Introduction to Communication System

The communication system is a system which describes the information exchange between two points. The process of transmission and reception of information is called communication. Communication is the most vital ingredient of an organization. The people working in an organization are interrelated; their activities are also related. A proper communication system is very important to achieve goals of an organization. The term communication has been derived from the Latin word communis that means common. Thus, if a person effects communication, he establishes a common ground of understanding.

Need of communication system

·         Good communication encourages motivational skills.

·         It is a mode of information in the decision-making process.

·         Communication emphasises socialising within or outside the organizational structure

·         It helps in controlling the process. Employees have to follow the organization rule, code of conduct and other company policies.

·         Communication is mostly used to share the information among people.

Definition of communication system

Communication is a two-way process which involves transferring of information or messages from one person or group to another. Process of communication must require a sender, receiver and a communication channel. Communication system can also be defined as sharing of information, exchange of facts, ideas, opinions or emotions by two or more persons.

Communication cycle

The process of communication is a repetitive process. Any process which starts at a point and ends on the same point is referred to as a communication cycle. The communication is a two way process. It requires a sender, a receiver and a message that is sent to the receiver. For an effective communication, the message sent is required to be understood y the receiver. Thereafter, a feedback is sent back to the sender by the receiver which informs that the message was effectively communicated.

Elements of communication system

The process of communication can be broken down into several elements. Out of them five most important elements that make a communication effective are as follows:

·         Sender

·         Receiver

·         Message

·         Channel

·         Feedback

Sender

The sender is the individual who initiates a message and is also called the communicator or source of communication. The sender might be a speaker, a writer, or someone who merely gestures. The success of any communication system depends on the skills, abilities, authority, etc of the sender. But sender has to perform several functions for effective communication system. Some them are as follows:

·         He has to decide the purpose of communication. The sender must know why is he initiating this communication. For example, the sender might be initiating the communication to transfer the data or to impose some decisions.

·         The sender must know the receiver. The sender should know the type of audience to which he is communicating.

·         The sender should communicate in a way that is understandable to receiver.

·         The sender should properly encode the message and make sure that message reaches its desired destination.

·         The sender should use an effective channel for communication.

Receiver

 The person who receives the message in any communication is referred to as receiver. The purpose of any communication system is to deliver message to receiver. The sender want to share their views or thoughts with the receiver. The success of communication system depends on the interpretation skills of receiver. Several functions of receiver are as follows:

·         The receiver needs to be attentive so that they don’t miss out on the information sent by the sender.

·         The receiver also has to actively participate in communication system.

·         The receiver should be able to understand the context of communication system.

·         The sender has to give feedback as a response to sender for effective communication system.

Message

Communication systems basically serve to communicate a message and this is in the form of a word, group of words, code or symbol and out of all these a desired message is to be communicated and therefore this is the function of an information source to produce the required message which has to be transmitted. Message is the content of communication system. It basically contains the information that is shared among the individuals or among groups.

Channel

Channel means the medium through which message travels from transmitter to receiver or we can say it provides a physical connection between the transmitter and receiver. Several number of channel can be adapted for communication system. Depending upon the type of communication, channel is chosen. Generally, there are two types of channels

Natural channel

Artificial channel

Natural channel: Natural channel include five senses of human body and body language like gestures and postures.

Artificial channel: Artificial channels are channels created by humans for their communication. The channel can be an electronic or non-electronic media. For example, notice board, mobiles, televisions, signs and symbols, etc.

There are two important elements of channel: encoder and decoder. They are important but not necessary. These two elements are required when the message is confidential and only needs to be shared between sender and receiver. Sender uses encoder to encrypt the message and receiver uses decoder to decrypt the message.

Feedback

Feedback is the final element in communication system. It is the response or reply given to sender by receiver. Feedback is the result of communication. Feedback is very important for a communication to be effective. Feedback can be immediate or slow depending upon the channel of communication. Feedback allows the sender and receiver to decide whether the purpose of communication is fulfilled or not. Generally, the receiver gives a feedback. Feedback can be positive or negative. Positive feedback represents the success of communication whereas negative feedback represents the failure of the communication process.

Communication process

Communication is regarded as a process because the phenomenon of creating and exchanging message is continuous and ever-changing. Communication process involves a series of action in a systematic way. Communication can best be summarized as the transmission of a message from a sender to a receiver in an understandable manner. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place. The entire process of communication process may fail if not taken care of while sending the message.

 

 

 

 

 

 

 

 

 

 

 

 

 

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. The essential stages in the process of any communication system are as follows:

Step1: Defining the context

Step2: Knowing the audience

Step3: Designing the message

Step4: Encoding

Step5: Selecting proper channels

Step6: Transmitting

Step7: Receiving

Step8: Decoding

Step9: Giving feedback

Step1: Defining the context

The context results in a basic understanding of the situation in which the communication is taking place. Context means the surrounding or circumstances. Defining the context in communication system is very important as it describes the purpose of communication system. Defining the context is always in the hands of sender. The context of communication system decides the further stages of communication process. For example, discussing a business meeting in a cricket match is not advisable. A college party is not a good spot to advise students about the class room discipline.

Step2: Knowing the audience

It is very important to know the audience to which sender is communicating. Audience is often referred to as receiver. Audience analysis involves identifying the audience and adapting a speech to their interests, level of understanding, attitudes, and beliefs. Taking an audience-centred approach is important because a speaker’s effectiveness will be improved if the presentation is created and delivered in an appropriate manner. The sender should know the age group, knowledge level, capacity and capability of the audience for the effective communication. The entire purpose of communication is to deliver the information or share some news to audience. For example, Industrial visits for a 1^st grade student is not effective as they will not understand anything. However this visit can really help graduate students or Engineers. Similarly, giving a business lecture to a toddler is of no use. Speaking Russian with the people of Spain will lead to   miscommunication.

Step3: Designing the message

Message design is the process of connecting insights about the priority audience with key information the audience needs to know in order to make the change the program desires. Successful, well-designed messages are simple, memorable, easily understood, culturally appropriate and meaningful to the audience. Systematic collection of data is required to orderly design the message. While designing the message, some points need to be taken care of like unfriendly words, different language, using difficult terms, etc. The message should be simple and should contain entire information that is needed to deliver to audience. For example, students are always taught basic calculations first and then they can easily solve calculations.

Step4: Encoding

Encoding is a process of converting a message to a form which is understandable by receiver. The translation of idea or data into a message is called encoding. For some cases encoding is done to convert a message into a form so that only receiver understands the message. It involves various form of codes, or different symbols. Encoding can be oral, written or visual. For example, speaking in another language so that your audience receives your message is a form of encoding. Also, decorating homes and cities in some festivals is a type of non-verbal encoding for happiness.

Step5: Selecting proper channel

Sender of the message decides the channel for communication. Channel depends upon the type of communication. Sender should be aware of the type of communication. Selection of channel depends on four factors.

Factors

Type of audience: Sender should be aware of the type of audience to which he or she is communicating. For example, One should use sign language for people with disability of listening and hearing or oral and visual representation for people who are not literate.

Type of situation: Sender should be aware of the situation in which he is communicating. For example, Projector can be used in a conference room. Visual communication can be used in a noisy environment.

Type of message: Choice of channel also depends on the type of message. For example, statistical information can be best shared using graphical representation. Short message can be best shared over voice. Long message can be shared over fax, mail or letter

Need of speed: This is one of the most important factor while deciding the channel. Some messages need to be shared as soon as possible while others may wait. Urgent messages can be sent over speed post, email, etc. While messages which are not urgent can be sent using letters or hand delivery, etc. For example, a manager will use a phone call to convey his message to one of his subordinates but for informing the same thing to entire staff he may use a notice or email.

Step6: Transmitting

One the message is ready with the channel; the sender transmits his message. It is the responsibility of the sender to not violate the fidelity of message. Also, the sender should ensure that the channel is free from barrier so that the message reaches its destination properly. For example, letter may get damaged in transit.

Step7: Receiving

Receiver is an important element of communication system. It is the responsibility of receiver to receive a message and interprets it properly. Receiver must ensure that he is receiving over the same channel to which sender is transmitting. For example, an intern waiting over call for the answers to his mail. The intern should expect reply over the mail only.

Step7: Decoding

As the message is received, first step is to decode the message. In simplest term it can be said as to understand the message. Decoding means deriving the information from the message. While decoding, the receiver analyses the sender, his intent of sending this message and tries to find out the meaning.

Step8: Giving feedback

Giving feedback is the most important element for the feedback. It not only ensures the sender that the message has been receive. But it also helps the sender to understand that whether his purpose of communication has been fulfilled or not. By giving feedback, receiver informs the sender that the message has been received, understood, accepted and acted upon. The desired response from the receiver indicates that the communication was effective. But in case, if the feedback is not desired, the sender must modify the message.