Eight Essential Components of Communication
Eight Essential Components of Communication
In order to better understand the communication process, we can break it down into a series of eight essential components:
Source
The source imagines, creates, and sends the message.
In a public speaking situation, the source is the person giving the speech.
The source conveys the message by sharing new information with the audience.
The message is conveyed through:
Tone of voice
Body language
Choice of clothing
Steps to follow:
Determine the message - what to say and how to say it.
Encode the message - choose the right order and words that convey the intended meaning.
Present or send the information to the audience.
Observe the audience’s reaction to perceive message reception and provide clarification or further information accordingly.
Message
Defined as "the stimulus or meaning produced by the source for the receiver or audience" (McLean, 2005).
Elements of a message include:
Choice of words and combination with grammar and organization.
Timing and structure, including saving the most important points for last.
Delivery, which encompasses tone, body language, and appearance.
In written communication, factors like writing style, punctuation, headings, and formatting.
The environment/context of the presentation and potential noise impacting reception are included:
For example, opening a speech addressing a shared awareness like a World Series game may capture audience attention.
Channel
Defined as "the way in which a message or messages travel between source and receiver" (McLean, 2005).
Examples of channels:
Spoken channels: Face-to-face conversations, speeches, telephone conversations, voice messages, radio, public address systems, VoIP.
Written channels: Letters, memorandums, purchase orders, invoices, articles, blogs, emails, text messages, tweets, etc.
Illustrative scenarios:
Understanding a story with just body language when audio is off, or following a storyline by listening while visual input is absent.
Receiver
Defined as "the receiver receives the message from the source, analyzing and interpreting the message in ways both intended and unintended by the source" (McLean, 2005).
Analogous to a receiver in a football team:
The quarterback (source) throws the football (message) to the receiver, who must interpret it correctly to catch the ball (intended meaning).
The receiver engages through senses like listening, seeing, touching, etc.
Nonverbal responses from the audience offer clues for the source to adjust the message delivery and can indicate understanding or needs for clarification.
The process of communication occurs dynamically in tandem, symbolizing its fluid nature in business contexts.
Feedback
Feedback is either intentional or unintentional responses sent back to the source by the receiver.
It plays a crucial role in determining how well a message was received:
Provides clarity, agreement or disagreement, and suggestions for making the communication more engaging.
Research shows that as feedback increases, the accuracy of communication also increases (Leavitt & Mueller, 1951).
Environment
Defined as "the atmosphere, physical and psychological, where you send and receive messages" (McLean, 2005).
Components of the environment include:
Physical attributes such as furniture, lighting, and audio equipment.
Psychological aspects like attire signaling formality vs. informality.
The environment can influence how messages are received, potentially creating intimacy or barriers to communication, such as physical distance that leads to alternative means of communication like texting.
Context
Defined as "the setting, scene, and expectations of the individuals involved" (McLean, 2005).
Contextual elements dictate communication expectations, including:
Professional attire and expected behaviors within said context.
Understanding of what is considered respectful or informal language, which can vary widely among individuals and settings.
Context shapes how interactions unfold, influencing timing and appropriateness depending on the occasion (e.g., a wedding or a business meeting).
Interference
Also called noise, it encompasses anything that alters or obstructs the intended meaning of the message (McLean, 2005).
Types of interference include:
Environmental noise (e.g., car horns, billboards).
Psychological noise: Distracted thinking can impede effective listening.
Illustration of interference through examples:
A scenario where a busy mind misleads the interpretation of an email, resulting in missing critical information.
Recognizing noise's impact is essential in both decoding and encoding the message.
Models of Communication
Communication can take several forms; two notable models are often discussed:
Transactional Model of Communication
This model posits that the source and receiver can send messages simultaneously, reflecting a continuous process of interaction (see Figure 1.3).
Highlights the blurred lines between sender and receiver roles during conversational exchanges, where feedback is immediate and constant.
Constructivist Model of Communication
Emphasizes the negotiated meaning through interpretations constructed by the individual (see Figure 1.4).
It showcases how the same word can hold different meanings for different people, requiring negotiation for mutual understanding.
Example of misunderstanding when ordering “Coke” in Atlanta, highlighting regional language differences:
In Atlanta, “Coke” may be used generically for all soft drinks, leading to communication errors with individuals from different regions.
The necessity of establishing common ground to achieve effective communication under such circumstances is key, as each party must negotiate their understanding of terms and concepts.