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KENYA INSTITUTE OF PROFFESSIONAL
                      COUNSELING
CAMPUS           : KISUMU

COURSE           : HIGHER DIPLOMA IN SOCIAL WORK&COMMUNITY

                 DEVELOPMENT

DEPARTMENT        : DISTANCE LEARNING

MODULE TITTLE     : COMMUNICATION SKILLS

MODULE    CODE    : PSY 203

TASK              : WHY COMMUNICATION IS CONSIDERED TO BE A

                      PROCESS

NAME              : ELIZABETH ADHIAMBO OPIYO

ADMISSION NO      :

TRAINER            : JACKLINE NGETICH

DATE OF SUBMISSION: JULY      2012
TABLE OF CONTENT

                                                               PAGE
INTRODUCTION …………………………………………………………………..2



COMMUNICATION PROCESS (Sender/Encoder, messages) .…………………4



Messages, Channels, Recipient/decoder, Feedback………………………………5



Feedback, Noise, COMMUNICATION PROCESS DIAGRAM………………..6



CONCLUSION………………………………………………………………………7



SUMMARY………………………………………………………………………….8



REFERENCES……………………………………………………………………...9
INTRODUCTION

The communication process is made up of four key components. Those components include
encoding, medium of transmission, decoding, and feedback. There are also two other factors in
the process, and those two factors are present in the form of the sender and the receiver

It is a process human use to construct meaning together. It is also any process in which people
share information, ideas and feeling. It involves not only the spoken and written words but also
the body language, Personal manner and styles anything that adds meaning to a message.
Communication is a process because it is always changing.

Communication can best be summarized as the transmission of a message from a sender to a
receiver in an understandable manner. The importance of effective communication is
immeasurable in the world of business and in personal life. From a business perspective,
COMMUNICATION PROCESS

Effective communication is an absolute must, because it commonly accounts for the difference
between success and failure or profit and loss. It has become clear that effective business
communication is critical to the successful operation of modern enterprise. Every business
person needs to understand the fundamentals of effective communication

Effective communication is the most critical component of total quality management. The
manner in which individuals perceive and talk to each other at work about different issues is a
major determinant of the business success. It has proven been proven that poor communication
reduces quality, weakens productivity, and eventually leads to anger and a lack of trust among
individuals within the organization.

The communication process is the guide toward realizing effective communication. It is through
the communication process that the sharing of a common meaning between the sender and the
receiver takes place. Individuals that follow the communication process will have the
opportunity to become more productive in every aspect of their profession. Effective
communication leads to understanding.

The sender/encoder:

.A sender is an individual, group, or organization who initiates the communication. This source
is initially responsible for the success of the message. The sender's experiences, attitudes,
knowledge, skill, perceptions, and culture influence the message. The written words, spoken
words, and nonverbal language selected are paramount in ensuring the receiver interprets the
message as intended by the sender. All communication begins with the sender. The first step the
sender is faced with involves the encoding process. In order to convey meaning, the sender must
begin encoding, which means translating information into a message in the form of symbols that
represent ideas or concepts. This process translates the ideas or concepts into the coded message
that will be communicated. The symbols can take on numerous forms such as, languages, words,
or gestures. These symbols are used to encode ideas into messages that others can understand.

When encoding a message, the sender has to begin by deciding what he/she wants to transmit.
This decision by the sender is based on what he/she believes about the receivers knowledge and
assumptions, along with what additional information he/she wants the receiver to have. It is
important for the sender to use symbols that are familiar to the intended receiver. A good way for
the sender to improve encoding their message is to mentally visualize the communication from
the receiver's point of view.

Messages: It is made of the ideas and feelings that the sender-receiver wants to share. Ideas can
be communicated only if they are represented by symbols verbal and non verbal. The words in a
language are verbal symbols, which stand for a particular thing or ideas. Verbal symbols are
limited and complicated e.g., when we talk about chairs we agree we are talking about something
we sit on. This chair is a concrete symbol, a symbol that represents an object. On verbal symbols
are ways we communicate without using words , they include facial expressions e.g. s
To begin transmitting the message, the sender uses some kind of channel (also called a medium).
The channel is the means used to convey the message. Most channels are either oral or written,
but currently visual channels are becoming more common as technology expands. Common
channels include the telephone and a variety of written forms such as memos, letters, and reports.
The effectiveness of the various channels fluctuates depending on the characteristics of the
communication. For example, when immediate feedback is necessary, oral communication
channels are more effective because any uncertainties can be cleared up on the spot. In a
situation where the message must be delivered to more than a small group of people, written
channels are often more effective. Although in many cases, both oral and written channels should
be used because one supplements the other.

If a sender relays a message through an inappropriate channel, its message may not reach the
right receivers. That is why senders need to keep in mind that selecting the appropriate channel
will greatly assist in the effectiveness of the receiver's understanding..

Channel: After the appropriate channel or channels are selected, the message enters the
decoding stage of the communication process. Decoding is conducted by the receiver. Once the
message is received and examined, the stimulus is sent to the brain for interpreting, in order to
assign some type of meaning to it. It is this processing stage that constitutes decoding. The
receiver begins to interpret the symbols sent by the sender, translating the message to their own
set of experiences in order to make the symbols meaningful. Successful communication takes
place when the receiver correctly interprets the sender's message.

The receiver is the individual or individuals to whom the message is directed. The extent to
which this person comprehends the message will depend on a number of factors, which include
the following: how much the individual or individuals know about the topic, their receptivity to
the message, and the relationship and trust that exists between sender and receiver. All
interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills,
perceptions, and culture. It is similar to the sender's relationship with encoding.

 Recipient / Decoder: is a person for whom the message is intended / aimed / targeted. The
degree to which the decoder understands the message is dependent upon various factors such as
knowledge of recipient, their responsiveness to the message, and the reliance of encoder on
decoder.

Feedback: Feedback is the final link in the chain of the communication process. After receiving
a message, the receiver responds in some way and signals that response to the sender. The signal
may take the form of a spoken comment, a long sigh, a written message, a smile, or some other
action. "Even a lack of response, is in a sense, a form of response" (Bovee & Thill, 1992).
Without feedback, the sender cannot confirm that the receiver has interpreted the message
correctly.

Feedback is a key component in the communication process because it allows the sender to
evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the
sender to take corrective action to clarify a misunderstood message. "Feedback plays an
important role by indicating significant communication barriers: differences in background,
different interpretations of words, and differing emotional reactions" (Bovee & Thill, 1992).

   Noise: The communication process is the perfect guide toward achieving effective
communication. When followed properly, the process can usually assure that the sender's
message will be understood by the receiver. Although the communication process seems simple,
it in essence is not. Certain barriers present themselves throughout the process. Those barriers are
factors that have a negative impact on the communication process. Some common barriers
include the use of an inappropriate medium (channel), incorrect grammar, inflammatory words,
words that conflict with body language, and technical jargon. Noise is also another common
barrier. Noise can occur during any stage of the process. Noise essentially is anything that
distorts a message by interfering with the communication process. Noise can take many forms,
including a radio playing in the background, another person trying to enter your conversation,
and any other distractions that prevent the receiver from paying attention.

                COMMUNICATION PROCESS DIAGRAM



                                          MESSAGE

      SENDER        ENCORDDING              MEDIA         DECORDING          RECEIVER




                           FEEDBACK                    RESPONSE

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Communication as a process 25 06-2012 4-47pm

  • 1. KENYA INSTITUTE OF PROFFESSIONAL COUNSELING CAMPUS : KISUMU COURSE : HIGHER DIPLOMA IN SOCIAL WORK&COMMUNITY DEVELOPMENT DEPARTMENT : DISTANCE LEARNING MODULE TITTLE : COMMUNICATION SKILLS MODULE CODE : PSY 203 TASK : WHY COMMUNICATION IS CONSIDERED TO BE A PROCESS NAME : ELIZABETH ADHIAMBO OPIYO ADMISSION NO : TRAINER : JACKLINE NGETICH DATE OF SUBMISSION: JULY 2012
  • 2. TABLE OF CONTENT PAGE INTRODUCTION …………………………………………………………………..2 COMMUNICATION PROCESS (Sender/Encoder, messages) .…………………4 Messages, Channels, Recipient/decoder, Feedback………………………………5 Feedback, Noise, COMMUNICATION PROCESS DIAGRAM………………..6 CONCLUSION………………………………………………………………………7 SUMMARY………………………………………………………………………….8 REFERENCES……………………………………………………………………...9
  • 3. INTRODUCTION The communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver It is a process human use to construct meaning together. It is also any process in which people share information, ideas and feeling. It involves not only the spoken and written words but also the body language, Personal manner and styles anything that adds meaning to a message. Communication is a process because it is always changing. Communication can best be summarized as the transmission of a message from a sender to a receiver in an understandable manner. The importance of effective communication is immeasurable in the world of business and in personal life. From a business perspective,
  • 4. COMMUNICATION PROCESS Effective communication is an absolute must, because it commonly accounts for the difference between success and failure or profit and loss. It has become clear that effective business communication is critical to the successful operation of modern enterprise. Every business person needs to understand the fundamentals of effective communication Effective communication is the most critical component of total quality management. The manner in which individuals perceive and talk to each other at work about different issues is a major determinant of the business success. It has proven been proven that poor communication reduces quality, weakens productivity, and eventually leads to anger and a lack of trust among individuals within the organization. The communication process is the guide toward realizing effective communication. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place. Individuals that follow the communication process will have the opportunity to become more productive in every aspect of their profession. Effective communication leads to understanding. The sender/encoder: .A sender is an individual, group, or organization who initiates the communication. This source is initially responsible for the success of the message. The sender's experiences, attitudes, knowledge, skill, perceptions, and culture influence the message. The written words, spoken words, and nonverbal language selected are paramount in ensuring the receiver interprets the message as intended by the sender. All communication begins with the sender. The first step the sender is faced with involves the encoding process. In order to convey meaning, the sender must begin encoding, which means translating information into a message in the form of symbols that represent ideas or concepts. This process translates the ideas or concepts into the coded message that will be communicated. The symbols can take on numerous forms such as, languages, words, or gestures. These symbols are used to encode ideas into messages that others can understand. When encoding a message, the sender has to begin by deciding what he/she wants to transmit. This decision by the sender is based on what he/she believes about the receivers knowledge and assumptions, along with what additional information he/she wants the receiver to have. It is important for the sender to use symbols that are familiar to the intended receiver. A good way for the sender to improve encoding their message is to mentally visualize the communication from the receiver's point of view. Messages: It is made of the ideas and feelings that the sender-receiver wants to share. Ideas can be communicated only if they are represented by symbols verbal and non verbal. The words in a language are verbal symbols, which stand for a particular thing or ideas. Verbal symbols are limited and complicated e.g., when we talk about chairs we agree we are talking about something we sit on. This chair is a concrete symbol, a symbol that represents an object. On verbal symbols are ways we communicate without using words , they include facial expressions e.g. s
  • 5. To begin transmitting the message, the sender uses some kind of channel (also called a medium). The channel is the means used to convey the message. Most channels are either oral or written, but currently visual channels are becoming more common as technology expands. Common channels include the telephone and a variety of written forms such as memos, letters, and reports. The effectiveness of the various channels fluctuates depending on the characteristics of the communication. For example, when immediate feedback is necessary, oral communication channels are more effective because any uncertainties can be cleared up on the spot. In a situation where the message must be delivered to more than a small group of people, written channels are often more effective. Although in many cases, both oral and written channels should be used because one supplements the other. If a sender relays a message through an inappropriate channel, its message may not reach the right receivers. That is why senders need to keep in mind that selecting the appropriate channel will greatly assist in the effectiveness of the receiver's understanding.. Channel: After the appropriate channel or channels are selected, the message enters the decoding stage of the communication process. Decoding is conducted by the receiver. Once the message is received and examined, the stimulus is sent to the brain for interpreting, in order to assign some type of meaning to it. It is this processing stage that constitutes decoding. The receiver begins to interpret the symbols sent by the sender, translating the message to their own set of experiences in order to make the symbols meaningful. Successful communication takes place when the receiver correctly interprets the sender's message. The receiver is the individual or individuals to whom the message is directed. The extent to which this person comprehends the message will depend on a number of factors, which include the following: how much the individual or individuals know about the topic, their receptivity to the message, and the relationship and trust that exists between sender and receiver. All interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills, perceptions, and culture. It is similar to the sender's relationship with encoding. Recipient / Decoder: is a person for whom the message is intended / aimed / targeted. The degree to which the decoder understands the message is dependent upon various factors such as knowledge of recipient, their responsiveness to the message, and the reliance of encoder on decoder. Feedback: Feedback is the final link in the chain of the communication process. After receiving a message, the receiver responds in some way and signals that response to the sender. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action. "Even a lack of response, is in a sense, a form of response" (Bovee & Thill, 1992). Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly. Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message. "Feedback plays an
  • 6. important role by indicating significant communication barriers: differences in background, different interpretations of words, and differing emotional reactions" (Bovee & Thill, 1992). Noise: The communication process is the perfect guide toward achieving effective communication. When followed properly, the process can usually assure that the sender's message will be understood by the receiver. Although the communication process seems simple, it in essence is not. Certain barriers present themselves throughout the process. Those barriers are factors that have a negative impact on the communication process. Some common barriers include the use of an inappropriate medium (channel), incorrect grammar, inflammatory words, words that conflict with body language, and technical jargon. Noise is also another common barrier. Noise can occur during any stage of the process. Noise essentially is anything that distorts a message by interfering with the communication process. Noise can take many forms, including a radio playing in the background, another person trying to enter your conversation, and any other distractions that prevent the receiver from paying attention. COMMUNICATION PROCESS DIAGRAM MESSAGE SENDER ENCORDDING MEDIA DECORDING RECEIVER FEEDBACK RESPONSE
  • 7. CONCLUSION Successful and effective communication within an organization stems from the implementation of the communication process. All members within an organization will improve their communication skills if they follow the communication process, and stay away from the different barriers. It has been proven that individuals that understand the communication process will blossom into more effective communicators, and effective communicators have a greater opportunity for becoming a success. Effective communication is a major part in achieving your educational.
  • 8. SUMMARY Communication is a two-way process that involves getting your message across and understanding what others have to say. Communication involves active listening, speaking and observing. Now that you have learned the communication process, you can begin to evaluate your communication skills. Begin to watch yourself in action. Each time you communicate observe what you do, how it went, what went well, and what could have been better.
  • 9. REFERENCES 1. Bovee, C.L.&Thill, J.V. (1992) Business Communication Today. (7th Ed).New York. Mc Graw-Hill. 2. Guffey. M.E. (2010) Business Communication. (3rd Ed).Canada. Nelson Education Limited. 3. Scott, M.D. (1999) Dimension of Communication. (Ed). London. Mayfield. 4. Gibson, J.W. & Hudget. R.M (1990) Business Communication Today. (Ed). New York. Mc Graw-Hill. 5. Weaver II, R. O(2001)Communicating Effectively.(6thEd).United States of America.Mc Graw-Hill.