What is Communication Process – with Diagrams

What is Communication Process - with Diagrams

Communication is not an option rather a compulsion, and it happens through a defined process, this is the reason knowing ‘What is Communication Process’ is a wise choice.

We all communicate with other people in some way or another, and this communication requires a certain flow of process in order to make the communication accomplished successfully, this process is called a communication process.

By understanding this communication process, you will be able to communicate with excellency. 

Good Communication is appreciated by everyone, it makes you a smarter person. 

When you apply for jobs in an organization or work from home, in every scenario you must display excellent communication, and this can be done smoothly and easily, if you understand ‘What is Communication Process’ or the process through which a communication is accomplished.  

TABLE OF CONTENT

  1. Why is Communication considered a process
  2. Communication Process Diagram
  3. Steps of Communication Process
  4. Communication Planning Process
  5. Final Thoughts from ‘What is Communication Process’

1. Why is Communication considered a process

Almost everything requires a certain type of process. It can be preparing tea or developing a software, in the same manner communication also requires a process, this is the reason communication is considered a process. 

2. Communication Process Diagram

Communication processes can be presented through diagrams for easy and better understanding. 

Given below is a diagram of communication process to consider:

3. Steps of Communication Process

Communication process consists of some step by step process, where every step is crucial for a successful communication. 

  1. Sender
  2. Message
  3. Encoding Message
  4. Channel or Media
  5. Decoding Message
  6. Receiver 
  7. Feedback or Confirmation
  8. Noise or Obstacle 

Step 1: Sender or the one who is communicating

Sender is the person who wants to send or convey the message to the receiver. Whole communication process starts from the sender. 

For example, you are communicating to your client to tell him some important things regarding business, in this case you become the sender, because you are the one beginning the communication process in order to send the message. 

Step 2:  Message which will be delivered

Message is the ideas, thoughts, information, knowledge, view, understanding,  fact, emotion and feeling, etc. which is created by the sender and is then intended to be sent to the receiver in order to communicate. 

Example, suppose you want to deliver the detailed information about your service or product to the client, so here the information about your service or product that needs to be sent to the client is the message. 

You may need to prepare the message before sending, all these preparation works come under the planning stage, which you understand in the Communication planning process.

Step 3:  Message is encoded

In step three, you need to encode the message in some form like in words, audio, picture or videos. Your message can also have mixed content, which means words, images and videos together.

Example, you wrote some information in MS Word or Google docs, you also created some infographics and images regarding your products and services to showcase some samples to you client, you may also add some videos where some testimonials are displayed to build trust with the clients. 

Step 4:  Message is sent through an appropriate channel or media

Now the message is generated to send it to the receiver.

In step four, you need to choose a medium or channel which is appropriate to the message in order to send it. 

So, the encoded message needs to be transferred to the receiver. 

Messages can also be transmitted verbally or through written documents. The medium or channel can be  mobile phone, internet, email service, social media platforms, specific softwares, website or by postal service. 

The sender needs to choose the best possible medium or channel to deliver the encoded message safely and fast. He needs to decide the medium according to the available technology or circumstances.

Example, you may send the encoded data through email service, where you can send words, images and videos together to your client instantly and safely.

Step 5:  Decoding of the message takes place

In step five, the message is decoded in order to be read and understood. The receiver decodes the message.

Example, in this step your client decodes the message from the format you send the message. Once your client decodes the message, it becomes read to be read and understood.

Step 6:   Receiver receive the message

Once the receiver receives the message, he reads or absorbs the contents or message and understands the intent of the sender. When the receiver understands the intent of the message sender, the communication process is considered successful.

Example, your client reads about your products or services in words, sees the images of products and gains confidence and trust by watching the testimonials in videos. So, we find that your intent is accomplished.

Step 7:  Feedback takes place for confirming message and rectified 

The receiver confirms that he has received the message successfully, it is the feedback. The feedback makes sure that either the communication process was successful or not. 

If the receiver did not understand your intent, then the communication was unsuccessful and you need to begin one more communication process by rectifying the issues and making the message easier or effective to be understood. 

Example, here you make a confirmation of a message that either the message and intent is underwood by the client or not.  your client gives feedback that he has understood your intent.

If your client did not understand your intent, he may tell that he did not get your point, and then you need to make another communication process with rectification and improvement to be understood by the client.

Step 8:   Noise that cause obstacle in the process of communication

Without doubt there can be obstacles in the process of communication, which makes the process unsuccessful, this obstacle is called noise.

The frequent noises that cause a negative effect on the communication process are:

  • Bad network connections while you are communicating through mobile
  • A poor internet connection while sending message through email service or social media sites or apps
  • Faulty encoding like the file is unable to be decoded or unsupported file formats
  • The way of message deliverance was poor which resulted unsuccessful communication process as the receiver did not understand the intent of sender
  • Spelling and grammar mistakes in writing
  • Low quality images or videos
  • Server issues in the websites and apps
  • Fault with the mediums and encoder, like issue with the website or apps and file reader softwares
  • Loud noise during the verbal communication
  • Receiver was inattentive in listening or absorbing the message
  • Inappropriate gestures

4. Communication Planning Process

Before beginning the communication process, you must go through a planning process, here you plan about the purpose of the communication and the message needs to be communicated.  

The planning process includes some vital stages, let us understand them.

  • Make a summary of  your communication plan
  • Set Goal
  • Identify the Audience
  • Create Message
  • Decide the Channel or Medium
  • Receiver receive Message
  • Measure your impact
  • Feedback taken
  • Rectification done if needed
  • Goal achieved

5. Final Thoughts from ‘What is Communication Process’

As communication is an important and unavoidable part of our life, it is a wise and smart choice to understand ‘What is Communication Process’ in order to apply the process in our communication to make our communication effective and efficient.

There are many reasons for learning ‘What is Communication Process’, some of them are:

  • It ensures successful communication
  • You gain respect and self-esteem for being an excellent communicator
  • Chances of getting hired and promotion increases
  • It makes work process smooth and fluent
  • Enhances the efficiency in the work
  • Increases the co-operation in the work environment 

Mainly three steps are there in a communication process, they are sender, message and receiver.

Feedback is an essential part in the process of communication to confirm the successful communication.

Noiseless or obstacle free communication makes a clean and efficient communication.

You must plan well before you start the communication process.

Well planning and a successful communication process, create a better workplace and business environment.

Let me know your suggestion in the comment section below for adding more life to this article for growing together and helping other to grow.

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