Assignment on Communication Process

Submited By Ajayveer Singh Kanwar

Submited TO- Dr. Kapil Kathuria

Meaning Of Communication
Communication is derived from the Latin word Communis or Communicare which means to make common. Thus communication means to make common facts, information, thoughts and requirements. Communication, therefore is the exchange of thoughts, messages, information etc by way of speech, signals or writing.

The following defination of communication have been given by different scholars 1- According to Theo Haimann, communication is the process of passing information and understanding from one person to another. It is the process of imparting ideas and making oneself understood by others. 2- According to Newman and Summer, communication is an exchange of facts,ideas,opinions or emotions by two or more person.

Business communication
The specific communication undertaken by the business firm is known as business Communication. Infact business communication is a special type of communication undertaken to meet the needs of the organisation.

Defination
According to R.ludlow, business communication is a process of transfer of information and undertaking between different parts and people of a business

organisation. It consists of various modes and media involved in communication interchanges. 2-According to Dr. Heinz Goldman, communication is a dialogue not a monologue. Infact communication is more concerned with a dual listing process.

Communication Process
It is a process of transmitting and receiving verbal and non-verbal messages. Communication is considered effective when it achieves the desired reaction or response from the receiver. Simply stated, communication is a two way process of exchanging ideas or information.

Components of Communication Process

Communication is effective when a concise and clear message is delivered well, received successfully and understood fully. The process of communication has the following distinct components: 1- IDEA:- The process of communication begans with the fomation of the idea or selection of a message to be communicated. It consist of the WHAT of communication and is concerned with the content of the specific message to be presented. The scope of idea is generally determined by the senders knowledge, experiences and abilities, as well as the purpose of communication and the context of the communicative situation. Message generally have two kinds of content, logical and emotional. Logical messages consist of factual information while emotional messages consist of feelings.

2- SENDER:- Person sending the message is called sender. The process of communication begins when an idea occurs in his mind. The sender wants to send that idea to another person or organization to achieve some objective. The sender may be an individual, a group or an organization. The sender must have a clear picture in his mind about what he wants to communicate.

3- MESSAGE:- The idea, emotion or opinion transmitted by the sender is called message. Message is an idea transformed into words. The message can be expressed in different ways depending upon the subject, purpose, audience, personal style and cultural background of the sender. 4- ENCODING:- It is the process of changing the information into some form of logical and coded message. The encoding process is based on the purpose of communication and the relation between the sender and receiver. In a formal situation, encoding involves: (a) Selecting a language (b ) Selecting a medium of communication (b) Selecting an appropriate communication form Selecting the right language is essential for effective encoding. Verbal messages need a common language code, which can be easily decoded by the receiver. If the receiver is not able to decode or understand the message, communication will fail. For example, a person who does not understand Tamil cannot decode a message encoded in Tamil. Selecting the right medium of communication involves making the right choice out of many available option, it determines the effectiveness of encoding. This is vital as there are so many options available to a communication for transmitting inter personal messages that he or she may get confused. There are three basic options for sending interpersonal messages, that is speaking, writing and non verbal signs and symbols for example like body movements, facial expressions, touching patterns, speech mannerisms. The selection of the appropriate form largely depends on the sender receiver relationship and the overall goal of the communication situation. Oral communication may be face to face interpersonal communication, group communication, speaker audience communication, or telephonic communication. The choice depends on the need and purpose of the communication. Writing involves the selection of the correct written form, that is letter, memo, notice, report, proposal and so forth.

5- MEDIUM AND CHANNEL:- The method and means by which a message is transferred by a sender to the receiver are called medium and channel respectively. For instance, letter is a medium and postal or courier service a channel. If a message is communicated by telephone, then oral message is a medium and telephone a channel. Thus, there a difference between medium and channel. 6RECEIVER:- The receiver of the communication is a person or a group or an organization that receives the message. He is the destination of the message. In its absence, the process of communication is incomplete. He may be a listener or a reader or a viewer of the message. He not only receives the messages but also understands what is implied in it. He is a decoder who having understood the spirit of the message responds to it or gives necessary feedback. DECODING:- Decoding is a mental process by which the receiver draws meanings, from the words, symbols or pictures of the message. It involves interpretation and analysis of a message. Decoding in written communication refers to reading and understanding a message. On the other hand, in oral communication, decoding includes listening and understanding. Effective decoding is very important for successful communication as any misinterpretation of a message leads to communication breakdown and creates confusion and misunderstanding.

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FEEDBACK:- Feedback is the receivers response of the message. Feedback is the final link in the communication process. Feedback tells the source how the receiver has interpreted each message. The message, which conveys lack of understanding, is known as negative message. Positive feedback on the other hand indicates that the receiver has understood the sources message. Feedback is, thus, the key to communication as the effectiveness of communication depends on how congruent a receivers response is with the meaning intended by the sender.

COMMUNICATION PROCESS MODEL

1- ONE WAY COMMUNICATION MODEL:- In one way communication model there is no feedback from the receiver to the sender. Here the sender is not sure of the receipt of information as well as its understanding by the recipient.

2- TWO WAY COMMUNICATION MODEL:-Unlike one way communication , in two way communication there is active feedback from the receiver to the sender to ensure that the receiver has understood the same meaning which the sender intended to convey.

CONCLUSION
In the end I would like to conclude by saying that to make communication effective communication process has to be followed. With the help of communication process the receiver is able to understand the message of the sender with the same intent of the sender.

BIBLIOGRAPHY
SOURCE EFFECTIVE TECHNICAL COMMUNICATION BUSINESS COMMUNICATION AUTHOR MOHAMMAD ASHRAF RIZVI SIR JIN KAUSHAL