicate especially secretive people and those who use information as a tool of power.

• Or fear especially where communication involves junior people to senior staff ( upward communication)

Preconception on the part of the transmitter or receiver especially in situations where people have different backgrounds and experience, who tend see and interpret things differently.

Guidelines of effective communication

1. the message sender must clarify in their mind what they want to communicate and make a plan to achieve the intended result

2. Effective communication requires that encoding and decoding be done with symbols that are familiar to the sender and the receiver of the message- avoiding unnecessary technical jargon.

3. The planning of the communication should not be done in vacuum – involve all concerned persons and do extensive consultation.

4. It is important to consider the needs of the receiver of the message and any communication is of value in the short and long run.

5. In communication the tone of voice, the choice of language is important and must be compatible with the message re-laid.

6. There should be a two way communication. The receiver should not only send feedback but also request for clarifications or ask questions

7. Develop sensitivity to the needs and feelings of others when communicating especially where the gap is wide.

8. effective communication is a responsibility not only to the sender but also to the receiver of the information thus developing effective listening adds effectiveness to communication

9. Solve the problem of load either by redesigning the organization so as to reduce load at heavily committed points or arranging queering system as to deal with messages sequencing.

10. One should be brief in the message sent and allow simplicity and a direct style of communication.

11. Accuracy and precision, facilitates selective message transmission by sending what is needed to be communicated.