Process of Communication

As professionals, we are aware of what communication is, but are we aware of the process of communication? What does it mean to communicate effectively? Is your message interpreted by the receiver as you intended?

Communication sounds like a simple process but there are still misinterpretations in this everyday trivial but vital task.

As a leader or a team player, as a presenter, speaker or listener, communication is a vital skill for any organization and/or individual involved in an event or project. This Communication Process Model is  one of the vital theories to understand how communication works and how you can communicate effectively.

Let’s get right back to the basics!

Definition of Communication

“Communication is defined as a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior.”

The Communication Process Model

In a one-way communication, where your goal is to send a message, the process is as follows –

(image source : https://courses.lumenlearning.com/wm-organizationalbehavior/chapter/the-process-of-communication/)

But in a two-way communication, where you are expecting a response or feedback, there is an additional step to the process.

There can be certain disruptions or interferences that influence this communication process. They are referred to as “noise”. Noise can be of the following types –

1. Psychological noise – biases related to individual or content; being preoccupied with a problem
2. Sematic noise – using special jargons; unnecessary use of technical or unique words
3. Physiological noise – fatigue, headache, feeling ill, etc that affects how we think or feel
4. Physical noise – background noise like construction, loud music, etc

The vital parts to focus on – Applying this model to our everyday life.

Given that these “noises” may disrupt the communication process, below are measures to ensure that the message is delivered to the receiver as intended by the sender.

1. Understand your end goal – what is the objective of sending the message? Does the receiver need to take an action?
2. Knowing your audience – this helps in tailoring the message in a way so the receiver can understand
3. Identifying the best method of communication – take the following into consideration

• Numerous methods of communication to choose from
  Eg. face-to-face, telephonic call, e-mail, presentation, videos, webinars, etc.

• Your audience, and their learning style (VAK – Visual, Auditory, Kinesthetic)
  i.e. depending on whether they prefer visuals (like pictures and graphs), listen or practically do something, you can choose the best suitable method of communication.

Last but not the least, try to gauge the understanding of the receiver to check if the receiver has comprehended the message as you intended to ensure that communication has taken place effectively.

Priyanka Maheswran