Understanding Communication

Communication

• Derived from the Latin "communicare", meaning to share or make familiar.
• Can be verbal or non-verbal.
• Consists of a two-way exchange of thoughts, messages, or information.
• Achieved via speech, writing, signals, or behavior between a sender and receiver.
• Requires effective message delivery by the sender and correct interpretation by the receiver, and shared understanding, to be successful according to Theo Haiman.

Purposive Communication

• Takes place within a specific context.
• Context includes setting/environment, social relations, and culture.
• Also includes scenes which are place, time, and occasion.
• Contexts must be considered, as they affect sending and receiving messages.

Communication Process

• Involves the transmission of information and common understanding from one person to another.
• Results in a shared understanding among the people involved.
• Consists of a process from the sender going to the receiver per Lunenburg(2010).

Shannon-Weaver Model of Communication

• Created in 1948 by Claude Shannon and Warren Weaver.
• Claude Shannon was an American Mathematician and Electronics Engineer.
• Warren Weaver was an American Mathematician.
• A linear model provides a framework for how messages are sent and received.
• Explains how messages can be mixed up and misinterpreted during sending and receiving.

Component 1: Sender

• Serves as the starter or source of the idea, also known as the information source of the communicator.
• Can be an individual, group, or organization.
• Is responsible for the success of the communication.
• Begins the process by choosing the message, intended receiver, and delivery channel.
• Requires credibility, as acceptance or rejection of the message depends on it.

Component 2: Encoding

• Involves an encoder, also called a transmitter, which encodes the message into signals.
• Is the process of selecting words and transforming ideas into a communicable message.
• Requires the information source to first encode the message in an understandable form for the receiver, then transmit it.

Component 3: Channel

• Refers to the means used to deliver the message.
• Can be oral or written.
• Is the infrastructure that gets info from the sender/transmitter to the decoder/receiver, according to Drew (2019).
• Channel choice depends on availability, practicality, and impact on the receiver.
• Face-to-face communication uses sound waves carrying the sound from sender to receiver as the channel.

Component 4: Noise

• Refers to any interference that disrupts communication, hindering the receiver from getting the message.
• Internal noise is a distraction inside the brain and not visible, affecting one's train of thought.
• External noise consists of visible distractions outside a person's body.
• External noise is hard to control, and distractions impede communication.

Component 5: Decoding

• A decoder, also known as a receptor, decodes or reconstructs the message from the signal.
• The process of translating the message is called decoding, is done by the receiver.
• The receiver must first receive the message then decode or interpret it to comprehend it.

Component 6: Receiver

• Can be an individual, group, or organization intended to receive the message.
• Also referred to as interpreters.
• Must be a good listener and possess strong comprehension skills.
• Receiver's attitudes, experiences, skills, perceptions, knowledge, and culture affect the interpretation of the message.
• Both sender and receiver should be objective in delivering and interpreting content and avoid biases.

Component 7: Feedback

• Incorporated by Norbert Weiner to inform the sender whether the receiver got the message.
• Occurs when the receiver responds to the message from the sender.
• Includes three forms: reply (written/printed), response (oral/face-to-face), and reaction (gestures).
• Can be positive or negative, depending on the kind of message relayed and how it is communicated and interpreted.
• Knowing the audience's feedback is vital for the sender to make clarifications on the message.

Principles of Communication

• Effective when there is no mistake in interpretation, and the sender gets the correct feedback.
• Following these is crucial for effective communication, applicable in both oral and written forms.
• These principles are also known as the 7 C's of effective communication.

1. Courtesy/Consideration

• Being aware of other's feelings, and another tern for courtesy is politeness.
• Choosing polite words and tones shows respect to the receiver.
• Requires "you-attitude," prioritizing the receiver's needs.
• Involves senders being considerate and intertwined with courtesy.
• Knowing the audience's viewpoints, background, education level, and mindset.
• The sender should be sensitive, sincere, respectful, non-discriminatory, and optimistic for effective communication.

2. Clarity

• The two forms include purpose of the message is clear to the sender and receiver.
• The two forms include using appropriate language, grammar, pronunciation, sentence construction, and delivery.
• Simple, familiar language usage is essential for sender-receiver understanding.
• Stating too many points in one message should be avoided to prevent confusion.
• Clear thoughts and ideas enhance the message and ensure it's understandable.

3. Correctness

• All information should be authentic.
• Requires comprehensive knowledge about the receiver.
• Understanding the receiver’s level of expertise, background, and status aids in message formulation.
• Includes correct grammar, spelling, pronunciation, and accurate receiver information.

4. Concreteness

• Being particular, definite, and vivid rather than vague and broad.
• Using denotative rather than connotative words.
• Requires senders to be specific.
• Also requires that senders should support the message with clear facts, figures, and words.

5. Credibility

• Vital for the sender in delivering information and trust to the audience.
• Receivers are more likely to believe the message if the sender is credible.
• Establishing credibility is a long process requiring honest and truthful communication.

6. Completeness and Consistency

• Messages are considered complete if they contain all the necessary facts and details.
• Interpretation can be influenced by the receiver's background, viewpoints, needs, attitudes, emotions, experiences, and culture.
• Requires composing the message from the receiver's perspective.
• Means all necessary facts and information are included.
• Follow the guidelines to deliver a complete message.
• To deliver a complete message, provide all necessary information.
• To have complete consistency requires answering the 5W1H Questions.
• All questions asked must be answered with specific explanations.
• Additional information when desirable may be provided.
• Consistency is a vital part of message delivery.
• Inconsistency leads to confusion.
• Standpoints should change gradually avoiding reader confusion.

7. Conciseness

• Means brief.
• Senders should avoid lengthy messages.
• Avoid lengthy messages to avoid information overload.
• Aims to say what needs to be said in as few words as possible.
• Emphasizes the main point by reducing unnecessary words.
• Wordiness can be eliminated to achieve conciseness.
• Relevant material must be included.
• Unnecessary repetition should be avoided.

Seven C's of Communication

• Courtesy and Consideration improve relationships.
• Clarity makes comprehension better.
• Credibility builds trust.
• Correctness builds confidence.
• Completeness and Consistency introduce stability.
• Concreteness reinforces confidence.
• Conciseness saves time.

Ethics in Communication

• Ethics comes from Ethos, the Greek word for custom, habit, character, or outlook.
• Ethical standards includes respect, dignity, fairness, and basic courtesy in all communication encounters
• Applies in communication, regardless of individual moral principles.

Ethical Considerations in Communication

• Requires adhering to the golden or platinum rules.
• Requires treating others with respect.
• Ethical communicators address other cultures with the same respect.
• Involves being considerate of feelings.
• Avoiding carelessness with words, tones, and gestures to prevent negative impact.
• Requires to be ethical in communication maintains tact and diplomacy.
• Requires acknowledging the source of ideas and information.
• Sources should be acknowledged.
• Taking other's work is unethical.
• Includes speaking the truth.
• The rule against fake news and falsehoods is universal.