Communicationprocess consists of all steps that a person undertakes in order toachieve a successful communication (Molen&Hoogland, 2005). It consists of several components such as the sender the personfrom whom the message originates from, putting it in readable orunderstandable form, for example, from thought to written form, aprocess referred as encoding, the message channel or media to be usedfor example TV, or internet, the receiver the audience for themessage, understanding the meaning (decoding) and giving a feedbackthe response after getting the message (Molen&Hoogland, 2005).Although not connected, noise and obstructions have been noted ascomponents of communication (Molen&Hoogland, 2005).
Asuccessful communication process depends on various factors. Theseare the speaker ability to efficiently and effectively communicate,the audience ability to listen and understand the message and finallythe absence of communication barriers(Cenere, 2015).The presence of either of these the inability of the speaker tocommunicate or the inability of the audience to concentrate or anyother communication barrier will result in communication breakdown(Molen &Hoogland, 2005). In my paper, I will create a hypothetical scenario to elaborate howa communicator’s inability to communicate can hinder a successfulcommunication process. It will be a speech delivering scenario incollege.
AGuest speaker, not neatly dressed walks to the podium and starts todeliver his speech. “Mmmmmh, you are lucky to have me here with youtoday, often I don’t offer talks to college students, okay mmmmwhere do I begin (inaudibly),” he scratches his head. “Everyperson on this earth craves for success in life, and I would not bewrong to think you too do. When I was at your age thoughtless aboutwhat I should do with my life, like you today I came across a novelWhata Man is made of.” He pauses and says, “I wonder if some of you, here today are menor boys, men think beyond now, they think about what might happen inthe five years to come while boys think about now and girls.” Hestarts to tap on the podium with his leg as he continually sips hiswater. He continues while looking at the roof nodding, then heestablishes eye contact with the audience, “Where was I, mmmm ohyes, I came across a novel Whata Man is made of.I wonder how it is connected to this topic today anyway, I will tellyou the story.” At this point, the students are using their phones,talking to each other, while some are walking away.
Thecommunication breakdown starts, the moment the guest speaker entersthe stage shabbily dressed. He puts off the crowd. Also, when he saysthat the students are lucky to have him as he doesn’t deliver talksto college students this statement undermines the audience. Also,wondering if the audience is composed of men or boys, he is also notgender sensitive. The use of “mmmmmm” and statement like “wherewas I” shows that the speaker is confused and lacks concentrationin what he is doing. In addition, the tapping of the podium with hisfoot, looking at the roof while he drinks the water shifts theaudience attention. There is also an issue of repetition after thespeaker tries to retrace his speech, that result to monotony if aspeaker keeps repetition himself/herself throughout the speech, inthe above speech he repeats the story about the book twice. Thus, thespeaker’s actions completely result in communication breakdown. Asa result, the audience starts talking, using their phones whileothers prefer to walk away. Unconcerned about the commotion he keepson delivering his speech as some students listen to him.
Whatcould have been done to improve the Speech?
Whendelivering a speech, there are key factors that are required of theguest speaker whether subconsciously or consciously. There is asubconscious image that every audience expects of its guest speaker(Molen &Hoogland, 2005).In my case, if the guest speaker was neatly dressed the crowd wouldnot have subjected the speaker to an early judgment. A shabbilydressed person is seen as disorganized.
Also,it is important for the speaker to appreciate their audience at thebeginning of their speech, this helps to create a rapport between theaudience and the speaker(Cenere, 2015). Imagine how the crowd would have reacted to this statement “I havelooked forward to being in your presence. It reminds me of what beingyoung, energetic and brilliant is when I look at you, I see theyounger version of myself here today.”
Also,the speaker should avoid derogatory statement in communication. Furthermore, it is important that the guest speaker organizes hispoints. Preciseness and conciseness in delivering key speaker notesis important(Molen &Hoogland, 2005).It increases sensibility of the speech, in addition to creatinginterest to the audience on the topic that the speaker is tackling.
Also,when delivering a speech, avoid some mannerism which shifts theattention of the audience. In the speech, the guest speakeroccasionally taps the podium, looks at the roof and scratches hishead while he is delivering his speech. Such mannerism, if avoidedand replaced by eye contact, alertness and composure, will go a farway to ensuring that the communication message is efficientlydelivered and received(Cenere, 2015).
Itis also important when giving a speech or communicating, for aspeaker to avoid the use of filler words such as mmmm or oh yes(Molen &Hoogland, 2005).Also, the speaker repeats himself to avoid this speaker can writedown key speaker notes which he can always refer to when he is alsodelivering the speech.
Thisshows lack of clarity. Finally, perhaps even the most importantaspect of communication, is the ability to be audible, when the guestspeaker is audible, the audience will not strain to listen or keepasking their fellows what has been said (Cenere,2015).Thus, the communication process environment will be conducive.
Undoubtedly,for any person to efficiently and effectively communicate, he must beable to establish eye contact, use audible voice, be precise andconcise with his points or message, be composed, show appreciationfor the audience and above all be presentable to the audience(Cenere,2015).These factors help to reduce obstructions in the communicationprocess that might result from the speaker’s side, thus increasingthe command that the speaker has on his/her audience. It is importantthat leaders of organization and any other person who is in aposition to communicate consider these factors as they will beadvantageous.
Cenere, P.(2015). Communicationskills for business professionals.Port Melbourne, Vic: Cambridge University Press.
Molen, H. T.,& Gramsbergen-Hoogland, Y. H. (2005). Communicationin organizations: Basic skills and conversation models.New York, NY: Psychology Press.