Business Communication - Factors, Elements, Process of Communication

The following are the factors or elements of communication:

1.       Sender

2.       Message

3.       Medium

4.       Receiver

The process of communication may be elaborated as follows:

Thought > Encoding > Transmitter > Noise and Barriers > Receiver > Decoding > Idea Received.

The factors of communication have the following Elaboration:

Sender Thought

Sender is the person who communicates the idea, understanding and information or material. He acts in the capacity of a speaker, writer or encoder. The following pitfalls are inherent with the sender:

The message he intends to send

The message he actually sends

The message the other person receives / understands

The other person’s interpretation of the message

The other person’s response

The difference between the message sent and received and between the response expected and response received.

As stated above, there is people to people communication. But also we are continually and incessantly sending and receiving within ourselves. Before we transmit something first we thing of that. When an artist makes a portrait or virtue he is communicating his thought, imagination on the canvas.

Message, Encoding

The message may be in the form of order, opinion, advice, suggestion, instruction, question, answer or material. It is necessary and important that idea or message received be identical to the idea or message sent. It is possible only when both communicators send and receiver are skillful in communication and its language. In the case of written communication there should be proper words, syntax, punctuation, grammar and paragraphing. Eloquence in communication is always desirable and appreciated.

   Encoding is dressing your thoughts with the meaningful language. Then the use of this language, oral, written or nonverbal becomes a message. The wording of the message should observe the art of empathy so that it reaches the receiver correctly and understandably. Encoding includes writing, speaking and other communication means.

Medium, Transmitter

Medium of communication includes letters, reports, telegrams, mailgrams, cables, telex, fax, postal, telephones, charts, pictures or any other mechanical device.

   Medium is the way through which communication flows from sender to the receiver. The transmission of the message is through a medium.

   A post office, postman, message, radio, television and newspaper also act as media of communication.

   The message is transmitted by symbols, sounds or other types of expressions. Transmitter may be a person, device like a telephone or other medium like a post office. The transmitter is a part of medium of communication.

Noise and Barriers

The blocks in the flow of communication are noise and barriers. In one way or the other they are always present in communication. These include disturbance, external interference, distraction, lack of concentration, understanding and empathy, poor language, loss by transmission, faulty translation, lack of trust and inattention.

Receiver

The receiver is the decoder. He, when receives decodes or interprets the message. Since perfect communication is not possible there is deviation between the idea sent and the idea received or interpreted. If the receiver is skillful in communication, the deviation will be small. Because communication is never perfect, we can understand as to why Holy Quran has been declared as a miracle or charisma. Quran is that communication which is perfect and will last till the doomsday.

Decoding

Decoding is done by the receiver. His decoding of the message depends upon his past background, perception, knowledge of the language, understanding viewpoint and relations with the sender. Decoding is reading, listening and understanding.

Idea Received

Idea received is the result of the process of decoding by the receiver. Since there is a difference between the sender’s and receivers past background, perception, knowledge, understanding, view point, mold and intelligence the message sent and received is different and subject t to defects and barriers.

Posted in: Factors Elements and Process Of Communication,Process of Communication