Communication Process | Murtadak B.N.

COMMUNICATION PROCESS

MEANING OF COMMUNICATION-
Communication is a winder term. We attempt to Communicate that is to establish
Commonness with another person. We are share ideas in common. Communication
is the process of passing information from one person to another and understanding
it. It is the art of transmitting information, ideas and attitudes from one person to
another person.
The word Communication has been made of form word ‘Communis’. Communis
means to make common. Communication is a winder concept.

Definitions –
1. F.G. Meyer – “Communication means the act of making one’s ideas and
opinions known to others”.
2. Keith Devis – “Communication is the process of passing information and
understanding from one person to another”.
3. Newman & summer “Communication is an exchange of facts, ideas, opinions
or emotions by two or more person”
4. Cappell & Read “Communication is any means by which thought is
transferred from one person to another”.
5. American Management Association “Communication is as any behavior
that result in an exchange of meaning.”
6. Brown “Communication is the transmission and interchange of facts, ideas
feeling or courses of action”.
 Features of Communication process –
1) Communication is an exchange of facts and opinions. Therefore it is a two way
process.
2) There cannot be any communication without a message.
3) Communication is a continuous process.
4) A message when conveyed has its reaction too, The reaction of the receiver of
any message is also a part of the message and meaning of the message is
complete when reaction of the message materializes.
5) The main objective of communication is to be understanding.
6) It is a universal process.
7) Communication can be in any form i.e.- non verbal, oral, written.
8) Communication is something more than information because it includes
practical exchange a part from sending information.
9) It is an important part of direction.
 Elements of Communication process –
1) Communicator / Sender
2) Communicatee / Receiver
3) Message
4) Medium of Communication / channel
5) Reaction / feedback

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1) Communicator / Sender –
Sender is a person who speaks out or sends or transmits or communicates
massage. Sender is a first starter of Communication process
2) Communicatee / Receiver –
The Receiver is directed audience of the message. He gets the message
interpret and tries to the total meaning of the message as transmitted by the
sender.
3) Message –
Message is information. It may be written or spoken. It is o be sent from
one person to another. The Information, orders, observations, report that
communicated.
4) Medium of communication / Channel –
Channel is the vehicle or medium of convening message to the receiver. It
may be written, oral, audio visual or live projections. The written medium can
be in the forms of letters, memos, reports, manuals, introduces, the circulars,
face to face interview and so an.
5) Reaction –
Communication manipulates the receiver to act in a desired manner. When
the sender receives the response of the other person he comes to know
whether the receiver has understood the message or not .finally, the receiver
completes chain of communication by responding to the message.
Scope:
Business Communication involves flow of information. One-way
Communication informs the receiver where as two-way Communication is exchange
of information and ideas. Today there is no such thing as one way Communication. In
fact, it is always a two way process involving transmission and reaction. Feedback is
a core part of every business Communication because it is necessarily an action
oriented affair. A tow-way Communication establishes and builds long lasting
relationships between people.
The personal dialogue through words, telephone, fax, e-mail, television, books;
advertising, etc. are all examples and means of Communication in business. E-
commerce has been emerging as a powerful method of modern business.
 Importance of business Communication –
1) Effective communication is an essential ingredient in management-employee
relations.
2) Communication is a tool of supervision.
3) Communication is a tool of information
4) Good communications are essential to co-ordination.
5) Development of information and understanding
6) Releasing the emotional tension of workers.
7) Encouraging ideas, suggestions etc.
8) Free exchange of ideas and information.
9) Maintaining good human relations.
10) Basic tool for motivation and morale.

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 Principles of effective communication –

Communication is a process of transmitting the ideas. It is a two way process.
Transmitted message should e completely understood by the person who is at
destination. As far as possible message should be kept brief. The knowledge level of
the Communicatee has to be taken into consideration. Able Communicator doesn’t
was his time in unwarranted Communication. Need and objective of the
Communication should be analyzed in advance. Normally, following principles are kept
in mind by the executive, who is responsible for the Communication.
1) Clarity about the purpose of communication –
Before beginning the process of communication one should be clear about the
purpose for which one want to communicate. If one is clear about the objectives, it
would be easier and intelligible and effective.
2) Systematic arrangement of the message –
The message to be conveyed must be organized on a systematic manner.
Proper attention should be given towards neatness, type-spacing, paragraphs, style,
and layout the letter.
3) Message should be suitable to the needs of the receiver –
The message to be conveyed should be suitable to the needs of the receiver.
The message should be encoded in language, picture or symbols which can be easily
understood.
4) Selection of purpose media –
Different Medias are available to communicate. If one wants to place order for
goods, one can go personally, send a massager, write a letter, send a telegram or
telephone the message. The message should be communicated clearly.
5) Selection of appropriate time –
Many message fail to achieve desirable result because they do not reach their
distinction at an appropriate time.
6) Feedback and prompt action on receiving response -
Feedback is goods for effective communication for it helps to ascertain whether
the message has been properly understood.
 Barriers of effective communication –
The mangers are expected to identify and try their best to find out effective remedies
for removing the various barriers hat undermine the quality of communication and
make it poor and adequate. The removal of the barriers to communication is
absolutely essential because poor transmission of message, or failure to take effective
action to remedy the barriers to communication surely plagues the routine life of the
manager and they can not plan or control activities effectively. The following the
important barriers to communication.
1) Physical Barriers
2) Psychological Barriers
3) Linguistic barriers
4) Cultural Barriers
5) Mechanical Barriers
6) Other Barriers
1) Physical Barriers –

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These are the interferences which occur in the environment or due to physical
conditions under which the communication takes places. Example of physical barriers
is heat, cold, distracting noise, distances between the people, poor ventilation etc.
2) Psychological Barriers –
a) Attitudes and opinions-
Personal attitudes and opinions often act as barriers to effective communication. If
When the information disagrees with ones views or tends to run contrary to ones
accepted beliefs, one does not react favourably.
b) Emotional Barriers –
Emotional barriers emerge due to the existence of certain specific situations.
For example, the emotional reaction, physical conditions like terrible noise, insufficient
light and ventilation, past experience etc.
c) Filtering Barriers –
Filtering Barriers arise mainly due to the status and position of the members of
the organization. Certain receivers of information intentionally shift (select only goods
aspect of) the information for seeing that the receiver will look favorable on the
message communicated.
d)Personality Barriers –
Personal / personality barriers are those human factors that interfere with the
communication. they are as varied as the human nature is. These interferences arise
from human emotions, feeling, attitudes, values, limitations and negative personal
qualities
e) Overloading Barriers –
When the communication channels are overloaded the communication network will
get jammed with irrelevant message. The attempt are made to find out new devices to
process and transmit data. Such devices have increased the communications that flow
to executives. But there is every possibility that when the number of communication
has increased y leaps and bound, managers get confused and consequently, may find
it very difficult to come out of such overburdened situation.
f) Faulty Transmission-
A message is never communicated from one person to another in its entirety. This is
true in particular of oral messages. A scientific study of the communication process
has revealed that successive transmissions of the same message are decreasingly
accurate.
3) Linguistic barriers –
These interferences arise from limitations of language or symbols used in
communication. Words are the most commonly used symbols in communication.
Words in themselves are not perfect carriers of thought.

4) Cultural Barriers-
If the cultural background of the receiver and sender differs, then it creates problem.
Especially in an international environment, cultural differences often cause
communication problems. The same words, phrase, symbols, action, colors mean
different things to people of different countries having different cultural backgrounds.
For Example, in the western countries, the colour black is associated with death and
mourning; while in the far East, white is the colour of mourning. In the United states,
people love to be called by their first name, while in Britain, people are more formal
and like to be addressed by their title or their last name and in India there is a certain

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way of addressing people of different age groups where in elders are not addressed
by their names at all.
5) Mechanical Barriers –
Mechanical barriers are generally the defects in the devices used for communication
and may not be within the control of the parties engaged in communication. The
telephone, the postal system, the telegraph, loudspeakers, the microphone and other
channels may break down or suffer from disturbance and may not convey the
message correctly. A partial failure of the mechanical equipment is more dangerous
than a complete failure, because a partial failure carries forth incomplete or distorted
messages, which might result in wrong action and misunderstanding. The
postponement of transmission or communicating by an alternative method is the only
way to overcome mechanical barriers.
6) Other Barriers-
Timing Barriers –
Many problems are created to management due to improper timing of
communications. While there s a need to released certain types of message in such a
way as to ensure that every member of the organization receives then simultaneously,
there are also certain other types of message the transmitting of which calls for a
sequential timing.
Routing Barriers –
Routing Barriers may be act as an important barriers of communication. The
communications should be routed in such a way as to provide sufficient information
for a proper and timely decision to be made by the concerned persons. The
communication rout determines the content of the message as well as the language
in which it is expected to be conveyed.

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