Components of Communication || technical writing and Communication skills

Components of Communication

            Communication is a process of transmitting and receiving  messages. A communication is only effective if it brings the desired response from the receiver.

Communication consists of six components or elements.

Components of Communication :

        1.      Context

        2.      Sender/Encoder

        3.      Message

        4.      Medium

        5.      Receiver/decoder

        6.      Feedback

                 1.      Context :-

Every message begins with context. Context is very broad field that’s consists different aspects. One aspect is country, culture and organization. Every organization , culture and country communicate information in their own way.

                                 Another aspect if context is external stimulus. The sources of external stimulus includes ; meeting, letter, memo telephone call, fax, note, e-mail and even a casual conversation. This external stimuli motivates you to respond and this response maybe oral or written.  

                             Internal stimuli is another aspect of communication. It includes ; Your opinion, attitude, likes , dislikes, emotions experiences, education and confidence. Theses all have multifaceted influence on the way you communicate your ideas.

A sender can communicate his ideas effectively by considering all aspects of context mentioned above

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                2.      Sender / Encoder :-

Encoder is the person who sends message. In oral communication the encoder is speaker and in written communication writer is the encoder. An encoder uses combination of symbols, words graphs and pictures understandable by the receiver, to best convey his message in order to achieve his desired response.

                3.      Message :-

Message is the information that is exchanged between sender and receiver. The first task is to decide what you want to communicate and what would be the content of your message; what are the main points of your message and what other information to include. The central idea of the message must be clear. Messages maybe intentional and unintentional.

                 4.      Medium :-

Medium is the channel through which encoder will communicate hi message. How the message gets there. Your medium to send a  message, may be print electronic, or sound. Medium may be a person as post man. The choice of medium totally depend upon the nature of your message and contextual factors discussed above.
The oral medium, to convey your message , is effective when your message is urgent, personal or when immediate feedback is desired. While, when you r message is ling, technical and needs to be documented then written medium should e preferred that is formal in nature. These guidelines may change while communicating internationally where complex situations are dealt orally and communicated in writing later on.

                 5.      Receiver / Decoder

The person to whom the message is being sent is called receiver or decoder. Receiver may be a listener , a reader depending on the choice of medium by sender to transmit the message. Receiver is also influenced by the context, internal and external stimuli.
            Receiver is the person who interprets the message, so higher the chances are of mis-communication because of receiver perception, opinion, and personality. There will be minor deviation in transmitting the exact idea only if your receiver is educated and have communication skills.

                 6.      Feedback

 Response or reaction of the receiver is called feedback, it may be written or oral message, an action or simply, silence may also be a feedback to a message.

Feedback is the most important component of communication in business. Communication is said to be effective only when it receives some feedback . feedback actually completes the loop of communication.