Question

List and describe the steps in the communication process. In the context of the communication process, please also describe the potential barriers to effective communication. Lastly, please also present some techniques and approaches useful in overcoming these barriers to effective communication.

Answer 1

The Process of Communication:

1. Sender:

The sender is the first component of the process of communication. The sender may be a speaker, a writer or any other person. He is the one who has a message and wants it to share it for some purpose.

2. Ideation:

Ideation is the preliminary step in communication where sender creates an idea to communicate. This idea is the content and the basis of the message to be communicated. Several ideas may generate in the sender’s mind.

3. Message:

The message is the heart of communication. It is what the sender wants to convey to the receiver. It may be verbal i.e. written or spoken or non verbal i.e. body language, space language etc.

4. Encoding:

To encode is to put the idea into words. In this step the communicator organises his ideas into a series of symbols or words which will be communicated to the intended receiver. Thus the ideas are converted into words or symbols.

5. Transmission:

Next in the process of communication is the transmission of the message as encoded messages are transmitted through various media and channels of communication channel connects the sender and the receiver.

The channel and media should be selected keeping in mind the requirement of the receiver, the communication to be effective and efficient the channel should be appropriate.

6. Receiver:

Receiver is the person or group for whom the message is meant. He may be a listener, a reader or a viewer. Any neglect on the part of the receiver may make the communication ineffective.

The receiver is thus the ultimate destination of the message. If the message does not reach the receiver the communication is said to be incomplete.

7. Decoding:

Decoding means translation of symbols encoded by the sender into ideas for understanding. Understanding the message by the receiver is the key to the decoding process.

8. Feedback:

Feedback indicates the result of communication. It is the key element in the communication and is the only way of judging the effectiveness of communication It enables the sender to know whether his message has been properly interpreted or not.

Some barriers to effective communication include:

• Use of unfamiliar terms.
• Emotional barriers and taboos.
• Lack of attention, interest, distractions, or irrelevance to the receiver.
• Differences in perception and viewpoint.
• Physical disabilities such as hearing problems or speech difficulties.
• Language differences and the difficulty in understanding unfamiliar accents.
• Expectations and prejudices which may lead to false assumptions or stereotyping.
• Cultural differences.

Methods/Techniques to prevent or Overcoming these Communication Barriers-

• Communicate Only What Is Needed.
• Avoid Slang Words During Communication
• Remain Aware of Cultural Differences.
• Stay Open Minded for Questions and Answers.
• Choose a Communication App.