Elements of Communication

Principle & Practice of Management

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Elements of Communication

Communication Elements Process:

Communication process involves Communication elements like sender, receiver, encoding, decoding, channel/ media, voice and feedback. These elements are explained below:
The different communication elements are as under:

1. Sender:

He is the person who sends his ideas to another person. For example, if a manager wants to inform his subordinates about the introduction of a new product, he is the sender.

2. Message:

The idea, feeling, suggestion, guidelines, orders or any content which is intended to be communicated is message. For example, message is the introduction of new product.

3. Encoding:

It is the process of converting the idea, thinking or any other component of message into symbols, words, actions, diagram etc. For example, message is connected in words and actions.

4. Media:

It is the medium, passage or route through which encoded message is passed by the sender to the receiver. There can be various forms of media-face to face communication, letters, radio, television, e-mail etc. For example manager inform about the introduction of a new product in a meeting through presentation.

5. Decoding:

It means translating the encoded message into language understandable by the receiver.

6. Receiver:

He is the person to whom the message has been sent. For example, subordinates are receivers.

7. Feedback:

It is the response by the receiver. It marks the completion of the communication process.

8. Noise:

It is the hindrance in the process of communication. It can take place at any step in the entire process. It reduces the accuracy of communication e.g. 1) Disturbance in the telephone lines, 2) An inattentive receiver 3) Improper Decoding of Message etc.

Communication Elements

A communication passes through the following five processes:
1. Preparing the message, i.e., any fact, idea, order, complaint, etc.
2. Sending the message by the sender.
3. Receiving the message by the receiver.
4. Channelising the communication.
5. Symbolizing the communication or encoding.
Communication is an all-pervading field of human contact, exchange of views. It can well be summed up through these lines.
“Communication is generally understood as spoken or written words. But in reality, it is more than that, it is the sum total of directly or indirectly, consciously or unconsciously transmitted words, attitudes, feelings, actions, gestures, and tones. Even silence is an effective form of communication. A twist in the face is often a more expressive disapproval than hundreds of words put together.”

Characteristics of a Good Communication

A good communication system must have following characteristics:
1. The communication system must be in accordance with the objects of the enterprise.
2. The message communicated must be complete, clear, explanatory and concise.
3. The language of communication and the subject-matter must be effective.
4. The look of communication must be effective, emotional, polite and human.
5. The message of communication must clearly state what the subordinates have to.
6. It must clearly state that if the receiver of the message needs some further explanations he must get them.
7. The message of communication must not hurt the feeling of the receivers of the message.
8. The orders of communication must be practical which can be easily implemented by the subordinates.
9. The communication system must be informal as far as it is possible.
10. It must be passed on two-way traffic.
11. The proper system of communication must be adopted.