The components of an effective communication

The components of an effective communication and what leads to the success or failure of an effective communication. 

  

            Communication can be defined in different ways by some scholars as follows:-

“Communication is a two-way process in which there is an exchange and progression of ideas towards a mutual accepted direction or goal”. Kaul (2000:2).

From that meaning, I can conclude by saying that, “communication is a process of exchanging verbal and non verbal messages. Or communication is the exchange of information’s”.

The effective communication means that, the communication that meets the desire of the information provided to the receiver.

Therefore, the effective communication has its main components as explained by different authors as follows:-

Context, every message (oral or written) begins with context. Context is a very broad field that consist different aspects. One aspect is a country, culture and organization. Every organization, culture and country communicate information in their own way. Lester (2004). Examples of contexts are telephone call, fax, memo, email, letter.

Sender/Encoder/Speaker, Kaul (2000:2), she said that “The person who initiates communication process is normally referred to as the sender. From his personal data bank he selects ideas, encodes and finally transmits them to the receiver”. Apart from that explanation a sender can be explained as a person who sends message to the receiver normally in oral means or written. Examples of sender are graphs, pictures and words.

Message, in the communication field, Thomas (2006:88), He states that “a message represents information that is sent from a source to a receiver. The message includes any thought or idea expressed briefly in a plain or secret language prepared in a form suitable for transmission by any means of communication”. So that message is the information that is exchanged between sender and receiver. Examples of messages are news, advertisements.

Channels, “Communication occurs through a specific channel or channels. Channels are also referred to as medium, hence references to mass media or to the media. The channel determines the means in which the communication is delivered and received”. “Channels differ from each other in terms of attributes, attention getting, and volume of information conveyed, among other factors” Thomas (2006:89). Therefore the channel or medium will send a message in terms of sound, video and picture. Examples of these channels are television, radio, newspaper, books, computers and telephones.

Receiver/Decoder, Kaul (2000:2), states that, “The listener receives an encoded message which he attempts to decode. This process is carried on in relation to the work environment and the value perceived in terms of the work situation. If the goal of the sender is envisioned as similar to his own, The listener becomes more receptive”. Then, the receiver is a person who interprets the message.

Feedback, this is the most important component of communication, Lester (2004:3), “effective communication takes place only when there is feedback. The errors and flaws that abound in business situations are a result of lack of feedback”. Feedback is the main component of communication process as it permits the sender to analyze the efficacy of the message. It helps the sender in confirming the correct interpretation of message by the decoder. Feedback may be verbal or non-verbal. It may take written form also in form of memos and reports. Example, smiles and sighs.

An effective communication can be successful if the following factors is considered as explained by some authors;-

Selection of favorable environment, Clarke (2000:58), “The physical environment is also a major factor in effective communication. Interaction needs to occur in an appropriate environment. If confidentiality is a concern, privacy will be important, so that the interaction will not be overheard. Too much noise or too many distractions can seriously inhibit the effectiveness of communication. Comfortable sitting can also help”.

A sender should be responsively to the feelings of others (audiences), “It takes two to communicate. Anticipate and appreciate the reactions of members of the audiences. Recognize their operational circumstances, and present your message in a form they relate to”. Badiru (1993:128).

A sender should consider the level of education of the receivers, Toomey (1999:204), “The message should be related to the level of education of the people who receive the message so as to simplify the communication process”. It is true that, the effective communication needs the same level of education among the communicators.

Build interest and stimulate desire, Blantley and Miller (2010:297), “The opening of a persuasive message introduces the theme of the message. The explanation expands on that theme to create receiver interest and desire. The explanation presents information that convinces receiver of the value of your request”.

An effective communication can fail due to various factors as explained by different scholars as follows:-

Physical factors, “These barriers are those that separate people from each other and mark territories. This type of barrier can often be seen in the workplace where offices and closed doors stop communication”. King (2007). Examples of physical barriers are mountains, roads, and large water bodies.

Language problem, Smith (2010), “Using words which another cannot understand will certainly stop your message from being conveyed. This not only applies to actual languages, but that of expressions, buzz words, and other jargon. If one is not familiar with your language, misinterpretation will occur”. Using the language which is not familiar to the receiver, it may lead to the failure of an effective communication.

Cultural aspects, “Ethnic, religious and social differences can often create misunderstandings when trying to communicate. These differences can also affect perceptual factors”.  Kaul (2000:103). If a sender is not well understood the cultural aspects of the receivers, the an effective communication will be difficult to occur. Hence the communication fails.

            Emotional problems, “Trouble listening can occur if one is consumed with emotion. Hostility, anger, fear, and other emotions make it hard to hear outside of one’s self”.King (2007). The emotions like anger and fear to either a sender or a receiver may hinder the effective communication to occur.

            Gender inconsideration, Smith (2010) “Variation exists among masculine and feminine styles of communication. While women often emphasize politeness, empathy, and rapport building, male communication is often more direct. Meshing these two styles without awareness could be becomes a barrier”.

              Conclusively, we can say that, in communication is a major issue to any aspects in our daily life, but that communication will be very successful in the society if those barriers will removed to either a sender or receiver. And  the communication it comes be an effective when the receivers will respond positively to the an information received.

REFERENCES:-

Badiru A (1993),MANAGING INDUSTRIAL DEVELOPMENT PROJECT: A PROJECT       MANAGEMENT APPROACH, Van Nostrand Reinhold Publishing. United States of America.

Clarke L (2000), HEALTH AND SOCIAL CARE (3^rdEdition), Stanley Thornes (Publishers) Ltd, United Kingdom.

Kaul  A, (2000). EFFECTIVE BUSINESS COMMUNICATION, Prentice-Hall of India private             Limited, New Delhi.

King  H (2007). THE LANGUAGE BARRIER, Trafford Publishing, North America

Lehman C (2010), BUSINESS COMMUNICATION, United States Copyright Act, United States of America.

Lester  P (2004). VISUAL COMMUNICATION, Michael Rosenberg, United States of America.

Smith  D (2010). MANAGEMENT COMMUNICATION, John Willey and sons Inc. United States of America.

Ting-Toomey S (1999), COMMUNICATING ACROSS CULTURES, A Division of Guilford Publications, Inc, Spring Street, New York.

Thomas R, (2006). HEALTH COMMUNICATION, Springer Science and Business media, Inc, United States of America.