Communication is one of the primary functions of any business organisation. Clear and well directed communication enables sharing of ideas, information, knowledge, facts and thoughts etc. The purpose of communication is to ensure that people can make informed decisions on time.
The process of communication flows dynamically between the sender and the receiver across different communication channels. It is absolutely important for the communication process to work smoothly and ensure that the receiver is able to understand the message correctly, with ease and speed.
In today’s time, communication has become more effective due to technology integration. There are multiple channels of communication such as voice, written, audio, video, email and social media. Irrespective of what channel you choose, the style, tone and function of the communication need to be focused on. The higher position a communicator holds, the more important it is for the message to be an example of quality communication. There are five steps of the communication process:
Ideation – The process of communication starts when the sender has an idea, thought or information that needs to be shared. For effective communication, the idea has to be thoughtfully structured into the message, keeping in mind how it might be understood and acted upon.
Message Encoding – The right words, symbols, gestures or facts need to be integrated into the message. All this has to be done with care so as to ensure that the recipient gets all the inputs in a clear and effective manner in accordance with the recipient’s age, knowledge and skills etc.
Sending the Message – Selecting the right channel of communication is very important. Whether it is an email, a video message, a social media post or a phone call, the medium has to be compatible with the message.
Understanding the message – After receiving the message, the receiver should be able to easily understand it and comprehend what it conveys.
Feedback – Feedback is a crucial part of the communication process. Feedback or follow up is necessary to ensure that both sender and the receiver achieved the outcome that was intended by the communication. If there are any doubts or a confusion, probing through right questions should be done.
Barriers of Communication
No matter what channel of communication you choose, each act of communication potentially faces some barriers apart from physical and technical challenges. Let’s take a look some of the common barriers of communication:
Lack of job satisfaction – When people are unhappy or disinterested in what they do, the quality of communication suffers.
Poor listening skills – When the recipient is incapable of listening properly to others, chances of wrongly assuming things later increase.
Lack of trust – Transparency and trust are essential. If the recipient is doubtful of the sender’s transparency or trust in him/her, chances are that the person won’t make serious efforts to understand the message.
Different communication styles – Each person has own style of communication. Some are direct, blunt or loud whereas others are subtle, soft-spoken or indifferent. Communication between people with different styles can lead to miscommunication.
Office politics – Office politics leads to manipulation or incomplete sharing of information and that can become one of the barriers of communication.
Culture and language – Different cultures and languages have different sensibilities. For instance, in Japan surname always comes before the first name. Even within the national boundaries, there are usually differences between states, and these things can cause communication problems.
However, with passage of time, communication experts have devised a formula which is known as the 7Cs of communication. These 7Cs are, Clear, Correct, Complete, Concrete, Concise, Considerate and Courteous. By ensuring that the communication adequately addresses these 7 parameters, it is possible for anyone to master the process of communication!