Chapter 1 Communication PDF

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This document is an introduction to communication studies. It explores different aspects of communication, such as the various roles communication plays in our daily lives. It differentiates between different types of communication and how to communicate effectively.

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Chapter 1 Communication chapter 1 1 chapter 1 2 chapter 1 3 Introduction Communication is certainly a tool for conducting the everyday business of our lives, it is also at the core of who we are. what we think. what we do. The debate over whether communication reflects or...

Chapter 1 Communication chapter 1 1 chapter 1 2 chapter 1 3 Introduction Communication is certainly a tool for conducting the everyday business of our lives, it is also at the core of who we are. what we think. what we do. The debate over whether communication reflects or creates the reality we call our lives oversimplifies the relationship between communication and the things about which we communicate G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Introduction Our communication reflects the world within and around us and simultaneously creates it. For now, “symbols shape meaning” is a phrase that best captures the idea that communication gives meaning to reality, whether reality is an object in the physical world or an idea in our minds. Imagining the meaning of any pre- existing thing or thought in this world untouched by communication is difficult In short, communication plays a significant role in who we are, what we know, and what we do G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Introduction There is no “mass” communication because there is no “mass” audience. Instead, there are many types of audiences: Some audiences last only a few hours. (ex: Conference attendees) others last for a whole season. ( ex: Egyptian football fans) Some audiences are based on a need for immediate information. (ex: News Viewers) some on in-depth information (ex: Readers of news magazines) some on a need for political stimulation, musical entertainment, romantic fantasy G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Introduction Communication is central to being human. It is through one or another means of communication words we use our facial expressions our body language works of art we create, and so on Through that, we reveal our emotions, learn, teach things to others, and relate in complicated ways to other human beings and society. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N First Thing First What is Communication ? ‘Communication is any behavior that results in an exchange of meaning’ - American Management Association G A L A L A U N I V E R S I T Y T H I N K N E X T G E N What is communication? When you asked to define communication, how will you respond? Most people will relate to the forms of communication – talking or listening. But communication goes beyond that. Communication involves getting information from one person to the other person. Yet even this is not a complete definition because effective communication involves the perception of the information as much as the delivery of that information. We can define communication as the art and process of creating and sharing ideas. Effective communication depends on the richness of those ideas. In order to be effective at communicating, there are a number of skills that you can relay. Which skill will you depend upon your situation, the receiver of your communication, and the information that you need to convey. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 9 G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 10 Good communicators are born, not made. The more you communicate, the better at it you will be In your interpersonal communications, a good guide to follow is to be as open and supportive as you can be The best guide to follow when communicating with people from other cultures is to ignore the differences and treat the other person just as you'd treat members of your own culture Fear of meeting new people is detrimental and must be eliminated When there is conflict, your relationship is in trouble. G A L A L A U N I V E R S I T Y 11 T H I N K N E X T G E N Provide Persuade information Express Seek Emotions Information G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 1. Persuade We communicate to persuade: It means that we want someone to do something and this desire of ours is communicated. Ex: The mother patting the child to stop crying, the advertiser displaying a model in a new T-Shirt and the politician (urging) his audience to vote for him are all having the same objective of persuading, while communicating it differently. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 2. Provide Information We communicate in order to give or provide information: The science teacher demonstrating an experiment, the bank announcing a reduction in interest rates and the finance minister, presenting the budget are all communicating to provide information. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 3. Express our Emotions We communicate to express our emotions like courage or fear, joy or sorrow, satisfaction or disappointment with appropriate gestures and words. Some people have unlimited skill to emote, (i.e., to display excessive emotion) to suit the occasion. Our politicians are capable of emoting well, which by itself is a communication skill. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N 4. Seek Information We communicate seeking information: A passer by asking you the way to the post-office, the student asking the teacher for some clarification or the investigating policeman making discreet enquiries are all seeking information by using this communication skill. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Why Do We Communicate in Business? G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E Why We Communicate in Business? Employees Integration Instruction Evaluation Direction Orientation Image Influencing Information Teaching Other Building Communication Types Formal Informal Verbal Non-Verbal Communication Communication Communication Communication Oral Written Communication Communication Body Paralanguage Language G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Communication Types G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Formal Communication: Informal Communication: It is the exchange of official Is the casual and unofficial form information that flows along the of communication wherein the different levels of the information is exchanged organizational hierarchy and spontaneously between two or adapts to the professional rules, more persons without following policy, standards, processes and the official rules, formalities, and regulations of the organization. chain of command. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Communication Types Verbal Non-Verbal Communication Communication Oral Written Body Paralanguage Communication Communication Language G A L A L A U N I V E R S I T Y T H I N K N E X T G E N What is Verbal Communication? Verbal communication refers to the production of spoken language to send an intentional message to a listener. wherein the message is transmitted through oral or written words. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Functions of Verbal Communication (Language) We all use language so automatically that we usually don’t think about the many roles it plays. language helps us do everything from ordering lunch to giving directions to writing love poems. A single utterance can function in a variety of ways. For example, a simple “thank you” not only expresses gratitude, it also can increase feelings of intimacy and liking. Understanding the ways language functions can help you communicate more effectively. language can serve at least seven functions: instrumental, regulatory, informative, heuristic, interactional, personal, and imaginative. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Functions of Verbal Communication (Language) Functions of Language Instrumental Use of language to obtain what you need or desire Ex: When you invite friends to dinner, the invitation is instrumental in that you want your friends to come to dinner and the invitation helps make that happen. Regulatory Use of language to control or regulate the behaviors of others Ex: In your invitation, you may ask your friends to bring a main dish or a dessert, as a way of regulating their behavior. Informative Use of language to communicate information or report facts Ex: When you invite your friends to dinner, you usually include the date and time to inform them of when you want them to come. Heuristic Use of language to acquire knowledge and understanding Ex: When you want to invite friends to dinner, you may ask them if they are available at that date and time to learn if your dinner is going to occur as scheduled or if you need to change the date. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Functions of Verbal Communication (Language) Functions of Language Interactional Use of language to establish and define social relationships Ex: When you invite your friends to dinner, you engage in a behavior that helps maintain your relationship with them as friends. Personal language Use of language to express individuality and personality Ex: When you invite your friends to dinner you might jokingly say, “Don’t bring that cheap dessert, like you did last time.” In this way, you use language to express your sense of humor. Imaginative Use of language to express oneself artistically or creatively as in drama, poetry, or stories G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Rules of grammar Every language has its own rules of grammar—the structural rules that govern the generation of meaning in that language. In this section, we examine the role each plays in the communication process. Four components: Phonology Syntax Semantics Pragmatics G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Phonology: Sounds Phonology is the study of the sounds that compose individual languages and how those sounds communicate meaning. Basic sound units are called phonemes. They include vowels, consonants, and diphthongs (pairs of letters that operate as one, such as th). Syntax: Rules Syntax refers to the rules that govern word order Because of these rules, people combine words consistently in ways that make sense and make communication possible. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Semantics: Is the study of meaning, which is an important component of communication In choosing the “right” words, you have to consider the two types of meaning that words convey: denotative and connotative—terms The denotative: meaning refers to the dictionary, or literal, meaning of a word and is usually the agreed upon meaning for most speakers of the language. The Connotative meanings, which are the affective or interpretive meanings attached to them. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Pragmatics : The field of pragmatics seeks to identify patterns or rules people follow when they use language appropriately. In the case of pragmatics, the emphasis is on how language is used in specific situations to accomplish goals. For example, scholars who study pragmatics might seek to understand the rules for communicating appropriately in a sorority, a faculty meeting, or a place for woreship. They would do this by examining communication that is successful and unsuccessful in each setting. The three units of study of pragmatics are speech acts, conversational rules, and contextual rules. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Pragmatics : Speech act theory: When people communicate, they do not just say things, they also do things with their words. For example, speech act theorists argue that when you say, “I bet you ten pounds Zamalek will defeat Al Ahly” you aren’t just saying something, you actually are doing something. That something you are doing is making a bet. Conversational rules: Govern the ways in which communicators organize conversation. For example, one rule of conversation in U.S. English is that if someone asks you a question, you should provide an answer. If you do not know the answer, others expect you to at least reply, “I don’t know” or “Let me think about it.” G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Components of the Language Pragmatics : Contextual Rules: No matter what language or dialect you speak, your use of language varies depending on the communication situation For example, you probably wouldn’t discuss the same topics in the same way at a funeral as you would in a meeting at your workplace, in a courtroom, or at a party. * Dialect means a variation of a language distinguished by its vocabulary, grammar, and pronunciation G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Oral Communication A-Oral Communication: Oral communication is the exchange of information and ideas through spoken word. It can be directly in person in a face-to-face interaction or through an electronic device such as a phone, video platform or radio G A L A L A U N I V E R S I T Y chapter 1 T H I N K N E X T G E N 35 Oral Communication Can be done through Face to Face Electronic Devices Oral Communication Advantages Vs. Limitations Speed Attention No evidence Grabbing Time & Money Limitations Not appropriate Advantages Saving when the matter is controversial. Instant More prone to Feedback physical noise Non-Verbal Clues Enhancement G A L A L A U N I V E R S I T Y T H I N K N E X T G E N B. Written Communication: It refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication.. Example: Simply any hand written, typed, Newspaper, printed word documents, letters, books and magazines. G A L A L A U N I V E R S I T Y chapter 1 T H I N K N E X T G E N 38 2- Non-Verbal Communication: Any communication without spoken words, conversation and written languages are called Non-Verbal Communication. It is the transfer of information through body language, facial expressions, and gestures. Non-verbal communication is dependent on expressions and physical movements as opposed to Verbal Communication. It happens through signs, symbols, colours, gestures, body language or any facial expressions. G A L A L A U N I V E R S I T Y chapter 1 T H I N K N E X T G E N 39 THE IMPORTANCE OF NONVERBAL COMMUNICATION Nonverbal communication plays an important role in social interaction. It helps us express and interpret the verbal aspects of communication —such as when a person: smiles to reinforce an expression of thanks; uses the “OK” sign to substitute for saying “I am all right”; laughs flirtatiously to contradict the words, “I hate you”; puts his fingers close together to illustrate how thin his new computer is. G A L A L A U N I V E R S I T Y chapter 1 T H I N K N E X T G E N 40 Non-Verbal Communication Body Paralanguage Language Non-Vocal: Vocal: Body language (gestures, Paralanguage (pitch, facial expressions, eye volume, speaking rate, contact, etc.) etc.) *Pitch is the “highness or lowness of your voice” G A L A L A U N I V E R S I T Y T H I N K N E X T G E N What is Body Language? § Body language means the changes that occur in the body position and movements that shows what the person is feeling or thinking. Unconscious Conscious Unconscious Body Language § Unconscious movements are of biological origin and cultural customs are as follows: Biological Cultural Unconscious Body Language Biological Cultural § Certain body shapes, skin color and features cause persons to have some kinds of gestures. expressions and postures. Unconscious Body Language Biological Cultural § Customs like not sitting cross-legged before elders, not looking straight in the eye of elder or senior, are culture specific. Conscious Body Language § Conscious Body Language are things you actually “do” to convey certain messages. Conscious Body Language Appearance Conscious Body Language Facial Expressions Conscious Body Language Eye Contact Conscious Body Language Smile Conscious Body Language Posture Conscious Body Language Gestures Conscious Body Language Clothing Conscious Body Language Accessories Conscious Body Language Energy Conscious Body Language Time (Chronemics) Conscious Body Language Space / Distance Intimate (Under 18 Inches) Personal (18 Inches to 4 Ft) Social (4 to 12 Ft) Public (12 to range of eyesight and hearing) How Nonverbal Communication Affect Verbal ? “we can discuss the interdependence that exists between nonverbal and verbal messages as below : "First, we can use nonverbal signals to emphasize our words. All good speakers know how to do this with forceful gestures, changes in vocal volume or speech rate, deliberate pauses. "Second, our nonverbal behaviour can repeat what we say. We can say yes to someone while nodding our head...." "Third, nonverbal signals can substitute for words. Often, there isn't much need to put things in words. A simple gesture can suffice (e.g., shaking your head to say no, using the thumbs-up sign to say 'Nice job,' etc.)...." G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 58 "Fourth, we can use nonverbal signals to regulate speech. Called turn- taking signals, these gestures and vocalizations make it possible for us to alternate the conversational roles of speaking and listening...." "Fifth, nonverbal messages sometimes contradict what we say. A friend tells us she had a great time at the beach, but we're not sure because her voice is flat and her face lacks emotion...." G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 59 G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 60 1. Communication is only about transmitting a message from the sender to the receiver 2. Encoding is the process happens when you receive the message that has been sent Put 3. We communicate in business to manipulate our clients and employees (True) Or ( False) 4. Effective communication depends only on your situation, and the receiver of your communication 5. We communicate with others only verbally. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 61 Understanding yourself Johari Window Model The ‘Johari’ window model is a convenient method used to achieve to improve self-awareness and personal development among individuals when they are in a group. A Johari is represented as a common window with four panes. Two of these panes represent self and the other two represent the part unknown to self but to others. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Johari Window Model Here the information about the person his attitudes, behavior, emotions, feelings, skills, and views will be known by the person as well as by others. This is mainly the area where all the communications occur and the larger the arena becomes, the more effectual and dynamic the relationship will be G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Johari Window Model Information about yourselves that others know in a group but you are unaware of it. Others may interpret you differently than you expect. The blind spot is reduced for efficient communication by seeking feedback from others G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Johari Window Model Information that is known to you but will be kept unknown from others. This can be any personal information that you feel reluctant to reveal. This includes feelings, past experiences, fears, secrets, etc. we keep some of our feelings and information as private as it affects the relationships and thus the hidden area must be reduced by moving the information to the open areas. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Johari Window Model The Information which is unaware to yourselves as well as others. This includes information, feelings, capabilities, talents, etc. The person will be unaware till he discovers his hidden qualities and capabilities or through observation of others. Open communication is also an effective way to decrease the unknown area and thus communicate effectively. G A L A L A U N I V E R S I T Y T H I N K N E X T G E N Communication Process/Cycle Sender Message Encoding Channel Receiver Message Decoding Feedback Noise/Brain Drain 1- Sender Who is the Sender? The Sender is the Source of communication and is the originator of a thought or an emotion. As the developer of that thought or emotion, the source puts a message into a code that can be understood by a receiver. In order to be a good source, you need to be clear about the message that you are sending. Do you know exactly what you want to communicate? What result is it that you expect? If you cannot answer these questions, you will be starting the communication process with a high chance of failure. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 69 Sender 7 “C”s of Communication Correct Complete Concrete Concise Courtesy Sender Clear considerate 7 Sende G A L A L A U N I r “C”s V E R S I T Y T H E F U T U R E S TA R T S H E R E 1. Complete Communication must be complete. It should convey all facts required by the audience. A complete communication has following features: 1. Complete communication persuades the audience. 2. Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. 3. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. 4. Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 2. Conciseness Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C’s of communication. Concise communication has following features: 1. It is both time-saving as well as cost-saving. 2. It underlines and highlights the main message as it avoids using excessive and needless words. 3. Concise communication provides short and essential message in limited words to the audience. 4. Concise message is more appealing and comprehensible to the audience. 5. Concise message is non-repetitive in nature. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 3. Clarity Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: 1. It makes understanding easier. 2. Complete clarity of thoughts and ideas enhances the meaning of message. 3. Clear message makes use of exact, appropriate and concrete words. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 4. Concrete Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: 1. It is supported with specific facts and figures. 2. It makes use of words that are clear and that build the reputation. 3. Concrete messages are not misinterpreted. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 5. Courtesy Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features: 1. Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. 2. Courteous message is positive and focused at the audience. 3. It makes use of terms showing respect for the receiver of message. 4. It is not at all biased. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 6. Correctness Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: 1. The message is exact, correct and well-timed. 2. If the communication is correct, it boosts up the confidence level. 3. Correct message has greater impact on the audience/readers. 4. It checks for the precision and accurateness of facts and figures used in the message. 5. It makes use of appropriate and correct language in the message. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 7. Considerate Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows: 1. Emphasize on “you” approach. 2. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience. 3. Show optimism towards your audience. Emphasize on “what is possible” rather than “what is impossible”. Lay stress on positive words such as cheerful, committed, thanks, warm, healthy, help, etc. G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 2- Encoding What is Encoding? is the process of translating ideas, feelings, and thoughts into a code. Vocalizing a word, gesturing, and establishing eye contact are means of encoding our thoughts into a message that can be decoded by someone. It requires knowing your audience and ensuring that your message provides all of the information that they need. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 78 3-Message What is the Message? It is the written, spoken, and unspoken elements of communication to which we assign meaning. As we have noted, you can send a message intentionally (talking to a friend before class) or unintentionally (falling asleep during class); verbally (“Hi. What’s up?”), nonverbally (a smile and a handshake), or in written form (this book); or through any number of electronic channels. The message is simply the information that you want to communicate. Without a Message, There is No Cause for Communicating. If you cannot summarize the information that you need to share, you aren’t ready to begin the process of communication. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 79 4-Channel The channel is the method or methods that you use to convey your message. The type of message you have will help to determine the channel that you should use. Channels include face to face conversations, telephone calls or videoconferences, and written communication like emails and memos. Each channel has its advantages and disadvantages. For example, you will find it difficult to give complex technical information or instructions by using just the telephone. Or you may get bad results if you try to give criticism via email. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 80 5-Receiver Who is the Receiver? The receiver is the person who decodes the signal and attempts to make sense of what the source encoded It’s important to realize that each person that receives your message will be listening to it through their own individual expectations, opinions, and perspectives. Their individual experiences will influence how your message is received. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 81 Receiver 6 Receiver “Be”s 06 Be Constructive. 06 Be Descriptive. 01 01 05 05 Be Sensitive. Receiver Be Specific. 02 02 04 04 Be Realistic. 03 Be Positive. 03 G A L A L A U N I V E R S I T Y T H E F U T U R E S TA R T S H E R E 6-Decoding What is Decoding? the process that is the opposite of encoding, occurs when the words or unspoken signals are interpreted by the receiver. Decoding happens when you receive the message that has been sent. The communication skills required to decode message successfully include the ability to read and comprehend, listen actively, or ask clarifying questions when needed. G A L A L A U N I V E R S I T Y chapter 1 83 T H E F U T U R E S TA R T S H E R E 7- Noise What is Noise? Noise is interference. Noise keeps a message from being understood and achieving its intended effect. Without noise, all our messages would be communicated with considerable accuracy. But noise is always present. It can be or it can be psychological, such as competing thoughts, worries, and feelings that capture our attention G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 84 8-Feedback What is Feedback? It is the response to a message. Without feedback, communication is less likely to be effective. Feedback can be intentional (applause at the conclusion of a symphony) or unintentional (a yawn as you listen to your uncle tell his story about bears again); or it can be verbal (“That’s two burgers and fries, right?”) or nonverbal (blushing after receiving compliment) Feedback lets you know how successful you were at communicating. It also offers a chance to adjust your communication process for the future. G A L A L A U N I V E R S I T Y chapter 1 T H E F U T U R E S TA R T S H E R E 85

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