Communication process and the correct message

Communication process and the correct coreIntroductionCommunication is a precise day routine communicating that chamberpot be whether it is talking to the great unwashed on the teleph one or in person ,talking dictation and transcribing short letter correspondence , listening with colleagues and staff ,writing letter, faxes, reports and e -mail .It is essential to learn from our communicatings, from our successes and our failures ,and to develop and enhance our conversation skills . Communication involves the sharing of estimates and in figure of speechation. While m whatsoever mountain think of communication primarily in spoken or written form, communication is in fact so much to a greater extent. A knowing look or a gentle touch advise also go on a pith loud and clear, as hind end a hard push or an angry slap. So, what is communication -an interaction among two people in which something is exchanged. Thus, communication has two important functions in an organization as it enables people to exchange necessary information, and It helps set members of the organization isolated from non-members.Communication may be defined as giving, receiving or exchanging information, opinions or caprices by writing, speech or visual means, so that the marrow pass awayd is completely understand by the receiving system. Communication is the process of sharing our ideas, thoughts, and feelings with other people and having those ideas, thoughts, and feelings understood by the people we argon talking wit. When we communicate we speak, listen, and observe. The process of communication is lucky only when the receiving system understands an idea as the vector intended.Effective communication is the result of the about accurate exchange of information, full understanding of the nub by hoth the parties, and appropriate action taken upon completion of the information exchange. The flat coat of effective communication, whether. verbal or written, is clarity nearl y the subject matter. Since communication is the act of creating understanding, therefore, the meat should be communicated in such a way that it is authentic as the communicator intended, without any misunderstanding. Effective communication requires a thorough knowledge of the communication process, the surround in which it is taking place and an aw arness about the possible barriers that may hinder the flow of communication. Understanding between the communicator and the murderer of the message is also genuinely important.Define Question 1To answer this question I need to know more details about the communications process. After get the knowledge about the communication process then only I spate condone the process that a communication undergoes. For this question I need to build the communication process. From the figure I bequeath explain the five steps that is involve in the communication process and the function of each steps. Fin eithery, after get out the steps, I need to know the method and process to ensure that the sense of hearing has received the redress on message. I also get to know about the vocalizer and listener attitude and purposes and highroad that can be use to ensure the right message received.Answer for Question 1Communication Process transmitter pass Channel/ Medium Message AudienceEncoding DecodingFeedback to sender of possible or appropriateProcess of communication and familiarize ourselves with the elements abstruse in the process. Communication is a five-step process The sender has an idea, the idea becomes a message, the message is transmitted, the receiver gets the message, the receiver reacts and sends feedback. Misunderstandings can arise at any point in time of the communication process and when that happens, the process breaks down. The transmission of the senders ideas to the receiver and the receivers feedback to the sender constitute the communication cycle or process. This process involves five stepSende r has an ideaConceive an idea and indispensableness to shargon it .The form of the idea may be influenced by the senders mood, frame of reference, background, culture, and physical makeup, as well as the linguistic context of the situation . Senders be individuals who react to situations from a unique vantage point, interpreting ideas and filteringexperiences finished their own perception. The sender encodes an idea or feeling in run-in or signs that the receiver will recognize and transmits this message to the receiver.Sender encodes the idea in a messageWhen we put idea into a message that we receiver will understand ,we are encoding. Encoding means converting the idea into words or gestures that will convey substance is translation or conversion of the idea or intention or message into words or signals so that receiver would reconvert the comparable as intended by the sender. A major problem in communicating any message verbally is that words pay off divergent meanings f or incompatible people .Thats why skilled communicators campaign to lease familiar words with concrete meaning on which some(prenominal) senders and receivers agree.Message travels oer a channelThe medium everyplace which the message is transmitted is the channel. Message may be sent by computer, telephone, letter, or memorandum. They may also be sent by means of the report, announcement, picture, spoken word, fax, or other channel. Because twain verbal and nonverbal message are carried, senders must choose channels carefully. Anything that disrupts the transmission of the message in the communication process is called noise. Channel noise rangesfrom motionless that disrupts a telephone conversation to spelling errors in an e mail message. Such errors damage the credibility of the sender. The channel we choose depend on our message , the location of auditory modality , need for speed and the formality of the situation.Receiver decodes messageThe person for whom a message is intended is receiver. Translating the message from its symbol form into meaning involves decoding .Successful communication takes place only when a receiver understands the meaning intended by the sender. Such success is often hard ton acquire because no two people share the very(prenominal) background .Success is further limited because barriers and noise may disrupt the process. Decoding is what the receiver does to reconvert the received words or signals into the idea or intention or message as originally intended by the sender. The problems associated with encoding or decoding are due to the fact that words or signals have multiple meanings and thus there is a possibility of either use of wrong words or wrong signals or understanding them in a way different from what is originally intended.Feedback travels to sender Feedback can take place adjacently or over a long period of time it may be the desired outcome of a series of communication which will take place over several mon ths. Both communication and sense of hearing can responds to the feedback. The verbal and nonverbal responses of the receiver create feedback,a vital part of the entire communication process. Feedback helps the sender known that the message was received and understood .Senders can encourage feedback by intercommunicate question. Senders can further improve feedback by delivering the message at a time when receiver can respond. The sender would be communicating back to the sender his or her evaluation or how he or she understood about each part of the message or word before the sender goesfurther in acting on the message. Here in the present deterrent example the secretary didnot give her feedback about what she understood and thus the intendedmessage failed.The communication process is repeated until both are parties have consummate expressing themselves .The process is effective only when each step is successful.. In order to send our message it is clear that we need an underst anding of the role of the communicator and audience, and then we can ask the appropriate channel of communication .That why communication process is important in our life.How to ensure the intended audience receive the right message?When we send a message, we intend to communicate meaning, but the message itself doesnt terminate meaning. The meaning exists in your mind and in the mind of the receiver. To understand one another, the receiver and I must share similar meaning of words, gestures, voice, and other symbols.There a few way to ensure the intended audience receive the right message Now who is audienceAn audience is a group. My audience readiness be my instructor, classmates, tthe president of an organization, the staff of a management company, orany other number of possibilities. Communication will also be determinedby the status of the audience. It different context each of us has a differentstatus and may represent different market segments.We need to consider audienceA udience has separate in many a(prenominal) way like sign audience is the firstaudience to get the message .Sometime this audience tells to write themessage. A gatekeeper has the power to stop you message instead ofsending it on other audience . The primeval audience will decide whetherto accept or will act on the basis of the message .The befriendary audiencemay asked to comment on the message or to implement idea after theybeen approved . Finally watchdog audience , though it does not have thepower to stop the message and will not act directly on it .This audiencepays close attention to the transaction between the sender and the primaryaudience and may base future actions on its evaluation of the sendermessage.Determine intended audience.We wont be able to construct the right message unless you identify theconsumers you want to reach. A sharply defined identify audience aids thedevelopment of a sharply focused and effective message to deliver. Wecan now from body language .Bod y language can divide into facialexpression , eye contact , posture and stance , physical contact ,andgestures or gesticulation. Facial expressions is one or more motions orpositions of themusclesof theface. The subtlety of facial expressions isdetermined by the types of eye contact we encounter .It is important tolook people straight in the eye when talking to them .Looking up ,down,or to the side indicates that they are not worthy of our full attention andtherefore lack signification . Posture and stance physical position orbearing while standing .Consider the attitudes that the postures is leaningforward on desk ,perching on edge of seat , trivial with pens, and composingand biting nails. Physical contact is much more than firm handshake.finally gestures and gesticulation is like shaking head indicatesdisagreement or collaboration . The same message may be addressed todifferent audiences using differing language and channels ofcommunication and you will require the feedback to be different for yourown internal communication.Keep the Audience focusedYou can also help your audience by eliminating any information thatdoesnt directly contribute to your purpose. Many clientele messagescontain too much material. The sender, in hopes of being thorough, triesto explain everything there is to know about a subject, but most audiencesdont need everything. All they need are a few pertinent facts, enoughinformation to answer their question or facilitate their decisions. Bykeeping your messages as brief and as tasteful as possible, you make themeasier to absorb.Message conditionsMake sure your messaging is clear. If you are delivering a message that istoo vague, it will impact how well any channel delivers it. Especially withmultiple channel integrated campaigns, you need a message that is obviousand apparent enough that it comes across to your target audienceregardless of the interactional channel where they encounter it. Themessage can be unclear. If the messeng er uses words unknown to thereceiver, expressions typical of an landing field, slang or too many acronyms forexample, the receiver might have trouble to decode the message. So thesender need to used simple languages with simple words and can beunderstand by the receiver. wit of the messengerThe state of mind of the messenger can influence the message. Anger, frustration, joy can all change the way the message will be perceived. The tincture used to say a simple sentence can lend tons of meaning, as well as the body language accompanying the words. These converge a role at the receiving end of the process as well. If in a bad mood, the receiver might perceive what is being said in a different way than when in a good mood, for example.Channel usedIt is important to ensure that the sender use an appropriate channel to communicate with a target audience. There are various channel of communicating with a target audience such as face to face , oral , written , and visual. If the wrong channel is used for the content and intent of the message the might get lost. For example, when a supervisor asks one of his employees to come and see him in his office, the message might not be perceived the same . If communicated in person or through a note left on the employees desk.Demonstrating EmpathyThe audience must be able to decode the intent of the messenger. It is necessary to . Understand the reasons as well as the reasoning behind the message. Empathy is one of the first characteristics of a good receiver. Torespond appropriately, the Audience must try and read the messenger. Body language, facial expressions, Voice and intonation are all clues that can be used in decoding the messenger and his true message.Shutting Out the EnvironmentIn order to centre his attention on the messenger, the sender must try toshut off the rest of the world and avoid distraction Listen to theconversation taking place at the next table and text a friend. With all thesolicitation that the wo rld offers, it might prove to be difficult, but agenuine conversation cannot happen without real involvement. Asuccessful audience will learn to withdraw from it and give deliberateattention to the messenger. Just as one cannot expect to do quality workin a room full of distraction, one cannot expect to have a real conversationsurrounded by noise and other stimuli. It might be as simple as retiring to aquiet room or as involved as practicing shutting out outside distractions.One of the superlative sources of communication problem is noise.Make the Messages MeetConversation occurs when each one of the participants is trying to say something different. Like the messenger, the receiver comes to a conversation with a particular proposition intent. Both intents might meet, contradict or be in conflict with one another. The problems start when the receivers intent is different from the messenger and his messages intent. It is as if there are no receivers, just two messengers trying to ge t something across to the other. Having a conversation is a two way process. Both participants must come to it with the same openness and availability. The receiver may apply all the rules and tricks possible, but if the messenger is not willing to become in turn a good receiver, the communication process become broken and no real conversation can take place. Communicating, really communicating cannot take place without commitment from both participants. If one of them is not really available, it becomes a bit like talking to a wall, a wall that might provide all the right answers at the right time, but that is not really listening.Facilitate FeedbackIn addition to minimizing noise, giving the audience a chance to provide feedback is crucial. But one thing that makes business communication difficult is the complexity of the feedback loop. If we are talking face-to-face with another person, feedback is immediate and clear. However, if we are writing a letter, memo, or report that wil l be read by severalpeople, feedback will be delayed and mixed. Some of the readers will be enthusiastic or respond promptly others will be critical or reluctant to respond, and revising our message to take into account their feedback will be difficult. When we plan a message, think about the amount of feedback that we want to encourage. Feedback is not always easy to get, even when ours encourage it. In some cases we may have to draw out the other person by asking question. If we want to know specific things, ask specific questions, but also encourage our audience to express general reaction, we can often learn something very interesting that way.Conclusion, effective communication and conversation more particularly requires an open mind and an availability that the modern world does not always permit. It is the task of both the messenger and the receiver to create conditions that make real communication possible. This can be done through empathy, availability and an open-mind. th e communication process is the perfect extend toward achieving effective communication. When followed properly, the process can usually assure that the senders message will be understood by the receiver. Although the communication process seems simple, it in essence is not. The communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver. The communication process begins with the sender and ends with the receiver.Define Question 2In this question I need to explain more about the methods, the mediums, and the vehicles that I would use in my products and to communicate with my target audience. This is to make sure them clear with my company product and to persuade them to buy this products. The products that I will choose is laptop, Ferrari One this is because nowadays laptop are g etting popular and used by teenager in college . So to promote my laptop products I need to do a advertisement and explain it.Answer for Question 2As the Product Manager of a soon to be launched the Ferrari one laptop branded product, will use some effective methods, mediums and vehicle to communicate with my company target audience so that I can persuade them to buy my products.The medium or channels that I will use are Internal Channels, External Channels, and individual contact. For the internal channels, the processing of immediate information to individuals within an organisation will include telephone message, internal memoranda or messages which will probably be written on headed paper to be kept as records of the correspondence later. These will be immediate responses to other information received and be required by specified individuals in a very short time-scale. The communicator can make use of memos, house journals, bulletins, notice boards, meeting formal and informal, and telephone calls or closed circuit television. The recipients will be familiar with the context, background and language used in the communication. Effective internal communication can seen in various instances such as communicating with superiors, communicating with sub-ordinates, communicating with colleagues and communicating between departments.External channels of communication need not restrict information exchange to an external organisation. Corporate brochures, gross revenue literature or any paid-for advertising is also accessible to those within the organisation .Besides that, we dont want our internal market to gain information in second hand . In terms of organisations success , briefing internally via journals , magazines , staff meetings or word of honorletters should form part.If external communication take form of the letters, telephone calls or reports then it wont be necessary for everyone within ours organisation to have copies , but key personnel in project need to be briefed as to ongoing communication external. Effective communication with those outside a company bring in order build goodwill, and ensures the continued existence and growth of the business such as interacting with costumers, dealing with government agencies and department ,handling suppliersand dealing with the public.Individual contact with an organisation can be more effective than broadcast media, where the message is diluted and standardised to suit many rather individuals. Newspapers are out-of-date almost as soon as they are printed, ready for the next news item. Clearly the time-scales of the communication will also determine the channel.As a starting point, here is a brief description of what are probably the most popular methods for business communication used today. Some of these are universally familiar, others recent arrivals on the scene, but for completeness and to ensure a common understanding. The method is garner , memos , reports because there is no e-mail link between the parties, because a hard copy is required to meet audit or legal requirements or because the recipient prefers to read from paper than from a screen .E-mail because E-mail means for delivering short text messages within organisations that are networked or exchange of computer-stored messages by telecommunication. As e-mail between organisations becomes more common, the medium will increasingly take the place of fax, particularly as whole documents can be sent as e-mail attachments. Intranet also method because intranet uses the same technology as the Internet, and private network that is contained within an enterprise . It may consist of many interlinked local area networks .Normally an intranet is used to deliver text and images, although the technology is capable of audio, animation, video and real- time 3D graphics sometimes called virtual reality. Radio is used almost all for public broadcast channels and has few uses for business communications. And the Phone. Phones are universal and, with the advent of voice mail and mobile phones, it is now possible to reach people practically anytime, anywhere.Finally, the communication vehicles that use are E-newsletters. E-newsletters are a simple way to proactively reach to our neighbours. Seven reasons for E-newsletters are complement our website, Email newsletters are more cost-effective than print newsletters, E-newsletters are interactive, we can test its effectiveness,E-newsletters encourage word-of mouth advertising, our preaching to the choir and Starting today will help build our subscriber base. Besides that, Websites also are communication vehicles. Websites allow organizations an opportunity to passively reach their audience. Websites allow neighbours access to organization without attending meetings. In addition, minutes, and files easily uploaded through a fairlysimple interface. Print Newsletters is easy to underestimate the value of a newsletter. But a newsletter allows you to connect with neighbours on an ongoing basis and create a greater sense of community. For a newsletter to succeed it must provide accurate and current information. The information must be applicable to the recipient and the format must be pleasing and readable. A print newsletter can take many forms. They can be in the form of a brochure or pamphlet.Finally , the are six ways in communication vehicles that is keep it simple ,use metaphors and analogy , use many different forums to spread the word , repeat key messages , lead by example and listen and be listened to. This is the method , medium and vehicles that I will use to communicate with my audience to persuade them to buy my product.Conclusion , As the product manager of a soon-to-be-launched product , we need to use the mediums , and the vehicles that I would use to communicate with my target audience to persuade them to buy my laptop product . It will help me to sell my product .The advertisement for my product.The laptop market is being flooded effortless with new and newer laptops arriving in the market almost every hour. If you are a serious gadget geek like us, you would want to keep track to all of them which is why we have complied a list of the latest laptops in the market and are happy to present them before you. Have a look at these brand new laptops.Ferrari OneDisplay 11.1 Inch 1366 X 768 pixelsProcessor Dual Core 1.2 GHz Athlon X2 L310ATI Radeon 3200 graphicsWi-FiBluetoothWindows 7This is my productConclusion and passUnderstanding communication process is very critical to the managers of the organization. They should understand that communication is rarely understood as it should be. The distortion of the message can happen at any of the stages in communication process-sender, receiver, encoding, decoding, channel, message and feedback. In order to send our message, it is clear that we need an understanding of the role and function of the communication and audience, and then we select the appropriate channels of communication .there will also be feedback from us, as communication, to the audience . Communication within and between organisation is dependent on man relationship and organisational context which influence manner, tone, and style. Information must be appropriate to the context and medium, accessible, clearly presented and attract attention because individual receive so many messages and communication. The credibility of an organisation is dependent on the communication style of the individuals who are its representatives. Successful communications do not usually take place in a hostile environment. We can summarise the key factor in successful and effective communication as relevance , accessibility , precision , attract attention , congeniality , and credibility.