Communication Process

Communication Barrier

Anything that interferes with successful communication. Can be internal or external

Tone

Attribute of voice that conveys the attitude or emotional state of the speaker. The same words spoken in different tones can convey different meanings. Be aware of your tone of voice to be sure you are sending the message you want to send.

Language

Can be an external communication barrier. When a sender and a receiver do not speak the same language - it is difficult to communicate.

Noise

Difficult to hear or read and focus on a message.

Pitch

Is an attribute of sound that can be described as high or low. If you are nervous or frightened, you may speak in a high-pitched voice as your throat tightens. Listeners may be less likely to believe your message if you speak in this manner. People who speak in low pitched voice project calmness and control. Listeners are more likely to have confidence in a speaker who uses a low-pitched voice. If you are nervous or tense as you prepare to speak at a meeting or with a client, make a conscious effort to relax your body. Drinking something warm will help relax your vocal cords so you can speak in a low-pitched voice

Receiver

Is the person who received the message, such as the recipient of a letter or an email message.

Listening

Listening is hearing and trying to understand a message using the sounds you hear. Listening is the communication skill that many people use the most. Being an effective listener can help you be more productive and improve your relationships with others.

Channel

Means by which a message is sent. Could be a printed letter, speaking in person or by telephone, or electronically by email.

Internal Communication Barriers

Mental or emotional distractions, biases, and lack of motivation are other examples of internal communication barriers.

External Communication Barriers

Noise, poor lighting, heat or cold, or uncomfortable seating

Pace and Volume

Pace refers to the speed or rate at which you speak. If you speak too quickly or softly, the listener may miss part of your message. If you speak too slow, the listener may become frustrated and lose interest in your message. Control your voice to speak at a medium pace and volume so that you message can be received and understood.

Physical barriers

Poor lighting, a room that is too cold or warm and an uncomfortable chair are examples of physical barriers that can distract a sender or receiver and hinder communication

Communication Process

Process that occurs when a message is sent by one person and received and understood by another person.

Feedback

Return message sent by the receiver.

Nonverbal Communication

Sending a message without spoken or written words. Facial expressions, gestures, and body language are examples. Nonverbal symbols can affect and alter a message. A job candidate who sits up straight, makes eye contact with the interviewer, and looks interested in the conversation reinforces that he is interested.. Someone who slumps in the chair, does not make eye contact, and is not focused on the discussion sends the message - not interested.

Sender

The person who creates the message and transmits it via a channel. Sender is the person who writes the letter

Decode

When the receiver correctly translate or understands the symbols, code, message from the sender.

Lack of motivation

You have no reason to be interested in or try to understand a message. If you think a new company policy does not apply to your department - you may not pay attention to the discussion. You will miss part of the message or misunderstand a point of the message because you are not listening.

Symbol

a word, gesture, eye contact, dress, or anything that stands for an idea and is used to communicate. You can smile, nod, or tap your feet, rolling one's eyes, frowning, staring, laughing, gesturing, crossing one's legs, or any similar body movement.

Encode

transfering ideas/thoughts/message into a system, or code, known to both you and your receiver

Message

Is a sound, symbol, or group of symbols that conveys meaning, such as a thought or idea. Letters contain words that are written symbols. Words convey a message to the reader.

Negative Bias toward the topic

Hard to accept positive comments. If you have had a negative experience with a particular brand - you may have a negative bias toward that brand

Planning

Identify the objective of the message. This is what you want to achieve with the message. You may want to inform, ask a question, establish a record of facts, persuade the reader to take or forego an action, or simply promote goodwill. You need to adjust the message for the reader. Consider the reader's needs, wants, and interests as they relate to the message. State your message in a way that addresses these needs or interests.