MODULE IN PURPOSIVE COMMUNICATION

MODULE 2

Effective Communication
The Communication
Process

OBJECTIVES: At the end of the period, the students must be able to:
1 Explain interrelated various forms of communication
process. 2.Identify the various forms of noise in
communication.

What is the communication process?

The communication process refers to a series of actions or steps taken in order to successfully
communicate. It involves several components such as the sender of the communication, the actual message
being sent, the encoding of the message, the receiver and the decoding of the message. There are also various
channels of communication to consider within the communication process. This refers to the way a message is
sent. This can be through various mediums such as voice, audio, video, writing email, fax or body language.
The overall goal of the communication process is to present an individual or party with information and have
them understand it. The sender must choose the most appropriate medium in order for the communication
process to have worked successfully.

Parts of the communication process

The communication process has several components that enable the transmission of a message. Here
are the various parts:
1. Sender: This is the person that is delivering a message to a recipient.
2. Message: This refers to the information that the sender is relaying to the receiver.
3. Channel of communication: This is the transmission or method of delivering the message.
4. Decoding: This is the interpretation of the message. Decoding is performed by the receiver.
5. Receiver: The receiver is the person who is getting or receiving the message.
6. Feedback: In some instances, the receiver might have feedback or a response for the sender. This
starts an interaction.
How does the communication process work?
In order to successfully communicate, it's important to understand how the process works. Here are the
seven steps in the communication process:

1. The sender develops an idea to be sent

The beginning of the communication process involves the sender creating an idea that they plan to send
to another person or group of people. Essentially, they're planning the overall subject matter or information they
want to transmit.

2. The sender encodes the message

Once the sender develops an idea, they translate it into a form that can be transmitted to someone else.
This means they transform the thoughts of the information they want to send into a certain format. For example,
if you are writing a letter, you'll translate your idea into words. The message can also be nonverbal, oral or
symbolic.
3. The sender selects the channel of communication that will be used
Next, the sender decides how the message will be sent. This involves selecting the most suitable
medium for the message they're relaying. Some communication mediums include speaking, writing, electronic
transmission or nonverbal communication. If you're communicating at work, make sure to select the proper and
most professional channel of communication.

4. The message travels over the channel of communication

After the medium is chosen, the message then begins the process of transmission. The exact process of
this will depend on the selected medium. In order for the message to be properly sent, the sender should have
selected the appropriate medium.

5. The message is received by the receiver

Next, the message is received by the recipient. This step in the communication process is done by
hearing the message, seeing it, feeling it or another form of reception.

6. The receiver decodes the message

The receiver then decodes the sender's message. In other words, they interpret it and convert it into a
thought. After they've done this, they analyze the message and attempt to understand it. The communication
process is performed effectively when the sender and receiver have the same meaning for the transmitted
message.

7. The receiver provides feedback, if applicable

Lastly, unless it's a one-way communication, the receiver will provide feedback in the form of a reply to
the original sender of the message. Feedback provides the recipient with the ability to ensure the sender that
their message was properly received and interpreted. Between two people, this is two-way communication.

Tips for improving the communication process

Here are some tips to consider to improve your communication skills and the communication process overall:
 Simplify your message: In order to ensure your message is properly understood, you should keep your
language simple and to the point.
 Know your audience: It's also important to consider the audience that will receive your message as
well as their needs and interests.
 Be a good listener: As a communicator, it's important to actively listen to what those around you are
saying. This will ensure that you're sending the right message.
 Ask questions: It's also important to ask good questions to keep the communication flowing. Make sure
your questions are insightful and engaging.
 Take the time to respond: When communicating, it's important to consider how you might reply to a
person to ensure you know what you want to say.
 Consider your body language: If you're communicating through a different medium, it's important to
be mindful of your body language. In addition, be aware of the body language of the person you're
communicating with, as well.
 Maintain eye contact: It's also important to make contact with the person or group you're
communicating with. This will show that you're actively listening to who you're communicating with.
 Clarify your message if needed: If the recipient of your message is unclear about what you're trying to
say, it's important to clarify your message. This will help them to better understand you.

Noise is anything that interferes with communication.

3 Types of Noise
There have been many models and diagrams of communication throughout the years, but here it is in its
simplest form.
 You speak.
  The listener listens.
 The listener speaks.
 You listen.
However, missing from that simple description of communication is what we call noise.

4 Types of noise that can disrupt communication

1. Physical noise interferes with communication
Physical noise is interference that is external to both speaker and listener; it hampers the physical
transmission of the signal or message.
Examples of physical noise:
 loud party at the neighbors while you’re trying to record
 loud kids who don’t want to take their nap
 irritating hum of your computer, air conditioner, or heater.

2. Physiological noise interferes with communication

Physiological noise is created by barriers within the sender or receiver.
 articulation problems
 mumbling
 talking too fast
 talking too slow
 forgetting to pause
 forgetting to breathe
An example of physiological noise on the listener’s side: hearing problems. Maybe the listener can’t
hear high tones as clearly as they used to. For some, low tones are the problem. Their difficulty in literally
hearing words and sounds becomes physiological noise.

3. Psychological noise interferes with communication

Psychological noise is mental interference in the speaker or listener.
Three examples of psychological noise are wandering thoughts, preconceived ideas, and sarcasm.
1. “Wandering thoughts” can be a kind of psychological noise
This is primarily a listener problem. If you’re trying to communicate a concept in your podcast,
“wandering thoughts” is an obstacle because your listener may be distracted and have difficulty keeping up with
you. This is often a problem when talking about abstract ideas. Sometimes as podcasters, we cause a listener’s
thoughts to wander, especially if we talk too fast, too slow, or fail to pause. But occasionally “wandering
thoughts” can be a podcaster problem, too. Have you ever started talking about one point only to find yourself
lost talking about something completely unrelated? It takes a lot of concentration (and maybe planning) to stay
focused.

2. “Preconceived ideas” can be a kind of psychological noise

Another type of psychological noise is when people think they already know something. That noise
interferes with a listener’s willingness to hear a new perspective. Other preconceived ideas include biases,
prejudices, presuppositions, and closed-mindedness. When there is psychological noise like this, you have to
work harder than usual to make sure you’re communicating clearly.

3. “Sarcasm” can be a kind of psychological noise

If you don’t care to actually persuade someone to see things your way, then sarcasm is the easy way.
Sarcasm is noise to your listener unless your listener already agrees with you. If your listener disagrees with
you, then sarcasm guarantees they won’t pay attention to your message. Sarcasm can also rile them up. When
they come back at you with their knee-jerk response, that’ll be noise to you. And then true communication
stops. Finally, there is another type of noise that appears to be psychological, but it’s actually linguistic and
deserves its own category.
4. Semantic noise interferes with communication
Semantic noise is interference created when the speaker and listener have different meaning
systems.
Maybe when I use a word, you have a slightly different meaning in mind. This can cause confusion.

Jargon can be semantic noise

Jargon is a fantastic linguistic shortcut. If everyone listening agrees and understands the
terminology, then jargon makes communication quicker and clearer. However, if listeners have different
definitions of the terminology, then jargon becomes noise. This is especially noisy to people outside
your particular job or field.

Abstract ideas can be semantic noise

Another kind of semantic noise is when your words and sentences are unclear or ambiguous.
Some people find it almost impossible to speak concretely. All communication contains noise. You can’t
get rid of the noise for every person who listens to you.

Here are three ways to reduce the noise.

1. Make your language more precise.
Choose words that you know will be understood by your listeners.

2. Practice
Practice speaking. Practice articulating. Practice using your recording and editing tools.

3. Invite feedback
Sometimes listeners hesitate before they respond. So, invite feedback often. Once you start hearing from
your listeners, you can begin to tweak your message so it becomes clearer and better understood.

Breathe, Ponder then Answer!

1. List down 10 tips on how to avoid the different types of noise in communication.
2. Think of five nonverbal messages that you always send to other people.