What is Communication?

 

WHAT IS COMMUNICATION? 

           ''Communication is a systematic process through which individuals interact through symbols to create and interpret meaning.'' It involves at least seven elements : source, message, encoding, communication channel, receiver, decoding, and feedback. Models of communication are linear. Communication may be verbal or nonverbal. 

           Communication is the process of sending and receiving messages through verbal or nonverbal means, including speech, or oral communication; writing and graphical representations (such as info graphics, maps, and charts); and signs, signals, and behavior. More simply, communication is said to be "the creation and exchange of meaning." 

How can I communicate effectively?

             Before preparing your message, whether it's going to be in person one-on-one, in front of an audience, over the phone, or done in writing, consider the audience who'll be receiving your information, the context, and your means to convey it. What way will be the most effective? What will you have to do to ensure it's conveyed properly? What do you want to make sure that you don't convey?

            If it's important and going to be relayed in a professional context, maybe you'll practice beforehand, prepare slides and graphics, and pick out professional attire so that your appearance or mannerisms don't distract from your message. If it's a written message you're preparing, you'll likely want to proofread, make sure the recipient's name is spelled correctly and read it aloud to find dropped words or clunky phrasing before sending it.  

The Basic Elements of Communication Process

The Communication Process

                   The term communication process refers to the exchange of information (a message) between two or more people. For communication to succeed, both parties must be able to exchange information and understand each other. If the flow of information is blocked for some reason or the parties cannot make themselves understood, then communication fails.

                    The communication process begins with the sender, who is also called the communicator or source. The sender has some kind of information — a command, request, question, or idea — that he or she wants to present to others. For that message to be received, the sender must first encode the message in a form that can be understood, such as by the use of a common language or industry jargon, and then transmit it.

The Sender

              The person to whom a message is directed is called the receiver or the interpreter. To comprehend the information from the sender, the receiver must first be able to receive the sender's information and then decode or interpret it. 

The Message

                  The message or content is the information that the sender wants to relay to the receiver. Additional subtext can be conveyed through body language and tone of voice. Put all three elements together — sender, receiver, and message — and you have the communication process at its most basic.

The Medium

                 Also called the channel, the medium is the means by which a message is transmitted. Text messages, for example, are transmitted through the medium of cell phones.

The Feedback

                 The communication process reaches its final point when the message has been successfully transmitted, received, and understood. The receiver, in turn, responds to the sender, indicating comprehension. Feedback may be direct, such as a written or verbal response, or it may take the form of an act or deed in response (indirect).

Other Factors

                   The communication process isn't always so simple or smooth, of course. These elements can affect how information is transmitted, received, and interpreted:

•                Noise: This can be any sort of interference that affects the message being sent, received, or understood. It can be as literal as static over a phone line or radio or as esoteric as misinterpreting a local custom.

•               Context: This is the setting and situation in which communication takes place. Like noise, context can have an impact on the successful exchange of information. It may have a physical, social, or cultural aspect to it. In a private conversation with a trusted friend, you would share more personal information or details about your weekend or vacation, for example, than in a conversation with a work colleague or in a meeting.

The Importance of Communication Skills

                     Having strong communication skills aids in all aspects of life – from professional life to personal life and everything that falls in between. From a business standpoint, all transactions result from communication. Good communication skills are essential to allow others and yourself to understand information more accurately and quickly.

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How to Improve Your Communication Skills

Here are some pointers to look out for when looking to improve your ability to effectively communicate with others:

1. Listening

To become a good communicator, it is important to be a good listener. It is important to practice active listening – pay close attention to what others are saying and clarify ambiguities by rephrasing their questions for greater understanding.

2. Conciseness

Convey your message in as few words as possible. Do not use filler words and get straight to the point. Rambling will cause the listener to tune out or be unsure of what you are talking about. Avoid speaking excessively and do not use words that may confuse the audience.

3. Body language

It is important to practice good body language, use eye contact, utilize hand gestures, and watch the tone of the voice when communicating with others. A relaxed body stance with a friendly tone will aid in making you look approachable by others.

Eye contact is important in communication – look the person in the eye to indicate that you are focused on the conversation. But make sure to not stare at the person as it can make him or her uncomfortable.

4. Confidence

Be confident in what you say and in your communication interactions with others. Being confident can be as easy as maintaining eye contact, maintaining a relaxed body stance, and talking with concision. Try not to make statements sound like questions and avoid trying to sound aggressive or demeaning.

5. Open-mindedness

In situations where you disagree with what someone else has to say, whether it be with an employer, a co-worker, or a friend, it is important to sympathize with their point of view rather than simply try to get your message across. Respect the opinion of others and never resort to demeaning those who do not agree with you.

6. Respect

Respecting what others have to say and acknowledging them is an important aspect of communication. Being respectful can be as simple as paying attention to what they have to say, using the person’s name, and not being distracted. By respecting others, the other person will feel appreciated, which will lead to a more honest and productive conversation.

7. Using the correct medium

There are several different forms of communication to use – it is important to choose the right one. For example, communicating in person about serious matters (layoffs, salary changes, etc.) is more appropriate than sending an email regarding the matter.

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