Encoding is the process of converting ideas or information into words or gestures that will convey meaning.
Contents
Understanding encoding in communication
There are many ways to send a message during communication.
Some may elect to transmit information via the spoken word, while other situations will call for information to be conveyed via body language, pictures, symbols, or the written word.
Irrespective of how we communicate, however, encoding will always be a necessary step in the process.
Think of encoding as the act of converting ideas or information into words, gestures, or some other form that conveys meaning.
Encoding is the responsibility of the sender – or the person who transmits the information.
To start the communication process, the sender must first encode their message in such a way that it can be understood by the receiver.
If the sender fails to encode the message properly, the receiver is unable to ascertain the meaning of the message and communication breaks down.
The encoding process
In professional contexts where more formal methods of communication are the norm, the encoding process has three fundamental components.
1 – Selecting a language
Selecting a language to encode the message is intuitive for those who share a common language.
However, when an employee communicates with someone from another country, they may need to slow their speech or enunciate words more clearly to ensure the receiver can decode their message.
Language may also vary according to the formality of the workplace context.
Communication in the staff lunch room will be more casual than communication to deliver a sales presentation or liaise with others in an important meeting.
2 – Selecting a communication medium
The appropriate communication medium determines the effectiveness of decoding, but with so many options available, choosing the right medium is extremely important.
Most options fall into one of four categories: speaking, writing, non-verbal cues, and symbols.
The spoken word is an auditory form of communication, while non-verbal cues such as body movements, facial expressions, and touching patterns can be visual, auditory, and tactile.
3 – Selecting an appropriate communication form
The appropriate communication form depends on context.
In other words, the relationship between the sender and receiver and the overall intention or objective of the communication itself.
In a presentation, for example, an employee may use video or graphical illustrations to communicate the key points to a potential client.
In a performance review, the subordinate may nod their head or smile to convey understanding and avoid interrupting their superior.
Oral communication is the most common form and may be face-to-face (interpersonal), speaker-to-audience, group-based, or telephonic.
There are also circumstances in which written forms such as memos, emails, proposals, press releases, and reports are the most suitable option.
Key takeaways
- Encoding is the process of converting ideas or information into words or gestures that will convey meaning.
- Encoding is the responsibility of the sender, otherwise known as the person who transmits the information. If the sender fails to encode the message properly, the receiver is unable to ascertain the meaning of the message and communication fails.
- In professional contexts where more formal methods of communication are the norm, encoding is comprised of three components. The person transmitting the information must select a language, communication medium, and communication form.
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