Communication Models and Processes

Communication Codes

  • Definition of Codes: The symbols that carry messages in various forms. There are three basic types of codes used in communication:
    • Verbal: Refers to spoken or written words used to communicate thoughts and emotions.
    • Vocal: Involves aspects such as tone, pitch, and volume of the spoken words.
    • Nonverbal: Encompasses all other intentional and unintentional means of communication that do not involve spoken or written words, including body language, facial expressions, and gestures.

Effectiveness of Communication

  • Key Factors: The effectiveness of your communication depends on the consistency of the codes you use and the manner in which you channel them.
  • Channel: This is the medium selected to convey the message. Examples include:
    • Face-to-face conversations
    • Telephone conversations
    • Memos
    • Emails
  • Importance of Environment: An effective communicator must plan and control the environment as much as possible, which can include:
    • The time and place of communication
    • The physical setting
    • The social surroundings of the conversation

Noise in Communication

  • Definition of Noise: Any interference that distorts or blocks the message being communicated.
    • External Noise: Distractions in the environment that hinder communication such as:
    • Phones ringing
    • People talking
    • Uncomfortable room temperature
    • Internal Noise: Conditions within the communicators that affect their ability to communicate effectively, which include:
    • Physical conditions (e.g., headaches)
    • Mental distractions (e.g., daydreaming)
    • Emotional issues (e.g., lack of sleep, personal problems)

Stimulus and Motivation

  • Importance of Stimulus: A stimulus alone is not enough to trigger communication. The second requirement is sufficient motivation.
  • Motivation: The desire to respond and engage in communication.
    • Example of Motivation in Practice: Consider a classroom scenario where a teacher poses a question. Reflect on whether one felt inclined to respond and why.

Message Presentation

  • Encoding Process: Once stimulated and motivated, the sender must decide how to present the message.
    • Definition of Encoding: The process of putting a message into the form in which it will be communicated.
    • Example of Encoding: A manager correcting an employee's behavior must consider:
    • What will be said
    • The words used
    • The tone of voice employed
    • The sender typically acts as the encoder in this scenario.

Receiving the Message

  • Decoding Process: When the encoded message reaches the receiver, they must interpret it.
    • Definition of Decoding: The process through which the receiver attempts to make meaning out of the received message.
    • Example of Decoding: An employee receiving feedback from a supervisor might ponder questions such as:
    • "How serious is this feedback?"
    • "Am I in significant trouble?"

Frame of Reference

  • Definition of Frame of Reference: Each individual's frame of reference, which includes background and experience, influences how messages are encoded and decoded.
    • Components include:
    • Education
    • Background
    • Race
    • Sex
    • Life experiences
    • Attitudes
    • Personality

Communication Model

  • Participants in Communication:
    • Sender: The source of the message, who initiates communication.
    • Receiver: The individual who interprets the message. During communication, both parties may perform both roles as they share and receive information.

Stages in Communication:

  1. Stimulation (Internal or External): Triggers a thought that leads to the desire to communicate.
    • Example of Stimulation: A supervisor discussing a work context may trigger an employee's thought about an unrelated task, prompting a call to resolve a forgotten order.
    • External Stimulus Example: Witnessing someone trip can also prompt a desire to communicate.