Understanding the Communication Process

• Communication is the process in which meanings are exchanged between people through common symbols.
• It's the transmission of an idea or feeling that gives a sender and reciever the same understanding.
• The most common ways to communicate include spoken word, visual images, written word, and body language.
• The communication process involves many parts and stages, each offering potential barriers to successful communication.

Elements of the Communication Process

• The elements of this process include source, encoding, message, channel, decoding, receiver, feedback, noise/interference, and context.
• Communication is the process of passing information from a source to a receiver.

Source

• A source is an individual, group, or organization that initiates communication.
• The source has the primary responsibility for the message's success.
• Sender credibility is very important.
• People are likely to reject a message if the sender is unreliable.

Encoding

• Encoding is putting a thought or information into words or signs so the message can be conveyed to a receiver.
• A person has to think about what the other person needs to understand or decode the message properly.
• It's important to share all necessary information to paint a full picture.
• Encode the message by using the best form to ensure proper receipt.
• Account for potential language differences which could cause a miscommunication.
• To encode a message properly, know the audience.
• Understand what they know and what they need to know to send a complete message.
• Use language the audience understands and a context that is familiar.
• Spell out acronyms, as not everyone knows the acronyms that are regularly used.

Message

• The message is the information transmitted from the sender to the receiver through symbols such as languages
• Communication needs a message in order to take place.
• To be accurately understood and well-received, messages may follow the C's in communication.
• Courtesy involves polite words and tone to show respect for the receiver.
• Show courtesy by using positive wprds, being considerate of receiver's feelings, selecting gender-free terms and responding prompty ro all messages.
• Clarity involves correct word usage, grammar, pronunciation, sentence construction, and delivery.
• Unclear messages often don't achieve their desired effect.
• Conciseness is saying what needs to be said in as few words as possible so that the listeners/readers of the messages are not overwhelemed by information overload.
• It's important to avoid flowery language with unecessary words
• Remember that the goal is to communicate, not to impress listeners/readers with a lengthy discourse.
• Concreteness refers to being specific
• Providing examples whenever necessary can make a message way more comprehensible
• Completeness means there needs to be certain details, like answers to 'what, who, when, where, why and how' questions to avid ambiguity

Channel

• The channel is the medium used to transmit the message.
• The type of message determines the type of channel.
• Channel choice depends on availability, practicality, and impact on the receiver.
• Oral channels are most effective for immediate feedback to clear up uncertainties.
• Smartphones, tablets, and computers are considered effective tools for communicating with loved ones abroad.
• Communication channels include face-to-face conversations, telephone calls, video conferences, emails and memos.

Decoding

• Decoding happens when the receiver interprets the message and gives it meaning.
• Necessary communication skills include the ability to read and comprehend, listen actively, or ask clarifying questions as needed.
• If the person you're communicating with lacks the skills needed to decode the message, either resend in a different way, or assist them in understanding it.

Receiver

• The receiver is the individual that the message is directed to.
• The extent to which this person comprehends the message will depend on factors like knowledge of the topic, relationship, and trust between sender and receiver.
• Receivers of messages must have good listening and comprehension skills.
• A receiver's prejudice could affect one's receptiveness toward the message, and may be skeptical towards the relay of the sender.

Feedback

• Feedback is the response given to the sender from the receiver.
• It allows the sender to determine if the message was received and how.
• It lets someone gauge their success at communicating.
• It allows adjustment of the communication process for the future.
• Through feedback, one can learn what worked well and what didn't, and be even more efficient the next time to communicate.

Noise/Interference

• Noise or interfence is anything that disrupts the communication process.
• Kinds of noise include physical, physiological, psychological, semantic, and mechanical.
• Physical noise is interference in the environment such as noises, spam, pop-up ads, extreme temperatures, and crowded conditions,
• Physiological noise is a distraction caused by hunger, fatigue, headaches, medication, and other internal factors that affect how someone feels.
• Psychological noise includes thoughts that hamper a message's correct interpretation by the receiver.
• Psychological noise covers when someones is preoccupied with a problem, thinking deeply, or suffering from an emotional condition.
• Semantic noise exists when words are not mutually understood.
• Words can have multiple meanings which could have different interpretations.
• Mechanical noise includes the channels used for communication like cellphones or laptops.

Barriers to Communication

• Physical barriers include yelling across the hall.
• Perceptual barriers are based on the fact that people see the world differently.
• Emotional barriers include withholding thoughts and feelings.
• Cultural barriers are group behaviours like contact and non-contact cultures.
• Language barriers are the fact that not everyone is familiar with all languages or jargon.
• An inappropriate communication channel will be an obstacle.

Types of Context

• Context the situation when you are communication.
• The 5 types of context include: physical, social, psychological, cultural and historical.
• Physical context includes the place communication takes place, the time, environmental condition, and ditance between communicators.
• Social context refers to the nature of relationships between communicators and it sets the formality of interaction.
• An example would be that the communication process between communicateing with your boss is going to be totally different than communication with a friend.
• Psychological context involves communicators' mood and feeling.
• Cultural context is comprised of beliefs, values and norms shared by a large group of people.
• Historical context involves the background provided by previous interactions between communicators, which affects interactions.

Perspectives in Communication

• Every one comes to exchanges with own filter through which view the world, the person they are communicating with, and the situation.
• These filters mean that people don't always start with the same perspective as the person they communicate with.
• Perspectives depend on visual perception which is vaild because it is smply two different ways of seeing the same thing.
• Just because you do not see a situation, it does not mean it does not exist for others.
• There is more than oneway to see any situation.
• The same words can have different meanings based on interpretation.
• Using specific words in a certain order may not mean that another person can always read or hear them.

Other factors Affecting Perspective

• Past experiences
• Feelings
  • The way someone feels will determine how you communicate to a person
  • If you like someone, it impacts the way you communicate

Environment

• All communicate differently in different environments.
• How do you talk to colleagues compared to friends?
• How do you talk to subordinates vs when your boss is directly there?
• The location, other things going on, and who else is present may greatly impact how you communicate.

Functions of Communication

• Communication is used to convey information.
• Those in higher ranks communicate to instruct people regarding what to do, when and where to do it, and why and how to do it.
• Communication is used to influence others to believe and accept your stand or claim, and to change their perspectives or opinions and make a decision.
• Communication is used to entice and direct people to act and reach their objectives or improve their lives
• Communication is used for pleasure and enjoyment.
• Communication is curative and maintains good health by facilitating expression of feelings and emotions.
• Communication maintains control over others' attitude and behavior in situations such as between parents and children or leaders and their employees.
• Communication allows social interaction by helping people to start, maintain, regulate or end relationships with other people.
• Communication helps to understand not only other people but also ourselves, and to examine what we know about ourselves.

Classifications of Communcation

• Communication can be classified according to communication mode, context, and purpose and style.
• A message may be conveyed via verbal, non-verbal and visual methods.
• The non verbal mode is equally essential as it enhances another person's message.
• Verbal Communication refers to an interaction in which words are used to relay a message.
• Nonverbal communication refers to an interaction where behavior is used to convey and represent meanings.
• All human responses that are not expressed in words are classified as nonverbal communication.

The 7-38-55 Rule

• The 7-38-55 Rule is a concept concerning the communication of emotions.
• It was developed by psychology professor Albert Mehrabian at the University of California, Los Angeles, who laid out the concept in his 1971 book Silent Messages (1971).
• According to the rule, 7% of meaning is communicated through spoken word, 38% through tone of voice, and 55% through body language.
• Tone of voice accounts for about 35-40 percent of a message.
• Elements of tone involve the volume, the level and type of emotion, and the emphasis placed on chosen words.

Body Language

• Over half the message is non-verbal, which means that half of communication is through subconscious messages.
• Body language can include facial expressions, the way someone is sitting or standing, swaying or other movements, and gestures with arms or hands.
• Other forms of body language include eye contact, breathing rate, swallowing or coughing, blushing, and fidgeting.
• How message is said is more important than what you say. is more important than what is said.
• Visual communication is the use of visuals to convey information and/or messages through signs, symbols, imagery, maps, graphs, charts, diagrams, photos, drawing or illustrations.
• Electronic communications symbols or images such as emojis, emoticons, and animations can convey the writer's emotions or intent, and achieved through digital mode or text.

Types of Communication Based On Context

• There are five types of communication based on context, including intrapersonal, interpersonal, dyad communication, small group communication, public, and mass communication.
• Intrapersonal communication is communication that centers on one person where the speaker acts as both the sender and the receiver of message.
• The messages in intrapersonal communication are the thoughts and feelings within the internal channel of the brain.
• In interpersonal communication, the source who encodes is different from the recipient who decodes.
• Dyad communication is communication between two people.
• Small group communication involves at least three but not more than twelve people engaging in a face-to-face interaction.
• Public communication requires delivery of the message before or in front of a group.
• Mass communication takes place through television, radio, newspapers, magazines, books, billboards, internet, and other types of media.

Types of Communication Based On Purpose and Style

• There are two types of communication based on purpose and style including formal and informal
• Formal communication employs formal language delivered orally or in written form, examples of which are lectures, public talks, research, project proposals, reports, and business letters.
• Informal communication does not employ formal language, and involves ordinary conversations with friends, family, or acquaintances with the purpose of socializing and enhancing relationships.
• Examples of informal communication include face-to-face communication, phonecalls, e-mail messages, text messages, personal notes, and letters.

Developmental Model of Intercultural Sensitivity (Bennett Scale)

• This model offers a structure that explores how people experience, interpret, and interact across cultural differences consisting of six stages including denial, defense/reversal, minimization, acceptance, adaptation, and integration.

Stage 1: Denial

• Is when people are not interested in cultural differences or can care less about others from different cultures.
• Individuals does not recognize cultural differences and rejects claims as irrelevant due to disinterest or avoidance.
• People are not threatened by any cultural differences since they refuse to accept them

Stage 2: Defense/Reversal

• Occurs when someons starts recognizing cultural differences is intimidated either with a superior view on own culture, or unjustified high regard for the new one.
• There is acknowledgement of cultural differences, BUT these differences are seen as threatening to self.
• Cultural differences is seen as problems to be overcome comprised of negative stereotyping.

Stage 3: Minimization

• Although people see cultural differences, they bank more on the universality of ideas rather than on cultural differences, and downplay their importance.
• They are still threatened by cultural differences and minimize them by telling themselves that people are more similar than dissimilar.

Stage 4: Acceptance

• Cultural differences are recognized and accepted.
• People begin to recognize other cultures and to accept them as viable alternatives to their own worldview seeing differences as neither good nor bad.

Stage 5: Adaptation

• People begin to view cultural differences as a resource and relish the differences consciously adapting their behaviors to certain environments.

Stage 6: Adaptation

• People's acceptance of identity is not based in just any single culture.
• People can effortlessly shift between frames of reference naturally integrating aspects of other cultures.