Effective Communication Process

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 of communication 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.
The process of communication as such must be a continuous and dynamic interaction, both
affecting and being affected by many variables.
Communication process consists of certain steps where each step constitutes the essential of an
effective communication.
The following is a brief analysis of the important steps of the process of communication.
The Different Elements in The Process of Communication
We will now learn about the different elements in the process of communication.
Sender
The very foundation of communication process is laid by the person who transmits or sends the
message. He is the sender of the message which may be a thought, idea, a picture, symbol,
report or an order and postures and gestures, even a momentary smile. The sender is therefore
the initiator of the message that need to be transmitted. After having generated the idea,
information etc. the sender encodes it in such a manner that can be well-understood by the
receiver.
Message
Message is referred to as the information conveyed by words as in speech and write-ups, signs,
pictures or symbols depending upon the situation and the nature and importance of information
desired to be sent. Message is the heart of communication. It is the content the sender wants to
covey to the receiver. It can be verbal both written and spoken; or non-verbal i.e. pictorial or
symbolic, etc.
Encoding
Encoding is putting the targeted message into appropriate medium which may be verbal or non-
verbal depending upon the situation, time, space and nature of the message to be sent. The
sender puts the message into a series of symbols, pictures or words which will be
communicated to the intended receiver. Encoding is an important step in the communication
process as wrong and inappropriate encoding may defeat the true intent of the communication
process.
Channel
Channel(s) refers to the way or mode the message flows or is transmitted through. The message
is transmitted over a channel that links the sender with the receiver. The message may be oral or
written and it may be transmitted through a memorandum, a computer, telephone, cell phone,
apps or televisions.

Since each channel has its advantages and disadvantages, the choice of proper selection of the
channel is paramount for effective communication.
Receiver
Receiver is the person or group who the message is meant for. He may be a listener, a reader or
a viewer. Any negligence on the part of the receiver may make the communication ineffective.
The receiver needs to comprehend the message sent in the best possible manner such that the
true intent of the communication is attained. The extent to which the receiver decodes the
message depends on his/her knowledge of the subject matter of the message, experience, trust
and relationship with the sender.
The receiver is as significant a factor in communication process as the sender is. It is the other
end of the process. The receiver should be in fit condition to receive the message, that is, he/she
should have channel of communication active and should not be preoccupied with other
thoughts that might cause him/her to pay insufficient attention to the message.
Decoding
Decoding refers to interpreting or converting the sent message into intelligible language. It
simply means comprehending the message. The receiver after receiving the message interprets
it and tries to understand it in the best possible manner.
Feedback
Feedback is the ultimate aspect of communication process. It refers to the response of the
receiver as to the message sent to him/her by the sender. Feedback is necessary to ensure that
the message has been effectively encoded, sent, decoded and comprehended.
It is the final step of the communication process and establishes that the receiver has received
the message in its letter and spirit. In other words, the receiver has correctly interpreted the
message as it was intended by the sender. It is instrumental to make communication effective
and purposeful.
Consider the following points related to the feedback involved in the process of communication
−
 It enhances the effectiveness of the communication as it permits the sender to know the
efficacy of his message.
 It enables the sender to know if his/her message has been properly comprehended.
 The analysis of feedbacks helps improve future messages. Feedback, like the message,
can be verbal or nonverbal and transmitted through carefully chosen channel of
communication.
 We can represent the above steps in a model as the model of communication process.
Types of Feedback
Kevin Eujeberry, the world famous leadership exponent mentioned the four types of feedback.
The types are as follows −
 Negative Feedback or corrective comments about past behavior
 Positive Feedback or affirming comments about future behavior
 Negative feedforward or corrective comments about future behavior
 Positive feedforward or affirming comments about future behavior
The Model of Communication Process
Let us now see the model of communication process −
The process of communication, however, is not as smooth or barrier-free as it seems. From its
transmission to receipt, the message may get interfered or disturbed with at any stage by many
factors which are known as barriers to effective communication. One of the factors is poor
choice of communication method. In addition to a poor choice of communication method, other
barriers to effective communication include noise and other physical distractions, language
problems, and failure to recognize nonverbal signals. We will discuss these barriers of
communication in a subsequent chapter.
Summary
 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 different elements in the process of communication −
o Sender
o Message
o Encoding
o Channel
o Receiver
o Decoding
o Feedback
  Kevin Eujeberry, the world famous leadership exponent mentioned the four types of
feedback. The types are as follows −
o Negative Feedback or corrective comments about past behavior
o Positive Feedback or affirming comments about future behavior
o Negative feedforward or corrective comments about future behavior
o Positive feedforward or affirming comments about future behavior
A model is a thing used to follow or imitate. Models of communication provide inputs for
setting a standard communication system and ensuring effective communication in a business
organization. They are examined from organizational perspectives. Each organization sets up its
own communication system mostly deriving inspiration from popular communication models.
 Models of communication are conceptual models that are used to explain the human
communication process.
 Models are visual representation of communicating process.
 The first formal communication model was enunciated by Claude Elwood Shannon in
1948 and was published with an introduction by Warren Weaver. This model is
popularly known as the Shannon and Weaver Model of Communication.
In the following sections, let us discuss the basic models of communication for easy
understanding of theirs which will help us to prepare a model of effective communication in
businesses and other areas.
One-Way Communication Model
It is also known as the linear model of Communication as it occurs in a straight line from sender
to receiver and serves to inform, persuade or command.

In this type of communication, information is only transmitted from one point to another or to
many points at a single point of time.
There is no transmission of information from the receiving point. Here, the recipient is passive.
One-way communication is mostly used to transmit current information like weather
information, information about looming calamites, programs and public observations at press
conferences and through radio and TV broadcasting. The accurate time and intensity of weather
phenomena are transmitted or communicated through the medium of one way communication.
Like in two-way communication, in one-way communication the sender and recipient of the
information may be not only people but also computers or automatic devices.
It consists of the sender encoding a message and transmitting it though appropriate channel to
the receiver in the presence of noise.
It assumes that there is a clear-cut beginning and end to communication.
The Aristotle Model of Communication can be said to be a one-way model of communication
in which the sender sends the information or a message to the receiver to influence them and
make them respond accordingly. This model is considered to be the golden rule to excel in
public speaking, seminars, lectures where the sender makes his point clear by designing an
impressive content, passing on the message to the second part and they simply respond
accordingly.
Aristotle was the first to take an initiative and design the communication model.
The lack of feedback from the receiver is one major drawback of this model.
In this type of model, the sender is the active member and the receiver is the passive one.
Transactional Model
‘Transactional’ simply means the exchange or interaction between people. It is based on the
basic premises of ‘exchange’ or ‘give and take’.
Hence, the transactional model of communication refers to the exchange of messages or
information between the sender and the receiver where each take turns to send or receive
messages.
This model is the most general model of communication as even our daily interactions are
instances of transactional model communication.
Transactional model becomes more efficient and effective when the participants are of similar
environment, know each other and share same social system. Each person in the process reacts
depending upon factors such as their background, experience, attitudes, cultural beliefs and self-
esteem.
Proper choice of channel enhances the efficiency and reliability of the communicated message.
Interactive Communication Model
Interactive communication model is also known as the convergence model.
According to this model, exchange of ideas and messages takes place both ways form sender to
receiver and vice versa.
The communication process occurs between humans or machines in both verbal and non-verbal
ways.
The sender channels a message to the receiver and the receiver then becomes the sender and
channels a message to the original sender.
It emphasizes feedback indicating that communication is not a one-way but a two-way process.
Instead of information being sent one way, from the sender to the receiver, both participants
send information back and forth.
Wilbur Schramm, a scholar and an authority on communication, also proposed that both the
sender and receiver interpret the message, rather than accurately assessing the message’s
meaning.
In this model, however, feedback is not simultaneous and usually takes time as this model is
mostly used for Internet.

Components of Interactive Model

In this section, we will consider the components related to the interactive model of
communication. This is one of the major models of communication −
 The sender and receiver act as both encoder and decoder and the sources of the message.
 Message is the information to be communicated.
 Feedback, that is, when the decoder forms a second message after receiving the first
message.
 Field experience is the experience and knowledge which affect the message formation
and interpretation. Such knowledge and experience are often shaped by cultural,
psychological, social and situational setting in which the message is formed and is
interpreted.
 Interactive model also espouses the concept of noise and barriers to communication like
language, network problems, improper channel selection which affects the
communication model.
 Internet, social media, interactive marketing. ATMs, online shopping, chat room are
examples of interactive communication model.
Effectiveness of Communication Models
Communication models are authentic outcomes of systematic study of various aspects of
communication. A model of communication gives a wholesome understanding of a system or
structure by which people can understand similar systems or structure.
Consider the following important points related to the importance of communication models −
 Communication models help identify and understand the components and relationship of
the communication process being studied.
 Models represent new ideas and thought on various aspects of communication which
helps us to plan for effective communication system. They act as stimulant for the
researchers and students of communication.
 Models are pictorial representation of communication process.
 They are used for research and investigation in the field of communication.
 As communicating is a rigid process to understand, communication model can be an
essential source to understand such rigidity.
 Models predict for more effective communication in future. They also predict the success
or failure of a particular communication process.
 Models help explain a phenomena by providing information in a simplified way which
otherwise be complicated or ambiguous.
 We can use the models of communication to analyze real problems and prevent the
occurrence of future problems.
The relevance of communication models cannot be over-emphasized. They add towards
realizing effective communication system.
Summary

Models of communication provide inputs for setting a standard communication system
and ensuring effective communication in a business organization.
 The different models are −
o One-Way Communication Model
o Transactional Model
o Interactive Communication Model
 Communication models are authentic outcomes of systematic study of various aspects of
communication.
Communication, as we have learnt, is the lifeline of an organization. A slight disturbance in the
smooth flow of communication, downward and upward, horizontal and vertical, etc., may cost
dear for the organization.
Effective communication is of utmost importance in a business organization in order to provide
the desired information on time and with accuracy to develop understanding and good
interpersonal and interdepartmental relationship in it. As a result efforts towards achieving
organizational objectives can be made collectively, effectively and efficiently.
What are Barriers?
Barriers refer to obstacles or hindrances that prevent movement, flow and access of information
in or outside of an organization.
In the lexicon of communication, barriers refer to specific items that can distort or prevent
communication within an organization. It affects effective exchange of ideas, thoughts and
information.
In a nutshell, anything that hinders the process of communication at any level is a barrier to
effective communication.
Barriers can be originated at any point in the communication process.
 They can be caused by the sender.
 They may be found in the message transmission media.
 They may arise while receiving the message.
 There may be problems in receiver’s comprehending the message, etc.
Let us briefly discuss the sources of these barriers.
Barriers Caused By the Sender
The success of communication of a particular content substantially depends upon the sender,
because he is the person who works on the drafts and finalizes the message to be sent. He/she is
the originator of the communication.
The sender needs to be extremely while drafting or executing the communication to avoid
allowing barriers into the process.
The sender-generated barriers are as follows −
 Lack of knowledge or insufficient ideas about the receiver.
 Negative attitude or lack of interest towards message; unwilling to communicate it.
 Negativity towards the receiver.
 Inappropriate choice of communication channel or medium by the sender in transmitting
the message.
 Poor communication skills of the sender like use of improper and high sounding words;
grammatical errors, verbosity and unwanted use of idioms, phrases, jargons or slangs,
etc.
 Inability to decide the proper timing for communicating the message.
 Indecisiveness to choose the content of the message to be communicated; it kills the
effectiveness of the communication.
 Prejudice, that is, starting any piece of communication with a bias or know-it-all attitude
can prove to be quite detrimental to the growth of communication process.
 Lack of concern for feedback from the receiver; it thwarts the intent of the
communication.
Barriers in Message Transmission
The barriers related to message transmission are as follows −
 Things that come in the way of smooth transmission of message are called barriers in
message transmission.
Message transmission is disturbed because of the following barriers −

Physical Barriers Distortion − It occurs when the meaning of the message is the lost
while encoding and decoding the message. Physical distractions are
also there such as, poor lightning, uncomfortable sitting, unhygienic
room also affects communication in meeting

Noise − It is found in the environment of communication and

interrupts the communication process. Use of loud speakers
interferes with communication

Overflow of Information − This acts like a barrier when the

receiver does not have the capacity to receive all the information
and can miss some important points or misinterpret the meaning of
the whole message altogether

Barriers from Message or the subject matter of communication is the key factor in
Message making effective communication a success.
The language used therein, the wordings, the preciseness and the
timing count a lot for the success of communication.

For instance, if the message contains many jargons and slangs when
communicating with someone who has never heard such expression,
it will not be understood by the recipient.

Lack of proper time to draft the written message is likely to have a

harmful effect on the content of the [Link] instance, if a
supervisor requests a report immediately without giving the report
writer enought time to gather the required information, it results in
conflicting message.

Channel Choice of appropriate and viable channel for communicating is of

Barriers utmost importance in communicating.
If the sender chooses an inappropriate channel of communication,
 communication may cease.

Channel could be spoken word,printing word,electronic media, or

even non-verbal cues such as signs, gestures,body language, facial
expression,[Link] modern communication parlance, the word
channel mostly refers to mass communication such as newspaper,
radio, television, telephone, computer, internet, apps.

Detalaied instruction presents over the telephone, for instance, may

be functioning for both [Link] instruction should be put
in black and white and be sent through mail, published in
newspapers, etc.

Long Communication is likely to get affected when the communicated

communication message passes through a long communication channel.
chain
The longer the communication chain, the great the error. If a
message is transmitted through too many receivers, the message
often becomes distorted.

However, effective communication network with strong and

updated communication channel, this barriers can be done away
with.

Problems in Reception
Let us now see the different problems encountered in the reception of a message in the
communication process. The problems are as follows −
 The sending of a message is complete when the receiver at the other end receives it,
understands it and then sends the desired feedback to the sender.
 If there are problems in receiving the message, the whole purpose of sending the
message is defeated.
 The message is the vehicle for the sender to share feelings, thoughts, and ideas. It is the
way the sender’s mental images are transmitted to the receiver.
 The message can be immediately clear and understood, or murky and misleading, basing
upon how well all of the components in the communication process have been
considered and accommodated.
  The meaning of the message is what the receiver assigns to it. If the sender has a
different image and perception of the message in mind than that of the receiver about the
sent message, the intent of message is distorted.
 In fact, one of the major challenges of communication is to make sure that the meaning
that is intended by the sender is the same as the meaning the receiver assigns to the
message when it’s received.
Factors Creating Problem in Reception
 Poor channel of communication through which the message is received.
 Technical problems associated with the communicating mediums.
 Not using some common tools for communications problem analysis.
 Lack of language and semantic skills on the part of the recipient.
Problems in Receiver Comprehension
The receiver in the communication chain is as significant as the sender. The receiver’s
understanding the message as desired by the sender is the basic goal of sending the message.
However, the problems sometime arise in receiver’s comprehending the message. Inability to
comprehend on the part of the receiver leads to development of prejudices in the mind of the
sender. It happens because of the following factors.
Dealing with Barriers to Effective Communication
Barriers in communication not only spoil the intent of the message but also in the long term
affect smooth functioning and growth of the organization. It is rightly said that communication
is the lifeline of a business organization irrespective of the latter’s size and reach.
Dealing with barriers in communication needs to be given topmost priority so that there will be
a continuous and unperturbed communication in and outside the business.
In our subsequent sections, we will see how to deal with the different barriers to
communication.
 How to deal with barriers in non-verbal and verbal communication.
 How to deal with barriers in written communication.
How to Deal with Barriers in Non-verbal Communication?
Dealing with barriers in non-verbal communication is not as easy as it seems. In case one’s
nonverbal skills are poor, he/she may be sending wrong or negative message to the other.
The following are the way-outs for dealing with barriers in non-verbal communication −
 Non-verbal communication is taken for granted in face-to-face conversations, but
communicating is more than speaking and listening. It is these non-verbal elements of
communication that can provide a great deal of information and can be an important
means of learning.
 Establishing a direct eye contact with the person(s) on other side; it not only increases
your confidence level but also provides others with the comfort needed to communicate
with you in return.
 Have facial expression like a smiling face; it creates an amiable and pleasant
environment between you and the listener(s).
 It is important to remember that we communicate with our bodies as well as with our
voice. Try NOT TO engage in gestures that will distract an audience, such as −
o Wringing your hands (because of nervousness)
o Keeping your hands in your pockets
o Nervous pacing
o Not moving at all
o Leaning on a podium for the entire presentation
o Constantly gesturing with a pen and or pencil
o The habit of shuffling your papers or clicking a pen
o Keeping your arms crossed (can indicate defensiveness)
o Inappropriate laughter (can show anxiety)
How to Deal with Barriers in Verbal Communication?
We will now learn how to deal with barriers in verbal communication.
Barriers to Effective Listening
Barriers are threat to the success of effective communication. They make communication
inaccessible, unintelligible thereby killing the prospect of its being effective.
How often has your mind wandered when someone was telling you something? This usually
happens when the topic is discussion does not interest you. Sometimes the conversation may be
too long and tedious.
Sometimes the topic of discussion may be interesting but the speaker is unable to grab your
attention, or you may be unable to comprehend because of lack of knowledge of the topic or the
vocabulary or language of the speaker.
There must be motivation and interest in a conversation to be able to listen effectively.
However, even if there is motivation and interest, there might be some barriers that affect our
ability to listen well.
We will discuss the barriers to effective listening in our subsequent sections.
Linguistic/Semantic Barriers
This is one of the most common barriers to listening. Learners of a language normally face this
kind of barrier.
Unfamiliar Vocabulary
Words used by the speaker may not be familiar to you. The speaker may use difficult words and
jargons. As a result you cannot comprehend what the speaker says.
Elements of Connected Speech
The speaker is too fast. There are very few pauses and the rhythm that might not be familiar to
you. You fail to recognize familiar words because of contractions, reductions, linking. For
example, the speaker says, “I scream” and you hear “ice-cream”.
Unable to Predict, Guess, and Interpret Meaning from the Context
A person who pays attention to sound structure would recognize that a rapidly spoken
“Idrankitfirst” could mean either “I drank it first” or “I’d rank it first.” You should be able to
recognize whether it is “I drank it first” or “I’d rank it first” from the context. Sometimes the
speaker implies something but does not overtly express it. “That would be all, thank you” is a
polite and indirect way of telling someone you do not need their services anymore instead of the
more direct ‘You may leave now”. You guess the meaning from the context though the speaker
does not overtly express what he or she wants.
Get Words but Lose Ideas
You lose track if you concentrate on each and every word the speaker says, especially if you
need to do it for a long period. As a result you may understand the meaning of almost all the
words but do not get the gist. You do not distinguish the important information from the
unimportant.
Socio-Cultural Barriers
The socio-cultural barriers also hamper effective listening.
Different Cultural Background
The speaker’s accent and pronunciation of words are not familiar to you because of difference
in cultures between you and the speaker.
Unfamiliar Subject
The subject may not be familiar to you because you are not familiar with a particular culture or
are unaware of the lifestyle of a particular society.
Psychological Barriers
In this section, we will discuss the different psychological barriers to effective listening
Forming opinions and drawing conclusions before listening
It is not a bad idea to know the purpose of your listening. But you may form opinions about the
speaker even before he or she speaks.
You may make assumptions about the subject to be spoken about and draw conclusions even
before the speaker speaks. This may block your mind and as a result you will not be able to
listen.
Lack of interest in the topic
You may not listen if you do not have any interest in the speaker’s topic.
Inability to pay attention
Day dreaming and a wandering mind may prevent you from listening.
Prejudice
You may refuse to listen to something, which goes against your ideas and beliefs. You hear
only what you want to hear.
Physical Barriers
Physical barriers also hinder effective listening. Let us see what these physical barriers are.
Noisy surroundings
The environment may be too noisy, which may affect listening.
Physical distance
You may be too far away from the speaker or too close to the speaker to be able to hear clearly.
How to deal with Barriers in Written Communication
Ineffective written communication may overturn everything fair intended in the content of
message. It can prevent an applicant from landing in his/her dream job, one promotion, can
cancel a deal, and may hamper the image of an organization.
Barriers in written communication entirely distort the content of the message sent and results in
communication breakdown.
It is therefore essential to cope with the barrier in written communication in order to ensure that
effective communication is established.
The following are the necessary ways to deal with such barriers.
Right People
 People who are adept in spoken and written language should be given top priority at the
time of recruitment in any organization.
 Proper training for enhancing effective communicating skills of the newcomers and also
of the existing employees should be ensured regularly.
  People drafting communication content should be well-versed in spoken and written
language.
Right Language
 Simplicity, lucidity and correctness should be emphasized in all organizational written
communication.
Right Presentation
 Make your presentation or writing almost error-free.
 Avoid stuffing the message with silly errors like ‘loose’ in place of ‘lose’; ‘there’ in
place of ‘their’; ‘too’ in place of ‘to’, etc. Always edit and spellcheck the content before
its finalization.
Right Content
 Focus on what the message really intends to communicate; avoid dilly dallying with
topic for correspondence.
 The content needs to be precise, short and meaningful.
Right Sequence
 The written message should be written in sequence denoting proper meaning and order
of matter presented therein.
Right Channel
 Considering the content and timing of the message, the communicator should choose the
most appropriate channel to transmit the message.
 If it is confidential or carries any sensitive information, it should be sent through such
medium which provides greater security, for instance, encrypted email.
Right Feedback
 Inappropriate or wrong feedback defeats the purpose of the message sent. It results in
communication breakdown.
 Hence, the message should be written in a desired manner and sent through appropriate
channel so as to ensure early feedback from the recipient.
Effective Communication – Elements of Poor Communication
Lack of effective communication across and beyond a business organization is termed as poor
communication. It afflicts the free flow of ideas, employee productivity, staff cooperation,
innovation and ultimately upset overall efficiency of human resources of the organization.
Poor communication elements are found in all types of communication. We have learnt about
these barriers in our previous chapters.
Reasons for Poor Communication
The flowchart given below shows the different reasons for poor communication −
Besides, lack of commitment among the workforce, inexperienced staff, feeling of fear and
dissatisfaction, unconscious incompetence among the employees and the managers can also
result in poor communication.
Consequences of Poor Communication
Poor communication can have disastrous effect on the workforce and also on the overall
productivity and efficiency of the organization.
The following are some of the consequences of poor communication in business organizations.
 Inability on the part of the recipient to understand the message leads to confusion and
misunderstanding.
 Poor communication affects the concentration of the listener in oral communication that
defeat the meaning of the message.
 Poor communication results in ambiguity that distorts the content of the message or
spoken words.
 Poor communication results in ambiguity that distorts the content of the message or
spoken words.
 It leads to incomplete action as the content of the message sent or spoken is not grasped
by the recipients.
  Poor communication between the business and customers affect sales and ultimately
hampers the growth of the business.
 Poor communication between the management and the employee can lead to de-
motivation and affect overall productivity. Employees become unwilling to work with
the managers who communicate poorly.
 Poor communication between the management and the employee can lead to de-
motivation and affect overall productivity. Employees become unwilling to work with
the managers who are poor communicators.
 Loss of working hours as instruction provided and messages sent are beyond the grasp of
the recipients or the employees.
 Poor communication often leads to frustration among the employees in an organization.
 People may feel left out if communication is not open and effective.
 Poor communication can lead to many types of conflicts which kills the prospect of
organizational growth and prosperity.
Summary
 Communication, as we have learnt, is the lifeline of an organization. A slight disturbance
in the smooth flow of communication, downward and upward, horizontal and vertical,
etc., may cost dear for the organization.
 Barriers refer to obstacles or hindrances that prevent movement, flow and access of
information in or outside of an organization.
 There are different sources of barriers −
o Barriers Caused By the Sender
o Barriers in Message Transmission
o Problems in Reception
 The barriers to effective listening are −
o Linguistic/Semantic Barriers
o Socio-Cultural Barriers
o Psychological Barriers
oPhysical Barriers
 Ways to deal with barriers in written communication −
o Right people
o Right language
o Right presentation
o Right content
o Right sequence
o Right channel
 o Right feedback
 Lack of effective communication across and beyond a business organization is termed as
poor communication.
 Poor communication can have disastrous effect on the workforce and also on the overall
productivity and efficiency of the organization.

THE FIVE LEVELS OF COMMUNICATION

Verbal Level of Communication

Although this is perhaps the most apparent level of human communication, people can spend a
lifetime trying to master it.
This level includes our selection of words based on an understanding of meaning between the
speaker and the listener.
There are multiple definitions for most words, and few of us hold the exact same meaning for
each word.
Different words evoke different images, memories, and meaning for different people.
The logic and reasoning of a statement or argument (Aristotle’s logos) influence the
effectiveness of the receiving message.
To communicate effectively on the verbal level, select the “right” words and usage for the
context of the conversation (including moral, religious, ethnic and religious differences). Be
clear and concise. When possible, formulate your thoughts to avoid rambling. This is an art in
itself.

Physical Level of Communication

Neuro-linguistic programming (NLP) brought the importance of visual cues in how we
communicate to many people’s attention.
Visual cues like eye contact, gestures, movements, stances, breathing, posture, and facial
expressions influence how we feel and communicate.
When used with integrity, techniques like “matching and mirroring” people’s posture and
gestures (and certain words too) can increase their receptivity of your message.
To communicate effectively on the physical level, it’s helpful to physically align with others,
connecting with them in form and movement. It also helps to be mindful of your posture, facial
expressions, and hand gestures.

Auditory Level of Communication

The sound of our voice, including the tone, range, volume, and speed affects how our messages
are received and interpreted by others.
For example, fast talkers will find it beneficial to slow their speech when speaking to a
thoughtful, introverted person or risk being unheard.
Also, how we enunciate, inflect, and place emphasis on certain words affects how others
interpret the meaning of what we say.
To communicate effectively on the auditory level, become aware of various auditory cues,
speaking to others in a manner more akin to their own ways (another form of “matching and
mirroring”).
Emotional Level of Communication
Few people appreciate how our emotional states affect what we communicate and how the
message is interpreted by the recipient.
In rhetoric, Aristotle’s pathos represents an appeal to the audience’s emotions.
Are you more receptive to someone who is positive and life-affirming or one who is negative and
critical? Enthusiastic or boring?
The speaker’s emotions put the recipient in a particular state of mind and influence how the
listener interprets what is said.
To communicate effectively on the emotional level, become aware of your emotional state,
learning to pause and release negative emotions before attempting to connect with others. Words
delivered with pride, anger or fear are rarely well received.
Energetic Level of Communication
Also called the psychic level, this level of communication encompasses a vast range of unseen
factors including a person’s level of consciousness, the frequency or harmonics of the message,
and other subtle energies.
Some people seem to have an “X-factor”—a unique presence—that naturally imparts their
messages to others with greater receptivity and understanding.
To communicate more effectively, hold the highest intention for the other person’s wellbeing.
This requires a unique level of mindfulness generally cultivated through compassion
practices. When we are centered in a state of mastery, we’re more likely to access this psychic
dimension that holds great treasures of insights into others, helping us communicate with
greater ease.
Bringing all the Levels of Communication Together
The verbal level is the content; it’s what we say. The physical, auditory, emotional, and energetic
levels represent how we convey a message.
These levels of communication are interdependent, as each level affects the other.
For example, our emotional state affects our body language and our overall field influences our
emotional state.
Simply becoming aware of these various levels can be beneficial.
When we see the complexities inherent in human communication, we can be made more patient
in our speech and more compassionate towards others and ourselves.