Concept and meaning of "Communication process"
Communication is defined as a process. Process is a concept that nature is dynamic as well as ever changing. Implies that such phenomena and the relationship are seen as dynamic, flexible, sustainable, and appear as similar, and should be considered as a whole, a dynamic interaction with each other and both are affected by many variables. Thus, the process has at least four elements- Acts or actions, constant time changes, growth or overtime progress, and the goal or outcome. Therefore, the process implies that the time dimension as well as the dimensions of space, in which the action unfolds in a continuously variable progress towards some goal.
Management communication is a two-way process. This means managing both sides - management and subordinates allows conveying their feelings, thoughts, opinions, facts, complaints, etc. The process of conveying ideas and views are called the communication, but it must be in two-ways, upward to downward and downward to upward. The machinery or process of communication not only gives the privilege to the management to directing their employees / subordinates in order to work towards to achieve the objectives of the organization rather, it also gives the right to personnel to keep their opinions, complaints, ideas, facts and tips, etc. in front of management. Thus, two - way communication process is in interest of both sides and the organization’s itself.
The basic elements of communication process:
Communication is a two-way process in which mutually accepted direction and goals consistent with progressive ideas are exchanged. The process before implementing the process, the basic elements of communication is required to be identified. These elements are as follows:
- Sender / Encoder / Speaker
- Receiver / Decoder / Listener
- Message / Information
- Medium of communication
- Response / Feedback
(i) Sender / Encoder / speaker:
Generally, the person who starts the communication is considered as the sender. He takes ideas from database available with him, interprets or encodes that, and finally sends it to recipients. The entire burden of communication is on the sender or encoder. His choice of words and images is depends on consciousness of this, that how his point can be easily and carefully understood by the recipient. Many factors come into prominent roles in the process. In all these factors, the recipient's understanding and his needs are primary. If any message is prepared in accordance with expectations of recipient, the level of his expectations and aspirations may be even higher.
For example, an employee correspondence with HRD manager in respect of their allowances, and he wants the HRD manager communicate with him, so he can able to get some information in order to attain his objective in this regard. In this situation HRD manager has a tough task ahead of it, because in such a context he is responsible for many other employees also not only for him. Why it is necessary him to give personal attention to this employee? Adopting an efficient strategy in such situations by bringing it wide perimeter and should make it company specific.
(ii) Recipients / Decoder / listener:
Listener receives an encoded message, which he attempts to decode. This process applies on by work-related environments and conditions. If the sender's goals are similar to his fancy, the recipient is more receptive. Message should be decoded all about the same sense, as in the sense sender is trying to convey to the recipient of message. Example cited above, such as HRD manager been feels the proposal given by the employee in fact beneficial in some way, he becomes more receptive and to communication is reinforced.
(iii) Message / Information:
The message or information is an encoded idea transmitted by the sender. Formulation of information is very important because, the wrong pattern of information could hurt the recipient of information or can make him indifferent. In this phase, the sender must be very conscious and alert about, how should information be prepared and sent? As I have said before, a massage should be in short as much as possible, be truthful and reliable, be relevant, be useful and be solid.
(iv) Medium of Communication:
Medium or channel is another important element of communication. It can be verbal, written, or non-verbal. Medium should be selected before the composition of message. Each medium has its set certain rules and regulations. For example, in oral communication from either can afford some informality, but all the rules for written communication is taken into account. Must note here that, all written communication should be recorded and circulation to all concerned must be ensured.
Feedback is an extremely important component of communication. Be an effective communication system is a reflection of feedback. In a business, errors and defects are take place due to lack of abundant in feedback. What the usual reaction of people after miscommunication; I will give some examples for:
"It did not mean what I say, "I did not say this kind of …., "It was not my intention, "May be I have said something like this". If a feedback is taken in all occasion, the error can be reduce or completely remove. False statements or false conclusions are made due to lack of confirmation through feedback and discrepancies in understanding the sent message.
Sender, selects a message according to his practicality, purpose, and the views, he encodes it and transmitted to the recipient through a medium can be- verbal or non-verbal. As soon as the message reaches the recipient, he decodes it, and reportedly gives its response. It is noted that feedback is not on actual content but rather to the 'alleged content' of the original message. This completes the first phase of the communication message. The interesting thing is that, the words have no meaning in itself at this point. The notion of a particular word and the intention behind it, that assigns it meaning. The manner in which the sender and receiver understand the sense of the word could give rise to differences in encoding and decoding.
In the second phase, the receiver prepares his message, encodes it, and leads to the original sender (now the receiver has changed). This step is to respond as the most important. Unless, the response is into the verbal or non verbal form, by then, we can not say that effective communication has taken place. The primary objective of sending the response is to communicate without any obstacle. However, this may be possible that the recipient of an instant message does not agree with sender of it. There is certainly not the means of communication breakdown.
Communication process to be effective, for this there must be well-defined goals in the sender’s mind. Harmony between the goals of the two communicators creates ideas and concepts to good and easy progress of communication. Whatever the initial situation, these steps must need to follow by the sender:
- Create awareness on the subject in the mind of the receiver.
- During the communication process as much as possible keep your perspective so clear, so that there is no any possibility of confusion in the mind of the recipient.
- By following communication strategies to enable smooth flow of discussion,
- The goal of communication about the subject, receiver should have sound and right idea in mind.
- Achieve communication goals.
At the time wanting the transmission and message, our all five emotions plays an important role to meet the intent. In the sense that, mainly active in a particular situation, helps in a high degree of absorption. For example, in communication, if a particular moment in our visual sense is highly active as we only react to visual cues.