Arguable, the importance of communication are immense in the modern society. It is an extremely difficult and continuous process that enables us to contact persons in the world. The world has been reduced to a village by the various inventions and innovations in the communication sector. Communication can be summarized as the activity of passing meaningful information. The two parties in the communication process should understand each other (Schwartz, 2009).Communication process comes to an end when the receiver understands the sender.
Communication process refers to a guide in the realization of effective communication. Through communication process, the receiver and the sender get a chance to share meaning. In order to be productive in the society individuals should be very keen and attentive during communication. For example, most of the companies are working towards maximization of profits and quality management; this is achieved through effective communication. Communication is part of the society; absence of communication sends all the activities into a stand still.
The components of communication process include context, sender/encoder, message, medium, recipient/decoder and finally the feedback. All these components need to be present for a meaningful communication to take place. The sender begins the process and comes to an end when the receiver understands it and gives a feedback (John, 2002). The context in which the communication takes place .All communications precedes with the context. The context can be social, physical or cultural. It is the responsibility of the sender to choose the message to be communicated within the context. Person who sends the message is the encoder. He uses symbols in passing the message.
The message on the other hand, is the key ideas which the encoder wants to communicate. Communications need a medium so as to be conveyed. For example, the use of mobile phone is a verbal medium of communication. The medium of communication differ depending on the features of communication. When a message is send there is an intended target, this refers to the decoder/recipient. Understanding of the message depends on the knowledge of the encoder, reliance of the sender on recipient and the responsiveness of the recipient on the message. Feedback finalizes the all process of communication. The sender gets a chance to analyze the information. Feedback can be nonverbal or verbal (Schwartz, 2009).
Perhaps everybody wants to be understood and heard well during communication. In most cases, parties of communication do not listen and completely fail to understand the message. Hearing describes the physical measurement of the waves that are created by the sound and transmitted to the ears and finally into the brain. The brain processes the sound into perceptible information. The hearing part of communication occurs without the consent of the person. In fact, study shows that hearing is passive quality. On the other hand, listening probably goes beyond the natural hearing procedure. It entails paying attention to words spoken with an intention of understanding. Mostly the way people perceive things and prejudice affects the quality of listening (Koneru, 2008). For example if receiver feels that the person speaking is poor he will dismiss the information despite the fact that it may be true. Good listener fully understands that communication is always two-way. Refraining from interrupting the speaker too helps in increasing the degree of listening. Listening processes include attendance, receipt, capacity to understand, capacity to remember, and initiative to respond.
Criminal justice system is a formal organization hence most of the communication is formal. The communication process in justice system should adhere to the rules and regulations of the system. Criminal justice organizations prefer systems that are formal in nature. It ensures that information is recorded so as to be used in future (Allen & Rajeev, 2009).Arguably, communications in the criminal system are in tree way, these include; horizontal, vertical, and horizontal. All these channels of communication adhere to the hierarchy and operate in accordance to organizations rules and operating procedures (Schwartz, 2009).For example, in court rooms there is a procedure which should be followed. On the other hand informal channels of communication are mostly desired because of and a possibility of total alteration of information. Informal channels require extra systems in place to ensure regular balances and checks.
Despite improvement in the communication sector, barriers to effective passage of information do occur. Barriers of communication prevent the passage of the intended information from the sender to the recipient. The barriers include interpersonal barriers, language barrier, cultural barriers and physical barriers. Language can be a barrier, in that the language which the sender used cannot be understood by the recipient. For example, when two people communicate using different language, none of the two parties will understand the message. Cultural barriers do affect communication. Cultural aspects may prevent separate the sender from receiver. These aspects are gender, motives, social status and age. Some communities believe that nothing important comes from a woman. Cultures mold people to different ways of hearing, seeing and interpreting messages. Actually diverse cultures have same words with different meaning (Koneru, 2008).
The natural set up of environment can be a major setback to effective communication. For example, if the staffs are operating in different regions it makes it difficult to communicate. Most likely this affects communication in organizations that still use old and primitive modes of communication. The cell phones have improved communication, but it is also a barrier to effective communication. The ring tones interfere with communication in forums. Noisy environments too interfere with the communications. For example, an airport located close to a school will be interfering with studies. During verbal communication distance can be a barrier. If the distance between the sender and the receiver is far there is a high probability that they will not understand each other (Allen & Rajeev, 2009).
In order to ensure that there is an effective communication, it is important to come up with strategies. Both the receiver and sender should learn and improve on the communication skills. Skills that people have during communication, determines the degree of satisfaction of between the sender and recipient. Individuals should do away with the stereotype way of thinking. Individuals should be attentive and listen to the sender regardless of his age, gender or religion. In order to come up cross-cultural strategies, we need to accept the diversity of cultures. People should respond in a slow and careful manner during cross-cultural communication (John, 2002).
Thinking and listening critically should be the pillars of effective communication. Patient too pays during communication. People communicate in different speed; therefore it is important to be patient. In order to be in the safe side, information should be provided using multiple channels. If email had been used it is important to follow up via a phone call. Forms of communication should be chosen carefully depending on the speed, recipient, time and confidentiality of information.
In conclusion, communication takes place at many levels, for most beings, in different ways and through different machines. Communication deals with large body of knowledge and study. We should appreciate our diversities and communicate peacefully. The world has been converted into a village through innovations and inventions of communication medium. For example, online communication via Internet and inventions of mobile phones has improved communication. Communication process should be studied because it helps in counseling, evaluation and supervision.
Koneru, A. (2008). Professional Communication. New York. McGraw.
John, F. (2002).Introduction to Communication Studies.London.Wiley.
Allen, M & Rajeev, S. (2009).Administration and Management in Criminal Justice: A Quality Service.California.Sage.
Schwartz, J. (2009).Communication Skills. New York. John Wiley & Sons.