From various understanding of communication according to the experts it can be concluded that what is meant by communication is the process of sending messages or ideas from the sender of the message to the recipient of the message.
The sender of the message in this case can be a person or group of people who send messages of thoughts or ideas to the recipient of the message.
Meanwhile, the intended recipient of the message can also be a person or group of people who received the message. The purpose of communication is to form mutual understanding and understanding between communication participants, namely the sender of the message and the recipient of the message. The act of communication depends on the system of shared symbols used to exchange messages.
From the above understanding it can be said that the process of sending messages by the sender of the message to the recipient of this message is the nature of the communication process. The effective communication process generally consists of several stages of sending messages from the sender of the message to the recipient of the message which are interrelated to one another.
The communication process begins when the sender of the message wants to send the types of information, ideas, opinions etc. to the recipient of the message and ends with the feedback given by the recipient of the message to the sender of the message. In the communication process there are communication components such as message senders, messages, communication channels or media, receivers, and feedback.
Definition
Communication takes place in various contexts, one of which is business. Communication in the context of business or business communication is the process of sharing information between people inside and outside the organization aimed at bringing commercial profit to the organization.
This process is called the business communication process. Experts define the business communication process as a chain made of identifiable hooks. This chain includes message senders, messages, encoding , message recipients, decoding , and feedback.
From this understanding it can be said that the business communication process consists of communication elements such as messages, message senders, encoding , media or communication channels, message recipients, decoding and feedback.
- The messagerefers to information, both written and oral, that is sent from the sender of the message to the recipient of the message.
- The sender of the messagerefers to the person or group of people who are sending, disseminating, or communicating messages.
- Encodingrefers to the method used to express messages in various forms such as words, symbols, images, everyday language, and others.
- Channels or communication mediarefers to the method or channel used to send messages.
- The recipient of the messagerefers to the person or group of people who received the message.
- Decodingrefers to a mental process in which the recipient of the message describes the meaning of the words, symbols, or pictures of the message sent by the sender of the message.
- Feedbackrefers to the recipient’s response to messages sent by the sender of the message.
As with any communication process in general, the business communication process also occurs through the stages of communication and begins when the message sender conceptualizes an idea or message and ends with the feedback given by the message recipient.
Considering the process of business communication takes place reciprocally, the business communication process is like running in a cycle. One of the communication models that can be used to describe the business communication process is the Schramm communication model .
The stages in the business communication process include:
- The sender of the message has an idea
The business communication process begins with an idea or an idea that is owned by the sender of the message. At this stage, the sender of the message creates an idea or ideas to later be communicated to the recipient of the message.
The ideas or ideas possessed by the sender of the message are the contents or basis of the message to be communicated. Some ideas or ideas may be raging in the head of the sender of the message. For this reason, the sender of the message should identify, analyze and concoct the idea well before sending it to the recipient of the message.
- The sender of the message encodes anidea or idea as a message
The next stage is encoding which means interpreting ideas or ideas into a form that can be communicated to the recipient of the message. At this stage, the sender of the message organizes his ideas or ideas into a series of symbols or words that will be conveyed to the recipient of the message.
These symbols or words should be chosen and sorted carefully and adjusted to the purpose of communication. In addition, the selection of symbols or words should also be adjusted to the frame of reference and the recipient’s field of experience so that the message becomes easily accepted and understood.
- The sender of the message formulates the message
After the message sender encodes ideas or ideas into message form, the next step is the message sender must formulate the message properly. This message must be able to be sent to the recipient of the message. Messages formulated by the sender of the message can be oral messages, written messages, verbal messages, and nonverbal messages.
- The sender of the message chooses communication media
What is meant by communication media are channels or media used to send messages to the recipient of the message. When the sender of the message encodes ideas or ideas into message form, then the next step is to choose the appropriate media to send the message to the recipient of the message. The communication media in question can be in the form of speech, written language , body language in communication , and others.
- The sender of the message sends a message through the communication media
The next step is sending messages. At this stage, the sender of the message sends the message through the specified communication media to the recipient of the message. In a communication circle or communication cycle, the task of sending a message ends when the message is sent to the recipient of the message through a predetermined communication medium.
- The recipient of the message receives the message sent by the sender of the message
Messages that have been sent by the sender of the message to the recipient of the message are then received by the recipient of the message. The message is received by the recipient of the message through the sense of hearing, the sense of sight, and others.
- The recipient of the message decodes themessage
The next step in the business communication process is the decoding stage, namely the interpretation of the message by the recipient of the message.
At this stage, the recipient absorbs the message into the mind and the recipient tries to analyze and understand the message that has been received. Effective communication can occur when both parties namely the sender of the message and the recipient of the message give the same meaning or have the same meaning to the message in question.
- The recipient of the message responds to the message
The next stage is the recipient of the message gives a response to the message sent by the sender of the message. At this stage, the sender of the message expects the recipient of the message to give a positive response to the message that was sent. The positive response given by the recipient of this message is very dependent on how long the recipient of the message remembers the message that has been received, how willing the recipient of the message to take action, and how the recipient of the message is motivated to provide a response.
- Recipients encodeideas or ideas as feedback messages
After the recipient of the message responds to the message sent by the sender of the message, the recipient of the message will process the message into a new idea or idea. These new ideas or ideas are then realized in the form of words, symbols, and so on.
Just as the encoding process of the message carried out by the sender of the message, the encoding process carried out by the recipient of the message should also choose and use words or symbols that can be understood by the sender of the message.
- Recipients provide formulate feedback messages
After the message recipient encodes an idea as a feedback message, the next step is for the recipient to formulate a feedback message so that it can be sent to the sender of the message. Message feedback given by message recipients can be oral, written, or nonverbal. In the communication process, the existence of feedback is important in two-way communication .
- Recipients send feedback messages through communication media
Just as the sender of the message sends the message to the recipient of the message through a predetermined communication medium, the recipient of the message also sends a feedback message to the sender of the message through the specified communication medium.
- The sender of the message receives a feedback message
Like the recipient of the message, the sender of the message also receives the message as a form of feedback provided by the recipient of the message. This feedback message is also received by the sender of the message through the five senses.
- The sender decodesthe feedback message
After the feedback message is received by the message sender, the feedback message is then interpreted by the message sender so that it can be understood. As is the process of interpreting the message carried out by the recipient of the message, the process of interpreting the feedback message is carried out using meaningful words that have been known in the sender’s experience. The inability of the sender of the message to understand the feedback message delivered by the recipient of the message can cause communication to be ineffective.
- The sender of the message responds to the feedback message provided
The next stage in the business communication process is the message sender responds to the feedback message given by the message recipient.
The type of response given by the sender of the message is generally based on the feedback provided. For example, if the feedback given by the recipient of the message is negative, then the sender of the message should immediately improve his communication style.
- The sender of the message provides feedback to the recipient of the message
After the message sender responds to the feedback message given by the message recipient, the message sender then provides additional feedback to the message recipient. Additional feedback provided by the sender of the message can take the form of oral messages, written messages, or nonverbal messages.
Benefits of Learning Stages in the Business Communication Process
Studying the stages in the business communication process can provide several benefits, including:
- We know and understand the notion of communication.
- We know and understand the meaning of business communication.
- We know and understand the meaning of the communication process.
- We know and understand several stages in the business communication process.
Thus a brief review of the stages in the business communication process. Hopefully it can add insight and our knowledge about business communication and the stages that occur in the business communication process.
