What is the Process of Communication? First, you know about communication and then its process. Let’s start with the definition of communication.
Communication
“Mutual exchange of thought, ideas, skills, information intent to share with others by using a medium. It includes both verbal and non-verbal ways of communicating. It is considered as effective communication when you get desired results from that communication”.
Verbal communication is an oral or written form of communication, and we use words of a particular language to communicate with someone.
Non-verbal communication has no usage of a particular language. In this type of communication, you use signs, symbols, signals, body language, etc.
Communications
The methods through which you transmit your information to others.
Importance of Effective Communication
Effective communication plays an essential role in both professional and personal success. People who know how to communicate effectively boost their productivity and improve personal relationships in all aspects of their lives. They build trust in others and help prevent or solve problems.
The importance of effective communication lies in the fact that it provides clarity in the message and, therefore, creates better work and personal relationships. In sales, for example, effective communication will help you better communicate the benefits of your products and better understand the doubts and needs of your customers; this will allow you to close more and better deals.
Components/Process of Communication
Transferring verbal and non-verbal messages is called communication. It is considered successful when your message is understood by the receiver and gives you feedback. The process of communication includes six major components.
Six elements/components of communication:
- Context
- Sender(encoder)
- Message
- Channel/medium
- Receiver(decoder)
- Feedback
1) Context
It is the background or playing field based on which you prepare some message, whether the communication is in verbal form or non-verbal. There is always some context for every massage. Different countries and cultures have different styles of communicating things. You must design your playfield to make your communication successful and get the desired results.
The process of communication is get affected by both external and internal stimuli. You’re prompted to send messages from the effect of external stimuli such as letters, memos, calls, fax, meetings, etc. Also, some internal stimuli affect this process. When a person encodes a message, its selection of words is affected by their experience, emotions, opinion, likes and dislikes, education, ability to speak, etc.
2) Sender(encoder)
If you share any of your ideas, information, or thoughts with someone, you are a sender. You encode your message in an understandable form so that the person who is the receiver can easily understand your thought, idea, and information and give his feedback to you according to your desire. In non-verbal communication, you always choose those symbols to convey messages easily understandable by the receiver.
3) Message
It is that basic idea, information, or thought you want to share with someone. First, you must determine what message you want to share with the receiver and encode your message by keeping your receiver’s understanding level in mind. Always select those words or symbols which are easy to decode for your receiver.
4) Medium
Selecting the channel through which you convey your message is essential. There are some factors you have to keep in mind to better convey the message. You should remember the number of receivers, quantity, quality of information, cost, the importance of the message, your relationship with the receiver, etc. It is on you to decide the medium for your message, but you must consider all these factors. You choose different mediums if your message is of different types i-e oral or written.
A written message is used by organizations mostly when the amount of information is significant and technical, and you have to keep it in the record in a documented form.
The verbal message is used when you need immediate feedback from the receiver, and usually, information is in a small amount.
5) Receiver (decoder)
The person you send your message to decodes it to understand your thoughts, information, and ideas. He/she is called a decoder. The internal and external stimuli also affect the receiver. Attitude, taste, touch, experience, and mental level affect understanding of massage.
Sometimes, the receiver cannot understand your message correctly because of differences in attitude, culture, thinking level, etc., so the sender should have to encode the message while keeping the receiver in mind.
6) Feedback
After receiving your message, the receiver will react to it. This reaction can be positive or negative for you. If he completely understands your message and responds to you in your desired way, it is favorable for you. And if due, for some reason, he is not able to understand your message correctly, then he can’t reply to you in your desired way, so that would be a negative response for you.
Importance/ Benefits of Communication in Business
“Lifeblood” of the organization
A lot of people work together for a common purpose in the shape of groups. These include business, political, religious, sports, non-profit organizations, etc. Communication is essential in an organization as it can’t survive without it. People working in a place with the same objective must share their thoughts, ideas, and information, so they have to communicate with each other.
In an organization, everyone has to communicate to discuss projects, plans, ideas, rules, agreements, construction, production, etc.
Internal Communication
Internal communication occurs among an organization’s employees in downward, upward and horizontal forms.
Downward communication help employees to understand the orders and Expectations of management from them, and then they perform according to instructions given by management to the workers or employees. When employees get direct instructions from top-level management, thus will increase their production and organizational strategy. They work for the welfare of workers like training, health care facilities, insurance, etc.
Upward communication in an organization is also essential as it shows the actual business state to the management. At present, management wants to know about the truth of the position of a business and that accurate information will be provided by employees by upward communication. The data flow is from down to up, like employees conveying messages from down to top-level management. If there is fluent communication in an organization, it also prevents management it making a wrong decision. If they want to make any bad decision, the employees convey their message and force them to change their decision.
Like upward and downward, communication also happens horizontally among different organizational departments. This will help an organization grow as all the departments work together if there is proper communication among them.
External Communication
An organization has to communicate with other organizations or the public. Good communication between two organizations is very beneficial for both. There has to be good communication in the form of meetings, phone calls, letters, Memos, etc., to share information between two organizations.
Also, public relations are significant for an organization. You should have to grow a positive image as an organization in public. Communicating about your social projects, accountability reports, etc., to the public can help grow a positive public image. Public speeches from management, pamphlets, interviews on media, etc., play a vital role in building the organization’s image. If there is no communication with the public or with any other organization, then you cannot make your organization successful.