The Process of Communication &
Miscommunication
Communication
is a process of sending and receiving verbal and nonverbal messages.
Communication is considered effective when it achieves the desired reaction or
response from the receiver. Communication is a two way process of exchanging
ideas or information. The process of communication has six components:
sender/encoder, message, medium, receiver/decoder, and feedbacks.
Context
Every message,
whether oral or written, begins with context. Context is a broad field that
includes country, culture, organization, and external and internal stimuli. Internal
stimuli have effect on how you translate ideas into a message. Your attitudes,
opinions, emotions, past experiences, likes and dislikes, education, job status
and confidence in your communication skills, all influences the way you
communicate your ideas ,especially important is your ability to analyze your
receiver’s culture, viewpoint ,needs ,skills,status,metal ability, experience
and expectation. You must consider all these aspects of context in order to
communicate a message effectively.
Sender / Encoder
While sending a
message, you are the “encoder”, the writer or speaker, depending on whether your
message is written or oral, you choose symbols—words, graphic, pictures—that express
your message so that the receiver(s) will understand and react as you desire.
You decide which symbols best convey your message and which message channel
will be the most effective among the oral and written media (letter, memo,
telephone, etc)
Message
The message is
the main idea that you wish to communicate; it is of both verbal (written or
spoken) symbols and nonverbal (unspoken) symbols. First decide exactly what
your message is. Also consider the receiver of your message. You must also
consider your context and your receiver’s as well. How your receiver will
interpret your message and how it may affect your relationship.
Medium/Channel
It means the
way to be used to send your message. You can choose electronic mail, the
printed word or sound etc. The choice of medium is affected by the relationship
between the sender and the receiver. The urgency of a message can also be a
factor in whether to use the written or spoken medium. You may also consider
factors such as importance, number of receivers, costs and amount of
information; you must also consider which medium is preferred in the receiver’s
culture. Based on research, the following are some of the characteristics found
in oral and written communication.
Oral Communication
•
The oral communication brings back immediate
feedback
•
It has a conversational nature with shorter
words and sentences
•
It stresses
on interpersonal relations
•
This medium needs less technical details
•
Its
sentence structures are simple
Written Communication
•
This medium is more formal with focus on
contents
•
It can convey any amount of technical
information
•
It is best for permanent record
•
This medium uses longer words and longer
sentences. It brings delayed feedback.
Internal communication consists of sending messages inside
your organization. External communication consists of sending messages outside
your organization.
For internal communication, written media may be:
•
memos, reports, bulletins, job descriptions,
•
posters,
notes, employee manuals,
•
electronic bulletin boards, even internal faxes.
Oral communication
may take the form of
•
staff meeting reports, face to face discussions,
•
presentations, audio tapes, telephone chats,
•
teleconferences, or videotapes
External written communication media may be:
•
letters,
reports, telegrams, cablegrams,
•
mailgrams, faxes, telexes, postcards,
contracts,
•
ads,
brochures, catalogs, news releases etc.
Orally it may be
•
face to face discussions, telephone,
•
or presentations in solo or panel situations.
Receiver / Decoder
The receiver / decoder of your
message is your reader or listener. He may be influenced by the context and by
the external and internal stimuli. The receiver like sender receives messages
through the eyes and ears but is also influenced by nonverbal factors such as
physical environment, physical appearance, body movemnts, voice quality, touch,
taste, and smell.
All factors of a message are
filtered through the receiver’s view and experience in the work. Therefore,
miscommunication can occur when personal biases and individual values cause the
receiver to misinterpret the sender’s internal message.
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