Communication is often presented as the key to smooth organizational operations. It is indeed true that a firm that has established channels and processes for seamless communication is better placed to operate without hitches. Given the importance of communication, firms need to understand the various elements that constitute this process and the impact that it has on their operations. A full understanding of how communication occurs creates a climate that facilitates growth and engagement.
The Communication Process
Communication is an elaborate process that is composed of seven key components. These components include the source, encoding, channel, decoding, the receiver, feedback and context (“Understanding Communication Skills”, n.d). The source is the individual from whom the message emerges while the receiver is the one at whom the message is directed. While encoding refers to the process through which the message is packaged, decoding involves making sense of the message (“Understanding Communication Skills”, n.d). The channel is the tool or medium used to convey the message while feedback refers to the response that the receiver issues after obtaining the original message. Context concerns the larger issues that shape and define how the message is created, delivered and interpreted (“Understanding Communication Skills”, n.d). The different components of the communication process function together to ensure seamless and smooth flow of information and ideas.
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Vital Approaches
There are various different approaches that individuals adopt as they communicate. The strategic approach is undoubtedly the most effective. Essentially, this approach involves making consideration for the various factors that affect the communication process. It is composed of three layers. The first layer is concerned with the culture of an organization and how it defines the communication process (“Understanding the Managerial”, n.d). For example, the communication climate and cultural context are some of the organizational issues which influence how communication is carried out. The second and third layers are other components of the strategic approach. The dynamics of the receiver and the sender of the information and the nature of the message itself are some of the issues that make up the second layer (“Understanding the Managerial”, n.d). On the other hand, the third layer is composed of factors like the environment in which communication occurs, and the media employed. When they adopt the strategic approach, individuals endeavor to leverage the organizational culture to deliver messages using appropriate media while accounting for the dynamics of both the sender and the receiver.
Most Important Element
As noted in a previous section, the communication process is composed of various elements. Each of these elements plays a critical role. However, it can be argued that the channel is the most important element. The importance of the channel lies in the fact that it determines whether the communication process occurs smoothly (Cano, Boles & Bean, 2005). When one uses an inappropriate channel, their message is likely to suffer distortion, leading to misunderstandings and confusion. Furthermore, the channel selected influences how the message is received and interpreted. For example, if one chooses to communicate through social media, their message can be regarded as being informal. On the other hand, the use of such media as emails creates a sense of formality and urgency. It is therefore important for individuals to select channels carefully.
Sufficiency of Source and Message
There is no question that when there is a source who has a solid message, the communication process is likely to proceed without hitches. However, it is important to note that a source and a message are not sufficient. The other elements of the communication process are equally critical. For instance, however competent the source is, success cannot be expected when an appropriate medium is lacking or the receiver is hostile. Context is also an essential component as it shapes how messages are interpreted (Cappelen & Dever, 2016). Therefore, for communication to run smoothly, all the seven elements have to be in place.
Impact of Time
Time is among the factors that affect management as well as the communication process. The impact of time on management can be seen in the amount of time that managers spend performing such activities as communicating with stakeholders. Furthermore, time affects the decision making process of the manager. For instance, in an effort to maximize the impact of a message, the manager may release the message at a time when all employees are available. Time also has a significant impact on communication. For example, when selecting the media to use, one needs to consider such issues as the time at which the media has the widest reach. In conclusion, as they share ideas and insights, individuals should be deliberate and careful. They need to consider the different aspects of the communication process.
References
Cano, C. R., Boles, J. S., & Bean, C. J. (2005). Communication media preferences in business-to-business transactions: an examination of the purchase process. The Journal of Personal Selling and Sales Management, 25 (3), 283-94.
Cappelen, H., & Dever, J. (2016). Context and communication. Oxford: Oxford University Press.
Understanding communication skills. (n.d). Mindtools. Retrieved January 18, 2019 from https://www.mindtools.com/CommSkll/CommunicationIntro.htm
Understanding the managerial communication process. (n.d).
