Communication Process: Element, Cycle and difference between Communication Cycle & Process

1. Communication Process

The communication process refers to the complete cycle of transmitting information, ideas, or emotions between a sender and a receiver through a chosen channel, followed by feedback. It is a systematic series of steps that ensures the message is created, transmitted, received, and understood as intended. Communication is not a one-time act but a continuous and dynamic process. It involves both verbal and nonverbal elements, and its effectiveness depends on clarity, accuracy, and mutual understanding.
In libraries, classrooms, organisations, and daily life, understanding the communication process is crucial for ensuring that knowledge is transferred efficiently and accurately.

Berlo (1960): “Communication is a process of transmitting ideas, information, and attitudes from the source to a receiver for the purpose of influencing with the aid of symbols.”
Shannon and Weaver (1949): “Communication is the process of sending and receiving messages or transferring information from one part to another.”Italic text
Joseph A. DeVito (2001): “Communication refers to the process of sending and receiving messages between people with attached meaning.”Italic text
Oxford Dictionary: Defines it as “the imparting or exchanging of information by speaking, writing, or using some other medium.”

Components of the Communication Process

• Sender (Communicator/Source): The person or entity who initiates the communication. They generate the message and decide its purpose. Example: A librarian explaining digital resources to students.
• Message: The actual content of communication that conveys ideas, thoughts, or information in verbal, written, visual, or nonverbal form. Example: An email announcing the date of a library orientation program.

(Communication Process)
(SOURCE)
• Encoding: The process of converting ideas into words, symbols, signs, or gestures so they can be transmitted. Example: A teacher preparing lecture slides with diagrams and bullet points.
• Channel (Medium): The pathway or medium through which the message is transmitted from sender to receiver. It may be oral, written, visual, or electronic. Example: Notices displayed on a library notice board.
• Receiver (Audience/Decoder): The person, group, or audience who receives and interprets the message. Example: Students reading a circular about examination schedules.
• Decoding: The process by which the receiver interprets and understands the message. Example: A student interpreting the instructions in a research assignment.
• Feedback: The response given by the receiver to the sender, showing whether the message was understood. Feedback makes communication a two-way process. Example: Students asking questions during a lecture to clarify doubts.
• Noise (Barriers): Any interference or disturbance that distorts or interrupts the message, preventing it from being understood correctly. Example: Poor internet connectivity during an online class.
• Context (Environment/Situation): The situation, environment, or setting in which communication takes place. It includes physical, cultural, social, or organizational background. Example: A formal classroom lecture differs from a casual conversation between friends.

Importance of the Communication Process
The communication process is central to human interaction and organisational functioning. It ensures that information, ideas, emotions, and knowledge are shared effectively between individuals, groups, and institutions. Without a proper communication process, messages may be misunderstood, distorted, or ignored, leading to inefficiency and conflict.

• Foundation of Human Interaction: Communication is the basis of all human relationships. It allows people to share experiences, express emotions, and build trust. Example: A teacher explaining lessons in class creates a bond of understanding with students.
• Ensures Clarity and Understanding: The communication process ensures that the sender conveys the message clearly and the receiver interprets it correctly. Feedback confirms whether understanding has been achieved. Example: A librarian instructs students on how to use the OPAC and receives queries to confirm comprehension.
• Facilitates Decision-Making: Decision-making in organisations or personal life depends on the exchange of relevant and accurate information. A structured communication process reduces errors in judgment. Example: University committees making policy decisions based on reports and discussions.
• Promotes Coordination and Teamwork: Communication connects departments, employees, and groups, enabling coordinated action. It ensures all members work toward a common objective. Example: A research project where multiple scholars collaborate through constant communication.
• Strengthens Relationships: Effective communication fosters trust, empathy, and cooperation. It helps resolve misunderstandings and builds long-term relationships. Example: Student-teacher consultations strengthening academic guidance.
• Enables Feedback and Improvement: Feedback is a vital element of the communication process that confirms understanding and allows for improvement. Continuous feedback refines strategies, teaching, and decision-making. Example: Students giving feedback on library services, helping librarians improve them.
• Helps in Conflict Resolution: Miscommunication often causes disputes. A clear communication process provides dialogue, negotiation, and compromise. Example: Two colleagues resolving task disputes through discussion and clarification.
• Supports Organisational Growth: In institutions, formal communication ensures transparency, accountability, and efficiency. Smooth communication helps in policy implementation, resource sharing, and innovation. Example: Annual reports and official circulars in a university keep everyone informed.
• Enhances Learning and Knowledge Sharing: Communication is a key vehicle for education and professional training. Through lectures, discussions, workshops, and digital media, knowledge is transmitted effectively. Example: E-learning platforms using communication channels to reach global learners.
• Motivational and Emotional Role: Positive communication inspires individuals, raises morale, and encourages participation. It helps express and manage emotions in a healthy way. Example: A supervisor praising employees for their achievements motivates better performance.
• Essential for Social and Cultural Development: Communication spreads cultural values, traditions, and social norms across generations. It promotes social integration and collective identity. Example: Media campaigns promoting literacy and health awareness.
• Adaptability in Modern Context: With digital and global communication, the communication process allows interaction beyond physical and cultural barriers. It supports international collaboration, online learning, and global awareness. Example: Video conferencing connects researchers across different countries.

2. Communication Cycle

The communication cycle refers to the continuous and circular process of exchanging information between a sender and a receiver, ensuring mutual understanding through feedback. Unlike a linear model, the cycle emphasises that communication does not end once the message is delivered; it is completed only when the receiver provides feedback and the sender confirms understanding. This cyclical nature highlights communication as a dynamic, interactive, and ongoing activity rather than a one-way transmission.

Shannon and Weaver (1949): Described communication as a process involving sender, message, channel, and receiver with feedback closing the loop.
Joseph A. DeVito (2001): “Communication is a process in which individuals act simultaneously as senders and receivers, continuously exchanging and interpreting messages.”
Oxford Dictionary: Defines a communication cycle as “the process of conveying and receiving information that completes when feedback confirms understanding.”
Business Communication Perspective: The communication cycle is “the circular process by which ideas flow from sender to receiver and return through feedback, creating shared meaning.”

Elements of the Communication Cycle

• Sender: The originator of the message who decides to communicate an idea, thought, or information. Example: A librarian wants to inform students about a new e-database.
• Message: The content or information that the sender wishes to share. It may be verbal, written, visual, or nonverbal. Example: “The library has subscribed to a new e-journal database.”
• Encoding: The process of converting ideas into symbols, words, gestures, or visuals that can be transmitted. Example: The librarian drafts an email or prepares a notice for the board.
• Channel (Medium): The medium or pathway used to deliver the message. It can be oral, written, electronic, or visual. Example: Email, official notice board, classroom announcement, or WhatsApp group.
• Receiver: The intended audience who receives and interprets the message. Example: Students and faculty members of the university.
• Decoding: The receiver’s process of interpreting the encoded message and deriving meaning from it. Example: A student reads the email and understands the availability of the new database.
• Feedback: The receiver’s response to the sender, confirming understanding or requesting clarification. Feedback completes the cycle. Example: A student asks the librarian for login credentials or expresses thanks.
• Noise (Interference): Any barrier or disturbance that disrupts communication and causes misunderstanding. Example: Technical issues in email delivery or unclear wording in the notice.
• Context: The environment, situation, or background in which communication takes place. Example: Academic environment where effective communication ensures learning.

Importance of the Communication Cycle
The communication cycle is the backbone of all human interaction because it ensures that ideas, information, and emotions are transmitted clearly and understood accurately. Without completing the cycle—through feedback and clarification—communication remains incomplete or ineffective. Its importance can be understood across personal, academic, and professional contexts.

• Ensures Clarity and Understanding: The communication cycle guarantees that the receiver not only receives the message but also interprets it as intended. Feedback helps the sender know if the message was clear or needs adjustment. Example: In a library, a librarian announcing new e-resources ensures understanding when students ask follow-up questions.
• Promotes Two-Way Interaction: Unlike one-way communication, the cycle emphasises dialogue. The presence of feedback turns communication into an interactive, dynamic process where both sender and receiver play active roles. Example: Teachers explaining concepts and students responding with questions or answers.
• Helps Identify and Remove Barriers: By including noise (barriers) in the cycle, it highlights the disturbances—such as language issues, poor channels, or emotional distractions—that distort communication. This awareness enables better strategies to reduce them. Example: Poor internet quality in an online class signals the need for improved infrastructure.
• Builds Strong Relationships: Effective communication cycles foster trust, empathy, and stronger personal or professional relationships by ensuring that feelings and ideas are exchanged accurately. Example: A manager giving feedback to employees and employees responding openly strengthens workplace relationships.
• Improves Decision-Making: Accurate exchange of information through a complete communication cycle leads to better analysis, evaluation, and decision-making. Example: In organisational meetings, decisions are made after discussing and receiving feedback from all members.
• Enhances Learning and Knowledge Sharing: In educational contexts, the cycle ensures that learners not only receive information but also engage with it through clarification, leading to deeper understanding. Example: A student clarifying doubts with a teacher after decoding a lecture message.
• Encourages Accountability: Since feedback is an integral part of the cycle, it ensures accountability of both sender and receiver. The sender is responsible for encoding clearly, while the receiver is responsible for attentive decoding. Example: An official notice requires acknowledgement, ensuring both sides are accountable.
• Adaptable to Different Contexts: The communication cycle works in interpersonal, group, and mass communication, making it universally applicable. Example: From a one-on-one counselling session to a nationwide campaign, feedback (direct or indirect) completes the process.
• Reduces Misinterpretation and Conflicts: Feedback and clarification help prevent misunderstandings and resolve conflicts before they escalate. Example: Two colleagues clarifying roles through discussion instead of relying only on written instructions.
• Facilitates Continuous Improvement: Every cycle of communication provides learning for future interactions. Feedback reveals strengths and weaknesses, helping individuals or organisations refine communication methods. Example: After conducting a seminar, participant feedback helps improve the next event.

3. Difference between Communication Process and Communication Cycle