The Fundamentals of Effective Communication: Definitions and Components
1.2.1 What is Communication?
Communication is defined as ‘an art of passing/transmitting information, ideas, opinions, and attitudes from one person to the other.’ This serves as a general definition of the term. Different authors have defined communication in various ways. Some of the important definitions are:
- Peter Little: “Communication is the process by which information is transmitted between individuals and/or organizations so that an understanding response results.”
- William Newman and Charles Summer: “Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons. Communication is also defined as intercourse by words, letters, symbols or messages and as a way that one organization member shares meaning and understanding with another.”
- R. S. Davar: Communication is the process in which an appropriate presentation amongst the individuals in an organization takes place, in order to have a meaningful exchange of dialogues, resulting in consensus.
- Willam Scott: Administrative Communication is the process in which ideas and thoughts are communicated correctly, which results in feedback and appropriate action, which in turn results in an assurance of achieving the objectives of an organization.
From the above definitions, the word ‘Information’, highlighted in Peter Little’s definition, is of great importance because the transmission of information takes place in communication. The definition by Newman and Summer explains how and what type of information is exchanged, noting that communication involves not only information, opinions, or ideas but also emotions or feelings.
Features of Communication
The key features of communication include:
- It is a two-way process.
- It is a continuous and ongoing process.
- A minimum of two persons are required.
- The process can travel in any direction.
- It facilitates cooperation and participation.
- Communication is integrated.
1. Communication Involves a Two-Way Process
It is not only important to give information, but it is also important to receive expected feedback from the other person after giving information to him. Thus, we find two primary activities in communication: the first activity is giving information, and the other is getting expected feedback. Therefore, we can say that communication is a two-way process. The detailed information about the two-way process is found in the communication process, which we will study later.
2. Communication is an Ongoing / Continuous Process
As man lives in society, he continuously comes in contact with other persons. Therefore, communication is found to be taking place continuously. Similarly, the communication process is taking place continuously in business organizations as many people are in touch with each other. The process of communication is ever-changing as continuous change is taking place in the environment and in the persons taking part in communication. Different elements of communication are connected to each other.
3. Minimum Two Persons are Required
For the purpose of communication, at least two persons are required: one person should be the message sender and the other, the receiver. Thus, we can say that for communication, at least two persons are required.
4. Communication Can Travel in Any Direction / Angle
Communication can travel in any direction. This means it can travel upward, downward, or horizontally, or it can travel in all these directions at once. Therefore, we can say that communication can travel in any direction.
5. Communication Facilitates Cooperation and Participation
One can experience that communication is helpful/useful for achieving expected objectives, as cooperation and participation are received from the other person through communication.
1.2.4 Elements of Communication
Up until now, we have studied how the communication process takes place and how its cycle is completed. Now we will study the various elements that actively participate in the process of communication and why their existence is important. The following are the various elements in communication:
Communicator / Sender
The person or organization who sends a message to another person or organization is known as the communicator or sender.
Communicatee / Receiver
The person or organization to whom the sender sends the message is known as the communicatee or receiver. The receiver, after receiving the message, interprets it and then gives a response according to the message. He also selects the appropriate message and medium to send the response; at this point, he becomes the receiver-sender.
Message
In the process of communication, the information, ideas, or feelings which are transmitted by the sender to the receiver are known as the message. The message is very important in the process of communication. In the absence of a message, communication will not take place. The success of the communication depends upon how effectively the message is sent by the sender. Therefore, the sender should decide to whom, through which medium, and which message is to be sent. If he makes a mistake while taking such a decision, the message will not be effective, and therefore, the basic purpose of sending the message will not be served.
Medium / Channel
A channel refers to the route through which the message travels to the receiver. It is the medium through which the message passes from the sender to the receiver. In today’s world, different types of channels, including advanced ones, are available (e.g., Personal meeting, Letters, Telegram, Telephone, Telex, Internet, Mobile phone, Satellite phone, etc.). From such available channels, the sender must select the fastest and most economical medium. If the message is correct but the channel is incorrect, the communication becomes faulty or unsuccessful. Therefore, the channel is also very important in the communication process.
Noise / Environment
In the process of communication, one more important factor affecting communication is the Environment (often referred to as Noise). While communicating to the receiver, the sender should consider the social, cultural, and educational status, traditions, and customs of the receivers.