Content uploaded by Radhika Kapur
Author content
All content in this area was uploaded by Radhika Kapur on Sep 10, 2020
Content may be subject to copyright.
The Process of Communication
Dr. Radhika Kapur
Abstract
The main objective of this research paper is to acquire an efficient understanding of
the process of communication. When individuals are conducting research on the process of
communication, they need to understand that it leads to transmitting of information and the
individuals, who are communicating with each other, i.e. the senders and the receivers need
to understand each other well. The senders are the ones, who initiates the communication
process. It is essential for both the senders and the receivers of information to augment their
knowledge in terms of stages of communication processes. When the communication process
is carried out, both the senders and the receivers need to ensure that they exchange ideas and
viewpoints in an efficient manner. When the receivers express their responses and the senders
provide feedback, then the communication processes are regarded as complete. When the
communication process is put into operation in an effective manner, it proves to be
advantageous to both the senders and the receivers. Therefore, the senders and receivers need
to pay attention towards the communication processes in various types of environments and
settings. The main areas that are taken into account in this research paper include, meaning
and significance of communication process, stages of communication process, factors of
communication process, and the model of communication process.
Keywords: Communication Process, Feedback, Information, Message, Model,
Receivers, Senders
Communication is described as the process of transmitting information and generating
common understanding from one person to another. The common elements in the
communication process are the sender and receiver. The sender initiates the communication.
The sender is referred to the person, who has a need to convey the desire or idea or concept to
other individuals. Whereas, the receiver is the person, to whom the message is sent. The
sender encodes the idea by selection of the words, symbols or gestures, which are used to
compose a message. The message is the outcome of the encoding, which takes the form of
verbal, non-verbal or written language. The message is sent through the medium or channel,
which is regarded as the carrier of communication. The medium can be face-to-face
conversation, telephone calls, emails, messages, letters, notices, and so forth. The receiver
decodes the received message into the meaningful information (Lunenburg, 2010).
Noise is regarded as one of the major impediments within the course of making the
communication processes meaningful and in conveying the necessary information, ideas and
viewpoints. There are various examples of noise, these are different perceptions of messages,
language barriers, emotions, and attitudes. Feedback is the final aspect of the communication
process. It takes place, when the receiver responds to the message given by the sender and
returns the message to the sender. Feedback allows the sender to determine, whether the
message has been received and understood. These elements of the communication process are
regarded as effectual in determining the quality. Any kind of problem within the
communication processes causes a reduction in its effectiveness. One of the important factors
that is taken into consideration in order to lead to an increase in effectiveness of the
communication process is, information needs to be encoded into the message that can be
understood as the sender intended. Furthermore, the individuals need to ensure that the
selection of the medium of the message is appropriate (Lunenburg, 2010).
When the individuals need to communicate with each other orally, they may speak
face-to-face or over the telephone. Whereas, when the individuals need to communicate with
each other through written form, they make use of letters, notices, messages, emails,
advertisements, handbooks, newsletters and so forth. For verbal media, choices include, face-
to-face conversations, computers, address systems, closed-circuit television, tape-recorded
messages, emails and so forth. Non-verbal gestures, facial expressions, body positions,
clothing and other objects can also be made use of to transmit the messages. Individuals
decode information in a selective manner. The individuals are more likely to perceive
information in a favourable manner, when it conforms to their own beliefs, perspectives and
viewpoints. When there is no feedback, then the communication processes are regarded as
one-way communication. Two-way communication occurs with feedback and is more
desirable and appropriate (Lunenburg, 2010). Therefore, it is vital for the individuals to
acquire an efficient understanding of elements of communication processes in order to make
it successful.
Meaning and Significance of Communication Process
Communication process is regarded as one of the indispensable ways that put
emphasis upon the fact that communication is regarded as one of the important ways of
imparting knowledge and understanding to others. On the other hand, the individuals are able
to acquire information as well in terms of various factors. It is stated that an aimless life is a
meaningless life, hence, all the individuals have an aim to achieve. It is apparent that the aims
and objectives are different for all individuals. All individuals make selection of various
fields in accordance to their skills and abilities. The individuals make selection of various
fields. These include, engineering, medical, law, education, architecture, management,
administration and so forth. In order to excel in one’s chosen fields, and sustain one’s living
conditions in an appropriate manner, it is essential for the individuals to augment their
understanding in terms of meaning and significance of communication process.
The exchange of information or passing of information, ideas and perspectives from
one person to another or from one end to the other is referred to as communication. The
meaning and significance of communication process is acknowledged through promoting
useful interactions among individuals. It is a process, through which meanings are perceived
and understandings are augmented among individuals. Through communication processes,
the individuals are able to understand each other better, alleviate misunderstandings and
encourage the clarity of thoughts and expressions (Vicky, n.d.). In educational institutions as
well as in various forms of employment settings, when the individuals communicate with
each other, they are able to achieve personal and professional goals and enrich their lives. In
other words, in enhancing ones career prospects and in promoting better livelihoods
opportunities, it is vital for the individuals to get engaged in communication processes in an
effective manner. Therefore, the meaning and significance of communication processes is
acknowledged as it establishes connections between individuals.
Stages of Communication Process
The four stages of the communication processes are the sender, message, receiver and
feedback. Within educational institutions, when the instructors are imparting knowledge to
the individuals in terms of stages of communication, it needs to be illustrated in the form of
diagram. When the students observe the diagram, they are able to acquire an understanding of
the concepts in a well-organized manner. In understanding the stages of communication
process, the instructors need to put into operation, the teaching-learning methods in a well-
organized manner. Furthermore, the instructional strategies that are put into operation by the
instructors are reading, writing and discussing (Communication Process, n.d.). There are
organization of activities as well, which enable the students to understand the stages of the
communication process in an effective manner. One of the common activities is role play. In
role play, the individuals are required to assume the roles of characters. In this activity, they
are required to communicate with each other in terms of topics, which would facilitate in
acquiring an efficient understanding of the communication process. The stages of
communication process have been stated as follows:
Sender
Sender is the individual, who imparts information to other individuals, who may be
one or more. When the senders are imparting information to one or more individuals, they
need to ensure that information is well-organized. They need to prepare themselves well with
various ideas and perspectives that are needed to be conveyed to the receivers. They may
impart information in a verbal, non-verbal or in a written form. In the process of
communication, the role of sender is regarded to be of utmost significance in initiating the
communication process. They provide credibility and validation to the statements and speech.
When the sender initiates the communication process, apart from possessing adequate
knowledge in terms of the concepts, they need to communicate in a friendly way (Nordquist,
2019). The senders need to possess an approachable nature and an amiable attitude, so the
receivers do not feel hesitant in communicating with them. Amiable attitude and an
approachable nature enables the senders to form connections with the receivers. The receivers
will be able to approach them and obtain solutions to any kinds of problems and difficulties.
Therefore, it can be stated, when the senders will be well-prepared and knowledgeable, they
will contribute efficiently in enriching the communication process.
Message
Messages are referred to the information that is transmitted by the senders to the
receivers. They can be information related to different subjects, concepts, individuals and so
forth. These are imparted in an oral, non-verbal and written form. The signs and symbols are
also made use of to convey messages. In some cases, messages are positive, whereas, in other
cases, they are negative. When information is imparted by the sender to the receiver that
arouses feelings of pleasure and contentment among them, the messages are regarded as
positive. On the other hand, when information is imparted that enables the individuals to feel
disappointed or stressed, then the messages are regarded as negative. In some cases, when the
receivers receive negative messages from the senders, they may bring an end to the
communication process. In other words, the communication process may be weakened, when
the individuals are exchanging with each other unpleasant viewpoints. In order to reinforce
the communication processes, it is vital for the individuals to ensure, they encourage
positivity in messages. But when negative messages are imparted, the senders need to ensure
that their connections and terms with the receivers do not weaken. Furthermore, it is
necessary to make use of polite language.
Receiver
Receiver are the individuals, who receive information and messages that are imparted
to them by the senders. There are various factors, which need to be taken into account by the
receivers. These are, they need to pay adequate attention towards the senders, they need to
learn to interpret the information received and express their responses. When the receivers
have understood the information well, they convey the viewpoint to the senders that they
have understood well. On the other hand, when they have not been able to acquire an
understanding of the information, they usually ask the senders to reiterate it. When the
senders receive adequate responses from the receivers, they are able to identify that their
efforts have proven to be meaningful. The efforts, which the senders make in imparting
information to the receivers prove to be effectual, when the receivers are able to understand
the concepts in an adequate manner. Normally, the receivers also make use of the same
channel to express their responses. But in some cases, they may use different channels as
well. For instance, when the senders are communicating with them through email, they
respond through emails or phone calls or both. Therefore, receivers need to communicate
with the senders in an appropriate manner.
Feedback
Feedback is referred to as the return of information about the result or the returned
portion of a process. Feedback is when the senders express their responses to the answers or
information that they have received from the receivers. For instance, when the receivers
express their responses to the information that they have received from the senders, then the
senders too need to provide feedback. Through receiving of feedback, the receivers usually
feel contented that they are able to provide solutions to their problems and challenges. In
some cases, the feedback is positive, whereas, in other cases, it is negative as well. Positive
feedback is desirable and negative feedback is undesirable. Feedback is given by the senders
through various sources, which are verbal, non-verbal and written. In providing feedback,
there are various factors, which need to be taken into account. These are, depicting positivity,
focus should be put upon the behaviour not the person, depicting specificity, depicting
timeliness, implementing clarity, judgement should not be used, it should be provided from a
neutral place, implementing politeness, negativities should be stated in a constructive manner
and feedback should be productive towards communication. This is the final stage of the
communication process and brings the communication process to a conclusion.
Factors of Communication Process
When understanding the communication process, there are various factors, which
need to be identified. These are, participants, contact, context, common code, form of
message, and goals of communication. When the individuals are communicating with each
other, personally or when they are located at a distance, they need to take into account these
factors. Sufficient information in terms of these factors would render a significant
contribution in making the communication processes efficacious. These have been stated as
follows: (Chapter-2. n.d.).
Participants
Within the communication process, the participants are two or more. These are termed
as senders and receivers. Senders are the ones, who impart the information, whereas,
receivers are the ones, who receive the information. The receivers need to ensure that they
understand and interpret the information that is given by the senders in an adequate manner.
On the other hand, the senders need to ensure they provide factual and necessary information
to the receivers. Both the senders and the receivers have a goal to achieve through the
communication processes. When the receiver have been able to adequately understand the
information, they need to impart feedback to the senders. In this manner, the senders too are
able to know that they have carried out their task well. Therefore, obtaining feedback in the
communication process is regarded as vital in making the communication processes
successful. The sender has primarily two tasks to perform. They are the senders of message
and receivers of feedback. On the other hand, the receivers also have two tasks to carry out,
they are the receivers of the message and senders of feedback. They may not be present all
the time at one place, therefore, communication takes place through verbal, non-verbal and
written forms.
Contact
In order to make the communication processes successful, it is necessary for the
participants to establish contact between themselves. The sender needs to ensure that the
receiver is paying attention towards his message. When the receiver is paying attention, then
the sender is able to express themselves in a well-organized manner. In this manner, they are
able to impart them the necessary information and achieve their goals. There are cases in
communication processes, when the receiver is involved in some other work and is not
paying attention. In such cases, the sender needs to implement ways to promote their
attention. The contact is established not only physically but psychologically as well. The
sender makes use of various techniques, which are used to maintain contact with the receiver.
Normally, when the individuals are located at a distance, it is apparent that they usually tell
each other to maintain contacts, by communicating with each other on a regular basis. When
they cannot see each other personally, then mostly, they maintain contacts through phone
calls, messages, emails, letters etc. These can take place on daily basis or once a week, month
etc. Therefore, it can be stated, maintaining contacts is regarded as one of the important
factors of communication process.
Context
In order to communicate well, the sender and the receiver need to ensure that the
context in which communication processes are implemented are appropriate. The topic is
regarded to be of utmost significance, which forms the basis of communication. Apart from
topic, it is necessary to put emphasis on the physical environmental conditions as well.
Within the physical environment, it is necessary to ensure that the individuals have all the
materials and resources available, which are important in making the communication
processes worthwhile. For instance, when the individuals are communicating with each other
in terms of a report or any written document, they need to have it with them in order to
encourage effectiveness of the communication process. This factor can be explained well
with an example. In educational institutions, when the instructors are imparting information
to the receivers in terms of lesson plans, they need to make the environmental conditions
amiable. Within the classroom settings there are various types of teaching-learning materials,
such as, graphs, charts, posters, technologies, pictures, images and so forth, which are utilized
to make the communication processes effective. Therefore, it is vital to pay attention towards
up-gradation of context in not only educational institutions but in all places on regular basis.
Common Code
A common code is referred to a set of conventions used for communications. Both
the sender and the receiver must be in possession of some common code. The code needs to
be shared by all the participants. This common code may be linguistic, para-linguist and non-
verbal. The communication takes place between individuals through three major forms,
verbal, non-verbal and written. It is necessary for the communication processes to be
effective and worthwhile that code should be taken into consideration. The senders need to
pay attention towards it, so they are able to adequately impart information to the receivers.
On the other hand, in order to acquire an efficient understanding of the message and give
feedback, the receivers need to make selection of common code. When the senders and
receivers are communicating with each other, it is vital that they make use of common code.
When senders are communicating orally, the receivers also communicate orally. On the other
hand, when the senders are communicating in a written manner, the receivers also respond in
a written manner. In some cases, when the receivers need to acquire information on an urgent
basis and senders take time in responding, then they may send a message or give a phone call.
Hence, in such cases, there may be differences in the code.
Form of Message
The message, which is transmitted from the sender to the receiver must have the same
form. This form is dependent upon the situation. If the setting of the situation is noisy, the
form may be loud. If the setting of the situation is short-timed, the message may be brief.
When the setting of the situation does not require the individuals to speak, then one may
speak softly, if they need to say something important. The form of message can be formal or
informal. Formal messages usually are exchanged between the individuals, particularly
within the working environment. On other hand, informal messages are exchanged between
the individuals, when they are communicating with each other within home, community and
public places. It is comprehensively understood that in order to make the communication
processes worthwhile and effective, it is vital for the individuals to be polite and make use of
decent words. But in some cases, communication takes place in an impolite manner as well.
Therefore, the form of message can be polite as well as impolite. The form of message is
influenced by the roles of the participants and goals of communication. There are number of
ways of conveying different forms of message and it is regarded as an important factor in the
communication process.
Goals of Communication
Communication is regarded as a goal-oriented activity. There are differences in the
goals and they are not regarded as same in all settings. The goals are usually related to
particular topics, factors, subjects or concepts. This is referential function of language. The
language is made use of by expressing the thought-content by making statements for putting
forth propositions. The goal may be code-oriented. This is referred to as the meta-linguistic
function of language. In this case, focus is put upon the set of rules and conventions. The
main aim of this function is to test mutual understanding of the rules and conventions.
Finally, the goal may be message-oriented. This is referred to the imaginative function of
language. The sound, rhythm and tune are used in such a manner, so pleasure and
contentment can be given to the participants. When communication takes place in a written
manner, this goal can be achieved by using different graphics. This is regarded as an aesthetic
function of language. When the participants are putting into operation the communication
process, it is vital for them to be well-aware in terms of goals of communication.
Furthermore, they need to implement methods and approaches in an appropriate manner to
achieve them. Therefore, goals of communication are also regarded as vital factors of
communication processes.
The Model of Communication Process
When understanding the model of communication processes, there are various factors,
which need to be taken into account. These are, communicator, signal 1, receiver and signal
2. The signal 1 is produced by the senders and signal 2 is produced by the receivers. Though
the sender is regarded as an observable factor. There are number of factors, goals and
purposes, which require them to communicate with the receivers. When the sender and the
receiver encode the meaning into the system, the two more observable factors are recognized.
The signals have either verbal or non-verbal forms. These are produced within the given
framework. When communication takes place between individuals through verbal and written
forms, they are able to communicate with each other in an efficient manner, as they are able
to understand each other. Whereas, when communication takes place through non-verbal
means, it is vital for the participants, particularly the receivers to ensure that the messages are
not misinterpreted (Chapter-2. n.d.).
There are two processes of productive performances. These are, signal 1 is produced
by the sender, whereas, signal 2 is produced by the receiver. On the other hand, there are two
processes of receptive performance. These are, signal 1 is received by the receiver and signal
2 is received by the sender. Any model of the communication process must interpret these
four processes. The communication processes comprise of two skills, which are known as
productive and receptive skills. Traditionally, the productive skill is regarded as an active
skill, and receptive skill as passive skill. Listening and reading are regarded as receptive
skills, whereas, speaking and writing are regarded as productive skills. Both productive and
receptive skills are regarded as crucial in making the communication processes effective. One
important aspect that needs to be taken into account is, receptive skills include, productive
performances and productive skills include receptive performances (Chapter-2. n.d.).
In the productive performance, the participants, not only need to take into
consideration the factors of communication process, but they also need to take into account
the factors, which are necessary to enhance productivity of the communication processes. In
order to make the communication processes productive, one of the indispensable factors is
possession of awareness and knowledge in terms of concepts. In other words, it is vital for the
individuals to be well-prepared, before they are to initiate the communication processes. This
aspect is more crucial in case of educational institutions and employment settings. Within the
course of communication, in some cases, the individuals need to put into operation various
strategies, these are, negotiation, convincing, and persuading. When they are implementing
these, they aim to achieve success. Therefore, in order to make the communication processes
productive, the individuals need to ensure that they are successful when they are putting into
operation the aspects of negotiation, convincing, and persuading. These aspects are put into
operation in some cases and not in all. These may be major as well as minor.
In the receptive performance, it is vital for the receivers to pay attention towards, what
the senders are speaking. When they are to respond to them, it is crucial that they should
wholeheartedly pay attention. Within educational institutions and organizations, when the
instructors and employers assign job duties and projects to the individuals, they need to pay
attention and listen to them in an appropriate manner. This will prove to be beneficial to them
in carrying out their job duties well and in meeting the desired expectations. Therefore,
listening and responding well are regarded as crucial factors that are needed to achieve the
desired goals. When the individuals are unable to pay attention towards various aspects,
which their instructors and employers are imparting, they experience setbacks within the
course of adequate performance of job duties and in achieving desired goals and objectives.
Therefore, in order to augment receptivity, it is necessary to pay complete attention towards
the senders.
Conclusion
Communication is described as the process of transferring information and creating an
understanding between individuals. The common elements in the communication process are
the sender and receiver. The sender initiates the communication. The sender is referred to the
person, who has a need to convey the desire or idea or concept to one or more individuals.
Whereas, the receiver is the person, to whom the message is sent. The four stages of the
communication processes are the sender, message, receiver and feedback. When
understanding the communication process, there are various factors, which need to be
identified. These are, participants, contact, context, common code, form of message, and
goals of communication. When understanding the model of communication processes, there
are various factors, which need to be taken into account. These are, communicator, signal 1,
receiver and signal 2. Finally, it can be stated, in order to make the communication processes
productive and meaningful, it is essential for the individuals, both the senders and the
receivers to put into operation the factors in a well-organized manner.
Bibliography
Chapter - 2. (n.d.). The Meaning and Process of Communication. Retrieved September 10,
2020 from shodhganga.inflibnet.ac.in
Communication Process. (n.d.). Retrieved September 09, 2020 from cls.utk.edu
Lunenburg, F.C. (2010). Communication: The Process, Barriers, and Improving
Effectiveness. Schooling, 1(1), 1-11. Retrieved September 09, 2020 from
nationalforum.com
Nordquist, R. (2019). Definition and Examples of Senders in Communication. Retrieved
September 10, 2020 from thoughtco.com
Vicky. (n.d.). Retrieved September 09, 2020 from yourarticlelibrary.com