Communications Process, Importance of Communication, Barriers to Communication

 

Communications 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.

The elements involved in the communication process are explained below in detail:

1. Sender:-  The sender or the communicator generates the message and conveys it to the receiver. He is the source and the one who starts the communication.

2. Message:-   It is the idea, information, view, fact, feeling, etc. that is generated by the sender and    is then intended to be communicated further.

3. Encoding:-   The message generated by the sender is encoded symbolically such as in the form of words, pictures, gestures, etc. before it is being conveyed.

4. Media:-     It is the manner in which the encoded message is transmitted. The message may be transmitted orally or in writing. The medium of communication includes telephone, internet, post, fax, e-mail, etc. The choice of medium is decided by the sender.

5. Decoding :-  It is the process of converting the symbols encoded by the sender. After decoding the message is received by the receiver.

6. Receiver :-     He is the person who is last in the chain and for whom the message was sent by the sender. Once the receiver receives the message and understands it in proper perspective and acts according to the message, only then the purpose of communication is successful.

7. Feedback:- Once the receiver confirms to the sender that he has received the message and understood it, the process of communication is complete.

8. Noise :- It refers to any obstruction that is caused by the sender, message or receiver during the process of communication. For example, bad telephone connection, faulty encoding, faulty decoding, inattentive receiver, poor understanding of message due to prejudice or inappropriate gestures, etc.

Importance of Communication

 1.The Basis of Co-ordination

The manager explains to the employees the organizational goals, modes of their achievement and also the interpersonal relationships amongst them. This provides coordination between various employees and also departments. Thus, communications act as a basis for coordination in the organization.

2. Fluent Working

A manager coordinates the human and physical elements of an organization to run it smoothly and efficiently. This coordination is not possible without proper communication.

3. The Basis of Decision Making

Proper communication provides information to the manager that is useful for decision making. No decisions could be taken in the absence of information. Thus, communication is the basis for taking the right decisions.

4. Increases Managerial Efficiency

The manager conveys the targets and issues instructions and allocates jobs to the subordinates. All of these aspects involve communication. Thus, communication is essential for the quick and effective performance of the managers and the entire organization.

5. Increases Cooperation and Organizational Peace

The two-way communication process promotes co-operation and mutual understanding amongst the workers and also between them and the management. This leads to less friction and thus leads to industrial peace in the factory and efficient operations.

6. Boosts Morale of the Employees

Good communication helps the workers to adjust to the physical and social aspect of work. It also improves good human relations in the industry. An efficient system of communication enables the management to motivate, influence and satisfy the subordinates which in turn boosts their morale and keeps them motivated.

Barriers to Communication

The communication barriers may prevent communication or carry incorrect meaning due to which misunderstandings may be created. Therefore, it is essential for a manager to identify such barriers and take appropriate measures to overcome them. The barriers to communication in organizations can be broadly grouped as follows:

1. Semantic Barriers

These are concerned with the problems and obstructions in the process of encoding and decoding of a message into words or impressions. Normally, such barriers result due to use of wrong words, faulty translations, different interpretations, etc.

For example, a manager has to communicate with workers who have no knowledge of the English language and on the other side, he is not well conversant with the Hindi language. Here, language is a barrier to communication as the manager may not be able to communicate properly with the workers.

2. Psychological Barriers

Emotional or psychological factors also act as barriers to communication. The state of mind of both sender and receiver of communication reflects in effective communication. A worried person cannot communicate properly and an angry recipient cannot understand the message properly.

Thus, at the time of communication, both the sender and the receiver need to be psychologically sound. Also, they should trust each other. If they do not believe each other, they cannot understand each other’s message in its original sense.

3. Organizational Barriers

The factors related to organizational structure, rules and regulations authority relationships, etc. may sometimes act as barriers to effective communication. In an organization with a highly centralized pattern, people may not be encouraged to have free communication. Also, rigid rules and regulations and cumbersome procedures may also become a hurdle to communication.

4.PersonalBarriers:-                                                                                                The personal factors of both sender and receiver may act as a barrier to effective communication. If a superior thinks that a particular communication may adversely affect his authority, he may suppress such communication.

 Measures to improve communication effectiveness are as follows

1.      Communication of Clarification of the idea.

2.      Communication should be according to the needs of the receiver.

3.      Consulting others before communication.

4.      Awareness about the language, tone and body postures and gestures.

5.      Convey information useful to the receiver.

6.      Ensure proper feedback.

7.      Follow up communications.

8.      Be a good listener.

 

SMCR = Sender –Message- Channel- Receiver

Berlo’s model follows the SMCR model. This model is not specific to any particular communication.

Berlo’s model includes a number of factors under each of the elements:

Source: The source is situated where the message originates.

Communication skills – It is the skill of the individual to communicate. For example, the ability to read, write, speak, listen etc.

Attitudes – This includes attitudes towards the audience, subject and towards oneself. For example, for the student, the attitude is to learn more and for teachers, it is to help teach.

Knowledge– Communicating also means that the person needs to be knowledgeable about the subject or topic. For e.g. a teacher needs to know about the subject in detail that he or she teaches so that they can communicate properly such that the students understand here.

Social system – The social system includes the various aspects of society like values, beliefs, culture, religion and a general understanding of society. It is where the communication takes place.

For example, classrooms differ from country to country just like people’s behaviours and how they communicate, etc.

Culture: Culture of a particular society also comes under the social system.

According to this model, people can communicate only if the above requirements are met in the proper or adequate proportion.

Encoder: The sender of the message, from where the message originates, is referred to as the encoder. So the source encodes the message here.

Message

Content – The body of a message, from the beginning to the end, comprises its content. For example, whatever the class teacher teaches in the class, from beginning to end, is the content of the message.

Elements – It includes various things like language, gestures, body language, etc. They constitute all the elements of a particular message. Any content is accompanied by some elements.

Treatment – It refers to the packing of the message and the way in which the message is conveyed or the way in which it is passed on or delivered.

Structure– The structure of the message refers to how it is arranged; the way people structure the message into various parts.

Code– The code of the message refers to the means through which it is sent and in what form. It could be, for example, language, body language, gestures, music, etc. Even culture is a code. Through this, people give and receive messages and communication takes place.

 

Channel–  It refers to the five sense organs. The following are the five senses:

§  Hearing

§  Seeing

§  Touching

§  Smelling

§  Tasting

Communication occurs through one or more of these channels.

Hearing: The use of ears to receive the message. For example, orally transmitted messages, interpersonal communication etc.

Seeing: Visual channels, for example, Watching television so the message is conveyed through the scene/film.

Touching: The sense of touch can be used as a channel to communicate. For example, we touch, buy food, hugging our loved ones,etc.

Smelling: Smell also can be a channel to communicate. For example, perfumes, food, fragrances etc. Charred smell communicates something is burning. People can deduct which food is being cooked by its smell etc.

Tasting : The tongue is a muscular organ used in the act of eat and taste food. For example, while a food is being shared, the communication can happen regarding its taste.

Decoder : The person who receives the message and decodes it is referred to a decoder.

Receiver: The receiver needs to think all the contents and elements of the source, so as to communicate/responds to sender effectively.;

Berlo’s model believes that for effective communication to take place, the source and the receiver need to be on the same level. Only then communication will happen or take place properly. Hence, the source and the receiver should be similar.

For example, if the communication skill of the source is good, then the receiver should have equally good listening skills.

Ø Drawbacks of  Berlo’s SMCR model of communication:

1.    There is a lack of feedback. The effects are practically unknown.

2.   It does not mention the barriers to communication.

3.   There is no room for noise.

4.   It is a rather complex model.

5.   It is a linear model of communication.

6.  It requires people to be on the same level for effective communication to happen. However, that rarely happens in everyday life.

7. The main drawback of the model is that it omits the usage of sixth sense as a channel of communication, which is an asset to human beings (thinking, understanding, analyzing etc.)