What is another term for a sender in the communication process?

1. Career Development
2. The Main Components of the Communication Process

By Indeed Editorial Team

Published 26 May 2021

Most people communicate many times and in various ways every day, especially in the workplace. In order to communicate effectively with colleagues and customers, it's beneficial to learn how the communication process works. In this article, we define the communication process, its components and how the process works.

Related: Communication Skills: Definitions and Examples

What is the communication process?

The communication process refers to a series of actions or steps being taken in order to facilitate successful communication between two or more people. The dynamic process involves several components, including the sender of the communication, the conceptualisation of ideas, the message being encoded and sent through a channel to the receiver, and then the receiver decoding the message and sending return feedback within a specific time frame. Effective communication is when the receiver understands the conveyed message by the sender exactly as intended.

There are several communication channels to consider within the communication process, which refers to the way the message transmits from the sender to the receiver. The includes mediums like voice, video, audio, writing an email, fax or body language. The overall goal of the communication process is to present an individual or group of people with information that they understand instantly. In order for the communication process to be deemed successful, the sender must choose the most appropriate medium to convey their message.

Related: 4 Types of Communication (With Examples)

Why the communication process is important to the workplace

Here are several reasons it's important to understand the communication process and how it affects workplace communication:

Affects the decision-making process

Efficient workplace communication provides management with information that's imperative to the decision-making process. This includes company data and employee recommendations. Without the communication process, it can be challenging to make the right decisions.

Improves cooperation

The two-way communication process encourages cooperation and understanding between colleagues and employees and management. This leads to less disruption and a more efficient work environment.

Boosts employee morale

Effective communication between employees and management helps them adjust to both the physical and social aspects of their specific work environment. It also improves the company's human relations, as an efficient communication process enables management to motivate, influence and interact with their employees, which boosts their morale and inspires them to achieve company goals.

Increases managerial efficiency and coordination

Managers rely on the communication process to convey company goals, issue instructions, and allocate jobs to their employees. It also allows them to coordinate smoothly and efficiently the personal (their employees and departments) and physical elements of their organisation. Essentially, management can't perform their job effectively and whole organisations suffer without communication.

The eight components of the communication process

The communication process involves several components that enable the transmission of a message, including:

• Sender: The person or communicator delivering a message to a recipient. They start the conversation and develop the idea that they intend to convey to the receiver.

• Encoding: The sender begins the encoding process when they use specific words or non-verbal techniques, like symbols, signs or body language, to transform the information into a message. The sender's knowledge, skills and background have a significant impact on the success of a message being understood correctly.

• Message: This refers to the information the sender relays to the receiver, once encoding is complete. The intended message may transmit in a variety of formats, such as verbal, written or a non-verbal method.

• Channel of communication: This is the transmission or medium used to deliver the message from the sender to the receiver. It's important that the sender selects the channel of communication carefully, so the message is effective and the receiver interprets it correctly. The sender may decide on the transmission method based on their interpersonal relationship with the receiver or the message's urgency. Verbal, visual and written are a few of the most commonly used channels of communication.

• Decoding: Performed by the receiver, this refers to how they interpret the message. Effective communication occurs when the receiver decodes and understands the message exactly the way the sender intends. The degree to which the recipient decodes the message depends on different factors, such as their knowledge, experience and relationship with the sender.

• Receiver: The receiver is the intended recipient of the transmitted message from the sender. Their intention is to comprehend the message to the best of their ability.

• Feedback: Feedback ensures the receiver receives and interprets the message correctly. Feedback increases the effectiveness of the communication process, as it allows the sender to know their message efficacy. The receiver's feedback or response to the sender may be verbal or non-verbal. Feedback also starts an interaction and the continuation of the communication process.

• Noise: The final element of the communication process, noise comprises the barriers in communication. Sometimes, recipients may not receive messages from senders or they're delivered incorrectly.

Related: Improve Your Non-Verbal Communication Skills

How the communication process works

For successful communication in the workplace, it's imperative to understand how the communication process works. Here are the seven steps in the communication process:

1. The sender conceptualises an idea for transmission

The beginning of the communication process involves the sender developing an idea they plan to transmit to an individual or group of people. Essentially, they plan the overall information or topic they want to send to the receiver.

2. The sender encodes the message

Once the sender conceptualises their idea, they convert it into a message for transmission to the receiver. This means they transform their thoughts or the information they want to send into a certain format. For instance, if they're writing an email to a colleague, the sender will translate their idea into words. Message encoding can also be non-verbal, oral or symbolic.

3. The sender selects their channel of communication

Next, the sender determines how to transmit the message to the receiver, which involves selecting the most appropriate channel of communication for the message they're relaying. Common channels of communication include speaking, writing, email, text or non-verbal communication. If this is workplace communication, ensure to select the proper and most professional channel of communication.

4. The message transmits over the channel of communication

Once the sender chooses their channel of communication, the message begins the transmission process. The exact method will depend on the selected medium, but in order for the message to transmit properly, the sender should have chosen the most appropriate channel of communication.

5. The receiver gets the message

Next, the recipient receives the message from the sender. This component of the communication process is complete when the received hears, sees or feels the message.

6. The receiver decodes the message

The receiver decodes, interprets and converts the sender's message into a thought. When this is complete, they'll analyse the message and attempt to understand it the way the sender intended. If they perform the communication process effectively, the sender and receiver interpret the same understanding from the transmitted message.

7. The receiver provides the sender with feedback

Unless it's a one-way communication, the last step is the receiver providing the original sender with feedback as a reply. Feedback allows the recipient the opportunity to confirm they received and interpreted the sender's message correctly. Two-way communication is another term given to feedback between two people.

Related: Understanding and Overcoming Common Communication Barriers With Examples

How to improve the communication process

Here are some easy tips to consider when improving your communication skills and the overall communication process between you and your colleagues:

• Simplify your message: To ensure the receiver understands and interprets your message as intended, remember to keep your language simple and to the point.

• Keep your audience in mind: It's always important to consider the audience that will receive your message; particularly their needs and interests.

• Be an active listener: Effective communicators know it's important to listen carefully to what surrounding people are saying. This ensures they're sending the right message.

• Ask questions: Ask insightful and engaging questions to keep the communication flowing.

• Take the time to respond: Always consider how you might reply to a person so you convey your message effectively.

• Focus on your body language: It's important to be mindful of your body language and that of the person you're communicating with, too.

• Maintain eye contact: Making eye contact with the person or group you're communicating with shows that you're engaged and actively listening.

• Clarify your message if needed: If the recipient doesn't interpret your message correctly, ensure you clarify it, which will help them better understand you and your communication process.