Purposive Communication Chapter 1 PDF

# Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya ## INSTRUCTIONAL MODULE ### IM No.:1. GE COMM.S2 *** ## **Chapter 1** ### Lesson Title Communication: Types and Elements of Communication, Processes, Principles, Ethics and Functions ### Lesson Overview - Stu...

# Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya ## INSTRUCTIONAL MODULE ### IM No.:1. GE COMM.S2 *** ## **Chapter 1** ### Lesson Title Communication: Types and Elements of Communication, Processes, Principles, Ethics and Functions ### Lesson Overview - Students will be introduced to the various definitions of communication provided by experts in the field. - Students will gain a background on the importance of communication in one's life, especially in their academic life. - Students will hopefully appreciate and understand deeper the nature of communication, the role of communication in a person's life and know how to effectively use communication to better relationships. ### Desired Learning Outcomes 1. Identify the types of communication in relation to mode, context, purpose, and style. 2. Explain the various communication models. 3. Discuss the value of communication in enhancing one's personal and professional relationships. 4. Recognize the importance of a code in ethics in communication. ### Lesson Content 1. Definition and process of communication 2. Elements of communication 3. Models of communication 4. Ethics and Principles of communication 5. Functions of Communication - **Topic 1 Introduction** Imagine the world without communicating with each other. What could happen? Write your thoughts on the most extreme situation that can happen. *** ## Definition of Communication Communication is a process, which means it is ongoing and always in motion. It's hard to tell when communication starts and stops, since what happened long before we talk with someone may influence interaction, and which occurs in a particular encounter may have repercussions in the future. Communication as a process means it is always in motion moving ever forward, and changing continuously. We cannot freeze communication at any one point in time. Communication is also systematic, which means it involves a group of interrelated parts that affect one another. The physical environment and the time of day are elements of the system. To interpret communication, we have to consider the entire system in which it takes place. The third key idea in the definition of communication is symbols, which are abstract, arbitrary, and ambiguous representations of other things. Symbols include all of language and many nonverbal behaviors, as well as art and music. Anything that abstractly signifies something else can be a symbol. We might symbolize love by giving someone a ring, saying "I love you,” or taking someone out for a special dinner. Communication is symbolic in such that we should not interpret words alone when we communicate. The tone of voice, the choice of words, the actions of a person speaking are all examples of symbols that we should factor in when we communicate. Finally, our definition focuses on meanings, which are the heart of communication. We create meaning typically in the process of communication. We talk with others to clarify our own thoughts, decide how to interpret nonverbal behaviors, and put labels on feeling and hopes to give them reality. In all of these ways, we actively construct meaning by working with symbols. ### Elements of Communication - **People**- the participants in communication act - **Message**- the content of the communication act Messages may be sent and received through both verbal and nonverbal models or channels. Means by which a message is communicated. When you pick up the phone to call a friend, the telephone is the channel. Public speakers may use one or more of several channels. The choice of channel will affect the message received by the audience Messages may be sent and received through both verbal and nonverbal models or channels. Thus, we sight messages, taste messages, smell messages, and touch messages. Effective communicators are adept at switching channels because they recognize that communication is a multichannel experience. - **Noise** - anything that interferes with or distorts out the ability to send or receive messages. Anything that can disrupt the flow of communication. It is also called a barrier in communication. Ex: a loud music from the neighbor can interfere with your conversation over the phone; slow internet connection can distort video messaging with a friend; a sudden brown out while delivering a speech is a also a noise.. - **Physiological-Impairment Noise** - Physical conditions such as deafness or blindness can impede effective communication and interfere with messages being clearly and accurately received. - **Environmental Noise** - noise that physically disrupts communication, such as very loud speakers at a party or the sounds from a construction site next to a classroom. - **Semantic Noise** - Semantic noise refers to when a speaker and a listener have different interpretations of the meanings of certain words. For example, the word "weed” can be interpreted as an undesirable plant in a yard or as a euphemism for marijuana. - **Syntactical Noise** - Communication can be disrupted by mistakes in grammar, such as an abrupt change in verb tense during a sentence. - **Psychological Noise** - Certain attitudes can also make communication difficult. For instance, significant anger or sadness may cause someone to lose focus on the present moment. - **Context** - the communication settings, this refers to the surrounding/environment that helps shape the interaction between and/or among individuals. Contexts can be viewed through the following types: - **Physical context** - location of the communication episode - **Social context** – determines the type of participants in the communication act and the nature of relationship existing between or among the communicators - **Psychological context** – refers to the moods and feelings each participant bring in the act of communication - **Cultural context** -shared beliefs, values, behaviors, of the participants that affect communication acts - **Feedback** - the response we get during the communication act - **Effect** - influences derived from the communication process ### Process of Oral Communication 1. **Encoding** - is everything that goes inside the brain of an individual. - involves the sender who, grounded by communicative intentions and goals, decides on assigning codes. - is a systematic arrangement of symbols used by individuals to create meaning. 2. **Transmission** - is the process by which the sender, having assigned codes to come up with thought symbols (message) that are also comprehensible by the participant/s of the communication, transmits or sends message to its recipient. 3. **Receiving** - Having been submitted through sound waves and light waves, the comes from the sender then reaches the receiver. It is assumed that the receiver's attention is focused on the communication at hand to facilitate better understanding of the message transported by the sender. 4. **Decoding** - is the process by which the receiver interprets or assigns meanings to the codes transported by the source. The receiver tries to give meanings to these symbols which may be literal or may give associations depending on knowledge and/or experience. 5. **Responding** - response is anticipated by the sender from the receiver. *** ## **Topic 2: Types of Communication** ### Types according to Mode 1. Verbal and non-verbal 2. Visual communication uses signs, symbols, imagery, maps, graphs, charts, diagrams to convey information. Visuals have greater success in catching attention. Thus, graphic elements in presentations such as color, size, shape, number of words, design in must be considered with care. Communication mode refers to the channel through which one uses to express his intent: - Face-to-face - Video (Skype, Facebook messenger, Viber, WhatsApp, Apple FaceTime) - Audio (Telephone, voice message, voice mail) - Text-based (e-mail, facsimile, text messaging,, social networking sites such as network sites such as Facebook, Twitter, and Instagram) ### Types according to Context 1. **Intrapersonal Communication** means talking to oneself. Some label it as self or inner talk, inner monologue or inner dialogue. Psychologists call it with other names as self-verbalization or self-statement. 2. **Interpersonal Communication** is an interactive exchange between or among interlocutors. It is meant to establish or deepen one's relationship with others. However, if the objective is to achieve something at the end of the conversation, it becomes transactional. 3. **Extended Communication** involves the use of electronic media to include tele, audio and phone conferencing; video conferencing; Skype calls; and other technological means. 4. **Organizational Communication** focuses on the role that communication plays in organizational context. For an organization to be successful, a system of communication should be put in place. A set of rule or standards for communication protocol should be clear so that interaction patterns are established. On the part of the individual, he/she should be equipped with the needed oral and written communication skills that the organization expects him/her to possess. ### Type according to Purpose and Style 1. **Formal communication** employs formal language delivered orally or in written form. Lectures, speech, research and project proposals, reports and business letters, among others are all considered formal situations and writings. 2. **Informal Communication** does not employ formal language. It involves personal and ordinary conversations with friends, family members and acquaintances. The purpose is to socialize and to enhance relationships. *** ## **TOPIC 3: The Communication Process** Communication has certain elements and follows a process. In the diagram, notice that the sender encodes a message that the receiver decodes. If the message is well received, the receiver in turn sends a feedback or a response. In some situations, there are barriers or disturbances that disrupt communication. To make you an effective verbal communicator, you should be a communicator who: - Clarifies - Listens - Encourages empathically - Acknowledges - Restates/repeats To make you an effective nonverbal communicator, you should be a communicator who: - Relaxes - Opens up - Leans toward the other person - Establishes eye contact - Shows appropriate facial expressions ![image of a communication process diagram] Effective communication requires the message to be: - Clear and concise - Accurate - Relevant to the needs of the receiver - Timely - Meaningful - Applicable to the situation Effective communication requires the sender to: - Know the subject well - Be interested in the subject - Know the audience members and establish a rapport with them - Speak at the level of teh receiver - Choose an appropriate communication channel The channel should be: - Appropriate - Affordable - Appealing The receiver should: - Be aware, interested, and willing to accept the message - Listen attentively - Understand the value of the message - Provide feedback ### Communication Models 1. **Aristotle's Model** ![image of a diagram] 2. **Laswell's Model** ![image of a diagram] 3. **Shannon-Weaver's Model** ![image of a diagram] 4. **David Berlo's Model** ![image of a diagram] We meet different people in different situations. The context, the mode and the type differ in every situation. Also, there may be barriers in communication that can disrupt the success of communication. ### Barriers to communication - Language - Values and beliefs - Sex/gender and age - Economic status - Educational level - Physical barriers - Attitude - Timing - Understanding of message - Trust *** ## **TOPIC 4: Functions of Communication** In every communication situation, there is always a purpose. For example, teachers speak to students to impart knowledge, motivational speakers upload their speeches to inspire their viewers and politicians lay down their platforms to encourage people to vote for them. The following are some of the functions of communication: 1. **Informative Function** We want to inform other people of what we know - facts, information, and knowledge. In school, most of our speaking activities are directed to get and give information to develop or improve our knowledge and skills. 2. **Instructive Function** Many times, older people who hold important information, and those in higher rank communicate to instruct people on what to do, when and where to do them, and on why and how to do them. 3. **Persuasive Function** You may find yourself wanting to influence the opinion of others to believe and accept your stand or claim on an issue or problem; so, you think of strategies on how to persuade them to change their perspectives or opinion. 4. **Motivation Function** We communicate to entice and direct people to act and reach their objectives or goals in life. In the process, we use positive language to make them realize that their actions lead them to something beneficial for their being. 5. **Aesthetic Function** We use communication for pleasure and enjoyment. 6. **Therapeutic Function or Emotional Expression** Communication is curative and serves to maintain good health. Sometimes, talking to a person does not mean asking for his help; we talk to another person merely to vent our feelings. After we talk, we find ourselves in a much better condition. 7. **Regulation or Control** People use communication to maintain control over other people's attitude and behavior. Your parents use it to guide, inspire, or reprimand you when you seem to lose control over your schedule, studies, and relationships, among others. 8. **Social Interaction** Communication helps us start, maintain, regulate, or even end relationships with other people. We usually establish a positive climate at home, in school, and in the workplace by greeting the people around us and by exchanging pleasantries with them. *** ## **TOPIC 5: Ethics in Communication** It is important to note that one's behavior should be regulated by honesty, decency, truthfulness, sincerity, and moral uprightness. 1. Establish an effective value system that will pave way for the development of integrity as a person. One's behaviour and decision-making style affect, in turn, the operation of an organization. 2. Provide complete and accurate information. Data should always be contextualized and correct. 3. Disclose vital information adequately and appropriately. Never conceal or hide information for the purposes of transparency. ### Ten Ethics in Communication Deidre D. Johnston (1994) pointed out ten ethics I communication that you should hear in mind to avoid being labeled "unethical" (as cited in Chase & Shanmo, 2013, pp.140-141). 1. Mutuality - Pay attention to the needs of others, as well as yours. 2. Individual dignity - Do not cause another person embarrassment or a loss of dignity. 3. Accuracy - Ensure that others have accurate information. Tell them everything they have a right and need to know, not just what is true. 4. Access to information – Never bolster the impact of your communication by preventing people form communicating with one another or by hindering access to the supporting information. 5. Accountability – be responsible and accountable for the consequences of your relationships and communication. 6. Audience as audience or receiver of the information, you also have ethical responsibilities. A good rule of thumb is the “200% rule” where both the sender and the receiver have full or 100% responsibility to ensure that the message is understood, and that ethics are followed. This is 100/100 rule, not 50/50 rule.. 7. Relative truth as either sender or receiver of information, remember that your own point of view may not be shared by others and that your conclusions are relative to your perspective, so allow others to respectfully disagree or see it differently. 8. Ends vs. means be sure that the end of goal of your communication and the means of getting to that end are both ethical although no rule can be applied without reservation to any situation. 9. Use of power – in situations where you have more power than others (e.g. a teacher with a student, a boss with a subordinate, a parent with a child), you also have more responsibility for the outcome. 10. Rights vs. responsibilities -balance your rights against your responsibilities even if you live in a wonderful society where your rights are protected by law; not everything you have a right to do is ethical. *** ## **TOPIC 6: General Principles of Effective Communication** 1. Know your purpose in communicating. 2. Know your audience. 3. Know your topic. 4. Adjust your speech or writing to the context of the situation. 5. Work on the feedback given you. ### Principles of Effective Oral Communication 1. Be clear with your purpose. 2. Be complete with the message 3. Be natural with your delivery. 4. Be specific and timely with your feedback. ### Principles of Effective Written Communication: The 7Cs 1. Be clear 2. Be concise. 3. Be concrete. 4. Be correct. 5. Be coherent. 6. Be complete. 7. Be courteous. ### Four Principles of Interpersonal Communication These principles are based on real life functioning of interpersonal communication. They are basic to communication. We can't ignore them (King, 2000) 1. **Interpersonal communication is inescapable** We can't not communicate. It is not possible for humans like you and me not to communicate. The very attempt not to communicate communicates something. Through not only words, but through tone of voice and through gesture, posture, facial expression, etc., we constantly communicate to those around us. Through these channels, we constantly receive communication from others. Your poker face as you listen to somebody also means a lot. You always communicate and receive communication from others not only through words but also through voice tone, gesture, posture, bodily movement, facial expression, clothes worn, and so on. Even when you sleep, you communicate. Remember a basic principle of communication in general: people are not mind readers. Another way to put this is: people judge you by your behavior, not your intent. 2. **Interpersonal communication is irreversible** You can't really take back something once it has been said. The effect must inevitably remain. Despite the instructions from a judge to a jury to "disregard that last statement the witness made," the lawyer knows that it can't help but make an impression on the jury. A Russian proverb says, "Once a word goes out of your mouth, you can never swallow it again." Think of this: What if you apologize to the person you've hurt? Is that enough to take back what you've said? Words are powerful; they can either heal or harm others. That's why, it is always important to be mindful of our words. 3. **Interpersonal communication is complicated** No form of communication is simple. Because of the number of variables involved, even simple requests are extremely complex. Whenever you communicate with anyone you simultaneously interpret both his verbal and nonverbal language, and that is often both confounding and demanding. Theorists note that whenever we communicate there are really at least six "people" involved: 1) who you think you are; 2) who you think the other person is; 3) who you think the other person thinks you are; 4) who the other person thinks /she is; 5) who the other person thinks you are; and 6) who the other person thinks you think s/he is. We don't actually swap ideas, we swap symbols that stand for ideas. This also complicates communication. Words (symbols) do not have inherent meaning; we simply use them in certain ways, and no two people use the same word exactly alike. Words (verbal) alone complicate things: A word does not have just one meaning, it is usually not used in the same way. Osmo Wiio gives us some communication maxims similar to Murphy's law (Osmo Wiio, Wiio's Laws--and Some Others (Espoo, Finland: Welin-Goos, 1978): - If communication can fail, it will. - If a message can be understood in different ways, it will be understood in just that way which does the most harm. - There is always somebody who knows better than you what you meant by your message. - The more communication there is, the more difficult it is for communication to succeed. These tongue-in-cheek maxims are not real principles; they simply humorously remind us of the difficulty of accurate communication. 4. **Interpersonal communication is contextual** In other words, communication does not happen in isolation. It is affected by several factors. There are many things to be considered, there are: - Psychological context, which is who you are and what you bring to the interaction. ("You" here refers to both participants in the interaction.) - Relational context, which concerns your reactions to the other person--the "mix." - Situational context deals with the psycho-social "where" you are communicating. An interaction that takes place in a classroom will be very different from one that takes place in a bar. - Environmental context deals with the physical "where" you are communicating. Furniture, location, noise level, temperature, season, time of day, all are examples of factors in the environmental context. - Cultural context includes all the learned behaviors and rules that affect the interaction. If you come from a culture (foreign or within your own country) where it is considered rude to make long, direct eye contact, you will out of politeness avoid eye contact. If the other person comes from a culture where long, direct eye contact signals trustworthiness, then we have in the cultural context a basis for misunderstanding. *** ## **VI. LEARNING Activities** **Task 1.** Identify the type of communication (according to context) that happens in the following: 15pts 1. Meditation 2. Haggling with an online seller 3. Brainstorming during group work 4. Friends chatting during breaks 5. Asking for a leave from work **Task 2.** If you were to make your own communication model, how will it be different from the four communication models discussed? Make an illustration of your own communication model and give a short explanation. 50 pts **Task 3.** As a responsible communicator, identify which are ethical to post on social media and which are not. .Explain your answer. (Topic 5) 50 pts | What to | What NOT to | |---|---| | 1 | 1 | | 2 | 2 | | 3 | 3 | **Task 4.** What examples can you give for each of the functions? (Topic 4) 40 pts **Task 5.** Questions for Discussion 50pts 1. Is it possible for a person who is asleep to communicate? How about a person in a coma? 2. Which is more difficult to interpret? Verbal or nonverbal language? Why? 3. Look, think, or create (make your own) a saying similar to this: Words can either heal or harm you. Share that later to the class. (wait for my signal when to share/submit this) **Note:** For those who availed of hard copy of the module, please SUBMIT YOUR ANSWERS IN HARD COPY AS WELL during the retrieval schedule. Place them in a brown envelop, with your name (use separate sheet for each task, and write your name on each paper) course, and address to me: Mam Denny B. Jamil, CAS Faculty, GE Comm. You can still join the online discussions but DON'T SUBMIT your activities online. Only those who availed of e-copy will submit online. Thank you! *** ## References Dagdag, L.A, Padilla, M.M., Roxas, F.R. (2018). Communicate & Connect. Purposive Communication. Quezon City: Mutya Publishing House, Inc. - [http://www.pstcc.edu/facstaff/dking/interpr.htm#:~:text=Interpersonal%20communication%20is%20inescapable&text=The%20very%20attempt%20not%20to, communicate%20to%20those%20around%20us](http://www.pstcc.edu/facstaff/dking/interpr.htm#:~:text=Interpersonal%20communication%20is%20inescapable&text=The%20very%20attempt%20not%20to, communicate%20to%20those%20around%20us) - [http://www.jmpcollege.org/Adminpanel/AdminUpload/Studymaterial/BARRIERS%20TO%20COMMUNICATION-SEM%201.pdf](http://www.jmpcollege.org/Adminpanel/AdminUpload/Studymaterial/BARRIERS%20TO%20COMMUNICATION-SEM%201.pdf) - [https://www.youtube.com/watch?v=slq1nAhZuqE](https://www.youtube.com/watch?v=slq1nAhZuqE) - [https://www.youtube.com/watch?v=NNVZxTkiX1Y](https://www.youtube.com/watch?v=NNVZxTkiX1Y) - [https://www.rysec.org/10-basics-of-ethical-communication/](https://www.rysec.org/10-basics-of-ethical-communication/) - [https://www.asha.org/Practice/ethics/Ethical-Use-of-Social-Media/](https://www.asha.org/Practice/ethics/Ethical-Use-of-Social-Media/) - [https://publicrelationssydney.com.au/how-to-be-ethical-in-social-media/](https://publicrelationssydney.com.au/how-to-be-ethical-in-social-media/) *** "In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial"