The essential elements of the simplest model of the communication process can be illustrated as under:
Sender .................... > Message .....................................> Receiver
If any one of the three elements is missing, communication does not take place. However, the process of communication is in practice, more complex and consists of at least five elements, which are subject to various influences. The model of the communication process is depicted in Fig.
Sender .................... > Message .....................................> Receiver
If any one of the three elements is missing, communication does not take place. However, the process of communication is in practice, more complex and consists of at least five elements, which are subject to various influences. The model of the communication process is depicted in Fig.
(Source)
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| Model of the Communication Process |
Let us explain what the various elements of this model mean.
Source: In this model the first element is the source of the communication from where the communication originates. The source or sender can be a person, group, or even a machine. The sender initiates communication because s/he has some need, thought, idea or information that s/he wishes to convey to the other person, persons or machine. If, for example, fire has broken out accidentally in some part of a godown in a factory, the security officer (source) will need to convey the message immediately to the fire station (receiver). Fire alarm (machine) can also function as the source instead of the security officer.
Encoding the Message: The information to be transmitted has to be encoded as encoding enables the thoughts to be put in the form of symbols. Normally language provides the symbols that are used in the transmission of thoughts to another person.However, non-verbal means such as, gestures, like wink, smile, grunt, frown wave of hand, etc. provide another form through which thoughts can be transmitted. Similarly, an involuntary shriek may adequately convey the degree of alarm felt by the victim.
Channel: The next element in the process of communication is the channel through which the communication is transmitted. It links the sender and the receiver. The most commonly used channels are sight and sound. In an organisational environment, the channel could take the form of face-to-face conversation, written memos, telephonic exchanges, group meetings, etc. Outside the organisation, the channels could be letters or circulars, magazines, radio programmes or TV shows, etc. For communication to be effective, the channel used should be appropriate for the message as well as the receiver. For an urgent message, telegram, telephone, fax, e-mail, etc. or radio would be the appropriate channel. As a power utility employee, you may like to communicate the duration of power cut. Which channel will you choose? Newspaper, radio or TV?
Decoding: Decoding and understanding the message constitute the last two elements in the communication process. The receiver first interprets and translates it into thoughts, understanding and the desired response. A successful communication occurs when the receiver decodes the message and attaches a meaning to it which very nearly approximates the idea, thoughts or information the sender wished to transmit.This is possible when there is compatibility between the sender and the receiver. However, when an individual is engaged in communication with another person of a significantly different educational or cultural background s/he will have to put in greater effort to ensure successful communication.
Feedback: Response and feedback complete the two-way process of communication.It is through the feedback that the source (sender) comes to know if his/her message was correctly received and understood. In case it is found that the message has been received incorrectly, it is possible to make corrections subsequently, if the response is timely.
In general, any communication can result in a desired change, an undesired change or no change. We consider communication as successful only when it produces the desired response.
Noise: Surrounding the entire spectrum of communication is the noise that can affect the accuracy and fidelity of the message communicated. Noise is any factor that disturbs,confuses or otherwise interferes with communication. It can arise at any stage in the communication process. The sender may not be able to encode the message properly or s/he may not be properly audible. The message may get distorted by other sounds in the environment. The receiver may not hear the message, or comprehend it in a manner not entirely intended by the sender of the message. The channel may create interference by‘filtering’, i.e., allowing some information to pass through and disallowing others. In any case, there is so much of noise or interference in the entire process that there is every possibility of the communication being distorted. We shall see later in this unit why distortion takes place and what can be done to minimize the distortion of communication.
Source: In this model the first element is the source of the communication from where the communication originates. The source or sender can be a person, group, or even a machine. The sender initiates communication because s/he has some need, thought, idea or information that s/he wishes to convey to the other person, persons or machine. If, for example, fire has broken out accidentally in some part of a godown in a factory, the security officer (source) will need to convey the message immediately to the fire station (receiver). Fire alarm (machine) can also function as the source instead of the security officer.
Encoding the Message: The information to be transmitted has to be encoded as encoding enables the thoughts to be put in the form of symbols. Normally language provides the symbols that are used in the transmission of thoughts to another person.However, non-verbal means such as, gestures, like wink, smile, grunt, frown wave of hand, etc. provide another form through which thoughts can be transmitted. Similarly, an involuntary shriek may adequately convey the degree of alarm felt by the victim.
Channel: The next element in the process of communication is the channel through which the communication is transmitted. It links the sender and the receiver. The most commonly used channels are sight and sound. In an organisational environment, the channel could take the form of face-to-face conversation, written memos, telephonic exchanges, group meetings, etc. Outside the organisation, the channels could be letters or circulars, magazines, radio programmes or TV shows, etc. For communication to be effective, the channel used should be appropriate for the message as well as the receiver. For an urgent message, telegram, telephone, fax, e-mail, etc. or radio would be the appropriate channel. As a power utility employee, you may like to communicate the duration of power cut. Which channel will you choose? Newspaper, radio or TV?
Decoding: Decoding and understanding the message constitute the last two elements in the communication process. The receiver first interprets and translates it into thoughts, understanding and the desired response. A successful communication occurs when the receiver decodes the message and attaches a meaning to it which very nearly approximates the idea, thoughts or information the sender wished to transmit.This is possible when there is compatibility between the sender and the receiver. However, when an individual is engaged in communication with another person of a significantly different educational or cultural background s/he will have to put in greater effort to ensure successful communication.
Feedback: Response and feedback complete the two-way process of communication.It is through the feedback that the source (sender) comes to know if his/her message was correctly received and understood. In case it is found that the message has been received incorrectly, it is possible to make corrections subsequently, if the response is timely.
In general, any communication can result in a desired change, an undesired change or no change. We consider communication as successful only when it produces the desired response.
Noise: Surrounding the entire spectrum of communication is the noise that can affect the accuracy and fidelity of the message communicated. Noise is any factor that disturbs,confuses or otherwise interferes with communication. It can arise at any stage in the communication process. The sender may not be able to encode the message properly or s/he may not be properly audible. The message may get distorted by other sounds in the environment. The receiver may not hear the message, or comprehend it in a manner not entirely intended by the sender of the message. The channel may create interference by‘filtering’, i.e., allowing some information to pass through and disallowing others. In any case, there is so much of noise or interference in the entire process that there is every possibility of the communication being distorted. We shall see later in this unit why distortion takes place and what can be done to minimize the distortion of communication.
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