What is Communication? Characteristics, Communication Process, Factors, Types Of Communication, 7 Cs of Communication

Definition

Communication involves transferring information between individuals, groups, or locations. It requires a sender, recipient, and message.
Despite its apparent simplicity, communication is a complex topic. Barriers such as cultural differences, emotions, environment, and communication mediums can hinder the accurate and effective transmission of messages.Let’s explore some common communication barriers that can affect the clarity and effectiveness of our messages.

Characteristics of Communication

• Communication involves a minimum of 2 persons– the sender and the receiver.
• Communication is basically a two-way process. It is not only sending and receiving messages, it is incomplete until the message has been understood by the receiver in the same sense.
• The forms of communication are; order, report, instruction, queries, etc.
• Communication is present in all human relationships; is essential in all types of management and organizations.
• It is influenced by the mood of thinking of both the sender and the receiver.
• Basically, communication is goal-oriented and it is effective when there involves a number of goals of the sender and the receiver.
• The main objectives of communication are to build interpersonal relationships and enhance human behavior.
• Communication is a circular process, it starts and ends with the sender.

Communication Process

Communication is a cyclic process that starts with the sender and ends with the sender in the form of feedback. The communication process consists of some steps where each step constitutes the essence of effective communication.

Here are some elements of effective communication;

Sender

A sender is basically a person who starts the communication by transmitting or sending a message. The sender is the initiator of the message that needs to be transmitted. After having created the information, idea, etc., the sender encodes it in such a manner that can be easy to understand for the receiver.

The sender then selects the appropriate channel or medium through which to send the message. It is important for the sender to consider the receiver’s perspective and tailor the message accordingly to ensure effective communication. The sender plays a critical role in the communication process as they are responsible for initiating and guiding the flow of information.

Message

The message is the main subject of communication. Without a message the whole communication is meaningless. A message contains a thought, idea, picture, symbol, report, or order to gestures and posts serial uses. The message is considered the heart of communication. A message can be verbal (written and spoken) or non-verbal (pictorial, symbolic, or gestures).

In the case of written communication, the message is typically conveyed through text, while in spoken communication, it is expressed through speech. Non-verbal messages can be just as powerful, if not more so, than verbal messages, as they can convey emotions and feelings that words may not be able to capture. Overall, the message is the essence of communication and plays a crucial role in ensuring that individuals understand each other effectively.

Encoding

Putting the targeted message (verbal or non-verbal, depending upon the situation, time, space, and nature of the message to be sent) into an appropriate medium is called encoding. Encoding is the most important step in the communication process. A wrong and inappropriate encoding may change the true intent of the communication.

Channel

Channel refers to the mode the message flows or is transmitted through. The message is transmitted over a channel that links the receiver with the sender. The message may be written or oral and it may be transmitted through a computer, a cellphone, telephone, television, or a memorandum.

The channel chosen will depend on the nature of the message, the urgency of the communication, and the preferences of both the sender and receiver. It is important to select a channel that will effectively convey the message and ensure that it is received and understood in a timely manner.

Receiver

The receiver is the person, group, or community for who the message is meant. He or she may be a reader, viewer, or listener. The receiver needs to comprehend the message sent in the best possible manner such that the true intent of the communication is attained, any negligence on the behalf of the receiver may make the communication useless.

As the sender, the receiver is also an important factor in the communication process as it is the other end of the process. The receiver should be in a fit condition when receiving the message.

The receiver should show active listening skills, ask clarifying questions if needed, and provide feedback to ensure effective communication. It is essential for the receiver to be attentive, open-minded, and willing to engage in the communication process in order to achieve successful outcomes.

Decoding

Converting the sent message into intelligible language is called decoding. Generally, it means comprehending the message. After receiving the message the receiver interprets it and tries to understand it in the best possible manner.

When decoding a message, it is essential to consider the context in which it was sent, the tone of the sender, and any underlying meanings that may be present. By carefully analyzing the message, the receiver can extract the intended information and respond accordingly. Decoding is a crucial aspect of effective communication and is essential for ensuring that messages are accurately understood and interpreted.

Feedback

It is the ultimate aspect of communication. It is the response of the receiver to get the message sent by the sender. Feedback is necessary to ensure that the message has been successfully encoded, sent, and decoded. It is the key to making communication effective and purposeful.

In addition, feedback helps to clarify any misunderstandings, address any confusion, and reinforce the message being conveyed. It provides an opportunity for both parties to engage in a constructive dialogue, leading to better mutual understanding and improved communication outcomes. Feedback is a valuable tool in any form of communication, whether it be verbal, written, or non-verbal. It plays a crucial role in ensuring that the intended message is accurately received and interpreted by the receiver.

Types of Feedback

• Negative feedback: corrective comments about past behavior.
• Positive feedback: affirming comments about past behavior.
• Negative feed-forward: corrective comments about future behavior.
• Positive feed-forward: affirming comments about future behavior.

Types of Communication

There are 5 types of communication that exist; verbal, non-verbal, written, visual, and listening.

Verbal communication

Verbal communication happens when we interact in speaking with others. It can be face-to-face or a virtual meeting ( Skype, zoom, telephone, etc.). Some interactions are formal, such as chatting with a friend over tea or coffee or in a sudden meeting while others are more formal, such as a scheduled meeting in a fixed place. When communicating face to face, that verbal communication cannot be separated from non-verbal communication.

Advantages of Verbal Communication:

• Speed and Efficiency: Verbal communication allows for immediate exchange of ideas and quick feedback. Questions and clarifications can happen in real-time, making it ideal for discussions and negotiations.
• Building Rapport: The exchange of words is often accompanied by nonverbal cues like tone and body language. These elements add depth to communication and help build trust and rapport between individuals.
• Emotional Connection: The human voice can convey a wide range of emotions, making verbal communication powerful for expressing empathy, enthusiasm, or urgency. This emotional connection can be difficult to achieve through written text.
• Clarity and Nuance: Complex ideas can be explained more effectively through spoken word. Elaboration, emphasis, and clarification can all happen dynamically in a conversation.
• Accessibility: Verbal communication transcends literacy barriers, making it inclusive for everyone, regardless of reading or writing abilities.

Drawbacks of Verbal Communication:

• Misunderstandings: Spoken words can be misinterpreted due to factors like accents, poor enunciation, or cultural differences. The absence of a visual reference point, unlike written communication, can also lead to confusion.
• Lack of Permanence: Spoken conversations are fleeting unless recorded. This can be a disadvantage when needing to refer back to details or reach an agreement based on a specific exchange.
• Emotional Influence: Emotions can cloud judgment and lead to impulsive or poorly chosen words during verbal communication. This can be detrimental in sensitive situations.
• Information Overload: Rapid delivery of information in a conversation can be overwhelming for the listener. Important details might be missed, especially in complex discussions.
• Environmental Distractions: Background noise or interruptions can hinder effective verbal communication. A quiet and focused environment is often ideal for clear understanding.

Non-Verbal Communication

Our body language while we speak often says more than the actual words. Non-verbal communication includes hand movement, facial expression, eye contact, posture, and touch.

If you are engaged in a conversation with your boss over an idea, it is important to pay attention to both the words and their non-verbal communication. Sometimes, your boss might agree with your way of thinking verbally, but some non-verbal causes (sighing, avoiding eye contact, scrunched face, etc.) show something different.

Advantages of Non-Verbal Communication:

• Universal Language: Facial expressions, gestures, and posture often transcend spoken languages, allowing for basic communication across cultures. This is particularly helpful in situations where verbal communication is limited.
• Emotional Nuance: Non-verbal cues can convey a wider range of emotions than words alone. A subtle smile or a furrowed brow can speak volumes about a person’s true feelings.
• Instantaneous Feedback: Non-verbal reactions are immediate, providing insights into how someone is receiving a message. This allows for course correction in real-time if needed.
• Complements Verbal Communication: Non-verbal cues can enhance spoken words, adding emphasis, reinforcing meaning, or even contradicting them. This creates a richer communication experience.
• Cultural Significance: Non-verbal communication can hold cultural significance. A bow in Japan conveys respect, while a thumbs-up might be considered rude in some cultures. Understanding these nuances is crucial for avoiding misunderstandings.

Drawbacks of Non-Verbal Communication:

• Open to Misinterpretation: Non-verbal cues can be subjective and vary across cultures. A thumbs-up might have a positive connotation in one culture but be offensive in another. This can lead to confusion.
• Limited Complexity: Complex ideas are difficult to express solely through non-verbal communication. Sharing detailed information or having in-depth discussions requires spoken words for clarity.
• Context Dependence: The meaning of a non-verbal cue can be heavily influenced by the context. A raised eyebrow might indicate surprise in one situation, but skepticism in another. Understanding the situation is key to accurate interpretation.
• Conscious Control: Some non-verbal cues can be consciously controlled, making it difficult to discern genuine emotions or intentions. A poker player, for example, might use a neutral expression to mask their true feelings.
• Cultural Differences: As mentioned earlier, cultural norms surrounding non-verbal communication can vary greatly. What is considered polite in one culture might be seen as disrespectful in another.

Written Communication

Written communication, the act of conveying information through written words, offers a distinct set of advantages and disadvantages compared to face-to-face interaction. While it excels in providing a clear record and allowing for precise delivery, it also presents hurdles in conveying emotions and fostering a sense of connection.

Benefits of Written Communication:

• Accuracy and Clarity: Written communication allows for careful crafting of messages, ensuring clarity and precision. Complex ideas can be broken down into logical steps, and editing allows for the removal of ambiguity.
• Permanent Record: Written documents serve as a lasting record of communication. This is crucial for agreements, contracts, and any situation where future reference is essential.
• Asynchronous Communication: Written communication breaks the time barrier. Messages can be sent and received at the recipient’s convenience, fostering communication across time zones or busy schedules.
• Wider Reach: Written communication can reach a broader audience compared to face-to-face interaction. Emails, reports, and articles can be disseminated to a large group of people simultaneously.
• Improved Focus: The act of writing itself encourages focused thinking and organization of thoughts. This can lead to a more well-structured and persuasive message.

Drawbacks of Written Communication:

• Lack of Non-Verbal Cues: Written communication lacks the richness of non-verbal cues like tone of voice, facial expressions, and body language. This can lead to misinterpretations of the intended message or emotional tone.
• Impersonal and Formal: Written communication can feel impersonal and formal, particularly in emails or reports. This can make it challenging to build rapport or establish a friendly connection with the recipient.
• Time-Consuming: Crafting a well-written message can be time-consuming, especially for complex topics. This can be a drawback in situations requiring a quick response.
• Misunderstandings: Without the ability to clarify doubts in real-time, misunderstandings can arise more easily in written communication. Sarcasm or humor might be misinterpreted, leading to unintended offense.
• Accessibility Issues: Written communication can be a barrier for those with literacy challenges or visual impairments. Audio recordings or transcripts can help mitigate this drawback.

Listening

Listening is one of the most important types of communication because if we cannot listen to the person sitting across from us, we cannot properly engage with them. think about negotiation is to assess what the opposition wants and needs.

Benefits of Effective Listening:

• Improved Understanding: By truly listening, you gain a deeper comprehension of the speaker’s message, including their ideas, feelings, and intentions. This reduces misunderstandings and fosters better communication.
• Stronger Relationships: Effective listening demonstrates respect and interest in the speaker. This builds trust, strengthens relationships, and promotes collaboration.
• Problem-Solving: When you actively listen, you can identify key points and potential problems. This allows for more effective solutions and better decision-making.
• Learning and Growth: Listening opens doors to new perspectives and knowledge. By paying attention to others’ ideas, you can broaden your understanding and expand your own thinking.
• Conflict Resolution: Active listening helps identify the root causes of conflict. By truly hearing each other’s concerns, solutions can be found more readily.

Drawbacks of Poor Listening:

• Misunderstandings: When you don’t listen attentively, you miss key information and can misinterpret the speaker’s message. This leads to confusion, frustration, and wasted time.
• Ineffective Communication: Poor listening disrupts the flow of communication. The speaker feels unheard, and the conversation becomes one-sided, hindering collaboration.
• Missed Opportunities: Valuable information and ideas can be missed if you’re not actively listening. This can lead to missed opportunities for learning and problem-solving.
• Damaged Relationships: Feeling unheard can damage relationships. Poor listening can make people feel unimportant and disrespected.
• Wasted Time and Resources: Misunderstandings and missed information due to poor listening can lead to wasted time and resources spent on correcting errors or redoing tasks.

Visual Communication

We are living in a visual society. Where televisions are running all time, Facebook is full of images, videos, memes, etc., and Instagram is a video and image platform, where every advertiser used to sell their products and ideas. Newspaper is also an integral part of our society. There we can see ads., messages, and many more. This is also one type of visual communication.

Benefits of Visual Communication:

• Enhanced Understanding: Complex information can be simplified and made more accessible through visuals. Charts, graphs, and diagrams can help people grasp data and relationships more easily than text alone.
• Increased Retention: People tend to remember information presented visually much better than text. Images and graphics create a stronger memory association, leading to better information recall.
• Universal Language: Visuals can transcend language barriers. A well-designed infographic or image can be understood by people from different cultures, making it a powerful tool for global communication.
• Grabs Attention: Visuals are inherently eye-catching. They can break up text-heavy content and capture attention more effectively, making communication more engaging.
• Evokes Emotions: Images and graphics can evoke strong emotional responses. This can be powerful for persuasion, marketing, and storytelling, leaving a lasting impact on the audience.

Drawbacks of Visual Communication:

• Oversimplification: Complex ideas can be oversimplified through visuals, potentially leading to a misrepresentation of the information. Nuance and detail might be lost in favor of a clear image.
• Misinterpretation: The meaning of a visual can be subjective and open to interpretation. Cultural differences or unclear design can lead to misunderstandings.
• Accessibility Issues: Not everyone can access or interpret visual content. People with visual impairments or those using screen readers might require alternative formats for clear understanding.
• Cost and Time Investment: Creating high-quality visuals can be time-consuming and expensive. Stock photos or basic charts might not be impactful enough for complex messages.
• Limited Scope: Visual communication might not be suitable for all types of information. Abstract concepts or detailed instructions might be better conveyed through text.

7 Cs of Effective Communication

Employees spend 30% of their time on emails, meetings, presentations, conference calls, reporting, and several other activities at the workplace that involve communicating with colleagues and superiors. In this field, you have to be sure that your communication is the most efficient and engaging. It will increase your productivity at work. For this, follow the 7 Cs of effective communication; that is – clear, correct, complete, concise, concrete, coherent, and courteous.

Clear

It should be effortless for the receiver to understand your message. Any message needs to come out clearly from your communication. This will consume your time wasted on emails.

Don’t try to communicate so many things in one message because it will dilute the attention of the reader or the receiver.

Correct

When you write too many emails in a day then it increases the chances of spelling mistakes in your messages. Sometimes spellchecker will not be able to find out your mistakes. You also need to be sure that you address people in the right manner and their names correctly. you also need to ensure that the viewer or reader of your messages has sufficient knowledge and skill to understand the technical terms that you use in your message.

Complete

For effective communication, you should provide a complete message. It will help the reader to understand and take action. Incomplete messages lead to a lot of back-and-forths, iterations, and waste of time and effort for both ends.

If you want the reader to take action immediately, ensure that you have a ‘call-to-action’ in your mail or any other type of message, and also communicate the urgency of the task in question.

Concise

You should not write 4 sentences in a message when you can finish the message in just 2 sentences. It will waste the time of both the sender and receiver and decrease their productivity too. You shouldn’t add fillers such as, ‘basically’, ‘sort of, ‘I mean, ‘Actually’ etc. Remember, your message needs to be accurate, crisp, and to the point.

Concrete

You need to accept what you want to convey to the audience. Concreteness is an important quality of communication that needs to come to the fore, especially during marketing or advertising campaigns. Your confidence should capture the attention of the audience and of course not bore them.

Coherent

Your message should have proper logic. All sentences in your mail or report should be connected to the previous one and also stick to the main topic. Without coherence, the reader must lose track easily what you have conveyed.

Courteous

Being courteous is of serious importance in a corporate setting. Individuals who work together are not necessarily friends and therefore, to maintain a healthy working relationship, you need to be courteous. Insulting and aggressive tones will cause trouble among individuals and result in reduced productivity.

Conclusion

In conclusion, communication is the lifeblood of human connection. It allows us to share our thoughts, feelings, and ideas with others, fostering collaboration, building relationships, and driving progress. While the methods we use for communication may vary – from spoken words to written text to visual imagery – the core principle remains the same: to bridge the gap between individuals and establish a shared understanding. By understanding the different aspects of communication, both verbal and nonverbal, and using them thoughtfully, we can become more effective communicators and create a more connected world.

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References:

https://www.skillsyouneed.com/ips/what-is-communication.html

https://drexel.edu/goodwin/professional-studies-blog/overview/2018/July/Five-types-of-communication/

https://www.tutorialspoint.com/effective_communication/effective_communication_process.htm#:~:text=The%20process%20of%20communication%20refers,in%20the%20form%20of%20feedback.