DEFINITION OF COMMUNICATION
Communication is a two-way process in which there is an exchange and progression of ideas towards a mutually accepted direction or goal. For this process to materialize, it is essential that the basic elements of communication be identified. These elements are.
1. Sender / Encoder/ Speaker
2. Receiver/ Decoder/ Listener
3. Message
4. Medium
5. Feedback
Sender/ Encoder/ Speaker
The person who initiates the communication process is normally referred to as the sender. From his personal data bank he selects ideas, encodes and finally transits them to the receiver. The entire burden of communication then rests upon the sender or encoder. His choice of images and words the combination of the two is what goads the receiver to listen carefully. In this process a number of factors come into play, primary among them being an understanding of the recipient and his needs. If the message can be formulated in accordance with the expectations of the receiver, the level of acceptance is going to be higher. For example, a consultant wishes to communicate with the HRD manager of a company. The objective is to secure consultancy projects on training of personnel. If the consultant wishes the HRD manager to communicate with him, he has to ensure that their goals converge. He has a tough task ahead of him. The manager had been interacting with many consultants. Why should he pay heed to the proposal of this consultant? In a situation such as this, a good strategy to be adop0ted is to expand the purview of the proposal and make it company specific. The result could be highlighted and spelt out in terms of increase in sales. If sufficient preparation has been done, the message too would increase in sales. If sufficient preparation has been done, the message too would be formulated in a manner conducive to the interests of the HRD manager.
Receiver/ Decoder/ Listener
The listener receives an encoded message which he attempts to decode. This process is carried on in relation to the work environment and the value
perceived in terms of the work situation. If the goal of the
Decoding of sender is envisioned as similar to his own, the listener
Message becomes more receptive. The decoding of the message is done in almost entirely the same terms as were intended by the sender. In the example cited above, as soon as the HRD manager realizes that the proposal of the consultant is going to result in tangible benefits, he becomes more receptive and his interest in communication is reinforced.
Message
Message is the encoded idea transmitted by the sender. The formulation of the message is very important, for an incorrect patterning can turn the receiver
Formulation of message
Hostile or make him lose interest. At this stage the sender
Has to be extremely cautious. What is the order in which he
Would like to present his ideas? Suppose he has four points to make would he (a) move in the stereotyped manner of presenting them in a sequence or (b) would he like to be innovative and proceed in a creative way? Probability is high that in case (a)
he might become monotonous and in case (b) he might touch a wrong spot. How then should the message be formulated and transmitted? The ordering, as stated earlier, should be based on the requirements of the listener so that its significance is immediately grasped. The minute the receiver finds his goals codified in the message, he sits up, listens and responds. The message thus has made an impact.
Medium
Another important element of communication is the medium or channel. It could be oral, written or non-verbal. Prior to the composition of the message, the medium / channel should be decided. Each medium follows its own set of
Selection of rules and regulations. For example, in oral communication one can
medium —oral, afford to be a little informal, but when using the written mode, all
written or non- rules of communication need to be observed. It must be remember-
verbal ed that anything in writing is a document that would be filed for records or circulated to all concerned.
Feedback
This is the most important component of communication. Effective communication takes place only when there is feedback. The errors and flaws that abound in business situations are a result of lack of feedback. Le us take
Feedback Completes Loop of Communication
A look at the typical responses of people involved in miscommunication: “ this is not what I meant” or “ This is not what I said”, or “this was not my intention”. If feedback is solicited on all occasions, this error can be minimized or even completely done away with. Fallacious statements or erroneous conclusions are made because of lack of confirmation through feedback and discrepancy between the message transmitted and understood.
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