As we have read the introduction and definition of communication skills, now we must give a read to the communication process. The process begins with unravelling the interpersonal communication and the related complexity for comprehending the procedure of the occurrence of communication. This is the only way of getting to the problems in the areas.
Communication is an active part, and we humans are also not passive. We interpret the meanings of the things and are not predictable objects. It also does not hold the tag of being a one-way event. The potential points of breakdown are filled in the communication process.
The dynamic and circuitous process in which the individual styles for interpreting, non-verbal behavior are the elements gives a more accurate look at the communication process. The main motive of the process is to ascribe the meaning of the events giving an effective and significant impact. What are the things which encourage the communication and make it effective? There are several strategies which lead to this. For example, construction of the clean and unambiguous message helps in the encouragement of the communication between two peers.
Don’t worry; there are various models which have simplified as well as summarized the convoluted reality of the process of communication. They also help in having the assistance in understanding the main essence. There are shortcomings related to every model and the level of help which they provide varies. There are several stages related to the process.
1. Message Sending
The first person constructs and then transfer the message to the other person. What are the messages? These are the symbols and the signals for conveying the what we need to transmit. There are multiple ways in which the transmission of signals and symbols can occur. These are the visual which includes written and non-verbal auditory, including verbal and sub-vocal speech, and tactile version as well. Bodily contact, touch, make the group of a tactile version of making contact or communication with the other person. You might not have heard about this form, olfactory. It includes aftershaves, perfumes.
For sending a message to the other person, we encode the message in the form of words, inflection, facial expression, tone such as non-verbal language. For the specific contexts, the important things are a concise expression, thinking, plain English expression, logical association of the ideas, organized speech. The essential and the specific context here can be presentations. These are the areas which do not ensure the effectiveness of the communication. It is because all the meaning of the talk cannot be contained in words only. The list of the factors which have a great influence on the communication process is the non-verbal cues, people involved in the talk, and the related context. Yes, we can transmit even the unintended message with the help of the leakage of the non-verbal format in addition to the intended meanings.
Only self-knowledge and self-awareness in the enhanced format are the two factors which can help in the improvement of the sent message to the receiver; it is because the sender can’t take control of the sent message.
2. The communication channel
We are here discussing the communication process as per Clampitt’s model of 2005. This is a model which help in getting the reference of the delivered message as well as the formats which are related to it. The means which are included in the process can be fro, anything such as written, radio, telephone, face to face, pager, and communication via videos. What matters the most? Or which is the most preferred format of communication? The answer is the face to face communication. The other ways of communication, such as auditory and the rest we have discussed are not preferred and used less.
3. Message Receiving
Decoding of the message accurately is essential. The second person needs to carry on the process by reconstruction of the message or the symbols received from the first person. Well-carrying out the message does not make sure that the decoding of the process has happened accurately. The person interpreting is the key factor. How he ascribes the meaning varies from person to person. The context and the total information has to be communicated exactly as it was sent.
Identification of possible misinterpretations
There are several ways in which we can develop the active skills to listen to the non-verbal skills which have been imparted accurately. These include the process of paraphrasing, a verbal language with the help of feedback, and asking appropriate questions. Checking the unintended messages are also a part of this. What are the misinterpretations? Has this question taken over your mind? These are the faulty understandings of the message. The process of making the wrong interpretation of the message which was sent by messenger is called misinterpretation. Unintended message is the one which is leaked to the destination unintentionally from one to another. But the thing is that these are the truthful reflections of the underlying thoughts and feelings.
When the second person responds to the first person, then it is a feedback for the first person. The type of feedback can be anything from the non-verbal message of others, and verbal. The process is allowed for the evaluation of the way in which the message has been received and responded. In effective communication, active listening of the feedback is an ability.
It is a process in which we can get the response by ourselves. This is the best technique which a person can take into consideration while talking and doing the social encounters. You need to be aware of all how you are speaking and doing the gestures and the impact which it lets on the listeners. This is the tactic which we use for altering and adapting the behavior in the light of other responsibilities. If you have noticed the skilled communicators, and have a word with them, then you might have also come to know that they are high self-monitors. They are the ones who continuously regulate and analyze their behavior as per the other person’s response.
We should interpret the message as per the other forms of the message and the received information. Context and people are the factors for influencing the message and misinterpretations. Meaning, rather than proving the quality of the message is a way in the receiver perceive it and construct the thought in his mind.
Mark the words- communication can never occur in a vacuum. What matters the most is the context and is a significant point to note. It is linked to the particular context of its occurrence. Therefore, it is the one which impacts the quality of the behavior of the information receiver. What lays the background of the communication process and the content is the context? The context can also alter our behavior.
Anything which can interfere or distort the communication of the message lays the usage of the term noise. There are multiple factors and the ways in which the process can be disturbed. The common sources which can be responsible for affecting the effectiveness and accuracy.
- Psychological- The types of stereotypes, the perceptual biases and the impact which the receiver get after getting the information come under the psychological section. The number of ways in which the people respond to the stimuli is diverse. The shortcuts which we use for the organization of the data lay the foundation for the communication biases. The example of a shortcut is stereotyping.
- Semantic- The concepts which we use for describing the different situations, which may include are cultural differences and the language for interference in the message’s meaning. For a process of effective communication, we need to decipher and understand the motives, basic values, and the assumptions which the other person may take.
- Demographic- Gender and age are the other two most significant factors on which the impact of the process depends.
- Environmental- Range of factors which are included in this is the layout of the furniture, size of the room, heating and intrusive noise and many more.
We have some degree of unavoidable noise in communication. Making aware the sources of noise and reducing them in the effective communication is the main objective.