Effective Communication Process

Communication Process.

What is communication process?

“Transmission of a message from a sender to a receiver in an understandable manner.”

•The communication process is a guide toward realizing effective communication. •Effective communication leads to understanding.

•“If all my possessions were taken from me with one exception, I would hope to keep my power of communication --- for by it I would regain all the rest.”

• --Daniel Webster, American Journalist

Importance of understanding communication process

• Communication is only successful when both the sender and the receiver understand the same information as a result of the communication.

Importance of Communication in Business:• Effective communication is vital to all businesses. The

communication process involves:


Importance of Communication in the Workplace•Communication is important in a workplace setting because people must interact with one another in ways that will get the job done quickly and effectively. "Communication is really all anyone ever gets paid for ultimately...and if you cannot effectively communicate...you will PAY...not get paid..." -- Doug Firebaugh

Importance of Communication in Leadership•It is simply impossible to become a great leader without being a great communicator. "The art of communication is the language of leadership." — James Thompson•Good Leaders, Good Communicators.


Significance of Communication in Relationships•Definitely, communication plays the main role in establishing relationships. Communication is important in relationships as it allows us to share interests, aspirations and concerns, to support each other, to organize our lives and make decisions, and to work together.

The Communications Process

Source

•Sender or source of communication is the person or organization that has information to share.

•A source can be:▫An individual ▫A nonpersonal entity

Message

•Contains the information or meaning the source hopes to convey. ▫Verbal or nonverbal▫Written, oral, or symbolic

•Developed as a result of the encoding process.▫Encoding involves putting thoughts, ideas,

or information into symbolic form.

There are many forms of encoding

GraphicGraphic

•Pictures

•Drawings

•Charts

•Pictures

•Drawings

•Charts

VerbalVerbal

•Spoken Word

•Written Word

•Song Lyrics

•Spoken Word

•Written Word

•Song Lyrics

MusicalMusical

•Arrange-ment

•Instrum-entation

•Voices

•Arrange-ment

•Instrum-entation

•Voices

AnimationAnimation

•Action/Motion

•Pace/ Speed

•Shape/Form

•Action/Motion

•Pace/ Speed

•Shape/Form

VerbalVerbal GraphicGraphic MusicalMusical

EncodingEncoding

Semiotics

•The study of the nature of meaning, asking how our reality – words, gestures, myths, signs, symbols, products/services, theories – acquire meaning.

•Advertising and marketing researchers are interested in semiotics to better understand the symbolic meaning which might be conveyed in a communication.

The Semiotic Perspective

ObjectBrand such as

Marlboro

ObjectBrand such as

Marlboro

Sign or symbolrepresenting

intendedmeaning (Cowboy)



Interpretant/intended meaning (masculine,rugged

individualistic)

Interpretant/intended meaning (masculine,rugged

individualistic)

ObjectBrand such as

Marlboro

ObjectBrand such as

Marlboro





Three Components to every marketing messageThree Components to every marketing message

What is the symbolic meaning of the Snuggle bear?

Images encoded in pictures powerfully convey emotions

Channel

•The method by which the communication travels from the source or sender to the receiver.

Channels of Communication

Personal ChannelsPersonal ChannelsPersonal ChannelsPersonal Channels

Nonpersonal Channels

Nonpersonal Channels

Personal Selling

Word of Mouth

Print Media

Broadcast Media

Decoding

•Transforming the sender’s message back into thought.

•Heavily influenced by receiver’s frame of reference or field of experience.

•Effective communication more likely when parties share some common ground.

Receiver

•The person or people with whom the sender shares thoughts or information.

•Generally consumers in the target market or audience.

Levels of Audience Aggregation

Marketing to Different Audience Groups

Mass Markets Mass Communication

Market Segments Variety of relevant media

Niche Markets Personal selling or highly targeted media

Small Groups One message and

medium

Individuals Personal

selling

Niche Markets Personal selling or highly targeted media

Market Segments Variety of relevant media

Mass Markets Mass Communication

Small Groups One message and

medium

Noise

•Unplanned distortion or interference.•Examples include:

▫Errors or problems during message’s encoding

▫Distortion in radio or television signal▫Distractions at the point of reception

Response vs. Feedback

Response•Receiver’s set of reactions after seeing,

hearing, or reading the message.•Feedback is the part of the response

communicated back to the sender.▫Closes the loop in the communications flow

and lets sender monitor how encoded message is being decoded and received.

• Organizations are totally reliant on communication.• Without communication, organizations would

not function.• If communication is diminished or hampered,

the entire organization suffers. • When communication is thorough, accurate,

and timely, the organization tends to be vibrant and effective.• Communication is central to the entire

management process for four primary reasons:

•Communication is a linking process of management.

Communication is the way managers conduct the managerial functions of planning, organizing, staffing, directing, and controlling. Communication is the heart of all organizations.

•Communication is the primary means by which people obtain and exchange information.

Decisions are often dependent upon the quality and quantity of the information received. If the information on which a decision is based is poor or incomplete, the decision will often be incorrect.

• The most time-consuming activity a manager engages in is communication.

Managers spend between 70 to 90 percent of their time communicating with employees and other internal and external customers.

• Information and communication represent power in organizations.

An employee cannot do anything constructive in a work unit unless he or she knows what is to be done, when the task is to be accomplished, and who else is involved. The staff members who have this information become centers of power.

• Communication enhances coordination and co-operation.

Types of Communication

•People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affect communication. So, there are a variety of types of communication.

•Types of communication based on the communication channels used are:1.Verbal Communication2.Nonverbal Communication

Verbal Communication• Verbal communication refers to the form of communication in which message is

transmitted verbally; communication is done by word of mouth and a piece of writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication remember the acronym KISS(keep it short and simple).

• Verbal Communication is further divided into:

1. Oral Communication2. Written Communication

1. Oral CommunicationIn oral communication, Spoken words are used. It includes face-to-face conversations, speech, radio etc.

2. Written Communication In written communication, written signs or symbols are used to communicate. A written message may be printed or hand written.

Non Verbal Communication• Nonverbal communication is the sending or receiving of wordless

messages. We can say that communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal communication is all about the body language of speaker.

• Nonverbal communication has the following three elements:

1. AppearanceSpeaker: clothing, hairstyle, neatness, use of cosmetics.Surrounding: room size, lighting, decorations, furnishings

2. Body Languagefacial expressions, gestures, postures

3. SoundsVoice Tone, Volume, Speech rate

Principles of Effective Communication

1. Principle of clarity.2. Principle of Objective3. Principle of understanding the

receiver4. Principle of consistency 5. Principle of completeness 6. Principle of Feedback7. Principle of time

Barriers in Communication• Communicating is straightforward. What

makes it complex, difficult, and frustrating are the barriers we put in the way.

• Top Barriers : • EXPECTATIONS• AVOIDANCE• FIXING• SCAPEGOATING• PROBING• SPEAKING IN

CODE• CONTROL• BLAMING

• CONFLICT AVOIDANCE (CHAOS)

• EXCLUSION• BOUNDARY OR BARRIER• Information overload• Trust and credibility• Time• Emotions• Message congruency

Objective : thoughts and goalsSubjective : feelings

7 C’s of Communication

•List the three most common places you have your conversations.

Effective Communication Process

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