Communication is a process of the exchange of information between the sender and the receiver. It always processes around us because we communicate to live as well as understand with each other in order to express what we are thinking. But sometime a communication may fail to present, or sometimes the receiver misunderstands what the sender is trying to give the information. Therefore, some skills help us have better and effective communication. According to researchers, there are five steps of the communication process: sender has an idea, sender decodes the idea in a message, message travels over channel, receiver decodes the message and lastly feedback travel back to the sender.
The process of communication refers to the transmission or passage of information or message from the sender through a selected channel to the receiver overcoming barriers that affect its pace. The process of communication is a cyclic as it begins with the sender and ends with the sender in the form of feedback.
The essential elements of the process of communication are the message, the sender, encoding, the channel, the receiver, decoding, acting on the message, the feedback, and the communication environment. Both the sender and the receiver play a role in making communication effective.
The five steps of the Communication Process
The steps on the theory of five steps communication process are encoding, planning, medium, decoding, and lastly the feedback. There is the key point of explaining this assignment and the correct way to ensure the intended audient received the right message. On the page below will have the 5 steps of the communication process-
[1] Encoding
Encoding process involves translating an idea. Therefore, the idea will need to be changed into ordinary language with letter or symbols to pass on the information to the other party. However, the information of encoding is not yet sending out the message to the channel, messages are only an idea that thinking in the sender. Besides, the sender might not have plan of which the sending ways are the better way for the receiver. So, encoding is just an idea that came out from the sender mind, and when the sender starts to plan for sending out the message, it is the second step of the communication process, i.e. planning.
[2] Planning
The second step of the communication process includes the processes of organization and sending. After encoding an idea, the sender will start to plan how to send the message. For example, the sender uses a letter to send the message, he or she will translate the idea to an ordinary language or symbols into words, the sender will make sure to use simple comprehendible words for the receiver. Therefore, the receiver will easily get the correct message from the sender rather than having communication gaps of misrepresentation and misunderstanding. To cater it when the sender organizes the message, he/she make sure to double confirm on the grammar and sentence meaning. When it is confirmed to be a right message, it will come to choose the types of how the sender will use to send out the message to the receiver.
[3] Medium
The information that the sender wants to communicate is transmitted over a channel through which the message travels to the receiver. A channel or a medium connects the sender to the receiver. Medium of communication may include a memorandum, a computer, a telephone, a telegram, or a television.
The choice of a channel depends on the communication situation. For instance, when dealing with confidential information, direct face-to-face interaction or a sealed letter are more effective mediums than a telephone conversation.
[4] Decoding
The receiver is the person to whom the message is transmitted. In order to decode the message, the receiver has to be ready to receive the message. That is the receiver should not be preoccupied with other thoughts that might cause him to pay insufficient attention to the message. Decoding refers to the process of translation of symbols encoded by the sender into ideas that can be understood.
Communication can be considered effective only when both the sender and the receiver attach similar meanings to the symbol that compose the message. Communication is not complete unless it is understood by both the sender and the receiver.
[5] Feedback
A message generated by the receiver in response to the sender’s original message is known as feedback. Feedback is necessary to ensure that the message has been effectively encoded, transmitted, decoded and understood.
It helps a sender evaluate the effectiveness of his message, so that he can modify his subsequent messages. Feedback also confirms whether there has been any change in the behaviour of the individual or in the organization as a result of communication.
Some other communication processes are-
Besides, the five types of the communication process, there are some other types of communication processes to ensure that the intended audience receives the right message.
Body Language
Body language is the unspoken element, of communication that we use to reveal our true feelings and emotions. Our gestures, facial expressions and postures. For instance, when we are able to read these signs, we can use it to our advantage. For example, it can help us to understand the complete message of what someone is trying to say to us, and to enhance our awareness of people’s reactions to what we say and do.
We can also use it to adjust our own body language so that we appear more positive, engaging and approachable.
Noise
Noise is anything that has a disturbing influence on the message. Since noise hinders communication, the sender should choose a channel that is free from noise. Noise may occur at the sender’s end, during transmission, or at the receiver’s end.
Levels of communication-
Communication between two people occurs on numerous levels simultaneously, each with its nuances and complexities. These levels of communication are verbal, physical, auditory, emotional, and energetic.
[1] Verbal Level of Communication
This is perhaps the most apparent level of human communication. People can spend a lifetime trying to master it. This level includes our selection of words based on an understanding between the speaker and the listener. There are multiple definitions for most words and few of hold the same meaning for each word. Different words evoke different images, memories, and meaning for different people.
To communicate effectively on the verbal level, select the “right” words and understand the context of the conversation (including moral, religious, ethnic and religious differences). Be clear and concise. When possible, formulate your thoughts to avoid rambling. This is an art in itself.
[2] Physical Level of Communication
Communication with eye contact, gestures, movements, stances, breathing, posture, and facial expressions influence how we communicate. When used with integrity, techniques like “matching and mirroring” people’s posture and gestures, including certain words too can increase the receptivity of your message.
To communicate effectively on the physical level, it is helpful to physically align with others, connecting with them in form and movement. It also helps to be mindful of your posture, facial expressions, and hand gestures.
[3] Auditory Level of Communication
The sound of our voice, including the tone, range, volume, and speed affects how our messages are received and interpreted by others. For example, fast talkers will find it beneficial to slow their speech when speaking to a thoughtful, introverted person.
Also, how we enunciate, inflect, and emphasize on certain words affects how others interpret the meaning of what we say. To communicate effectively on the auditory level, become aware of various auditory cues, speaking to others in a manner more akin to their ways (another form of “matching and mirroring”).
[4] Emotional Level of Communication
Few people appreciate how our emotional state affects what we communicate and how the recipient interprets the message. Are you more receptive to someone who is positive and life-affirming or one who is negative and critical, enthusiastic or dull?
The speaker’s emotions put the recipient in a particular state of mind and influence how the listener interprets what is said. To communicate effectively on the emotional level become aware of your emotional state, learning to pause and release negative emotions before attempting to connect with others. Words delivered with pride, anger or fears are rarely well-received.
[5] Energetic Level of Communication
This is also called the psychic level. This level of communication encompasses a vast range of unseen factors including, an individual’s level of consciousness, frequency or harmonics of the message, and other subtle energies.
Some people seem to have an “X-factor”—a unique presence—that naturally imparts their messages to others with greater receptivity and understanding.
To communicate more effectively, hold the highest intention for the other person’s wellbeing. This requires a unique level of mindfulness generally cultivated through compassion practices. When we are centred in a state of mastery, we are more likely to access this psychic dimension that holds great treasures of insights into others, helping us communicate with greater ease.
[6] Bringing all the levels of communication together
The verbal level is the content; it is what we say. The physical, auditory, emotional, and energetic levels represent how we convey a message. These levels of communication are interdependent, as each level affects the other.
For example, our emotional state affects our body language, and our feelings influence our emotional state. Simply becoming aware of these various levels can be beneficial.
When we see complexities inherent in human communication, we can be made more patient in our speech and more compassionate towards others and ourselves.