The Communication Process

The communication process is relatively simple and is divided into three basic components: a
sender, a channel, and a receiver. The sender will initiate the communication process by
developing an idea into a message. This is also known as encoding. The sender will then transmit
the message through a channel, or a method of delivery; think of things like e-mail, phone
conversations, instant messages, face-to-face discussion, or even a text message. The message
then moves through the channel to the receiver, who completes the communication process by
interpreting and assigning meaning to the message, which is also known as decoding.
Now, since most communication exchanges involve a continued dialogue between senders and
receivers, a feedback loop was added to the communication process. Although I know some of you
wish your spouse would forget about this at times, the feedback loop is a critical component in the
communication process because it ensures a message was properly received and interpreted by
the other party. In the workplace, feedback is especially significant so that a manager can be
certain the messages that he or she sends are, in fact, received and interpreted correctly, eliciting
the appropriate action from subordinates.
Can You Hear Me Now?
Here's where the communication process starts to get tricky. We all know that there is a major
difference between hearing and listening. We can use either one of those during the
communication process, but it is only those individuals who use effective listening skills when
communicating that will be able to check for understanding during the exchange.
An understanding is achieved when both the sender and receiver agree on the shared meaning of
a message. That is, that each party can agree on what is being communicated without the need
for inferences or assumptions. While this is certainly the goal of all communication, it is not always
achieved.
There are many reasons why a message fails to generate a shared understanding or meaning.
Noise is defined as any interference that causes a disruption between the sender and receiver in
the communication process. Barking dogs, your coworker listening to his or her voicemail on
speakerphone, car alarms, and the excessive bass coming from your car stereo are not the only
noises I am talking about. Noise can be psychological, physical, physiological, or semantic noise.
Psychological noise refers to things that are going on in your head as you engage in the
communication process. Perhaps you are wondering if you left the iron on at home, or what to
make for dinner, and maybe even if the other person can smell that awful fart you just let rip. It
can also be any personal opinions, stereotypes, or perspectives that get in the way of you
accepting what the sender is saying. If the message conflicts with what we already think or
believe, we can have a hard time listening to the message, and thus, we don't get the full
understanding.
Physical noise is that first type of noise I talked about a minute ago; they are those physical
sounds that make it difficult to hear someone's message, much like when you are trying to give a
really hot person your number at the nightclub with that music pounding in your ears.
Physiological noise refers to things like hunger, fatigue, headache, stress, or really anything that
prevents us from giving our full attention.
Semantic noise occurs when you have a hard time understanding the words, language, or
grammatical structure of a message. This is common when two people from different cultures are
communicating.

Nonverbal Communication

Did you know that the majority of what you communicate to people on a daily basis is done
without words at all? This is also true for managers. Put simply, nonverbal communication is
anything besides words, such as gestures, actions, facial expressions, body language and other
aspects of your physical appearance, that, when seen, communicate something. I am sure that
you've heard the saying 'it is not what you say, but how you say it' or perhaps 'actions speak
louder than words.' Managers send, receive and interpret nonverbal messages the same way they
would oral or written communication.

Still, understanding the significance of nonverbal communication can be troublesome for

managers because it is such a normal part of any managerial action. Our nonverbal
communication is as automatic as breathing because we do it without thinking about it most of the
time. Even though nonverbal communication accompanies oral communication as an extension of
a particular message, the two do not always align. Because nonverbal communication is often
used without consideration, inconsistencies between oral communication and nonverbal
communication can occur. Effective managers understand and are aware of their nonverbal
communication, ensuring consistency between their spoken communication and their nonverbal
communication.
Written Communication

While managers spend most of their time communicating with their subordinates and upper
managers in a face-to-face setting, they also spend a good deal of time writing memos, letters, emails and reports. Written communication refers to messages that are transmitted to receivers in
writing. Advantages of written communication include:

1) Immediacy and economical feasibility - A manager can communicate a message quickly to

individuals despite their geographical location. Email is less expensive than long-distance phone
calls and certainly less than travel expenses, especially when a message needs to be conveyed to
a large group.

2) Efficiency and accuracy - Written communication allows for reflection, affording a manager the
opportunity to refine a message for correctness.

3) Flexibility - A manger can send a message and the receiver can review it at the time that is
convenient for them.