f.y.b.com SEM 1 business communication most important brief questions



f.y.b.com SEM 1 business communication most important

Q.2 The components or elements of the Process of Communication:

1)   The Sender or Communicator: This is the WHO of the process.
The sender plays an important role since he is the source of the message. The process begins with him. He initiates communication using a variety of speech acts, some of which are: expressing ideas, feelings, thoughts, opinions directing the participants to do something persuading providing information sharing something with someone (i.e the receiver)

2)   Making the receiver take the action expected of him or her.
The sender controls the communication process in the sense that he, firstly, decides to put across some idea, and selects the medium or channel which he thinks will be most suitable to the receiver and the situation.

3)   The Message.
This is the WHAT of the process, and is an essential element in the communication process because, unless there is some thought or idea to share, there would be no communication.

4)   Encoding.
The message has to be formulated in some way to make it possible for it to be put across. This process is called encoding, which involves selecting, organizing information in a suitable way. Often, language, which is itself a kind of code, is regarded as a suitable means of conveying the message. By code is meant a set of words acting as symbols, agreed upon by all speakers of that particular language, to stand for, or represent certain entities. This is Verbal communication. However, non-verbal means of communication may also be used, and would be encoded in other ways. Telegrams use Morse code, the language of dots and dashes for sending the message.

5)   The Medium / Channel.
Since human beings cannot communicate telepathically, they need to use some channel or medium to put across the message. The terms channel Or medium would imply the physical form that the message takes. A message must necessarily travel through a specific channel. Of course, a choice of channels is available to the communicator. He may use the verbal (oral or written) method, or may use non-verbal ways (e.g. body language, facial expressions, gestures, silence etc); or he may use the visual means (e.g. pictures, maps, graphs, computer graphics); or he may use audio-visual devices like Radio, T.V., Computer.
Selecting an appropriate medium or channel (taking into account the receiver‘s age, background, education, gender etc.) is of paramount importance. A wrong choice could actually prevent communication from taking place, or may result in an unintended message going across to the receiver.

6)   The Receiver.
The receiver is also an important component in the process of communication because, unless there is someone to receive the message, it cannot be said that communication has taken place. The receiver is the person or group of persons to WHOM the message is directed.

7)   Decoding.
As the sender has to encode the message, that is, put it into some form to facilitate communication, the receiver has to decode the message, that is, interpret the symbols, and understand the meaning of the message. This he does against the background of his age, gender, past experiences, culture, attitudes etc.

8)   Feedback.
 After getting the meaning of the message, the receiver provides feedback which he encodes in the form of a response/reaction/reply to the message. Feedback plays an important part in the communication process, because it is desired and expected by both the sender and the receiver. The sender wants to know whether and how his message has been received, and the receiver, either consciously or unconsciously, usually provides a sign indicating that he has received the message.
It should be noted that feedback may be positive or negative. Positive feedback indicates to the sender the fact that his message has been received, understood, and accepted; and that he can proceed to the next point. Negative feedback tells the sender that his message has not been properly understood. It, therefore, functions as a corrective, as it makes the sender realize the defects or flaws in his manner of encoding. He will, therefore, have to encode the same message in a different way, so as to enable the receiver to understand it.
Feedback may be immediate or delayed. In the case of interpersonal communication, it is quick, as the sender is able to observe the response/reaction (e.g. a smile, nod, frown etc.) when he is conveying the message. He can also guess whether the receiver agrees or disagrees with him. However, in the case of a letter, feedback may be delayed as the receiver will take time to reply.
Sometimes, feedback is obtained indirectly, by observing the subsequent change of behaviour on the part of the receiver. Feedback is very important in business. It is important for the businessperson to know whether his/her clients and customers are satisfied with the products and services, or whether s/he needs to make changes. Feedback from employees is also necessary to improve the performance of an organization.


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