Communication process

 

Communication is a normal process involving several key components:

1. **Sender**: The person or entity initiating the message.

2. **Message**: The content or information being conveyed.

3. **Encoding**: The process of converting the message into a format suitable for transmission.

4. **Channel**: The medium through which the message is transmitted (e.g., spoken words, written text, email).

5. **Receiver**: The person or entity for whom the message is intended.

6. **Decoding**: The process of interpreting and understanding the message.

7. **Feedback**: The response or reaction from the receiver back to the sender.

8. **Noise**: Any external factors or distractions that can distort or affect the clarity of the message.

9. ** 9. Context**: The context refers to the environment in which communication takes place. This could be the physical setting, cultural background, or situational factors influencing the communication. For instance, a formal presentation in a boardroom differs greatly from a casual conversation at a café.

    Effective communication requires clarity in encoding and decoding, as well as minimizing noise to ensure the message is accurately understood and responded to. 

     Example 1: Face-to-Face Communication

Sender: A project manager (PM) who wants to update their team.

Message: The PM communicates that deadlines have changed.

Encoding: The PM decides to explain verbally during a team meeting.

Channel: The message is delivered in person during the meeting.

Receiver: The team members.Decoding: The team interprets the message and understands the new deadlines.

Feedback: Team members ask questions to clarify certain points.

Noise: If there’s poor audio in the meeting room, it might cause some confusion.

Context: The meeting is taking place in a formal office setting with tight deadlines looming.

  

      Example 2: Email Communication

Sender: A professor emailing a class about an assignment deadline.

Message: The professor’s email explains that the assignment deadline has been extended.

Encoding: The professor writes a clear, concise email.

Channel: The email is sent through a university’s email system.

Receiver: The students.Decoding: Students read the email and interpret that they have more time to submit their work.

Feedback: Some students reply with questions, while others acknowledge the email by completing their assignments.

Noise: If some students do not check their email frequently, they may miss the message.

Context: The academic setting, where deadlines are important but flexible based on circumstances.

The effectiveness of the communication process depends on how well each of these steps is executed. Miscommunication or misunderstandings can arise if any part of the process breaks down.

The following short video examples can further explain.