Understanding Communication: Types, Barriers, and Channels

Understanding the Communication Process

The communication process can be defined as the process whereby one person (the sender) transmits a message to another (the receiver) through a channel, within a specific context or situation, using a shared code. The sender knows that the receiver has understood the message when they can interpret it and respond (feedback).

Key Elements of the Communication Process:

• Encoding: The sender transforms their ideas into a code or language understandable to the receiver.
• Transmission: The idea becomes a message and is transmitted through a certain channel, spoken or written.
• Reception: The receiver receives the information or the transmitted message.
• Decoding: The receiver interprets and understands the message.
• Feedback: The receiver responds to the sender to indicate whether or not they understood the initial message.

Types of Communication in Business

From a business perspective, we can distinguish three types of communication:

1. According to the channel used: Verbal and nonverbal.
2. Depending on the area in which it develops: Internal and external communication.
3. According to the degree of importance: Formal and informal.

Communication Barriers

• Personal Barriers: These stem from the personality of the sender or receiver and how people perceive and interpret the same message differently. Filters distort messages (stereotypes, prejudices, the "halo effect"), or individuals simply do not listen attentively.
• Semantic Barriers: These are due to misinterpretation of the code (for example, by using a different language).
• Physical Barriers: These refer to environmental interference, the most common being noise.

Verbal and Nonverbal Communication

Oral Communication

Oral expression is carried out through spoken language. It encourages immediate feedback and personal contact with the receiver.

Nonverbal Communication

Nonverbal communication takes place through gestures and body movements. Key aspects include:

• Eye Contact: A fixed or prolonged gaze can indicate hostility, but it's generally a clear signal of attention.
• Hand Gestures: These serve to support and reinforce verbal communication, and can even replace it (e.g., sign language).
• Arm and Leg Gestures: Crossed arms and legs are usually associated with a defensive attitude.
• Facial Expression and Smile: The face is a person's most expressive part; a smile is usually a positive sign denoting warmth.
• Tone, Volume, Intonation, and Rhythm: Take care not to speak too softly or too quickly. Modulate your voice and vocalize correctly.

Written Communication

In written communication, the recipient is the person reading the message. Feedback is not immediate. It is ideal for transmitting complex messages and allows for recording and archiving.

Requirements for Effective Written Communication:

• Clarity and Simplicity: Use vocabulary appropriate to the message. Prefer short sentences following the basic structure of subject-verb-predicate, in short paragraphs, avoiding anything that causes confusion.
• Complete Message: Ensure the message contains all the information you want to convey.
• Conciseness and Correctness: Respect spelling, grammar, punctuation, and use adequate margins.

Many written documents can be generated within a company. A key example is the business letter.