The Communication Process

COM 101
What is Communication?

 The imparting or exchanging of information by speaking, writing, or using some other medium. …The
successful conveying or sharing of ideas and feelings.
 The Oxford English Dictionary
 The act or process of using words, sounds, signs, or behaviors to express or exchange information or to
express your ideas, thoughts, feelings, etc., to someone else
 Merriam Webster Dictionary
 The process of understanding and sharing meaning.
 Pearson, J., & Nelson, P. (2000). An introduction to human communication: Understanding and sharing
 6 Key Elements:
1. sender/encoder
2. Message
3. Medium
4. Channel

PROCESS 5. Receiver/decoder
6. feedback
Visual Representation A
Visual Representation B
Visual Representation C
Visual Representation D
 The Message

 It is created by the sender in order to pass on desirable

information. The message can take any form, for
example, a text message, email memo, letter, a nod of the
head (to suggest consent), etc.
Message Design

 There are a number of aspects to keep in mind when designing the message:
 the message should be stated clearly and precisely based on the purpose intended
 the receiver/audience must be kept in mind (age, culture, background, profession)
 the vocabulary, choice of words, symbols, facial expressions must be considered when designing the message.
 The Sender/Encoder

 This refers to the individual or group who is

responsible for sending the message to the receiver. At
this point, the message is conceptualized (thought of)
by the group or individual who becomes the source of
the message. This can be for e.g. a friend, a campaign
manager, an employer, a political party, a school, a
restaurant etc.
 The Medium

 This refers to ways in which communication takes place.

 It can be written (letter, memo, text message etc.)
 It can be oral (a voicemail, telephone conversation or a
discussion).
 It can be visual with the use of pictures and diagrams.
 It can also be non-verbal with the use of gestures and
expressions.
 It can be virtual with the use of social media such as a text
message or ‘blogs’.
 The Channel

 This is connected to the medium. It refers to devices

or methods used to communicate the message.
 The Receiver/Decoder

 This refers to the individual or group of people who

receive, interpret or decode the message. It is the target
audience. The receiver also provides feedback to the
sender.
 The receiver must have a similar language or cultural
background if the message is to be communicated
successfully.
 The receiver has several responsibilities in the
communication process.
Responsibilities of the Receiver

 The receiver must:

 pay attention to the message
 reduce any internal and external distractions around him
 be conscious of personal bias- e.g. not judge sender based on appearance
 use similar codes (language, vocabulary, cultural messages) to decipher the messages
 send the appropriate feedback, if necessary
 The Feedback

 This completes communication, and is a very important

part of the communication process as it indicates whether
communication has been successful or not.
 Unsuccessful
 If you receive a ‘mocking’ response after a speech
you have given
 If you ‘slide into someone’s DMs’ but they don’t
reply
 If you order cheeseburger sliders at Umbrellas
without pickles and you get them with the pickles
Successful
 If you sent out a letter of request and received a
letter of approval
 If you order a President sized pizza from Rick’s
Cafe over the phone and receive the exact pizza
and toppings you ordered
 If you throw up a peace sign and someone
responds in the same way
Channels and Messages

 The channel of communication that you select is dependent on the message to be communicated. Different
channels affect the message in different ways so it is advisable to think carefully about the type of message
or the information that you have to communicate.
Message = Channel

 Static communication – delivery of a message

that is not always dependent on feedback
 personal – e.g. voicemail
 impersonal – e.g. letter, summary, report
 Interactive communication – messages go back
and forth
 personal – e.g. phone
 impersonal – e.g. email, chat room
Message = Channel

 Personal – physical presence. This includes

gestures, expressions, tone of voice, relationship
building, and conflict resolution
 Impersonal – does not have to be face-to-face.
This includes for example, routine meetings,
letters, fax messages and reports
Different, But Useful

Rich Communication Channel Lean Communication Channel

 It includes your physical presence and  It is simple and impersonal. It is useful for sending
incorporates non-verbal cues such as facial urgent messages and includes, for example, emails
expressions and body movement. Your presence and text messages.
provides the receiver with more information to
interpret. This type of communication is used
mainly for complicated messages.
Making SENSE

 It is useful to acknowledge the various senses when you decide which way your messages should be
conveyed.
 Visual – television, newspapers, magazines, flyers and brochures
 Graphic – flyers, pamphlet
 Electrical/ digital – microphone, television, radio, Internet, cell phone.
 Auditory – radio, television, cell phone, telephone, microphone
 Touch – Braille
Channel Advantages Disadvantages
Internet - Worldwide communication - Information is not always credible
- Fast - Not always accessible
- Low cost - Requires computer literacy
- Networks and websites can be established for a
particular audience
- Global information

Newspaper - Reaches large audience - Reporter bias

- Low cost - No feedback
- Communicates large amounts of information - Literacy levels to be considered

Radio - Reaches new people - Specific target audience

- Allows some room for feedback (call in - Audio only
programmes) - Not always accessible due to radio frequency
- Inexpensive
Channel Advantages Disadvantages
Billboard - Reaches large audience - Does not facilitate details
- Maintains reader’s attention - Vandalism can destroy it
- Constant reminder of message - Location can be an issue
- Limited information
- Can be costly
Cellphone - Source of instant message, both one-on-one and - Service can be an issue depending on the provider
public communication - Laws and settings that prohibit its use in schools
- Facilitates both audio and video and vehicles
- Feedback accommodated - Geographical hindrances
- Popular - Texts messages are short
- Can be costly
- Limited to provider network
Television - Reaches a large audience - Geographic limitations
- Audio and visual - Reporter’s bias
- Instant news - Limited by a budget
- Non-verbal cues incorporated with live images - No room for interaction
- Friendly to the visually and hearing impaired - Costly
- Facilitates large amounts of information via
programmes
Communication Barriers

Houston, we have a problem!

 Noise Everywhere!

 Whatever affects the understanding of a message is known as a barrier to communication. The understanding
comes through the process of decoding.
 Barriers in the decoding process is also called noise.
 More Noise!

 Noise is anything that detracts from the message sent and prevents effective communication. It can be
experienced on the part of the sender or the receiver.

 Sender  Receiver

 Attitude  Attitudes
 Prejudice  Background
 Frame of reference  Experiences
 Language
Even More Noise!

 In terms of the channel, the noise may be literal as in

traffic or static. However, it can also refer to a
person’s speech impediment or lack of clarity in
writing or speaking.
 Barriers can also be created by the type of language
used, the medium used to convey the information or
ambiguities in the message.
Whose Noise is This?

Internal External
 Internal Noise is any barrier that is found within a  External Noise is found outside of the people in
person/group that affects the communication the communication process and may be found in
process. the medium or channel used.
Internal or External?

 Construction Activity  Growling stomach

 Feeling ill  Airplanes
 Special jargon  Phrases from foreign languages
 Worries about money  Room is too cold or hot
 Barking dogs  Biases related to speaker or content
 Crushing deadlines  Spotty Wi-Fi
 Unique word usage  Illegible handwriting
 Having a headache
 Loud music
 The presence of specific people in the room
 Mispronunciation
Facilitators of Communication

Help is Here!
Facilitators

 These aid the passing of information and therefore facilitate a mutual understanding.
 For example, if you are writing an examination, clear, legible handwriting would be a facilitator. Using the
appropriate language, using an effective medium, selecting an appropriate channel and using additional
prompts, such as visuals, are all facilitators of effective communication.
The Takeaways:

 The receivers ultimately perceive something from the message, but their concept of the message or their
reality may not be what the sender intended. In successful communication the perceived communication will
approximate or be closest to the intended message, but this situation cannot be taken for granted. Therefore
one can say that there is:
■ Effective communication
■ Ineffective communication.
Effective Communication

 The sender and receiver both understand the

message in the same way.
Ineffective Communication

 The sender’s intention may not be what the

receiver understands. This is due to
misunderstanding caused by emotional and
social sources of noise.
 Good communication is the bridge
between confusion and clarity.

Concluding Thoughts Nat Turner

In order to get the communication process to be successful,

you must pay attention to what you communicate, how you
communicate and the feedback you receive.