Communication Process
Source: (Guffy, 2003)
Dr. Muhammad Fareed,
Associate Professor, Director CMPP, NEDUET
“ communication is the transmission of
information and meaning from one
individual or group to another.” (Guffy, 2003)
The crucial element in this definition is
meaning
The process of communication is successful
only when the receiver understands and idea
as the sender intended it. (Guffy, 2003)
1. The sender has an idea
2. The form of ideas is influenced by complex
factors surrounding the sender: mood,
frame of reference, background, culture,
physical makeup, context of situation and
many other factors.
3. The ability to accurately predict how a
message will affect its receiver and skill in
adapting that message to its receiver are
key factors in successful communication.
(Guffy, 2003)
1. Encoding means converting the idea into
words or gestures that will convey meaning.
2. Skilled communicators choose familiar
words with concrete meaning on which both
senders and receivers agree.
3. In selecting proper symbols or words
senders must be alert to the receiver’s
communication skills, attitudes,
background, experiences, and culture.
(Guffy, 2003)
Channel is the physical medium for message
transition.
Messages may be delivered by computer,
telephone, cell phone, letter, memorandum,
report, announcement, picture, spoken word,
fax, pager web page, or through some other
channel.
Communication channels deliver both verbal
and nonverbal messages, senders must
choose the channel and shape the message
carefully.
In a company's annual report:
Verbal message lies in the report’s financial and
organizational news
Nonverbal messages are conveyed by the report’s
appearance (showy versus land), layout ( ample white space
versus tightly packed columns of print) and tone
(conversational versus formal) (Guffy, 2003)
Anything that interrupts the transmission of a
message in the communication process is called
noise.
Channel noise includes , static that disrupts a
telephone conversation, typographical and
spelling errors in a letter or email, improper
medium ( rejection news through a post card).
Such errors damage the credibility of the sender
The person(s) for whom the message is intended
is /are receiver(s).
Translating the message into its symbol form is
decoding.
Only when the receiver understands the meaning
intended by the sender – that is, successfully
decodes the message- does communication take
place.
However, it is difficult to achieve complete
message, because no two people share the same
life experiences and because many barriers can
disrupt the process.
Decoding can be disrupted internally by the
receiver’s lack of attention to or bias against the
sender.
It can be disrupted externally by loud sound or
illegible words.
Decoding can also be sidetracked by semantic
obstacles, such as misunderstood words or
emotional reactions to certain terms.
A memo that refers to all the women in an office
as “girls” for example, may disturb its receivers
so much that they fail to comprehend the total
message.
The verbal and nonverbal responses of the
receiver create feedback.
Feedback helps the sender know that the
message was received and understood.
Senders can encourage feedback by asking
questions such as, Am I making myself clear?, is
there anything that you don’t understand? Etc.
The best feedback is descriptive rather than
evaluative. I understand you want to launch a
used golf ball business ( descriptive). Your
business ideas are always weird. (evaluative)