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Communication Process

The communication process involves eight basic elements as on follows:
  1. The sender has an idea.
  2. The sender encodes the idea as a message.
  3. The sender produces the message in a transmittable medium.
  4. The sender transmits the message through a channel.
  5. The audience receives the message.
  6. The audience decodes the message.
  7. The audience responds to the message.
  8. The audience sends feedback.
Communication Process
Communication Process
Supervisors can improve communication skills by becoming aware of these elements and how they contribute to successful communication. Communication can break down at any one of these elements.

Encoding the message

Encoding is the process of assigning and organizinglim symbols (e.g., words or gestures) to formulate message you want to send.

The message

The result of the encoding process is the development of the message to be sent.

The Channel (Medium)

The channel is the medium by which a message travels. It means that, the connecting device between the sender and the receiver(s) is the channel through which the message is sent.

Types of communication channels

Many different types of communication channels are available to the speaker (e.g., telephone, memorandum,ib bulletin board, face-to-face conversation, electronic mail, and fax messages).
One of the major considerations during the communication process is to ensure that the proper channel has been selected.

Impersonal channels

Written memos, notices on bulletin boards, and electronic mail messages are best for clear, simple, and routine messages.

These impersonal channels are considered to be useful when a small amount of information about a single topic needs to be communicated in a simple, straightforward manner. In these situations, personal contact is not ad deemed necessary.

Direct personal channels

Face-to-face conversations, telephone calls, meetings, and conferences are direct personal channels. Such channels are best used when personal contact is necessary for sharing lengthy, complex, ambiguous, and non-routine messages.
The Receiver (s): The receiver is the person to whom the message is bas directed. The sender must take the receiver into account when encoding the message and selecting the channel for transmission.

Receiving the message

The sender must be cautious to ensure that proprietary (confidential) messages designed for and addressed to specific people are received only by the intended parties. The medium and symbols used can play important roles in this respect.

Decoding the message

Decoding is the process by which the receiver interprets the meaning(s) of the message is known as decoding. If the sender has used symbols, words, or gestures unfamiliar to the receiver, errors in interpretation can easily occur.

Feedback

The receiver's response to the message is valuable in letting the sender know how the message was interpreted. This response is known as feedback.
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