Facilitators and Forms of Communication.pdf

Facilitators of the Communication Process Facilitators of the communication process A facilitator of the communication process is anything that helps the communication process. The aim of communication is for the message to be received and understood. When talking about how facilitators...

Facilitators of the Communication Process Facilitators of the communication process A facilitator of the communication process is anything that helps the communication process. The aim of communication is for the message to be received and understood. When talking about how facilitators contribute to effective communication, you need to identify the facilitator and explain how it helps in the process. Facilitators include: Appropriate message format :The format of the message will aid the communication process if it is suitable for the message and the audience. Example: if the prime minister of a country wants to address the nation on a current state of emergency, a suitable format would be a speech. Appropriate language: The language of the message must be one that is known to the audience. The sender must consider the audience’s knowledge and ability to decode the text of the message and this should influence his/her choice of words, etc. In the Caribbean, the situation is complicated by the existence of a continuum between Creole and Caribbean Standard English. The sender must ensure that the language he/she uses is appropriate to the context of the situation in which he/she is communicating. Facilitators cont’d Accessible channel:For communication to be effective, reaching the target audience is key. When choosing a channel, the sender must ensure that the channel is available to the audience and that a message sent by that channel will reach all of the target audience. Example: consider again the prime minister addressing the nation. A suitable channel might be television, as this would reach the majority of the nation at the same time. However, if the majority of the population is without access to television or electricity or any of the other elements that enable the reception of television programmes, then this is not going to be a suitable channel and alternative channels need to be considered. Facilitators cont’d Aids that enhance the encoding of the message :Audio, visual and audiovisual aids may help to make the message more audience-friendly and easier to understand. Examples: microphones, projectors, ICT. FORMS OF COMMUNICATION There are four main types of communication we use on a daily basis: Verbal, nonverbal, written and visual. Let's take a look at each of these types of communication and why they are important. Understanding verbal communication Verbal communication is any form of communication that includes the use of oral (spoken) or written language. The message is communicated to the receiver using words. So we use speech and writing to communicate verbally. There are four skills associated with verbal communication: reading; writing; speaking; listening. Communication is a step-by-step process that works like a loop. For written communication to be effective the skills of both writing and reading need to be employed – the sender must write the message and the receiver must read it before communication can be said to have taken place. Similarly, for spoken communication both speaking and listening skills are required – the sender must deliver the message through speech and the receiver must listen to it in order for communication to take place. Always remember that context plays a large role in the communication process and as such verbal communication can be either formal or informal, depending on the context. It tends to be formal: when occurring between strangers; in business contexts such as meetings, conferences and business negotiations; in legal contexts such as court proceedings and parliamentary debates. It tends to be informal: when occurring between family members, friends or co-workers; when the subject matter is inconsequential, such as small talk, which can occur even between strangers; when there is no structure, no time limit or no topic guidelines to the communication. Oral communication On a day-to-day basis we communicate a lot of information orally. Oral communication consists of all spoken exchanges. It can occur in a face-to-face meeting of two people or in a manager’s presentation to a large audience; you communicate orally with your peers, family and teachers every day. Oral communication can be formal or informal and it can be planned or accidental. It takes place just about everywhere. Examples include interviews, counselling or helping colleagues, meetings, conferences. Types of oral communication Dialogue : Conversations between two or more people and hey can be either casual or formal. Debate : Generally a formal discussion or argument, although there can also be informal debates. Generally in politics, educational settings or business meetings in which colleagues may disagree on a point of view or decision. The argument tends to be structured – each side is given the opportunity to present a position on the issue. Discussion : The process of talking about something in order to arrive at a decision. Discussions happen in various settings, for example school, home, the workplace, in the street. They can be either formal or informal. Speeches: Differs from the other categories by being almost or completely one-sided. The sender broadcasts his/her message but may not receive feedback from the audience. Speeches can be either formal or informal. Advantages of oral communication Can enable speedy exchange. Immediate feedback is possible. People can ask questions and clarify points. In a face-to-face interaction, the effect of the message on the audience can be noted. The sender is able to check whether the message is clear or has created confusion. Spoken instructions are flexible and easily adaptable to many diverse situations. Disadvantages of oral communication Depending on the context, it can be time-consuming Can be difficult to meet the objective of the communication. Poor presentation of the message can result in misunderstanding and undesired responses. Spoken communication is influenced by non-verbal communicative behaviour, such as tone and body language, which may affect the meaning of the message in the mind of the receiver. Usually there is no record of the communication. Written communication Types of written communication Books Letters Emails Texts Memos Notices Magazines Newspapers Personal journals Notes Advantages of written communication Written communication is good for complicated and/or vital instructions. They can be given in a precise and uniform manner and they can be referred back to. There is less chance of the message being misunderstood. Written communication provides a record of the communication. Authority is transmitted more effectively with a written order than with an oral one. The message can be carefully prepared and then directed to a large audience through mass mailings. Written communication can also promote uniformity in policy and procedure and can reduce costs in some cases. Disadvantages of written communication It is impersonal. People may not always read written communications. There is no immediate feedback. It is not possible for the receiver to obtain immediate clarification if they do not fully understand the message. It may create mountains of paperwork. It can be poorly expressed by ineffective writers. Understanding non-verbal communication Non-verbal communication is communication that does not involve the use of speech or writing. It is those wordless cues, which include facial expressions, body language, tone of voice, distance, artefacts, etc., that communicate messages. Although non-verbal communication can and does work by itself, it is also used in conjunction with verbal communication and can either complement or contradict the message. You will often find that the terms ‘non-verbal communication’ and ‘communicative behaviours’ are used interchangeably. The reason is that non-verbal communication is the use of physical actions and manipulations to convey meaning and so it is considered to be communicative behaviour – behaviour that communicates meaning. Types of communicative behaviour Body language This is the use of the body (postures and movements), be it conscious or unconscious, to convey attitudes and feelings. It includes posture (e.g. slumping at your desk), gestures (e.g. waving), facial expressions (e.g. smiling), eye contact (gazing at someone) and other actions (e.g. yawning). The same aspect of body language can communicate different messages. For example, yawning may communicate that the individual is bored or tired; failure to make eye contact may be a sign of shyness, embarrassment, lying or nervousness; making eye contact may communicate brazenness, defiance, an invitation or a challenge. Because body language can be interpreted in different ways, it is easy for it to be misconstrued. Proxemics This is the use of space and how it communicates different impressions and meanings. Example: a person is sitting on a public bus which is almost empty and the next person who gets on the bus sits right next to him/her. If the first person immediately gets up and moves away, it communicates that he/she is not happy about the other person’s behaviour. The other person’s choice to sit next to him/her also communicates a lot about how he/she relates to others, his/her interests and his/her type of personality Chronemics This relates to the use of time – being early or late, keeping people waiting or the use of pauses when speaking. Chronemics can communicate a particular attitude or status. Examples: if a person turns up early for a job interview this may communicate respect; it may also communicate that he/she is genuinely interested in the job or that he/she really needs the job that is at stake. If a young person constantly gets home after his/her curfew this may communicate a lack of respect for the rules set by his/her parent(s). Chronemics cont’d If a more senior person keeps someone who has made an appointment to see him/her waiting, it could be seen as demonstrating his/her authority. When politicians are speaking, timing is used throughout the speech to create various effects. For example, they may pause, in order to grab and maintain the audience’s attention. Comedians also use timing a lot as this is important in delivering punchlines that work. Artefacts Any object – a piece of jewellery or clothing or a vehicle – may be used to communicate something about the type of person you are, or that you belong to a particular group. As the saying goes, first impressions last. How are these first impressions created? They are created because when you meet someone, you look at him/her and, among other things, you notice the various artefacts associated with him/her. You use what you see to form an opinion about the type of person he/she is. This is, of course, why it is important to dress smartly for a job interview. Communicative behaviours, especially artefacts, tend to perpetuate stereotypes. What this means is that we expect a certain type of person to dress in a certain way or to possess or use certain objects. Paralanguage (vocalics) Paralanguage adds dimension and meaning to words. Paralanguage is one way in which people reveal emotions and attitudes. It can be conscious or unconscious. Paralanguage or vocalics (it is called vocalics because the voice ‘surrounds’ the words) can be divided into three categories: how people speak, human sounds and interjections. People can change, consciously or unconsciously, the volume, tone and pitch of their voices and the speed at which they speak. For example, people often raise their voices and shout when they are angry. How words are spoken can also be used to clarify meaning. Remember that sentences can be ambiguous, especially because in regular everyday conversation people tend to speak mostly in phrases instead of complete sentences.  Paralanguage cont’d For example, the expression ‘Put the bag there’ could be a command or a question. The receiver can tell by how the expression is uttered and where the speaker places the stress. If the stress is on ‘put’ as in ‘Put the bag there!’ then it is a command. If the stress is on ‘there’, as in, ‘Put the bag there?’ and it is spoken with rising intonation, it is a question. People can vary the speed at which they speak and this can be used to create an effect. For example, politicians may speak very slowly and deliberately to suggest that what they are saying is of great importance.  Paralanguage cont’d In this highly technological era, paralanguage is also evident in written communication, mostly informal communication via electronic media. By convention, writing in capital letters and/or an increased font size is taken to mean the writer is shouting. Even in the past there was the exclamation mark to indicate emotion such as anger, surprise or forcefulness. In recent times, multiple exclamation marks are used in informal communications. There are also now emoticons, to aid the expression of attitudes and emotions. All of these things fall under the category of paralanguage.  Paralanguage cont’d Paralanguage also encompasses the sounds people can make. These include laughs, cries and moans. The different sounds have different meanings and communicate different feelings and emotions which people recognise. The third category of paralanguage is interjections. These are expressions such as ‘oh’, ‘eh’, ‘ugh’ and ‘hmm’. Although they may seem incomprehensible, each has some special meaning whether it is acceptance, agreement, uncertainty, disgust or displeasure. The five senses The five senses (sight, hearing, touch, taste and smell) are used in non-verbal communication. Examples: a bad odour on a person may communicate that he/she does not practise proper hygiene, or it could suggest that the person is unwell. A particular engine sound in the driveway may communicate the arrival of a family member. The sound of a siren in the distance may communicate that there is an emergency somewhere. Overly salty, peppered or burnt food by a generally excellent cook may communicate to the recipient the cook’s displeasure. Graphics and symbols These are used in different areas to communicate different things. Examples: information is often presented graphically to aid in the communication of ideas. The periodic table is used in chemistry to symbolically represent the various elements. Braille uses patterns of raised dots to represent letters, numbers and words that a visually impaired person can recognise. Sign language involves the manipulation of the hands and fingers to communicate with the hearing-impaired. Semaphore is a system of communication using two flags held in different positions to represent letters of the alphabet. Hand signals, sometimes enhanced with flags, batons, paddles or gloves, are used for directing traffic. Functions of non-verbal communication There are six basic functions. Substituting : Non-verbal communication may be used to replace verbal communication. Examples: using head motions to point out someone without saying anything. Beckoning for someone to come to you without calling out to them. Waving goodbye instead of saying it out loud. Reinforcing : Non-verbal communication may be used to reinforce or complement verbal communication. Example: pounding your hand on a table when arguing to reinforce the point being made. Functions of non-verbal communication cont’d Regulating : The regulating functions of non-verbal communication of non-verbal communication is used mostly in conversation to control the flow. Functions of non-verbal communication of messages. Example: raising your hand and waiting your turn to answer or ask a question in class. Contradicting: Sometimes non-verbal communication is used to contradict the meaning of the verbal communication it accompanies. The most common example of this is using vocalic sarcasm – when a person says one thing but the tone of his/her voice tells the listener that he/she means the opposite. An example of when the non-verbal communication may unconsciously contradict the verbal communication is when someone states that he/she is attentive to someone while at the same time he/ she is looking around or even yawning.  Managing impressions :Non-verbal communication is often used to manage impressions. The most common example of this is the way people dress. A person will often choose to dress in a way which coincides with the impression he/she want others to have of him/her. Dressing smartly for a job interview was mentioned above. Establishing relationships: Non-verbal communication may be used to show the sender’s relationship with another person or that he/she belongs to a particular group. Example: the wearing of a wedding band is a non-verbal indication that the person is married. The next topic will be Contexts of Communication---------->>>>>>>> Relating forms to context