The Communication Process
Learning Objectives
After studying this unit, you will be able to
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- explain the communication process
- explain the end goal of communication
- explain barriers to clear communication
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Pre-Learning Quiz
Dr. Guffey’s Listening Quiz[1]
How good are you at listening? This interactive quiz enables you to quickly compare your own listening behaviours with behaviours normally thought to be associated with exceptionally good listening skills
Introduction
Good communication skills are essential to effective business communications. At its core, the aim of communication is to transmit information from one person to another so that the sender and receiver understand the message in the same way. The responsibility for clear communication usually falls on the sender. But the receiver is also responsible to confirm a clear understanding of the message. Communication is a dynamic and cyclical process.
Breaking down the communication cycle into its parts is helpful to understand the responsibilities of both the sender and receiver of communication, as well as to identify communication barriers.
The Communication Process
Step 1: Idea Formation – The communication process begins when the sender has an idea to be communicated. The idea will be influenced by complex factors surrounding the sender. The sender must begin by clarifying the idea and purpose. What exactly does the sender want to achieve? How is the message likely to be perceived? Knowing this information provides a higher chance of successful communication
Step 2: Message Encoding – The idea must be encoded into words, symbols, and gestures that will convey meaning. Because no two people interpret information in the exact same way, the sender must be careful to choose words, symbols and gestures that are commonly understood to reduce the chances of misunderstanding. Therefore, a sender must be aware of the receiver’s communication skills, attitudes, skills, experiences, and culture to ensure clear communication.
Step 3: Message Transmission: Choosing the medium to transmit the message is the next step in the communication process. Messages can be transmitted in a verbal, written, or visual manner (see Table 1). For clear communication to occur, the medium and message must match
Table 1.2.1: Message Transmission Mediums
| Verbal | Written | Visual |
| In-person speech | Drawings, paintings | |
| Phone conversation | Text, instant message | Photos |
| Podcast | Report, article, essay | Body language (e.g., eye contact, hand gestures) |
| Radio | Letter | Graphics, graphic design |
| Voicemail message | Memo | Font types |
| Intercom | Tweet | Graphs, charts |
Step 4: Decoding – When the message reaches the receiver, the message must be decoded into its intended meaning. Therefore, the receiver must translate the words, symbols, and gestures as the sender intended. Because no two people interpret information in the exact same way, incorrectly decoding a message can lead t