31/10/2023
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Communication is the process by which individuals exchange information, thoughts, ideas, feelings, or expressions with others. It can occur through various modes and mediums, such as verbal speech, writing, gestures, body language, facial expressions. Effective communication is fundamental for understanding both individually and within a system, relationship-building, and collaboration in both personal and professional contexts. In order to effectively communicate it is crucial to understand the communication process.
The basic process, a dynamic and interactive cycle, consists of a source or sender, a message, the encoding, a medium, a receiver, decoding and a response or feedback. "Noise" is a possible external factor or disturbance that can interfere with the message´s clarity or perception.
The communication process begins with the sender who wants to communicate something and transforms a thought or idea in a communicable message. It involves selecting language, words, gestures, symbols, or expressions to represent the message. The encoding is influenced by the sender´s personal experiences, emotions, knowledge, cultural background, and education. The message is the encoded information, content the sender wants to transmit. There are different ways of encoding a message as:
- Verbal – using words, spoken or written
- Non-verbal – using gestures, body language, facial expressions and other non-word-based methods
- Visual communication – using graphics, designs, and other aids like charts, infographics
- Digital, electronic communication – using emails, text messages, social media and other digital platforms
The channel or medium is the tool used to transmit a message: face to face, telephone, emails, internet, social media platforms, post office, radio etc. These have under groups. Face to face for example can happen in many different forms, from a personal conversation to theatre.
Noise is the disturbance factor, internal or external, the factor that interferes notions or distorts the message or receival. It can be physical (sounds), psychological (preconceived notions or biases), or semantic (using a language, accent or jargon the receiver doesn’t understand). Noise has an impact on the process of decoding a received message.
Personal experiences, emotions and cultural background influence the sender during encoding as they play a role in how the receiver decodes the message.
After decoding a message, the recipient responds or reacts to the message, internally or externally. The sender will get an idea if the message was decoded according to the intention of the message or if there may have been a miscommunication. The whole process is a feedback loop as every feedback is also a sent message.
In every step of the process something can ´go wrong´ and make it difficult for the receiver to decode in the correct way, in the way that was intended. The same is valid for the feedback.
The more we are aware of this process and the better we know the counterparts the more effective the communication will be. Effective communication between employees in an organization foster understanding, builds trust, encourages collaboration, and improves overall organizational efficiency.
Some general principles that are essential for effective communication are:
- Clarity and conciseness
Be clear about the message you want to convey. What do you want to say, what do you want to transmit? Be concise. Use jargon only when needed or intentional.
- Active listening
Listen to what the other person is saying without immediately formulating a response. Reflecting you ensure better understanding, and you demonstrate and practice respect.
- Empathy
Try to understand the feelings and perspectives of others. Crucial for an effective codification. Builds trust and rapport.
- Open-mindedness
Be receptive to feedback and willing to consider different points of view.
- Non-verbal cues
Be aware of body language, facial expressions, and tone of voice, as they can communicate just as much, if not more, than words. Be attentive if you realize gaps.
- Ask questions
If something is unclear, ask for clarification. Not only does it help to understand but you express your interest and engagement. This is as appreciated as the active listening. We often do not really listen due to the fast rhythm of our life and a more superficial way of reception and communicating through social media.
- Feedback
Provide constructive feedback when necessary and be open to receiving it.
- Avoid interruptions
Allow a speaker to finish their thought before responding. It is a question of respect.
- Be present
Focus on the conversation at hand. Avoid multitasking or letting your mind wander.
- Choose the right medium
Different messages to different target groups or a single person may be communicated through different channels.
- Structure
Having a clear structure, especially in written communication, but also in a personal face to face communication, helps the recipient to follow your message easily.
- Timing
Be sure to choose an appropriate time and moment for communication. Especially if a topic is sensitive.
- Be respectful
Always approach communication with respect for the other person, regardless of disagreements.
- Cultural awareness
In diverse settings be aware of cultural norms and sensitivities to communicate effectively and respectfully. The codification and decoding are important. Some words, symbols may have a different meaning and significance.
- Feedback loop
Ensure that there is a mechanism for feedback, so you know your message has been understood as intended.
- Reiteration
Sometimes important points have to be repeated to emphasize their significance.
- Adaptability
Analyse and adapt to the communication style of others.
- Knowledge acquisition
Learn from every conversation and communication about different cultures, histories, traditions, and societal norms. The more you know, the better you will be equipped to communicate effectively.
- Avoiding stereotypes
To communicate making assumptions based on stereotypes is dangerous and can be offensive. Stereotypes limit your perception and thus your capability of effective communication. The receiver may close down immediately, the message does not get through anymore.
- Patience
Recognize that misunderstandings can occur. Be patient in resolving them.
Be aware of these principles, try to follow them to foster a better understanding, build trust, respect others, and make sure your message is received as intended and you interpret the feedback as intended.
Misunderstanding occurs when you do not apply these principles, when you are not aware or you don´t know them. Think of being ambiguous in a message or not knowing cultural differences. Imagine misinterpreting non-verbal cues or using a jargon the recipient is not familiar with. Consider you may make assumptions or apply unintentionally filters.
Other influencing factors that can lead to non-effective communication are distractions, emotional influence, different perceptions of a topic, technological issues, and overloading.
Be mindful about all these sources of misunderstanding and non-effective communication.
The more you understand the person you are communicating with and the more respectful and sensitive you are, the easier you will reach your goal of communication, create a bond and engagement.
In a company it is important for both, managers, and employees. An employee who wants a raise needs to know how to ask for it. A manager who introduces digitalisation needs to be able to guide this change by communicating.
In some practices correct communication is essential, think of Government Relations and Public Affairs for life science, in healthcare or in diplomacy and international relations, in law, education, aviation, emergency services, science and research, technology and IT, media and journalism, counselling and therapy, customer service and human resources or wherever you have to create advocacy and thought leadership and resolve conflicts. The communication process is crucial to its success.
“The art of communication is the language of leadership”.
James Humes