Explain the process of communication with diagram?

The Process of communication consist of the following points

A sender is a person who sends a message or issues an order. He starts the process of communication. The messages or orders may be sent orally, in writing, or by gestures.

It is a subject matter or content of the communication means there Cannot be any communication without a message. It should be clear so that it is properly understood by the receiver.

It means translating the message into language example words, symbols, and gestures. It provides a concrete shape to the message in the form of letters or pictures etc.

It is a Media or a route through which a message is to pass from sender to receiver. Radio, television, letters, telephone, etc. are the various channels of communication.

A receiver is a person to whom the message or order has been addressed by the sender. A receiver can be a listener, reader, or observer.

When the receiver translates the message into words for the purpose of understanding, then it is known as decoding.

It is a response or reaction of the receiver which he sends to the sender after understanding the message. The process of communication becomes complete when the sender receives the feedback.

Principles of effective communication
Effective communication is essential for achieving the overall goals of the organization. A manager should be skillful enough to receive and send the communication effectively. For making communication effective, a manager should consider the following principles or guidelines.

The message should be prepared in simple language. It should be precise. Clarity of thought is the soul of the communication so, it should be drafted after due consideration of its contents.

The message should be complete with respect to thought as well as the content. It should be comprehensive and adequate because, an incomplete message gives rise to confusion, misunderstanding, and delayed action.

The message should be concise and in concrete form. It should not contain irrelevant content and words. It should avoid the over-elaboration of points.

Communication can only become effective if it reaches its destination at the appropriate time. so, it must reach the receiver at right time. An outdated or stale communication is not only useless but also gives a poor impression of the management.

Understanding the receiver
The sender of the communication should understand the level of intelligence and social background of the receiver. He must understand that what type of information is required by the receiver and what is its purpose. Thus, the meetings of the minds of the sender and receiver on the same thing and in the same sense would make the communication effective.

Feedback is a reaction or response of the receiver to the communication. To get feedback, there must be a follow-up action. It enables the sender to ensure that whether the message has been rightly understood. It eliminates the distortions in the message.

The message must be in line with the objectives, policies, procedures, and programs of the organisation. They should not be contradictory to each other. They should observe the chain of command. The sender must act and behave according to the spirit of the message because the action speaks louder than words.

It is one of the most important but the most neglected skill of communications. Careful listening and open-mindedness are necessary tools for effective communication. The sender of the messages should emphasize on the receiver for the attentive listening at the time of delivering the message.

Use the Grapevine
Grapevine is a network of informal communication. The grapevine is an extremely effective means of filling the gap in the formal communication system. It supplements the formal chain of communication. So, it is an essential feature of the organization.

The purpose of communication must be clear to the sender as well as the receiver. The sender must know whether he is issuing an order or an appeal. The communication should emphasize its purpose only.

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