Lesson 2: Elements and Process of Communication

Learning Outcomes:
At the end of this lesson, the students should be able to:

a. Identify the elements of communication;

b. Classify and differentiate the different channels in communication:
c. Explain how the process of communication works.

THE BASIC ELEMENTS IN A COMMUNICATION PROCESS

1. CONTEXT- This is also known as situation, setting or environment. Any
communication activity is affected by the context in which it occurs. It consists
of different aspects such as culture, organization and socio-economic which
has its own unique way of communicating information.

Another aspect of context is external stimulus and internal stimulus.

External stimuli include letters, memos, telephone calls, meetings, emails and
casual conversation. These external stimuli prompt us to respond either in
oral or written form. Internal stimuli include attitudes, emotions, opinions,
experiences. All of these affect the way we communicate our thoughts and
ideas.

2. THE COMMUNICATOR - This is also known as source, speaker and transmitter/

encoder. As sender, they encode or transform their thoughts and feelings into
message through verbal symbols and non-verbal symbols in order to achieve the
desired response. Great communicator inspires people. They create a
connection that is real, emotional and personal through an understanding of
people and ability to speak directly to their needs in a manner that they are ready
to hear.

3. COMMUNICATION CHANNEL- A communication channel is the medium,

mean, manner or method through which a message is sent to its intended
receiver. It is the term given to the way in which we communicate in order to
reach its destination. There are multiple communication channels available to us
today, for example face-to-face conversations, telephone calls, text messages,
email, the Internet (including social media such as Facebook and Twitter), radio
and TV, written letters, brochures and reports.
Classification of Channels in Communication:
 Visual Channel- Facial expression, body language, posture, gestures,
pictures and written words, electronic mails, mass media, etc.
 Auditory Channel- Spoken words, sounds, telephone or mobile
communications, delivering audio content (radio, voicemail), etc.
 Tactile Channel- Touch sensations, therapeutic touch, etc.
 Combined Channel- Audio-visual media, consoling a person with touch
and spoken words

4. THE MESSAGE- This is the key element that is transmitted in communication.

These are meanings or ideas, aspirations and desires, beliefs and emotions that
are encoded and sent by means of verbal and non-verbal symbols then received
and decoded into one’s own ideas and feelings. All messages must be encoded
into a form that can be conveyed by the communication channel chosen for the
message.  We all do this every day when transferring abstract thoughts into
spoken words or a written form.
 5. RECEIVER- This is also known as recipient or listener. The receiver is the person
who receives and interprets the message. A receiver must understand the
message or has knowledge on the message transmitted. The receiver’s task is to
interpret the sender’s message both verbal and nonverbal.

6. THE FEEDBACK- This is the response process of communication which

complete the loop of communication. Receivers of messages are likely to provide
feedback on how they understood the messages through both verbal (spoken)
and non-verbal (written) reactions.  Effective communicators should pay close
attention to the feedback as it the only way to assess whether the message has
been understood as intended, and it allows any confusion to be
corrected. Feedback will vary according to the communication channel used: for
example feedback during a face-to-face or telephone conversation will be
immediate and direct, while feedback to messages conveyed via TV or radio will
be indirect and may be delayed.

7. NOISE- This is also called interference. Noise refers to anything that hinders the
transmission and reception of the message. It can be categorized into internal
noise and external noise. Internal noise refers to anything that we think of during
the time we are engaged in communication like thinking about the unfinished task
we left at home. External noise is the noise that comes from outside such as
screaming, shouting and heavy downpour or vehicles in motion which have
greatly affect in the concentration in the listening.

Process of Communication- The process of communication refers to the

transmission or passage of information or message from the sender through a selected
channel to the receiver overcoming barriers that affect its pace. The process is a cyclic
one as it begins with the sender and ends with the sender in the form of feedback. It
takes place upward, downward and laterally throughout the organization. It must be a
continuous and dynamic interaction, both affecting and being affected by many
variables.
The diagram below shows the five main processes of communication. The
processes are: 1.sender, 2. Transmission, 3. Noise, 4. Receiver, 5. Feedback.

Process 1. Sender: Communication starts with the sender, who is the initiator of the
message. After generating an idea, the sender encodes it in a way that can be
comprehended by the receiver. Encoding refers to the process by which the sender
translates his thoughts into a series of verbal and non-verbal actions that he feels will
communicate the message to the intended receiver.

Process 2. Transmission: The information that the sender wants to communicate is

transmitted over a channel through which the message travels to the receiver. A channel
connects the sender to the receiver.
Process 3. Noise: Noise is anything that has a disturbing influence on the message.
Since noise hinders communication, the sender should choose a channel that is free
from noise. Noise may occur at the sender’s end, during transmission, or at the
receiver’s end.
Example of Noise:
  Ambiguous symbols that lead to faulty encoding
 A poor telephone connection
 An inattentive receiver
 Faulty decoding (attaching the wrong meaning to the message)
 Prejudices obstructing the poor understanding of a message
 Gestures and postures that may distort the message

Process 4. Receiver: The receiver is the person to whom the message is transmitted.
In order to decode the message, the receiver has to be ready to receive the message.
That is, the receiver should not be preoccupied with other thoughts that might cause
him to pay insufficient attention to the message. Decoding refers to the process of
translation of symbols encoded by the sender into ideas that can be understood.

Process 5. Feedback: A message generated by the receiver in response to the

sender’s original message is known as feedback. Feedback is necessary to ensure that
the message has been effectively encoded, transmitted, decoded and understood. It
helps a sender evaluate the effectiveness of his message, so that he
can modify his subsequent messages. Feedback also confirms whether there has been
any change in the behaviour of the individual or in the organization as a result of
communication.

Assessment:
1. Explain the process of communication.
2. What do you think is the most important element in the communication
process? Justify your answer.
3. If you could include one more element of communication, what will you
include? Explain your answer.
4. Give the importance of feedback in a communication process.