ELEMENTS OR FACTORS AND COMPONENTS OF COMMUNICATION

 ELEMENTS OR FACTORS AND COMPONENTS OF COMMUNICATION

The process of communication has the following six elements or factors:
1. Context

2. Encoder/ Sender

3. Message

4. Medium/ Channel 5. Decoder/ Receiver 6. Feedback/ Response

1- CONTEXT

Context is the situation or setting within which communication takes place, or the circumstances that surround a particular piece of communication. Context plays a very important part in how a message is encoded and decoded. The same message can have a completely different meaning depending on the situation, since emotions and reactions to ideas and events vary in different situations. Whether we communicate orally or in writing every message begins with context. Context is a very vast field that includes country, culture, organization and internal and external stimuli. It is a fact that cannot be denied that every country, every culture and every organization or company has its own conventions for processing and communicating information.

THE EXTERNAL STIMULI  is the plural of stimulus which means prompt. What prompts a sender to
transmit his message is its stimulus. The external stimuli may be a letter, memo, note,
ccctroniC mal, fax, telex, telephone call, a meeting or even a casual conversation.
esponse to this stimulus or prompt may be orai or written depending on tne situaton.
THE INTERNAL STIMULI
The internal stimuli have a very complex influence on how a person, sen0er or Teceiver, translates ideas into a message. When a person encodes, his own View or the woria arecis tne choices he makes in language. His way of commurnication is innuence Dy nis atitudes opinions, emotions past experiences, likes and disllKes, Joo Stus,
educalion and confidence in communication skills. The most important is his abiy o analyze his receiver's culture, needs, skills, viewpoints, experiences, expectatons di
mental ability. in order to make communication effective, all these aspects of context must be considered.

2- ENCODER OR SENDER

Communication begins with the sender. A person who sends a message iS Calledtne
"Encoder". He may be a writer or a speaker depending on whether his message is writen
or oral. The role of a sender is very important. He tries to choose symbols - Usualy words
-which express his message correctiy so that the receiver may understand it and react
according to his desire. It is the duty of the sender to encode his message properny,
correctly, clearly and completely to achieve the desired feedback. He should not use
vague words or ideas which may lead to misunderstanding. He must have the perception
and consideration for his receiver's viewpoints. It is the sender who has to decide which
words and what sort of expression will communicate his message in the best way, and
which of the medium of communication will serve his purpose.

3- MESSAGE

The message is the idea or feeling which the sender wants to transmit to the receiver in order to achieve understanding. ft makes a connection between sender and reçeiver  the message. No message can achieve its purpose unless It has unity of thought, consistency in expression and emphasis on the main point. The message may be verbal
or written. First of all, the sender must be very clear about his message and all the
important contents in it. The message should be very clear so that the receiver may
understand it. The sender must also design his message in view of the receiver. He must
plan the message carefully so that some irrelevant details may not creep into the message.

4-MEDIUM OR CHANNEL

A communication medium or channel is the means or technique used to convey a message. It may be a conversation, lter, telepnone call, radio or television programme. The sender should choose a channel tnat suits his communication purpose, needs of the message and the needs of the receiver. The choice of channel, in tact, depends on the nature of the message and the relationship between the sender and the receiver. Urgency of a mess2ge is a primary 1actor in wnether to use the written or spoken medium. The written medium is usually preferred when the message is long, technical or formal in nature, and when the message must be documented. The oral medium is effecive wie tne message is urgent or personal or immediate feedback is of great importance.
written media used inside the organization may be memos, reports, employee
manuals, electronic bulletin boards, even internal faxes, policy statements and company
magazines. Oral communication may take the form of staff-meetings, reports, face to face
aiscussions, presentations, audio-tapes, telephone chats, teleconferences or videotapes.
External written communication media may be letters, reports, telegrams,
cablegrams, mailgrams, faxes, post-cards, ads, brochures, catalogues, news releases
and circulars etc. A person may communicate orally in face to face discussions, by
telephone, or speak to groups in live presentations through teleconferences, vide0
Conterences or television.

5- DECODER OR RECEIVER

The receiver of the message is the reader or listener aiso known as the decoder.
When a message is received, the receiver assigns certain meanings to it. This iS called
"decoding". The factors that affect the decoding of a message are knowledge, experience
and attitude. Different, people have different attitudes, abilities, experiences and opinions.
The message is decoded or interpreted by a receiver within the range of his knowiedge
The problem is that we do not all undergo identical experiences with the subject or tne
symbols (words) that the sender has chosen. Therefore, the receiver's experience will aiso
affect the quality of decoding. Similarly, the receiver's attitude or feelings will affect nim to
understand or misunderstand the message. Therefore, miscommunication can occur
when personal biases and individual values cause the receiver to interpret the senders
intended message. Therefore, it is very important that the sender while drafting his
message should consider all these factors to ruie out or minimize the possibility of its being misunderstood or misinterpreted.

6- FEEDBACK OR RESPONSE

Feedback is an essential part of successful communication. it is the receiver's
response to the sender's message. Feedback provides continuity in the communication. it
indicates effective understanding or misunderstanding of the message. It also stimulates
further communication and discussion. Both sender and receiver need feedback.
Feedback can be oral or written. It can also be an action such as receiving the ordered
items. Senders need feedback to determine the sSuccess or failure of the communication.
It is important to the speaker to determine how the message is being received and
helps receivers understand how their behaviour affects others. In the workplace most
people communicate face-to-face With their leaders, supervisors and colleagues, so the
ability to provide appropriate feedback can assist the development of effective working
relationship and the productivity of the business.