Process of Communication

BUSINESS COMMUNICATION
THE COMMUNICATION PROCESS Week 2
WHAT DOES IT MEAN?

It is derived from a Latin word and has the same origin as common, meaning to talk a common language, to share the same meaning. Similar words such as community and commune share a related meaning.
WHAT DOES IT MEAN?

People who are successful at work at communication oriented Communication skills are ESSENTIAL FOR THE WORKPLACE Communication is classified into three forms:
Verbal (either spoken or written) Nonverbal graphic
The Process
The process is dynamic and interactive Someone sends, someone receives and the result is a message, information flows and meaning is perceived
SENDER Self concept Family Culture Skills Feelings Attitudes Values
MESSAGE
FEEDBACK
RECEIVER Self concept Family Culture Skills Feelings Attitudes Values
7 Elements of Communication Process

Sender Message Receiver Feedback Communication channel Context Interference
The Sender

Communication begins with the sender Respond to situations from vantage point (beginning) Are unique as they bring to communication accumulated attitudes, ideas, skills, experience, culture and differences Sender encodes the message using language and signs that receiver will recognise
The Message
Idea or feeling being sent Creates a connection between sender and receiver
The Receiver
Decodes, interprets the message to achieve understanding Acting as an individaul, interpreting the idea from own perception Perception result of receivers own personal background, experience, culture, ideas, beliefs and concerns
Feedback
Is an essential part of communication Is the constant feeding back of information Means to engage, listeners also respond to demonstrate comprehension and acceptance (or non acceptance) of the message
Feedback
Gives communication:
Continuity Indicates understanding/misunderstanding Stimulates further communication
Both sender and receiver need feedback

Must check, ask, rephrase
The Channel
Is the vehicle for the message For example:
Face to Face Telephone Radio Television
Must ensure that channel suits purpose
Context
The situation, circumstances, setting in which the communication takes place Plays an important role in how messages is encoded and decoded
Interference
Sometimes interference can change the meaning of the message, how the message is received Can lead to misunderstanding Barriers can be caused by sender, receiver, channel choice, message, surroundings
Nature and Importance of Communication

COMMUNICATION means the transmission from one Communication person to another of a message, which is understood by receiver as the sender intended.
WHY COMMUNICATE?
It leads to larger effectiveness-. It keeps people in the picture. It gets people involved with the organisation and increase motivation to function well; Increases commitment to the organisation. it makes for better relationships and understanding between: boss and subordinate; colleagues; people within the organisation and outside it. It assists people to understand the need for change: how they should manage it; how to reduce resistance to change.
Communication
Communication can be thought of a PERSONAL PROCESS that involves the transfer of INFORMATION and also involves some behavioural input.
Seven myths and realities about the nature of communications

1. 2. 3. 4. 5. 6. 7.
We communicate only when we intend to. Words mean the same thing to everyone. We communicate Primarily with words. Non-verbal communication is the same as body language. Communication is the same as one-way information flow. Message sent is the same as message received. You can never give someone too much information.
Seven realities of Communication

We frequently communicate messages we are not aware of. 2. Words do not have meaning- meanings are in terms of people's past experiences. 3. The majority of the message is based on nonverbal communication. 4. Non-verbal communication is perceived through all the senses.
1.
Seven realities of Communication

5. Communicating is a two-way activity in which feedback is crucial. 6. The message received is never identical to the message intended. 7. Information overload can be as much of a problem as not having enough information.
Communication Variables
Multi-level encoding Message is sent in more than one way. The receiver Any of the five senses or a device to pick up the message. Channel Route that messages take through the broad media
Destination Ultimate goal of the message. Encoder Receiving mechanism that decodes the message. Feedback Response to the message.
Noise or Interference Physical distractions i.e. poor light, cold room or even info overload.
Goals of Business Communication

Receiver understanding. Sending a clear message is essential. You have to ensure about the following: nature of receiver . form and content provision for feedback removal of barriers
Receiver response
The sender should encourage and assist with response i.e. questions order form instruction return envelope
Favourable relationship
Always encourages a "win-win" relationship
Communication Directions
Communication can progress in three directions: Upward Downward Horizontally
Downward communication
Operates when messages flow from the top. TYPES There are several types of downward communication, i.e. Introduction Policy and procedure Job instruction
Downward Communication
Job rational (how work fits into the total organisation) Feedback (letting workers know how well they are performing)
Upward Communication
Upward communication is more complex.
It is only means management has of knowing about: the performance, attitudes, feelings motivation of individuals at different levels in an organisation.
Upward Communication
Efficient companies provide a means of: regular, systematic, upward communication, usually following the "chain of command".
Horizontal communication
Horizontal communication is important. 5 major purposes for using horizontal channels are: Task co-ordination Interpersonal rapport Sharing of information Resolution of conflict Problem solving

Process of Communication

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BUSINESS COMMUNICATION

THE COMMUNICATION PROCESS Week 2

WHAT DOES IT MEAN?

WHAT DOES IT MEAN?

SENDER Self concept Family Culture Skills Feelings Attitudes Values

RECEIVER Self concept Family Culture Skills Feelings Attitudes Values

7 Elements of Communication Process

Both sender and receiver need feedback

Must ensure that channel suits purpose

Nature and Importance of Communication

Seven myths and realities about the nature of communications

Seven realities of Communication

Seven realities of Communication

Goals of Business Communication

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