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Nature, and Process of Communication The English word 'communication' has been derived from the Latin word, 'Communicare' which means to impart or participate or to transmit. The word 'Communicare' is derived from the root 'Communis' which means to make common or to share....

Nature, and Process of Communication The English word 'communication' has been derived from the Latin word, 'Communicare' which means to impart or participate or to transmit. The word 'Communicare' is derived from the root 'Communis' which means to make common or to share. Communication is a process of sharing and conveying messages or information from one person to another using different means, medium, context, media, and cultures. Webster defines communication as a process by which information is exchanged between individuals through a common system of symbols, signs or behavior. The Nature of Communication 1. Communication is a process. It is a step by step activity and it is essentially a two-way process that involves the active participation of both the sender and receiver. 2. Communication is much more of an ART than a science. There is no right or wrong way to communicate – no set of absolute rules to be followed but there are underlying principles to guide us into effective communication. 3. Communication is verbal or non-verbal. Communication can be expressed through written or spoken words (verbal) or actions (non-verbal) of both spoken words and nonverbal actions at the same time. 4. Communication is inevitable. Inevitability means communication is taking place even when someone does not want or intend to communicate. 5. Communication is irreversible. This means that what you have said can never be unsaid. 6. Communication is Unrepeatable. Unrepeatability means that an act of communication can never be duplicated. We may say the same thing over and over again but the effect of what you said the second or third or fourth time will not be the same as the first time you said it. 7. The Natural Flow of Communication Process  Elements of Communication 1. Sender The sender is also known as the source of the message or information. The sender is responsible for making putting meaning into his/her message. A sender is also known as the speaker or encoder. 2. Message The message is the information, ideas, or thoughts conveyed by the speaker in words or in actions. 3. Encoding This is referring to the process of converting the message into words, actions, or other forms that the speaker understands. 4. Channel The channel is the medium or the means, such as personal or non- personal, verbal or nonverbal, wherein the encoded message is conveyed. 5. Decoding Decoding is the process of interpreting the encoded message of the speaker by the receiver. The receiver analyzes the message received before giving his/her response. 6. Receiver The receiver acts as the recipient of the message, or someone who decodes the message. Again, all those present in the class are considered receivers of the message. 7. Feedback Feedbacks are the reactions, responses, or information provided by the receiver. It could come in many forms. It could be through words, gestures, or actions. 8. Context The context is the environment where communication takes place. It is a communication situation. 9. Barrier Barriers are also called noise in communication. These are factors that affect the flow of communication. Students’ talking to one another while the class discussion is going may distract the attention of other students, or someone who has a toothache may not be able to concentrate at the meeting. 5 Basic functions of communication 1. REGULATION/CONTROL Communication can be used to control human behavior. It can be used to regulate the nature and amount of activities humans engage in. It ranges from simple requests to laws governing countries and large territories. Basic Forms of Regulation/Control Doctors’ prescriptions Parents’ instructions to their children Friends giving advice on what course of action to take Scolding Employers orders to their employees Customers making orders Language Forms COMMANDS OR IMPERATIVES Please come in Get a chair Take your seat Run RHETORICAL QUESTIONS Why don’t we go to the lobby now? Can you pass the salt? Can I have a moment of silence? STATEMENTS OR DECLARATIVES I want to be alone. It’s hot in here. You need to hurry. NOTE The main focus of Regulation or Control as a function of communication is to influence one’s behavior. That means that if anyone behaves in such a way the other one wanted it to be, it’s a behavioral influence. 2. SOCIAL INTERACTION Social interaction as a function of communication refers to the use of communication to socialize or interact with other people. Basic Forms of Social Interaction Invitations Greetings Appreciations Encouragement Marriage proposals etc. NOTE If an individual uses communication to interact with other people, it is under social interaction as a function of communication. The interaction could be positive or negative. 3. MOTIVATION Motivation as a function of communication refers to a person using language to express desires, needs, wants, likes and dislikes, inclinations, choices, and aspirations. Basic Forms of Motivation Expressing one’s ambitions (I dream of…) Talking about preferences (This is good over the other) Ordering in a fast food restaurant (I want…) Asking for milk (Can I…?) Making petitions Expressing a need (I need…) NOTE Motivation could either be extrinsic or intrinsic. An individual may communicate within self if he uses intrinsic motivation. 4. INFORMATION Communication can be used in giving and getting information. Basic Forms of Information GIVING INFORMATION USING STATEMENTS I have three sisters For every action, there is a reaction. GIVING INFORMATION USING RHETORICAL QUESTION Did you know that some earphones can be used as microphones? GETTING INFORMATION USING QUESTIONS Where is Mrs. Ching? Did it rain last night? Is it windy outside? GETTING INFORMATION USING IMPERATIVES Show me how to tie a knot. Give me information regarding the weather. GETTING INFORMATION USING DECLARATIVES I don’t know where to find the city hall. I need to understand how my bill was computed. NOTE In this function of communication, it has to be two-way. That means that an individual cannot only get information, he has to give also so that there will be reciprocation. Part of this function is to make sure that the information an individual gives and gets is accurate and clear. 5. EMOTIONAL EXPRESSION Emotional expression as a function of communication refers to the use of expressions such as love, fear, anger, joy, hope, or any other emotion. Basic Examples of Emotional Expression Yes! Oh no! Ouch! Expletives Really? DIFFERENT KINDS OF TALKS Small Talks is a form of nonthreatening communication that may be used to effect social interaction. Can help achieve the following: to maintain the status quo to break the ice to get acquainted to establish relationships Light Control Talks is the tactful use of power to get results. It may be used to motivate people. Purposes: to persuade to direct to seek but not force agreement to use legitimate authority Heavy Control Talks designed to place blame and to control or regulate people. This type of communication creates defensiveness on the part of the receiver and is rarely, if ever, appropriate. Purposes: To blame To attack To threaten To coerce To demand Search Talks non-threatening approach when you want to gather data or the consensus of others to be able to provide information. Purposes: To center on an issue To examine and clarify the issue. Straight Talks good for problem- solving and conflict resolution. It may be used to facilitate emotional expression for catharsis, which is the act of purging, cleaning, and unloading of ideas and emotions. It is usually done with people you have a bond relationship. Purposes: To concentrate on the here and now To focus on issues To share feelings To acknowledge feelings To accept without judging 3 Standard Communication Models Linear/Transmission Model Interactional Model Transactional Model a. Aristotle’s Model of Communication Aristotle (5 BCE), a teacher of Rhetoric and a founder of an academy that produced good speakers, came up with the first and earliest model of communication. This model is more focused on public speaking than interpersonal communication. Speaker plays a very important role in public speaking. To influence or persuade his audience, he must first prepare his speech and analyze the audience before he speaks to them. b. Transactional Model In the transactional model, there is an exchange of messages between the sender and the receiver where both take turns in sending and receiving messages. The roles of both communicators reverse each time in the communication process. This is also called circular model of communication and is used for interpersonal communication. Everyday talk and interactions are examples of transactional model of communication. The participants in this communication process who have common social and cultural systems and relational situations can communicate with one another more effectively. A teacher discussing a lesson with his students or teachers holding a virtual meeting communicate with one another efficiently because they know each other and share the same social system. The model shows that there is a continuous exchanging of messages, but barriers may take place and affect communication. c. Shannon – Weaver’s Model of Communication Claude Shannon and Warren Weaver introduced the concept of noise. This model of communication is also known as the Telephone Model for this is based on the experience of using the telephone back in the 1940’s wherein the message was hindered by noise. Therefore, the message received by the listener was not necessarily the message sent by the sender. The Shannon – Weaver model of communication contains six important features. Sender The originator of message or the information source selects desire message. Encoder The transmitter which converts the message into signals Note: The sender’s messages converted into signals like waves or binary data which is compactable to transmit the messages through cables or satellites. For example: In telephone, the voice is converted into wave signals and it transmits through cables Decoder The reception place of the signal which converts signals into message, a reverse process of encode Note: The receiver converts those binary data or waves into message which is comfortable and understandable for receiver. Otherwise, receiver can’t receive the exact message, and it will affect the effective communication between sender and receiver Receiver he destination of the message from sender Note: Based on the decoded message the receiver gives their feedback to sender. If the message is distracted by noise, it will affect the communication flow between sender and receiver Noise The messages are transferred from encoder to decoder through channel. During this process the messages may be distracted or affected by physical noise like horn sounds, thunder, and crowd noise or encoded signals may distract in the channel during the transmission process which affect the communication flow or the receiver may not receive the correct message. An example of Shannon - Weaver model of communication Mr. Diaz made a call to his secretary “Please call the internet provider.” During his call, noise comes in (transmission error) and his secretary heard “Please call” only. The secretary replied (feedback) “Whom will I call, Sir?” Sender : Mr. Diaz Encoder : Telephone (Mr. Diaz) Channel : Cable Noise : Distraction in voice Reception : Telephone (Secretary) Receiver : Assistant Due to transmission error or noise, the secretary was not able to understand the message. d. Schramm Model of Communication Wilbur Schramm is known as the Father of Mass Communication. He came up with five models but in the Schramm Model of Communication he developed in 1955, communication breakdown is explained. He asserts that both the sender and the receiver should have the same field of experience. In this concept, field of experience refers to everything that makes an individual unique – everything that he/she has ever learned, watched, seen, heard, read, and studied. In this model, communication has six elements Source Encoder Message Channel Decoder Receiver He gives emphasis on encoding and decoding of message. This model shows how a message is transferred from the sender to the receiver. The model also asserts that message can be complicated by different meaning learned by different people. Schramm claims that communication can take place if and only if there is an overlap between the field of experience of the participants of the communication process. It means that the sender and the receiver have commonalities. For example, a Japanese is invited to give a talk to Filipino students. These students can only understand English and Filipino. If the speaker will speak in Japanese, the audience will not be able to understand him. e. Eugene White Model of Communication Eugene White’s Model of communication says that communication is circular and continuous, without a beginning or end. His 1960 cyclical model, the communication process is composed of eight stages- thinking, symbolizing, expressing, transmitting, receiving, decoding, feed-backing, monitoring, and thinking. He also points out that although one can assume that communication begins with thinking, it can be observed from any point in the circle. White was also the one who introduced the concept of feedback which is a process also known as to close the loop. What is Communication Breakdown? Communication breakdown, as defined by Emily Rodgers in her online article, “is a failure to exchange information, resulting in a lack of communication.” COMMUNICATION BARRIERS A communication barrier is anything that prevents us from receiving and understanding the messages others use to convey their information, ideas and thoughts. They can interfere with or block the message you are trying to send Key Communication Barriers that cause communication breakdowns Lost in translation The attention span of a gnat Too much information Under pressure Language Barriers Jargon Psychological Barriers Physiological Barriers Physical Barrier EFFECTS OF COMMUNICATION BREAKDOWN Loss of morale Demotivation Embarrassment Anger Tension among the team Stress caused to individuals Disorganization Gossip Loss of clients, business and sales (or friends/relationships)  5 WAYS TO RESOLVE A COMMUNICATION BREAKDOWN (Rodgers) These are simple things to do to ensure communication is never a problem Observe Option Sharing is caring Practice makes perfect One team, one dream Strategies in Communication on How to Overcome Barriers Active Listening Use Common Language Give Constructive Response Focus on the issue, not the speaker Be genuine rather than control. Empathize rather than remain alone. Be patient towards others You have to promote yourself and your own experiences. 7C’s of Effective Communication Completeness- It includes everything that the receiver needs to hear for him/her to respond, react, or evaluate properly. Consideration - It means the speaker should always consider relevant information about his/her receiver such as mood, background and etc. Courtesy - It means the speaker shows respect in the culture, values, and beliefs of his/her receivers Conciseness- It provides short and essential message in limited words to the receiver. Concreteness - It happens when the message is concrete and supported by facts, figures, real-life examples and situations. Clarity. It implies emphasizing on a specific message or goal at a time. Consideration. It means the speaker should always consider relevant information about his/her receiver such as mood, background and etc. Correctness - It implies that there are no grammatical errors in communication. (Verbal and Non- Verbal Cues ) Communication involves verbal and non-verbal cues. Verbal cues include auditory language like sound and words to deliver or exchange information. It is the superficial part of communication because it is more obvious than non- verbal cues. Non-verbal cues are your total presentation and self-expression apart from spoken words. You will miss some non- verbal cues when you are not in a face- to face interaction like on the phone or using the Messenger. A good communicator, whether talking to a child, in front of an audience, or behind the desk, must be only keen to verbal and non-verbal cues. More importantly, his expressions and words must agree. The Entertainment Factor People love to listen to stories in the form of oral poetry, songs or plain Story telling. These oral communication activities, all packed with emotions, differ in oral delivery. They communicate a lot of truth regarding relevant issues of today and yesterday, skillfully incorporating a variety of language features. What important role do these activities foster? Oral poetry contains most of the elements found in written poetry. Aside from rhythm, it also uses figurative language. The difference is, it is delivered or performed to a live audience, hence, the body language and emotions are better expressed, creating a higher degree of response among the listeners. Some features of oral poetry are tone, meter, repetition, inflection, mood, and it perfects imagery. Songs do not differ much from oral poetry. Songs play a huge role in communication. It has religious, social, and political functions. It has similar features to poetry added the lyrical element. A special musical feature found in many different genre of music is syncopation, an artistic play of rhythm, deviating from the natural flow. Rap is a popular style of popular music that magnifies the use of syncopation. It’s grooving effect appeals mostly to young people. Storytelling is roughly defined as the sharing of events and experiences that is meant to entertain, inform, as well as to teach morals. By stories, we may avoid communication barriers by passing morals to children and young adults indirectly. Everyone loves a good gossip or story. It is a safe and brilliant way to keep the children at home. Smart and Lousy Speaker Smart speaker 1.chooses words to suit the audience 2.Makes use of language techniques, reads visual cues 3.Varies voice for tone, pitch, volume, inflection, intonation and pause. 4.Engages listeners by talking on relevant topics 5.responds to feed back Lousy Speaker 1.Imposes own ideas despite negative feedback 2. Settles on sloppy appearance 3.Uses monotone 4.Make distracting gestures and inappropriate facial expressions 5. Interacts in a heated manner Verbal Cues Verbal cues include auditory language like sound and words to deliver or exchange information. It is the superficial part of communication because it is more obvious than non- verbal cues. Non- Verbal Cues Non-verbal cues are your total presentation and self-expression apart from spoken words. You will miss some non-verbal cues when you are not in a face- to face interaction like on the phone or using the Messenger. Forms of Non- Verbal Cues Paralanguage- the how of saying something Language of Flowers- the use of flowers based on the meaning of each type of flower Language of Color- the use of color based on the meaning of each type of color. Language of Time (Chronemics) – the use of time based on position on power Language of Space (Proxemics) – the use of space to show importance Language of Touch (Haptics) – the use of touch to express what cannot be said  Body Movement (Kinesics) Gestures- most often used type of non- verbal communication. Speech, to be understandable and interesting to a listener, must be accompanied by different gestures. o Emphasizing Gestures that punctuate what we want to highlight are o examples of this type. (Ex. hitting the table is a gesture that interjects force) o Regulating Gestures are used to control the flow of communication such as nodding one’s head so that someone will continue talking. o Illustrating Gestures are used to show size, height, distance, or similar qualities like using one hand to mimic certain height or two hands to show distance or size. o Emblems are gestures associated with specific meanings. Example, a clenched fist is associated with activism and protest. Facial Expression – assist the listener in understanding the message better. Our faces are the most expressive part of our bodies. Think of how photos are often intended to capture a particular expression “in a flash” to preserve for later viewing. Even though a photo is a snapshot in time, we can still interpret much meaning from a human face caught in a moment of expression, and basic facial expressions are recognizable by humans all over the world. Posture- Posture is generally for the way someone stands or sits. You may have a posture that might help people knowing whether you are angry, tense, or happy. It is the posture of a human being that helps in communicating using its body. In fact, your body can adapt it in no time and unintentionally to give a clue to somebody regarding your feelings.