BUSINESS COMMUNICATION---process

CAREER ACADEMY HAFIZ ABAD

 
Communication process

Communication (from Latin "communis", meaning to share) is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior.

Communication is considered effective when it achieves the desired reaction or response from the receiver. Simply stated
 

“Communication is a two way process of exchanging ideas and information”

Communication includes six components: context, sender-encoder, message, medium, receiver-decoder and feedback. Figure illustrates how these factors interact in the communication process, affected by various contextual conditions and decisions.

A brief discussion of various factors is given below.

Context.

Every message begins with context. Context is a broad field that includes country, culture, organization and external and internal stimuli.

Every country, culture and organization has its own conventions for processing and communicating information. This aspect of the context is the playing field on which you must plan, design and communicate your message successfully.

Another aspect of context is the external stimulus that prompts you to send a message. The source of this prompt may be a letter, memo, note, mail, fax, phone, or a meeting.

Next internal stimuli have a complex influence how you translate ideas into a message. Your attitude, opinions, emotions, likes and dislikes, education, and confidence in your communication skills, all influence the way you communicate your ideas. Especially important is your ability to analyze your receiver’s culture, viewpoint, needs, skills, status, mental ability, experience and expectations.

Sender –Encoder

When you send your message through any medium, you are the sender or encoder. You try to choose symbols usually words that express your message so that the receiver will understand it and react with the response you desire. After considering context, you decide which symbols best convey your message and which message channel will be the most effective among the oral or written media.

Message

The message is the core idea you wish to communicate. It consists of both verbal and nonverbal symbols. Your first task is to decide exactly what your message is and what content to include. You must consider the context and your message—how the receiver will interpret it and how it may affect your relationship.

Medium.

Your message channel depends on all the contextual factors and the nature of message itself.Your choices include e mail, the printed word or sound. The choice of medium is influenced by the relationship between the sender and the receiver. Urgency of message is a primary factor in choosing the medium. You may also consider factors such as importance, number of receivers, costs, and amount of information.

The written channel is often preferred when the message is long, technical or formal in nature. The oral message is effective when the message is urgent or personal or when immediate feedback is important.

1.Inside organization. For internal communication, written media may be memo, reports, bulletins, posters, notes etc. oral communication my take the form of staff meeting reports, presentations, telephone chats, face to face discussions etc .Another oral channel “grapevine” through which news and rumours travel quickly and accurately.

2.Outside organization. External written communication media may be letters, proposals, telegrams, faxes, telexes, postcards, catalogs, news releases etc. you may communicate orally in face to face discussions, by telephone, by presentations, by panel situations or through television.

Receiver-decoder.

The message receiver is your reader or listener or decoder. As figure illustrates, the receiver as well as the sender are influenced by the context and by the internal and external stimuli. Both receive message through the eyes and ears but are also influenced by nonverbal factors like touch, taste and smell. All factors of the message are filtered through the receiver’s view and experiences in the world.

Therefore, miscommunication can occur when personal biases and individual values cause the receiver to misinterpret the sender’s intended message.

Feedback.

Feedback is your receiver’s response and the final link in the communication chain. Feedback is the key element in the communication process because it enables you to evaluate the effectiveness of your message. Feedback can be oral or written. Sometime silence is used as feedback but it is not effective.

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Conclusion.

The components described above represent what happens in communication. Although this linear description seems relatively simple, problems can occur at any point on the continuum. Communication is effective when each step is successful. Ended.