Purposive Comm 1 PDF

1 Chapter 1 Communication: Processes, Types, Levels, Functions, Principles, and Ethics LEARNING OBJECTIVES: At the end of the chapter, you should be able to: 1. I...

1 Chapter 1 Communication: Processes, Types, Levels, Functions, Principles, and Ethics LEARNING OBJECTIVES: At the end of the chapter, you should be able to: 1. Identify the types of communication in relation to mode, context, purpose, and style; 2. Explain the communication process; 3. Discuss the value of communication in enhancing one’s personal and professional relationships; and 4. Recognize the importance of a code in ethics in communication. =============================================================== Imagine the world without communicating with each other. What could happen? Write your thoughts on the most extreme situation that can happen. Engage ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________  2 What situations can you think of that presents Explore communication? Communication does not only mean transferring What is communication? information from one person to another but Communication is the transmission of information and understanding from one it comes with person or group to another. The goal is to get a set of information and the understanding. If the understanding of that information from one person or group to another person or receiver of the information did not group. The critical factor in measuring the effectiveness of communication is understand well what common understanding. Understanding exists when both parties involved in the was communicated, communication have a mutual agreement as to not only the information but also communication was the meaning of the information. not successful. This is either the Communicating with others is the heart of every activity and of the very process of communicator was living. not effective or the Communication is the thread that ties the actions of the individual or organization receiver lacks certain to its desired objectives. skills and/or Communication as a process that enables one to share his ideas with others. knowledge in comprehending the The means of communication are usually spoken or written words, pictures or information. (Skills of symbols but we also give information through body language, gestures, and looks, an effective speaker facial expressions. will be discussed later in this learning packet.) Communication maybe classified according to: communication mode, context, and purpose and style. Communication does not only involve using words through speaking but it also involves body Explain gestures, pictures, and/or symbols. Communication happens in various ways as it has TOPIC 1: The Communication Process different classifications. Communication has certain elements and follows a process. In the diagram on the next page, notice that the sender encodes a message that the receiver decodes. If the message is well received, the receiver in turn sends feedback or a response. In some situations, there are barriers or disturbances that disrupt communication. As a communicator, you have to be able To make you an effective verbal communicator, you should be a communicator who: to tell whether the Clarifies receivers of the As a communicator, you have to listen to the feedback of your receivers of the message. With the message were able Listens feedback, you are able to identify whether you were able to successfully communicate the message or to understand the Encourages empathically not. Listening also helps you know your own effectivity as a communicator of message. message or not. If Acknowledges As a communicator, you have to put yourself in the place of your audience. With this, you are able to not, make sure to clarify the message. Restates/repeats identify the feelings of your audience and their needs in understanding the message. Thus, you can have an idea where to adjust for the communication to be successful. How? You can rephrase the As a communicator, you have to be able to recognize the truth in your message and feedback of your explanation or use receiver. Without the acknowledgment, you present that you do not accept the message and the visual aids in response of your receiver. Thus, the message is not well communicated between you and your clarifying the audience. message. As a communicator, you have to clarify the message for the receiver to be able to receive it well. Being able to restate or repeat the message is a way for you to clarify the message.  Communication also 3 involves nonverbal where there is no To make you an effective nonverbal communicator, you should be a communicator who: speaking used. Relaxes Make sure to be relaxed as you communicate to make the audience relaxed as well in understanding the message. If you are not relaxed during the communication process, your audience will not trust you. Thus, the message will not be transmitted well to the receiver. Opens up As a communicator, you must be willing to share nonverbally. Do remember that communication is not limited to speaking only. Leans toward the other person Being able to lean to the receiver of your message shows your closure and it communicates a message that cannot be expressed through words. Establishes eye contact Eye contact creates rapport with the receiver. With this close and harmonious relationship created between you and the receiver, both of you are able to create understanding. Thus, the message will be communicated well. Shows appropriate facial expressions Your facial expression shows your emotions and it aids the audience in understanding the message. You have to make sure that your facial expressions go with the message you are trying to transmit. Inappropriate facial expressions can lead to misunderstanding of the message. For example, your message is about your sympathy on the death of the other person’s relative but your facial expression shows happiness. Thus, the receiver will not be able to understand your message of sympathy. Barrier SENDER RECEIVER (encodes) Barrier (decodes) Message is an important Feedback/Response part of the communication process. Without the If the message is not relevant to the needs of the receiver, the receiver message, there is no Effective communication requires the message to be: does not have the interest in participating in the communication process. need to have the When creating a speech for a certain event, you have to identity the need communication process. Clear and concise of your audience for you to be able to relate the message to what they Accurate need to know. Since your message is Relevant to the needs of the receiver A message that is timely means that the message is useful at the time of clear, the receiver is able to undoubtedly Timely communication. For instance, the timely message to be communicated at the time of enrollment of students is information about the process of comprehend the gist of Meaningful enrollment; not the process of dropping class subjects. This also means the message. A concise message means that it is Applicable to the situation that the message is applicable to the situation. short and direct to the Every message has its meaning. There is nothing to be communicated if point. With your message Effective communication requires the sender to: the message does not contain any meaning. being direct to the point, it contributes to the clarity Know the subject well of the message. Be interested in the subject Accurate message leads Know the audience members and establish a rapport with them to an effective Speak at the level of the receiver communication because it Choose an appropriate communication channel already contains factual information and there is As a sender, you have to know the subject well so that you will know what to say to your receiver. In looking for the words to say to your no need to conduct audience, you have to keep in mind that you have to speak at the level of the receiver and choose an appropriate communication channel. If your another communication words are not at the level of the audience, they will not understand the message that you are communicating. Inappropriate channel of communicating is with the same lesson. The one of the barriers in communication that leads to misunderstanding of the message. You also have to be interested in the subject so that you will be able accuracy of the message to exert effort in looking for ways to properly communicate the subject. If you know the audience members, you are able to find content of your message makes you a reliable that is relevant to the receiver. With the relevance of your message to the receiver, the receiver interestingly absorbs your message. If you establish a communicator as well. rapport with the audience, you will build a harmonious relationship with the audience and it creates your connection to the message. Thus, it leads to the understanding of the message.  4 As a receiver in the communication process, you have to be aware that The channel should be appropriate to avoid misunderstanding or no transmission of information at all. For you will be receiving and example, use pictures as a channel of communication in communicating with early childhood education students The channel should be: since they cannot read words yet. understanding a message. With this awareness of the Appropriate The channel should also be affordable so that the audience and speaker can access the information or message. Without access to the information or message, the communication will not be successful. message to be Affordable An appealing channel creates interest in the perspective of the audience. Thus, the audience is motivated to communicated to you, your interest to listen to the Appealing listen to the sender of the message and the message itself. sender is activated. Hence, you will be willing to absorb the content of the The receiver should: message. Be aware, interested, and willing to accept the message Shannon-Weaver’s Model of If you listen attentively to Listen attentively communication shows that the the sender, you will be able Understand the value of the message information comes from the to grasp the message well. source and goes back to the Not listening attentively on Provide feedback There are many kinds of communication source. From the source, the the other hand leads to misinterpretation of the models. Some of these may have been message passes through a message or no absorption Shannon-Weaver’s Model presented to you in senior high school. transmitter and a signal is of the message at all. Here are two of those models. received by the receiver. The As a receiver, you have to message goes to its understand the value of destination which is the the message. You have to receiver. After the message is know the reason you are received, feedback is sent listening to the sender and back to the source. However, receiving the message so that you will give it is important to take note that importance to the message the communication process as well. Valuing the can be disrupted by noise. message means that you have understood what was When we communicate, there communicated to you by is a possibility that the the sender. communication process is interrupted by something It is also important for you to provide feedback as a which is called ‘noise’ in this receiver. Your feedback model. proves your understanding of the message. It also shows whether you understand the message or David Berlo’s Model not. Berlos’s SMCR (Source-Message-Channel-Receiver) Model of Communication show that the source of information encodes (creates) the message and transmits it through a channel. The information is then decoded (interpreted) by the receiver. The significant aspect of this model is that the parts (source, message, channel, a receiver) of the communication process have various characteristics which are presented above. The characteristics presented influence how the source encodes the message, what a message contains, what channels can be used, and how the receiver decodes the message. With these varied characteristics of the parts of the communication process, the message can be encoded and decoded differently.  5 These are characteristics of a sender and a receiver which are considered as barriers to communication. These are considered Barriers to Communication barriers because these may lead to the disruption of the Language communication process. It was presented in the previous discussion Values and Beliefs that there are disruptions that can happen in the communication Sex/gender and Age process. These disruptions are caused by a number of noise or barriers. Economic Status Educational Level These characteristics are considered barriers since they interrupt the Physical Barriers transmission of the message from the source to the receiver. The Attitude differences of people in these characteristics indicate their different Timing perspectives which contribute to miscommunication. For example, people of different sex/gender and age have different values and Understanding of Message beliefs. The receiver might disagree with the sender’s message Trust because of these. The receiver might not also understand the message because of these differences or they have different levels There are various of understanding. classifications of communication. This part explains these classifications. Here is list TOPIC 2: Types of Communication of the various types. A. Types According to A. Types According to Mode Mode 1. Verbal and Non-verbal 2. Visual 1. Verbal and non-verbal 2. Visual communication uses signs, symbols, imagery, maps, graphs, charts, B. Types According to diagrams to convey information. Visuals have greater success in catching attention. Thus, Context 1. Intrapersonal graphic elements in presentations such as color, size, shape, number of words, design in 2. Interpersonal must be considered with care. 3. Extended 4. Organizational Organizational Communication mode refers to the channel through which one uses to express his intent. Structure a. Formal Face-to-face a.1.Downward/ Video (Skype, Facebook messenger, Viber, WhatsApp, Apple FaceTime) Top-Down a. 2. Upward/Bottom Audio (Telephone, voice message, voice mail) Up a. 3. Horizontal Text-based ( e-mail, facsimile, text messaging,, social networking sites a. 4. Crosswise such as network sites such as Facebook, Twitter, and Instagram) b. Informal 5. Intercultural B. Types According to Context C. Types According to Purpose and Style 1. Intrapersonal Communication means talking to oneself. Some label it as self 1. Formal or inner talk, inner monologue or inner dialogue. Psychologists call it with other names as 2. Informal self-verbalization or self-statement. 2. Interpersonal Communication is an interactive exchange between or among interlocutors (speakers). 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  6 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. Two Types of Organizational Structure 1. Formal Structure allows communication to take place via designated channels of message flow between positions in the organization using use of four approaches. a. Downward/Top-Down communication flows from upper to lower position. b. Upward/Bottom-Up communication takes place where subordinates send communication to their bosses. Here are examples of people communicating in the formal structure. a. Downward/ Top-Down The president of BSU disseminating information to the teachers, then to the students. b. Upward/Bottom Up Teachers informing their supervisors information about students, then the supervisors tell the information to the president of BSU. Source: https://keydifferences.com/wp-content/uploads/2017/07/upward-vs-downward-communication.jpg c. Horizontal c. Horizontal communication is lateral in approach as it takes place among Teachers of Purposive people belonging to the same level but coming from different departments Communication to facilitate performance of tasks through proper coordination. collaborating for the improvement of the subject’s materials. Students brainstorming together for their output. d. Crosswise A clerk in the College of Arts and Humanities informing the supervisor of the Registrar’s Office Source: https://courses.lumenlearning.com/wm-organizationalbehavior/chapter/directions-of-communication/ about the students who did not enroll for the d. Crosswise communication approach is diagonal in nature as employees semester. from different units or departments working at various level communicate with each other.  7 Source: https://courses.lumenlearning.com/wm-introductiontobusiness/chapter/communication-flows/ 2. Informal Structure comes from unofficial channels of message flow. 5. Intercultural communication refers to the interaction between or among people having different linguistic, religious, ethnic, social and professional backgrounds. Interpretations of cultures must be appropriate. C. Types 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. Elaborate a. 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. Think of some situations that you have had a successful and unsuccessful communication with someone. How did you make it successful? How did you overcome the barriers? b. Identify the type of communication (according to context) that happens in the following: 1. Meditation _________________________________ 2. Friends chatting during breaks ___________________ 3. Haggling with an online seller____________________ 4. Asking for a leave from work____________________ 5. Brainstorming during group work ________________  8 TASK 1: Analyze the communication situation below. Then answer what is asked. Write your Tom, a first-year college student, is called upon by the teacher to read a poem aloud. “Do we really have to take this up now?” says Tom. “It’s boring!” shout some other friends and answers on a classmates. Others giggle. But one shouts, “But I like it!” The rest are silent, awaiting the half crosswise teacher’s reaction. quiz paper. You will submit your A. Identify the type of communication according to: (3pts) paper on the 1. Mode: _________________________ face-to-face 2. Context: _______________________ class schedule. 3. Purpose and Style: _______________ Always stay updated by B. Discuss the elements of the communication process in this scenario. Did effective checking the communication take place? Answer in a paragraph form in not more than 70 words. Submit announcements your answer in pdf format in the Google Classroom. (GRADED) on the Google Criteria: Classroom. Content- Analysis of the communication process and effective communication: (10pts.) Mechanics & Grammar- Spelling, sentence structure : (7 pts.) Aside from the different classifications of communication, it also has different levels which are presented below. TOPIC 3: Levels of Communication 1. Cliché Communication uses conventional messages to establish rapport, to break the ice, and/or to end a conversation. Clichés are overused expressions that have lost their original (content) meanings and have taken on new relational meanings. We expect cliché communication at the beginning and end of every conversation, regardless of our feelings about a person. 2. Factual communication uses events, makes observations, and offers knowledge to others in a manner which can be called chit chat or small talk. Factual communication includes reporting what you’ve read in a textbook, what you’ve studied for a test, showing pictures of your children, and exchanging biographical information about yourself. Factual communication is relatively safe and most do this well. 3. Evaluative communication offers opinions, ideas and judgments to others. This is risky business because the odds are that others will reciprocate with their own evaluations, which may be different from yours. When people consistently use evaluative communication, they must be prepared for eventual conflict. It’s important  9 to consider the value of critical and creative thinking, as well as the relational meanings of messages that are exchanged. When using evaluative communication, consider carefully the importance of descriptive, provisional, and responsible expressions. Strive to avoid cautionary language, sarcasm, and nonverbal put-downs (e.g., rolling your eyes in response to another’s comments). 4. Gut-level communication involves sharing our emotions and feelings with others. We are sharing our very essence when we allow others to know our heart. 5. Peak communication is the highest level of communication. This is also called "communal-level communication." Peak communication is rare, even among close friends and family members. We communicate with one another for different reasons or purposes. Here are the various uses of communication. 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. For example, you talk with your friends when you want to have fun.  10 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. One example is when a person talks to his/her therapists. Another example is when you share your feelings to a friend or family member to ease your worry or anxiety. 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. Elaborate What examples can you give for each of the functions? TOPIC 5: Principles of Effective Communication These principles are in relation to the 1. Know your purpose in communicating. characteristics of an effective 2. Know your audience. communicator discussed in Topic 1 of this chapter. 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. As a speaker, you have to be clear with what you want to say to your audience. It goes the same in writing. In writing, your audience are your readers. 2. Be concise. You also have to write direct to the point; not just in communicating verbally.  11 3. Be concrete. In writing, you should also use words that describe things that we see through our senses. With these words, the readers can relate more to what you are writing. For example, use phrases like ’10 degrees’, ‘fat Siamese cat’. 4. Be correct. As a speaker, you have to be reliable by telling the truth. It goes the same in writing, you have to tell the truth when you write non-fiction literary pieces. Writing the facts and not misguiding the readers make you a reliable writer. 5. Be coherent. Writing coherently means that you have to make sure that the flow of ideas is smooth in your written output. This contributes to the clarity of your output. 6. Be complete. In writing and speaking, the information you are sharing should be complete. You should not miss sharing important parts of the information. Incomplete information can lead to misunderstanding between the people involved. 7. Be courteous. Being courteous in communicating does not only apply in the way you speak. It also applies in the way you use words in writing. Use words that show your politeness when writing. When we communicate through writing, it can be formal which is the polite way of communicating or it can be informal which has the opposite level of formality to formal writing. In communicating with other people, we TOPIC 6: Ethics of Communication also have to be very careful. There are ethical guidelines It is important to note that one’s behavior should be regulated by honesty, decency, that we need to truthfulness, sincerity, and moral uprightness. follow. Not because we have the freedom of speech, we can 1. Establish an effective value system that will pave way for the development of already communicate integrity as a person. One’s behaviour and decision-making style affect, in turn, with other people the the operation of an organization. way we want to without thinking 2. Provide complete and accurate information. Data should always be contextualized about them. Here are and correct. the ethical guidelines 3. Disclose vital information adequately and appropriately. Never conceal or hide in communicating both in oral and information for the purposes of transparency. written communication. Ten Basics of Ethical Communication Seek to “elicit the best” in communications and interactions with other group members. Listen when others speak. Speak non-judgmentally. Speak from your own experience and perspective, expressing your own thoughts, needs, and feelings. Seek to understand others (rather than to be “right” or “more ethical than thou”). Avoid speaking for others, for example by characterizing what others have said without checking your understanding, or by universalizing your opinions, beliefs, values, and conclusions, assuming everyone shares them. Manage your own personal boundaries: share only what you are comfortable sharing. Respect the personal boundaries of others. Avoid interrupting and side conversations. Make sure that everyone has time to speak, that all members have relatively equal “air time” if they want it.  12 Make sure that you update yourself with the Evaluate posts on the Google Classroom to avoid missing the scheduled time Task 2: To evaluate your comprehension on the types, levels, functions, principles, and of the activity. ethics of communication, there will be an assessment (20pts). Schedule will be agreed upon in class.