Module 1 - Purposive Communication PDF

RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig SESSION NO. / WEEK 2 MODULE 1: COMMUNICATION PROCESS, PRINCIPLES, and ETHICS 1. The Communication Process 1.1. Communicat...

RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig SESSION NO. / WEEK 2 MODULE 1: COMMUNICATION PROCESS, PRINCIPLES, and ETHICS 1. The Communication Process 1.1. Communication and Communication Skills 1.2. Verbal vs. Nonverbal Communication 1.3. Principles of Effective Communication 2. Levels, Models, and Elements of Communication 2.1. Levels of Communication: Intrapersonal vs. Interpersonal 2.2. Models and Elements of Communication 2.3. Aristotle’s Communication Models 2.4. Shannon-Weaver Communication Model 3. The Ethical Considerations in Communication Overview This module presents the communication process. It describes the basic elements of the communication process and defines concepts. It also sheds light on forms of communication and the basic characteristics of each form. Our ability to communicate and the different forms our communication takes are often taken for granted. The communication process is fundamental for human survival. It is essential to the development of the individual, the formation and continued existence of groups, and the interrelations among groups. Study Guide To carefully understand this module, you are instructed to read this module thoroughly to be enlightened more about the discussion. PURPOSIVE COMMUNICATION 1  RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig Learning Outcomes At the end of the module, you will be able to: 1. Describe the nature, elements, and functions of verbal and non-verbal communication in various multicultural contexts. 2. Assess how communication processes, principles, and ethics apply in today’s digital world. Topic Presentation THINKING CAP ON What do these quotes mean to communication? ―If all my talents and powers to be taken from me by some inscrutable Providence and I had my choice of keeping but one, I would unhesitatingly ask that I be allowed to keep my power of speech for through it, I would regain the rest. ‖- Daniel Webster ―To speak and to speak well are two different things‖- Ben Johnson ―We listen a book a day, we speak a book a week, read the equivalent of a book a month, and write the equivalent of a book a year‖- Walter Loban I. THE COMMUNICATION PROCESS COMMUNICATION AND COMMUNICATION SKILLS According to Oxford Dictionary, language refers to the primary method of human communication. Language consists of words, structured conventionally and conveyed through speech, writing, and gesture. Language, therefore, provides the tools needed for communication: words, grammar, sentence structure, and non verbal cues. Conversely, communication is using these language tools to transfer information and meaning. It is the art and process of creating and sharing ideas.  PURPOSIVE COMMUNICATION 2 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig To communicate effectively, we must develop and enhance our ability to use language to communicate. Communication skills refer to our abilities to remove barriers to effective communication. These barriers could be differences in cultures, expectations, experiences, perspectives, or communication styles, to name a few. Communication is integrated into all parts of our lives: a. Academics Communication skills are tied to academic success. Students who are good at writing and speaking perform better in the English classroom, the content areas, and all other areas of learning. Students use communication skills to participate in class discussions, deliver presentations, write research papers, and collaborate with peers on group projects. b. Professional Communication is central in the workplace, where individuals interact with colleagues, clients, customers, and stakeholders. Strong communication skills are vital for conveying ideas, negotiating agreements, solving problems, giving feedback, and building relationships. Effective communication enhances teamwork, productivity, leadership, and organizational success across diverse industries and professions. c. Personal The skills to talk fluently and write efficiently lead to a person’s achievement of his/her aspirations. In personal relationships, communication is the foundation for individuals' intimacy, connection, and understanding. Effective communication enables partners, family members, and friends to express emotions, resolve conflicts, share experiences, and support each other. d. Civic Effective communication empowers citizens to stay informed about political issues, hold elected officials accountable, and contribute to positive social change through activism, volunteering, and civic participation. VERBAL vs. NONVERBAL COMMUNICATION Verbal communication involves the use of spoken or written words to convey messages. It includes the message's content and tone, pitch, and pace of speech. People communicate verbally when they talk to each other in face-to-face  conversations, phone calls, or video chats. PURPOSIVE COMMUNICATION 3 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig Nonverbal communication, on the other hand, involves using body language, facial expressions, gestures, posture, eye contact, and other nonverbal cues to convey messages. It often complements and enhances verbal communication. People use body language, such as leaning forward to show interest or crossing arms to indicate defensiveness, to convey emotions and attitudes. Both forms of communication are essential for effective interpersonal interactions, understanding social cues, and conveying emotions and intentions. VERBAL COMMUNICATION Written Communication Oral Communication Written communication is when the message Oral Communication is the process of conveying is transmitted in written or printed form. or receiving messages using spoken words. Examples: Examples: Letters Face-to-face conversations Texting Speech Emailing Telephone Social media Radio or television Books Magazines The internet NONVERBAL COMMUNICATION 1. Facial Facial expressions such as happy, sad, or angry help you convey your Expressions message. 2. Gestures Gestures such as pointing out something you want your listener to look at more closely exemplify nonverbal communication that makes your message understood. 3. Proximity Proximity pertains to how close you are to your audience when you speak. 4. Touch Shaking an audience member’s hand or putting your hand on his shoulder are nonverbal cues that can affect the success of your message. 5. Eye contact Make and maintain eye contact with an audience when you’re verbally communicating or listening, and communicate to the other party that you’re interested and engaged in the conversation. 6. Appearance Appearance such as your clothing, hair, and jewelry. PURPOSIVE COMMUNICATION 4 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig THINKING CAP ON What do you mean by a principle? PRINCIPLES OF EFFECTIVE COMMUNICATION PRINCIPLE of CLARITY This pertains to the message and the purpose why the message has to be sent. The message should be clear and use appropriate language and communication channels, but equally important is that both the sender and the receiver understand the reason for sending and receiving the message. PRINCIPLE of CONCISENESS o The message should be as brief as possible depending on one’s purpose, especially in most modern contexts in the business and academic fields where time is of the essence. It should be devoid of trivial details that would hinder communication. PRINCIPLE of COMPLETENESS o Despite its conciseness, the message should still be complete and accurate. Background information should be given whenever necessary to provide context; facts and observations may also be helpful. PRINCIPLE of ORGANIZATION o Effective communication is usually planned to ensure the systematic flow of ideas and transition from one point to another. There are instances, however, when communication is impromptu, but this should not be an excuse for an organized presentation of ideas. PRINCIPLE of EMPATHY o The sender of the message should be sensitive to the needs and interests of the receiver. In the case of face-to-face communication, the speaker must always be conscious of the listener's reaction and adjust his/her communication strategy accordingly. PRINCIPLE of FLEXIBILITY o Different people have different communication styles and, consequently,  different expectations. Effective communicators know how to adapt to their audience's varying needs and expectations and modify the message or the way it is sent to avoid misunderstanding or misinterpretation. PURPOSIVE COMMUNICATION 5 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig PRINCIPLE of ADEQUACY o The information communicated should be adequate and complete in all respects. Inadequate information may delay action and create confusion. Inadequate information also affects the efficiency of the receiver, so adequate information is essential for making proper decisions and action plans. II. LEVELS, MODELS, AND ELEMENTS OF COMMUNICATION LEVELS OF COMMUNICATION: INTRAPERSONAL VS. INTERPERSONAL 1. Intrapersonal Communication It occurs within oneself. This is sometimes called “cognitive or personal communication or self-talk.” For example, self-reflection, daydreaming, or internal dialogue when in a decision-making process 2. Interpersonal Communication It refers to communication between two or more people. It has four forms: Dyadic, Small Group, Public, and Mass Communication. For example, two friends chatting over coffee engage in interpersonal communication. They may discuss their weekend plans, offer advice, or comfort each other during challenging times. MODELS AND ELEMENTS OF COMMUNICATION Communication models are conceptual frameworks that help us understand the process of communication. They depict how messages are sent, received, and interpreted between individuals or groups. While there are various communication models, they typically include several common elements: sender, message, channel, receiver, feedback, noise, and context. 1. Linear models of communication look at one-way communication. e.g., Aristotle’s Model of Communication.  2. Interactive models of communication analyze two-way communication. e.g., Shannon-Weaver Model of Communication PURPOSIVE COMMUNICATION 6 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig 3. Transactional communication models illustrate two-way communication, where the message gets more complex as the communication event progresses. Transactional communication models view communication as a cooperative process in which communicators co-create the communication process, thereby influencing its outcome and effectiveness. e.g., Barnlund’s Transactional Communication Model (Face-to-face interactions, chat sessions, telephone conversations, meetings, etc. I. ARISTOTLE’S COMMUNICATION MODEL (1) Aristotle proposed the model before 300 B.C. He found the importance of the audience's role in the communication chain. This model is more focused on public speaking than interpersonal communication. Aristotle’s Model of Communication is formed with five (5) basic elements: SPEAKER, SPEECH, OCCASION, AUDIENCE, and EFFECT. Aristotle advises speakers to build speeches for different audiences at different times (occasions) and for different effects. 1. The speaker, or the "rhetor," is the individual or entity delivering the message. 2. The speech refers to the content of the message being conveyed by the speaker. It includes the arguments, evidence, logic, language, and style used to persuade or inform the audience. 3. The occasion, also known as the "context" or "situation," refers to the circumstances surrounding the communication event. It includes factors such as the purpose of the communication, the setting, the  timing, and the cultural or social context. 4. The audience refers to the individuals or groups who receive the message. They play a crucial role in communication as they interpret, evaluate, and respond to the speaker's message. PURPOSIVE COMMUNICATION 7 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig 5. The effect, also known as the "outcome" or "impact," refers to the result or consequence of the communication process. It encompasses how the audience perceives, understands, and reacts to the speaker's message. II. ARISTOTLE’S MODEL OF COMMUNICATION (2) Aristotle defined communication (called RHETORIC in his time) as – the faculty of observing, in any given case, the available means of persuasion. The model shows the speaker's process of communicating his idea or message to his intended listener. This process involves four steps: 1. A speaker discovers some logical, emotional, and ethical proofs; 2. He arranges these materials strategically; 3. He clothes the ideas in clear, compelling words; and 4. He delivers the resulting speech appropriately. This communication process has a SPEAKER, an IDEA or MESSAGE, and an AUDIENCE or LISTENER (S). It can also be safely assumed that a channel PURPOSIVE COMMUNICATION 8 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig is chosen – the means to carry the idea or message across the listener; the channel chosen is the human voice – the public speech instrument. The Aristotelian model is SPEAKER-CENTERED. But, of course, during his time, the emphasis was on the training of speakers – public speakers called orators who were skillful in reasoning and persuasion. III. SHANNON-WEAVER MODEL Developed by Claude Shannon and Warren Weaver in 1949, the Shannon-Weaver Model conceptualizes communication as a process consisting of several key components: sender, message, channel, receiver, noise, and feedback. ELEMENTS OF COMMUNICATION 1. Sender The sender is the individual or entity that initiates the communication process by encoding a message and transmitting it through a communication channel to the receiver. The sender must know why the communication is necessary and what result is needed. As a sender, you may ask yourself: Do you know exactly what you want to communicate? You’ll also want to be sure you know why you are communicating. What result is it that you expect? PURPOSIVE COMMUNICATION 9 RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig 2. Message The message is the information, ideas, or content the sender conveys to the receiver. It can take various forms, including verbal, written, visual, or nonverbal communication. 3. Encoding Encoding is the process of formulating thoughts, ideas, or information into a symbolic form that can be transmitted to others. It involves selecting words, gestures, symbols, or other signs to represent the intended message. During encoding, the sender translates their thoughts and feelings into a communication message, considering language, tone, style, and cultural norms. This process requires the sender to use their vocabulary, knowledge, and communication skills to express themselves effectively. For example, when writing an email, the sender encodes their thoughts into written words, choosing specific language and phrasing to convey their message clearly and appropriately to the intended audience. 4. Channel The channel refers to the medium or pathway through which the message is transmitted from the sender to the receiver. It can be face-to-face interaction, written text, telephone, email, social media, or any other means of communication. 5. Receiver The receiver is the individual or entity that receives and decodes the message sent by the sender. They interpret the message based on their perceptions, experiences, and understanding. 6. Decoding Decoding is the process of interpreting and understanding the encoded message by the receiver. It involves extracting meaning from the symbols, signs, or signals used in the communication message. During decoding, the receiver analyzes the message, interprets its meaning, and assigns significance to the symbols or signs the sender uses. This process relies on COMMUNICATION 10 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig the receiver's comprehension skills, language proficiency, cultural background, and prior knowledge. For example, when reading a text message, the receiver decodes the written words, interprets their meaning based on context and language conventions, and makes sense of the message to understand the sender's intent. 7. Feedback Feedback is the receiver's response or reaction to the sender's message. It allows the sender to assess the effectiveness of their communication and adjust their message accordingly. Feedback can be verbal or nonverbal and helps clarify misunderstandings, confirm understanding, or reinforce the message. 8. Noise  Noise refers to any interference or distortion that disrupts the communication process and affects the transmission or reception of the message. 3 TYPES OF NOISE External - A physical noise or interference caused by an outside source. o Construction Noise: Imagine trying to have a conversation outside a building where construction work is ongoing. The loud machinery and banging of tools make it difficult to hear each other. o Traffic Congestion: Communicating while stuck in heavy traffic can be challenging. The honking of horns, sirens, and the general cacophony of the road can disrupt conversation. o Poor Lighting: In a dimly lit room, facial expressions and body language become harder to interpret, hindering effective communication. This external factor impacts visual cues essential for understanding. Internal - A psychological interference caused by your thoughts. o Personal Bias: Preconceived notions or biases about a topic or person can cloud one's ability to listen objectively. For example, someone with a strong political stance may have difficulty engaging in a productive conversation with someone with opposing views. COMMUNICATION 11 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig o Emotional Distress: When someone is experiencing intense emotions such as anger, sadness, or anxiety, it can interfere with their ability to focus on the conversation at hand. They may become reactive or withdrawn, hindering effective communication. o Physical Discomfort: Internal discomforts, such as hunger, illness, or fatigue, can distract individuals from fully engaging in communication. For instance, someone with a headache may struggle to concentrate during a meeting, impacting their ability to comprehend information and contribute effectively. Semantic - Semantic noise is interference caused by misunderstanding of words o Jargon: Using technical or specialized language can create a barrier if the audience is unfamiliar with the terminology. For instance, a scientist discussing complex theories without simplifying the language may be  confused. Ambiguity: Messages that are vague or ambiguous can lead to misunderstandings. For example, if someone says they'll "try" to complete a task by a certain deadline, it's unclear whether they're committed to achieving it. o Cultural Differences: Differences in language, customs, and norms can lead to semantic noise. For instance, certain gestures or phrases may have different meanings in different cultures, leading to misinterpretation or offense. 9. Context Context refers to the circumstances or environment in which communication occurs, including the setting, situation, and background factors that influence the exchange of messages. This could also be physical, social, historical, psychological, and cultural factors. For example, the context of a social media post includes not only the content of the message but also the platform, audience, timing, and social dynamics surrounding the interaction. A message that may be appropriate and well-received in one online community may be misinterpreted or criticized in another due to differences in context. COMMUNICATION 12 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig III. THE ETHICAL PRINCIPLES IN COMMUNICATION WHAT IS ETHICS? ETHICS are values that have been instilled in us. We have knowingly or unknowingly accepted them and govern our actions. Our ethical values system is the basis for our decision-making and our basis for communication ethics. 1. Ethical communicators are respectful of their audience. This can be shown in various ways, such as prioritizing honesty, transparency, and sensitivity in their interactions. Honesty and Truthfulness: A company's CEO openly addresses a product recall, acknowledging the issue and providing clear instructions to affected customers, demonstrating honesty and transparency. Respectful Language and Tone: A politician engages in a public debate with opponents, respectfully discussing policy differences rather than resorting to  personal attacks or inflammatory rhetoric. Empathy and Understanding: A counselor provides a safe and supportive environment for clients to share their struggles and emotions without judgment, showing empathy and respect for their experiences. Inclusivity and Diversity: A marketing campaign features diverse representations of people from various backgrounds and identities, reflecting the audience's diversity and promoting inclusivity. Informed Consent and Privacy: A healthcare provider explains the purpose and risks of a medical procedure to a patient, ensuring they understand and consent to the treatment before proceeding, respecting their autonomy and privacy. 2. Ethical communicators carefully consider the potential consequences of their communication, recognizing the impact their words and actions may have on individuals, groups, and society as a whole. Foreseeing Potential Harm: Before publishing a news article on a sensitive topic, journalists consider the potential impact on vulnerable populations and exercise discretion in their reporting to avoid sensationalism or harm to those involved. Promoting Positive Change: For instance, activists use social media campaigns to mobilize support for environmental conservation initiatives, COMMUNICATION 13 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig highlighting the consequences of climate change and urging collective action to address the crisis. Accounting for Unintended Consequences: For example, a company launches a marketing campaign to promote diversity and inclusion but inadvertently perpetuates stereotypes. Upon receiving criticism, the company acknowledges the oversight, apologizes and revises the campaign to better align with its values. 3. Ethical communicators respect the truth. Ethical communicators prioritize truthfulness and honesty in their interactions, recognizing the importance of accuracy and integrity in conveying information. Factual Accuracy: Journalists adhere to rigorous fact-checking standards and corroborate information from multiple sources before reporting news stories to ensure accuracy and credibility.  Transparency and Disclosure: Bloggers or influencers disclose sponsored content or brand partnerships to maintain transparency and trust with their followers. Respecting Expertise and Authority: Academics cite peer-reviewed research studies and acknowledge the work of scholars in their field when presenting findings or theories in academic publications. Avoiding Deception and Manipulation: Advertisers refrain from making false or exaggerated claims about their products and services, ensuring that their marketing messages are truthful and accurate. Accountability and Correction: A public figure issues a public statement, retracting a previously made statement after discovering that it was based on inaccurate information, acknowledging the mistake, and clarifying the correct facts to avoid further confusion. 4. Ethical communicators use information properly by respecting intellectual property rights, citing sources responsibly, and ensuring the information's accuracy and integrity. Respecting Intellectual Property: A journalist includes proper attribution when quoting from a copyrighted text or using photographs taken by another individual in their news article. COMMUNICATION 14 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig Citing Sources: An academic researcher includes a bibliography listing all the sources consulted in their study to acknowledge the contributions of other scholars and provide transparency about their research process. Verifying Information: A social media user fact-checks a viral news story before sharing it with their followers to prevent the spread of misinformation. Avoiding Plagiarism: A student properly cites all the sources used in their research paper to avoid accusations of plagiarism and uphold academic honesty. Respecting Confidentiality: A healthcare professional maintains patient confidentiality by refraining from discussing patients' medical information with unauthorized individuals, safeguarding their privacy rights. 5. Ethical communicators do not falsify information, which involves intentionally distorting or fabricating facts to deceive others. Verifying Sources: A journalist fact-checks information obtained from an  anonymous tip before including it in a news report to ensure accuracy and credibility. Avoiding Misrepresentation: A documentary filmmaker accurately represents the perspectives of all parties involved in a controversial issue without skewing the narrative to favor one side over the other. Resisting Pressure to Conform: A whistleblower exposes corporate wrongdoing despite facing threats or retaliation from their employer, demonstrating a commitment to ethical principles and truthfulness. Disclosing Conflicts of Interest: A scientist conducting research funded by a pharmaceutical company discloses the funding source when publishing study findings to maintain transparency and integrity. Correcting Errors Promptly: A news organization issues a correction and apology for inaccuracies in a previously published article, ensuring that the correct information is communicated to the audience. 6. Ethical communicators respect the rights of others to information by ensuring transparency, respecting privacy, and promoting accessibility. Transparency: A government agency releases public records and reports on its website, allowing citizens to access information about government activities and decisions. COMMUNICATION 15 PURPOSIVE RIZALTECHNOLOGICALUNIVERSITY Cities of Mandaluyong and Pasig Respecting Privacy: A healthcare professional maintains patient confidentiality by only sharing medical information with authorized individuals involved in the patient's care. Promoting Accessibility: A website provides alternative text descriptions for images and captions for videos to accommodate individuals with visual impairments. Avoiding Misinformation: A journalist fact-checks a viral social media post before reporting on it to ensure its accuracy and credibility. Respecting Intellectual Property: An academic researcher properly cites all the sources used in their study to acknowledge the contributions of other scholars and respect their intellectual property rights. Ethical communication is the cornerstone for building trust and credibility with the audience. When communicators uphold truthfulness, transparency, and respect, individuals are more inclined to believe the conveyed messages. In addition, ethical communication demonstrates respect for the rights, dignity, and autonomy of others. By conscientiously considering the impact of their words and actions, communicators can mitigate the risk of causing harm, offense, or misinformation, thus fostering positive relationships and mutual respect. In summary, ethical principles are essential in communication as they promote trust, respect, social responsibility, legal compliance, professional integrity, relationship building, and harm mitigation. By prioritizing ethical principles and values, individuals and organizations contribute to fostering a more ethical, transparent, and responsible society. COMMUNICATION 16 PURPOSIVE