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What is Communication Process and How Does It Work

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 Either you are giving an important presentation, writing an email, or participating in a discussion with your friend, it is necessary to communicate in such a way that your audience can easily understand you. The exchange of words or passing a piece of information is called communication.

What is communication? In easy words, a communication process consists of some interrelated steps and actions in order to effectively communicate. The process of communication begins when the sender wants to transmit a fact, idea, opinion, or other information to the receiver and ends with the receiver’s feedback to the sender. 

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The source starts a message by encoding a concept or a thought. Four conditions influence the encoded message: skill, emotions, information, and the social-cultural system. Just like our message in our communication with you in this article depends on our writing skills; if we don’t possess the necessary writing skills, our message will not reach you in the correct form and you will not understand it. just be mindful that a person’s entire communicative success depends on speaking, reading, listening, and argumentation skills as well. Our emotions affect our behavior.

We possess enthusiastic opinions on various matters, and our communications are influenced by these views and attitudes. Moreover, we’re limited in our communicative action by the amount of our information and awareness of the specific topic. We can’t communicate or describe what we don’t know, and should our knowledge be too comprehensive, it’s likely that our receiver will not understand our message. Obviously, the amount of information the source keeps about his or her subject will influence the message he or she wants to convey. And, eventually, just as emotions influence our behavior, so does our belief in the social-cultural system in which we breathe. Your beliefs and faiths, all elements of your lifestyle, play a role to influence you as a communicative source.

The message is the real physical thing from the source that sends some ideas. When we talk, the words uttered are the message. When we write, the script is the message. When we draw, the picture is the message. When we signal, the movements of our arms, the expressions on our faces are the message. Our message is influenced by the system or collection of symbols we use to carry meaning, the content of the message itself, and the choices that we make in choosing and ordering both codes and content.

And then the channel is the means through which the message conveys. It’s decided by the source, who must decide whether to use a formal or an informal channel. Formal channels are set by the system and send messages that concern to the job-related actions of members. They usually support the authority system within the system. Other kinds of messages, such as personal or social, follow the informal channels in the system.

Now the receiver is the person to whom the message is delivered. Though ere the message can be obtained, the figures in it must be interpreted into a structure that can be understood by the receiver—the decoding of the message. Just as the encoder was defined by his or her skills, emotions, information, and social-cultural system, the receiver is equivalently defined. Therefore, the source must be experienced in writing or speaking; the receiver must be experienced in reading or listening, and both must be capable of judgment. A person’s information, emotions, and cultural history impact his or her skills to receive, just as they do the ability to send.

And now the final element in the communication process is a feedback circle. If a communication source decodes the message that he encodes, if the message is set back into his system, we have feedback. Feedback is the analysis of how efficient we have been in conveying our messages as originally planned. It defines whether the desired understanding has been achieved. Given the social diversity that exists in our workplace today, the importance of adequate feedback to ensure precise communications cannot be neglected.

The communication process is the best tool for performing efficient communication. When understood accurately, the process can easily ensure that the sender’s message will be interpreted by the receiver correctly. Although the communication process looks easy, it in reality is not. Several barriers present themselves throughout the process. Those limitations are factors that have an adverse influence on the communication process. Some common limitations include the use of an improper means (channel), false grammar, provocative words, words that contrast with body language, and professional language. Noise is also another important limitation. Noise can transpire during any step of the process. Noise actually is anything that disturbs a message by conflicting with the communication process. Noise can be of various forms, including a child crying in the background, another person seeking to start a conversation and any other disturbances that limit the receiver from paying attention.

Strong and efficient communication within an organization derives from the practice of the communication process. All members within an organization will enhance their communication skills if they follow the communication process, and stay away from the various obstacles. It has been confirmed that people that understand the communication process will grow into more capable communicators, and competent communicators have more chances of achieving success.  

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