what are the five parts to successful data communication?

1.ii What Is Advice?

Learning Objectives

1. Define communication and describe communication equally a process.
2. Place and draw the 8 essential components of communication.
3. Identify and describe two models of advice.

Many theories have been proposed to describe, predict, and empathize the behaviors and phenomena of which communication consists. When it comes to communicating in business organization, we are often less interested in theory than in making sure our communications generate the desired results. But in society to attain results, information technology tin be valuable to understand what communication is and how it works.

Defining Communication

The root of the give-and-take "communication" in Latin is communicare, which means to share, or to make common (Weekley, 1967). Advice is defined equally the process of agreement and sharing significant (Pearson & Nelson, 2000).

At the center of our study of communication is the relationship that involves interaction between participants. This definition serves united states well with its emphasis on the process, which we'll examine in depth beyond this text, of coming to understand and share another's point of view effectively.

The kickoff key word in this definition is process. A procedure is a dynamic activeness that is hard to draw because information technology changes (Pearson & Nelson, 2000). Imagine you lot are alone in your kitchen thinking. Someone you know (say, your mother) enters the kitchen and y'all talk briefly. What has changed? Now, imagine that your mother is joined by someone else, someone you oasis't met before—and this stranger listens intently as you speak, almost as if you lot were giving a spoken communication. What has changed? Your perspective might change, and you might watch your words more closely. The feedback or response from your mother and the stranger (who are, in essence, your audience) may cause you lot to reevaluate what you lot are maxim. When we collaborate, all these factors—and many more—influence the procedure of advice.

The 2nd key word is understanding: "To sympathise is to perceive, to translate, and to relate our perception and interpretation to what we already know." (McLean, 2003) If a friend tells yous a story about falling off a bike, what image comes to listen? At present your friend points out the window and you see a motorcycle lying on the ground. Understanding the words and the concepts or objects they refer to is an important part of the communication process.

Adjacent comes the word sharing. Sharing means doing something together with one or more people. You may share a articulation action, as when you share in compiling a report; or you may benefit jointly from a resource, as when you and several coworkers share a pizza. In communication, sharing occurs when you convey thoughts, feelings, ideas, or insights to others. Y'all can also share with yourself (a procedure called intrapersonal advice) when yous bring ideas to consciousness, ponder how yous feel almost something, or effigy out the solution to a problem and have a archetype "Aha!" moment when something becomes clear.

Finally, meaning is what we share through communication. The word "cycle" represents both a cycle and a brusque name for a motorcycle. By looking at the context the word is used in and by asking questions, nosotros can discover the shared pregnant of the give-and-take and sympathize the message.

8 Essential Components of Communication

In guild to meliorate understand the communication process, we can suspension it down into a series of eight essential components:

1. Source
2. Message
3. Channel
4. Receiver
5. Feedback
6. Environment
7. Context
8. Interference

Each of these eight components serves an integral function in the overall process. Let'south explore them i past 1.

Source

The source imagines, creates, and sends the bulletin. In a public speaking state of affairs, the source is the person giving the voice communication. He or she conveys the message by sharing new data with the audience. The speaker also conveys a message through his or her tone of vocalisation, body language, and selection of clothing. The speaker begins by offset determining the message—what to say and how to say it. The 2d pace involves encoding the bulletin by choosing simply the right order or the perfect words to convey the intended meaning. The tertiary step is to present or ship the information to the receiver or audience. Finally, past watching for the audience'due south reaction, the source perceives how well they received the message and responds with clarification or supporting information.

Bulletin

"The message is the stimulus or meaning produced by the source for the receiver or audition." (McLean, 2005) When you plan to give a speech or write a report, your message may seem to exist simply the words you cull that volition convey your meaning. But that is just the beginning. The words are brought together with grammar and system. You may choose to relieve your nigh of import indicate for final. The message also consists of the way you say it—in a speech, with your tone of voice, your body language, and your appearance—and in a report, with your writing style, punctuation, and the headings and formatting you choose. In add-on, function of the message may exist the environment or context you present information technology in and the noise that might make your message hard to hear or come across.

Imagine, for example, that you are addressing a large audience of sales reps and are enlightened there is a World Series game tonight. Your audience might accept a hard time settling downwardly, just y'all may choose to open with, "I sympathise there is an important game tonight." In this style, past expressing verbally something that nigh people in your audience are aware of and interested in, you might grasp and focus their attention.

Channel

"The channel is the way in which a bulletin or messages travel between source and receiver." (McLean, 2005) For example, think of your telly. How many channels practise you have on your idiot box? Each channel takes up some space, fifty-fifty in a digital earth, in the cable or in the signal that brings the message of each channel to your home. Idiot box combines an audio indicate you hear with a visual signal you see. Together they convey the message to the receiver or audience. Turn off the volume on your goggle box. Can you still understand what is happening? Many times you can, because the body language conveys part of the message of the show. Now turn up the book but turn effectually so that you cannot see the goggle box. You tin still hear the dialogue and follow the story line.

Similarly, when you speak or write, you are using a aqueduct to convey your message. Spoken channels include face-to-face conversations, speeches, telephone conversations and voice mail letters, radio, public address systems, and vocalisation over Internet protocol (VoIP). Written channels include letters, memorandums, purchase orders, invoices, paper and mag articles, blogs, electronic mail, text messages, tweets, then along.

Receiver

"The receiver receives the message from the source, analyzing and interpreting the message in ways both intended and unintended by the source." (McLean, 2005) To meliorate empathise this component, think of a receiver on a football squad. The quarterback throws the football (message) to a receiver, who must come across and interpret where to catch the ball. The quarterback may intend for the receiver to "grab" his bulletin in one way, only the receiver may see things differently and miss the football game (the intended pregnant) altogether.

As a receiver you mind, see, touch on, olfactory property, and/or taste to receive a message. Your audition "sizes you up," much as you might check them out long before you accept the stage or open up your mouth. The nonverbal responses of your listeners can serve as clues on how to adjust your opening. By imagining yourself in their place, you conceptualize what you lot would look for if you were them. Simply as a quarterback plans where the receiver will be in guild to place the ball correctly, you too can recognize the interaction between source and receiver in a business organisation communication context. All of this happens at the same time, illustrating why and how communication is always changing.

Feedback

When you lot respond to the source, intentionally or unintentionally, y'all are giving feedback. Feedback is composed of letters the receiver sends back to the source. Exact or nonverbal, all these feedback signals allow the source to see how well, how accurately (or how poorly and inaccurately) the bulletin was received. Feedback also provides an opportunity for the receiver or audience to ask for clarification, to concord or disagree, or to signal that the source could make the message more interesting. As the amount of feedback increases, the accurateness of communication besides increases (Leavitt & Mueller, 1951).

For example, suppose you are a sales managing director participating in a conference phone call with four sales reps. As the source, you desire to tell the reps to take advantage of the fact that it is World Series season to close sales on baseball game-related sports gear. You state your message, but yous hear no replies from your listeners. You might assume that this means they understood and agreed with you, but later in the calendar month you lot might be disappointed to discover that very few sales were made. If you followed up your message with a asking for feedback ("Does this make sense? Exercise whatsoever of y'all accept any questions?") you might take an opportunity to clarify your bulletin, and to find out whether any of the sales reps believed your suggestion would not piece of work with their customers.

Environment

"The environment is the atmosphere, physical and psychological, where you send and receive messages." (McLean, 2005) The surround can include the tables, chairs, lighting, and sound equipment that are in the room. The room itself is an example of the environs. The environment can as well include factors like formal clothes, that may betoken whether a discussion is open and caring or more professional and formal. People may exist more likely to have an intimate conversation when they are physically shut to each other, and less likely when they can but run across each other from beyond the room. In that example, they may text each other, itself an intimate course of communication. The choice to text is influenced past the environment. As a speaker, your environment will affect and play a part in your oral communication. It'southward e'er a good idea to get bank check out where you'll be speaking earlier the day of the actual presentation.

Context

"The context of the communication interaction involves the setting, scene, and expectations of the individuals involved." (McLean, 2005) A professional communication context may involve business suits (environmental cues) that directly or indirectly influence expectations of language and behavior among the participants.

A presentation or word does not take place as an isolated event. When you came to class, y'all came from somewhere. So did the person seated side by side to you, as did the instructor. The degree to which the environs is formal or breezy depends on the contextual expectations for communication held by the participants. The person sitting next to y'all may be used to breezy advice with instructors, merely this item teacher may exist used to verbal and nonverbal displays of respect in the academic environment. You may be used to formal interactions with instructors every bit well, and detect your classmate's question of "Hey Teacher, do we have homework today?" as rude and inconsiderate when they see it as normal. The nonverbal response from the instructor will certainly give you a clue about how they perceive the interaction, both the discussion choices and how they were said.

Context is all nearly what people look from each other, and nosotros often create those expectations out of environmental cues. Traditional gatherings like weddings or quinceañeras are often formal events. There is a time for serenity social greetings, a time for silence as the bride walks down the aisle, or the father may take the showtime dance with his daughter as she is transformed from a girl to womanhood in the eyes of her community. In either commemoration in that location may come a time for rambunctious celebration and dancing. You may be called upon to give a toast, and the wedding or quinceañera context volition influence your presentation, timing, and effectiveness.

Effigy one.two

Context is all about what people look from each other.

In a business meeting, who speaks first? That probably has some relation to the position and role each person has exterior the meeting. Context plays a very important role in communication, especially beyond cultures.

Interference

Interference, too called noise, can come up from whatever source. "Interference is anything that blocks or changes the source's intended meaning of the message."(McLean, 2005) For example, if y'all drove a automobile to work or schoolhouse, chances are y'all were surrounded by racket. Car horns, billboards, or perhaps the radio in your car interrupted your thoughts, or your conversation with a passenger.

Psychological racket is what happens when your thoughts occupy your attention while you are hearing, or reading, a bulletin. Imagine that it is 4:45 p.m. and your dominate, who is at a coming together in another metropolis, e-mails you asking for last month's sales figures, an analysis of current sales projections, and the sales figures from the same month for the past 5 years. You may open the e-mail, first to read, and think, "Great—no problem—I accept those figures and that assay correct here in my computer." Yous burn down off a respond with last calendar month'south sales figures and the current projections attached. Then, at 5 o'clock, you turn off your computer and become habitation. The adjacent morning, your boss calls on the phone to tell you he was inconvenienced because you neglected to include the sales figures from the previous years. What was the problem? Interference: by thinking about how y'all wanted to respond to your boss's message, you prevented yourself from reading attentively enough to understand the whole message.

Interference can come from other sources, also. Perhaps you are hungry, and your attention to your electric current state of affairs interferes with your ability to mind. Maybe the role is hot and stuffy. If you were a fellow member of an audience listening to an executive voice communication, how could this affect your ability to listen and participate?

Noise interferes with normal encoding and decoding of the message carried by the channel between source and receiver. Not all noise is bad, but noise interferes with the communication process. For case, your jail cell phone ringtone may be a welcome noise to you, but it may interrupt the communication process in grade and bother your classmates.

Two Models of Communication

Researchers have observed that when advice takes place, the source and the receiver may send messages at the aforementioned time, oftentimes overlapping. You lot, every bit the speaker, volition frequently play both roles, equally source and receiver. You'll focus on the communication and the reception of your messages to the audience. The audience volition reply in the course of feedback that will give you important clues. While there are many models of communication, here we will focus on two that offer perspectives and lessons for business organisation communicators.

Rather than looking at the source sending a message and someone receiving it equally two singled-out acts, researchers often view communication as a transactional procedure (Effigy one.3 "Transactional Model of Communication"), with actions frequently happening at the same time. The distinction betwixt source and receiver is blurred in conversational turn-taking, for example, where both participants play both roles simultaneously.

Figure 1.three Transactional Model of Communication

Researchers have also examined the idea that nosotros all construct our own interpretations of the message. Equally the Land Department quote at the first of this chapter indicates, what I said and what you heard may exist dissimilar. In the constructivist model (Figure 1.4 "Constructivist Model of Communication"), nosotros focus on the negotiated meaning, or common footing, when trying to draw communication (Pearce & Cronen, 1980),

Imagine that yous are visiting Atlanta, Georgia, and go to a eating house for dinner. When asked if you want a "Coke," you may reply, "certain." The waiter may then ask you over again, "what kind?" and you may respond, "Coke is fine." The waiter then may ask a third fourth dimension, "what kind of soft beverage would you like?" The misunderstanding in this instance is that in Atlanta, the abode of the Coca-Cola Company, most soft drinks are generically referred to as "Coke." When you lodge a soft potable, you need to specify what type, even if yous wish to lodge a beverage that is not a cola or not even fabricated by the Coca-Cola Company. To someone from other regions of the United States, the words "pop," "soda pop," or "soda" may be the familiar mode to refer to a soft beverage; not necessarily the make "Coke." In this instance, both you lot and the waiter sympathize the discussion "Coke," only yous each understand it to mean something different. In order to communicate, you must each realize what the term means to the other person, and institute mutual footing, in lodge to fully sympathize the request and provide an reply.

Figure 1.four Constructivist Model of Communication

Because we carry the multiple meanings of words, gestures, and ideas within us, nosotros can employ a lexicon to guide u.s.a., only we will still need to negotiate meaning.

Fundamental Takeaway

The communication process involves understanding, sharing, and meaning, and it consists of eight essential elements: source, message, aqueduct, receiver, feedback, surround, context, and interference. Amid the models of advice are the transactional process, in which actions happen simultaneously, and the constructivist model, which focuses on shared meaning.

Exercises

1. Draw what y'all recollect advice looks like. Share your drawing with your classmates.
2. List iii environmental cues and signal how they influence your expectations for advice. Please share your results with your classmates.
3. How does context influence your advice? Consider the language and culture people grew up with, and the part these play in advice styles.
4. If yous could design the perfect date, what activities, places, and/or environmental cues would you include to prepare the mood? Please share your results with your classmates.
5. Find two people talking. Draw their advice. Run into if you can notice all eight components and provide an example for each ane.
6. What assumptions are nowadays in transactional model of communication? Observe an example of a model of advice in your workplace or classroom, and provide an example for all eight components.

References

Cronen, V., & Pearce, W. B. (1982). The coordinated management of meaning: A theory of advice. In F. E. Dance (Ed.), Homo advice theory (pp. 61–89). New York, NY: Harper & Row.

Leavitt, H., & Mueller, R. (1951). Some furnishings of feedback on advice. Homo Relations, 4, 401–410.

McLean, S. (2003). The nuts of speech communication. Boston, MA: Allyn & Salary.

McLean, S. (2005). The nuts of interpersonal communication (p. 10). Boston, MA: Allyn & Bacon.

Pearce, W. B., & Cronen, Five. (1980). Communication, action, and meaning: The creating of social realities. New York, NY: Praeger.

Pearson, J., & Nelson, P. (2000). An introduction to human advice: Agreement and sharing (p. 6). Boston, MA: McGraw-Hill.

Weekley, E. (1967). An etymological dictionary of mod English (Vol. ane, p. 338). New York, NY: Dover Publications.

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Source: https://open.lib.umn.edu/businesscommunication/chapter/1-2-what-is-communication/

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