Communication 1C 2: Defining Communication PDF

**Defining communication:** Communication is defined as the process of understanding and sharing meaning Defining the concept of communication **Process:** Progression of the level of communication Understanding: To understand is to perceive, to interpret and to relate our perception and inter...

**Defining communication:** Communication is defined as the process of understanding and sharing meaning Defining the concept of communication **Process:** Progression of the level of communication Understanding: To understand is to perceive, to interpret and to relate our perception and interpretation to what we already know. **Sharing:** In communication, sharing occurs when you convey thoughts, feelings, ideas or insights to others **Meaning:** By looking at the context the words is used in and by asking questions we can discover the shared meaning of the word and understand the message Eight essentials of communication: **Source:** 1. The first component of communication identifies the individual that relays or conceptualizes a message or piece of information. 2. They are tasked with delivering a message and putting forward new information that is comprehendible and relevant to the intended message. 3. The source does so through various forms of expression, such as body language, tone of voice, gestures, and attire. 4. They observe the audience for cues that indicate how the message was received. **Message:**  1. The next element of communication is the message, which refers to the concepts, information, and ideas that the source creates for the audience or receiver. 2. This also relates to how the message is said concerning one's tone of voice, body language, and appearance. In the written format, this pertains to one\'s writing style, punctuation, and the headings and formatting chosen. **Channel:**  1. This component of communication relates to the way in which the message is transmitted between the source and the receiver. 2. Communication is delivered through various channels that include face-to-face conversations, speeches, telephone conversations, voice mail messages, radio, television, social media platforms, emails, letters, and mobile phones. **Receiver:**  1. This component of communication identifies the individuals that receive the message from the source, interpreting and evaluating it in various ways. **Feedback:**  1. This component of communication relates to the cues and other messages the receiver relays back to the source. 2. This is done both intentionally and unintentionally through verbal and nonverbal signals that allow the source to determine how accurately or inaccurately the message was received. 3. It also provides a means for the receiver to gain clarification and respond. **Environment:** 1. ** **This component of communication relates to the surroundings or ambiance, both physical and psychological, where the message is transmitted and received. 2. It also relates to other factors that are housed in the room, such as the lighting, seating, dress code, and other equipment. 3. The environment is an important aspect that should be considered by speakers when delivering a message. **Context:**  1. This component of communication relates to the setting, scene, and expectations of all those involved. 2. Additionally, it has to do with how environmental cues frequently shape the expectations that people have of one another. **Interference:**  1. This component of communication relates to anything that obstructs or alters the source\'s intended meaning of the message. 2. It also pertains to psychological distractions that occur when relaying, reading, or delivering a message. 3. Interference can also come from other sources. These eight components all play vital roles in this process. Consequently, the removal of any of the components would leave the communication process incomplete. For example, the message component is of the greatest importance, directly affecting the other components. Without the message, the source would have nothing to convey or communicate to the receiver. There would be no feedback delivered, and no channel would be necessary as there is no message to be transmitted, and so on and so forth. The message component is the glue holding the communication process together. **Types of communication** 1. Verbal 2. Non verbal 3. Written 4. Listening 5. Visual **Verbal** - Verbal communication occurs when we engage in speaking with others. It can be over the phone, face to face or on a platform like zoom - Verbal communication isn't only about words but tone, pitch etc. - Words and tone often go hand in hand **Non- verbal** - Non verbal communication includes facial expressions, posture, eye contact, hand movement and touch. - Types of non verbal communication: **Written** - all forms of written communication have the same goal, to pass on information in a clear and concise manner. - Poor writing skills often lead to confusion and miss communication. **Listening** - One of the most important forms of communication. - If we cannot listen to the person sitting across from us it means we cannot effectively engage in the communication which can lead to confusion and miss communication **Visual** - Visual communication uses images, typography, and colour to convey messages effectively. It engages audiences, simplifies information, and evokes emotions. - Has become a major form of communication. **Lu 2** **Inter personal communication** Interpersonal communication is the process of exchanging messages between two people whose lives mutually influence one another in unique ways in relation to social and cultural norms Interpersonal communication is the ongoing, ever changing process that occurs when one interacts with others. **Questions to ask when looking at inter personal communication:** 1. Who is in a conversation together? 2. Is it only their words that are communicating the message? 3. Who else is communicating? **The quantitative aspects of interpersonal communication** - Interpersonal communication is a two-person interaction. - A dyad (two people) is the fundamental unit of interpersonal communication. - Groups are composed of multiple dyads. - A relationship requires a dyad to exist. - Withdrawal from a relationship by one person terminates it. **The qualitative aspects of interpersonal communication** - We measure the quality of an interpersonal relationship along a continuum, with "intimate - communication" at one end and "impersonal communication" at the opposite end. - The more personally we interact with another person, the more "interpersonal" our relationship becomes. When we engage in interpersonal communication, our goal is to treat one another as genuine persons, - not as objects, and to respond to each other as unique individuals with whom we create a distinct relational culture, not as people merely playing roles. **Seven key elements that influence communication** 1. **People:** - **Sender:** The individual who originates the message and initiates the communication process. - **Receiver:** The individual who receives the message and interprets its meaning. 2. **Message:** - The information or idea that the sender intends to convey to the receiver. It can be verbal, nonverbal, or a combination of both. 3. **Channels:** - The medium through which the message is transmitted. Channels can be verbal (spoken or written), nonverbal (body language, facial expressions, tone of voice), or digital (email, text, social media). 4. **Noise:** - Any interference that hinders the effective transmission or reception of a message. Noise can be physical (background noise, distractions), psychological (stress, anxiety), or semantic (misunderstanding of language or meaning). 5. **Feedback:** - The receiver\'s response to the sender\'s message. Feedback can be verbal, nonverbal, or both. It helps the sender to assess the effectiveness of their communication and make necessary adjustments. 6. **Context:** - The setting or environment in which communication occurs. Context includes the physical setting, the social situation, the cultural background of the participants, and the relationship between the sender and the receiver. 7. **Effect:** - The impact or outcome of the communication process. Effects can be cognitive (changes in knowledge or beliefs), affective (changes in emotions or attitudes), or behavioural (changes in actions or behaviours). **How interpersonal communication enhances our lives** 1. Fulfils psychological functions 2. Fulfils social functions 3. Fulfils information functions 4. Fulfils influence functions **Psychological functions** - Good relationships contribute to physical and psychological well-being. - Interpersonal communication fosters self-understanding and self-awareness. - Interactions with others shape our sense of self. **Social functions** - Interpersonal communication provides insight into others\' perspectives. - It reduces feelings of isolation and fulfils social needs. - It enhances personal satisfaction. - Interpersonal communication is essential for building and maintaining relationships. - Our need for affection --- to express or receive fondness - Our need for inclusion --- to be included or include others as full partners - Our need for control --- to direct or exert influence over the self and others so that we feel we are able to deal with and manage our lives and environment **Information functions** - Information and Uncertainty: Sharing information reduces uncertainty in our lives. - Information vs. Communication: More information doesn\'t always equate to better information. - The Power of Silence: Sometimes, no information or communication is the best approach. - Balancing Talk and Listen: There\'s a time to talk and a time to listen. **Influence functions** - Influence and Compliance: We use interpersonal communication to influence others and gain compliance. - Goal-Directed Communication: Interpersonal communication is often strategic and goal-oriented. - Mutual Influence: Communication is a two-way process where both parties influence each other. - Shared Responsibility: We are both affected by our words and actions in communication. - Influence and Compliance: We use interpersonal communication to influence others and gain compliance. - Goal-Directed Communication: We often use strategic communication to achieve our goals. - Mutual Influence: Communication is a two-way process where both parties influence each other. **Axioms/ principles of interpersonal communication** 1. You cannot NOT communicate 2. Interactions have content and relationships have dimensions 3. Interactions are determined by how they are punctuated 4. Messages are verbal symbols and non- verbal cues 5. Exchanges are symmetrical or complementary **You cannot NOT communicate** - behaviour has no opposite. We cannot voluntarily stop behaving. - Even if we consciously decide not to respond, even if we do our utmost not to move a muscle or utter a sound, our stillness and silence are responses - As such, they have message value, influence others, and therefore communicate. - No matter how hard we try, we cannot not communicate. **Interactions have content and relationships have dimensions** - Content and Relationship Dimensions: Messages convey both content (expected response) and relationship information (how the message should be interpreted). - Delivery Variations: Messages can be delivered in various ways, such as orders, pleas, flirtations, or expressions of desire. - Relationship Clues: The way a message is delivered provides clues about the sender\'s perception of the relationship. - Example: Husband\'s Request: A husband\'s request for his spouse to \"get over here right now\" can be interpreted differently based on the tone and delivery, indicating various relationship dynamics. **Interactions are determined on how they are punctuated** - Illusion of Linearity: We often perceive communication as a linear sequence of cause and effect. - Mutual Influence: In reality, communication is a continuous, cyclical process where actions and reactions influence each other. - Punctuation: We divide communication into segments to make sense of it, but this division is subjective and can lead to misunderstandings. - Interpersonal Conflict: Punctuation can reveal how individuals interpret situations and contribute to interpersonal conflicts. **Messages are verbal symbols and non verbal cues** - Content vs. Relationship: The content of a message is often conveyed verbally or digitally, while the relationship level is conveyed nonverbally or analogically. - Nonverbal Cues: Nonverbal cues are often harder to control than verbal communication, making them more revealing. - Inconsistency Between Verbal and Nonverbal: It\'s easier to lie with words than to control nonverbal cues, as they can often contradict verbal messages. **Exchanges are symmetrical or complimentary** - Symmetrical and Complementary Relationships: Interpersonal relationships can be classified as either symmetrical or complementary. - Symmetrical Relationships: In symmetrical relationships, both parties mirror each other\'s behaviour. - Complementary Relationships: In complementary relationships, one party\'s behaviour complements the other\'s. - Relationship Dynamics: Both types of relationships have their own strengths and weaknesses and can be beneficial or detrimental depending on the specific context. **Models of interpersonal communication** **Communication Models:** - You defined a model as a simplified representation of a system that highlights crucial components and connections. - You presented three different types of communication models: - **Action models:** View communication as a one-directional transmission of information from a sender to a receiver (e.g., Shannon-Weaver Model, Schramm Model, Berlo\'s SMCR Model). - **Interactional models:** Emphasize the two-way nature of communication, with both sender and receiver playing an active role (e.g., Osgood & Schramm Model, Watzlawick, Beavin, and Jackson Model). - **Transactional models:** View communication as a dynamic, ongoing process where senders and receivers are constantly exchanging messages and interpreting them simultaneously (e.g., Barnlund\'s Transactional Model). **Barnlund\'s Transactional Model:** - You explained that this model highlights the importance of various cues in communication, including public cues (physical environment), private cues (senses), and behavioral cues (verbal and nonverbal). - You detailed the three contexts that coexist during an interaction: social context (rules and norms), cultural context (cultural identities), and relational context (bond between people). - You mentioned noise as a factor that can disrupt communication flow, including physical, physiological, psychological, and semantic contexts. **Mindful Communication:** - You described mindful communication as a way to be more conscious and present during interactions. - You contrasted mindful communication with mindless communication, where people don\'t pay attention or analyze their intentions and attitudes. - You listed examples of mindful communication behaviors, such as active listening and non-judgmental communication. **Cultural Diversity in Interpersonal Communication:** - You defined cultural diversity and its importance in interpersonal communication. - You explained the concept of cultural awareness and how intercultural ignorance can hinder communication. - You highlighted the importance of understanding cultural norms and communication styles (high-context vs. low-context cultures, individual vs. collective orientations). - You discussed the impact of gender on communication styles, including \"report\" style (men) vs. \"rapport\" style (women), and differences in nonverbal cues. **Further Exploration:** You mentioned wanting to explore the concept of paying attention in gendered communication. Here are some potential areas to investigate: - How do listening styles differ between genders? - How can we ensure we are actively listening to people from different genders? - What are some nonverbal cues that might be misinterpreted across genders? Overall, you\'ve provided a comprehensive overview of communication models and cultural diversity. This knowledge can be instrumental in fostering more effective and mindful communication across different cultures and backgrounds. **Gender Differences in Communication Styles** ---------------------------------------------- ### **Facial Expressions** - Men tend to use fewer facial expressions than women, including smiling less. ### **Paralanguage** - Paralanguage (tone, pitch, speaking speed) is more expressive for women than men. - Women use a wider range of vocal cues like gasps, sighs, and changes in tone to convey meaning. ### **Physical Space** - Men prefer face-to-face communication and stand closer to women than men during conversation. - Women are comfortable with side-by-side communication (e.g., in a car) and closer proximity to other women. - **Role of Cultural Diversity in Interpersonal Communication** ------------------------------------------------------------- This section highlights some potential cultural differences in nonverbal communication: ### **Touch** - Women may use touch to build connection (e.g., arm touch for support) - Men may use touch to show dominance (e.g., pats, back slaps) ### **Eye Contact** - Women often use eye contact to show engagement and listening. - Men may avoid eye contact or listen with eyes closed (doesn\'t necessarily indicate disinterest across cultures). **Paying Attention** -------------------- - It\'s important to note that men generally have more difficulty paying attention than women. Research also indicates that men have less success than women in reading and sending nonverbal cues. **LU 3** **Verbal Communication** ------------------------ **Definition:** Verbal communication is the use of language to convey information, ideas, and thoughts. It encompasses both spoken and written language. **Key Components:** - Language: The system of symbols and rules used to communicate. - Spoken Language: The use of vocal sounds to convey meaning. - Written Language: The use of written symbols to convey meaning. **Principles of Verbal Communication:** - Clarity and Precision: Using clear and concise language to avoid misunderstandings. - Active Listening: Paying full attention to the speaker, asking clarifying questions, and providing feedback. - Cultural Sensitivity: Considering cultural differences in language and communication styles. - Effective Non-Verbal Cues: Using nonverbal cues like body language and tone of voice to reinforce verbal messages. - Adapting to the Audience: Tailoring communication style to the specific audience and context. - **Challenges in Verbal Communication:** - Language Barriers: Differences in language and dialects can hinder effective communication. - Cultural Differences: Misinterpretations can arise due to cultural differences in communication styles and norms. - Emotional Barriers: Emotions like anger, sadness, or fear can cloud judgment and hinder effective communication. - Physical Barriers: Noise, distance, and technological issues can interfere with communication. **Non-Verbal Communication** ---------------------------- **Definition**: Non-verbal communication involves using nonverbal cues to convey meaning. **Key Components:** - Facial Expressions: Convey emotions and attitudes. - Body Language: Includes gestures, posture, and physical movements. - Eye Contact: Signals interest, attention, and engagement. - Proxemics: The use of space to communicate. - Kinesics: The study of body movement and gesture. - Paralanguage: Vocal cues like tone, pitch, and volume. - Haptics: The use of touch to communicate. **Importance of Non-Verbal Communication:** - Reinforces Verbal Messages: Nonverbal cues can support and strengthen verbal communication. - Contradicts Verbal Messages: Nonverbal cues can contradict verbal messages, leading to confusion or mistrust. - Replaces Verbal Messages: Nonverbal cues can convey meaning without words. - Regulates Interaction: Nonverbal cues can signal turn-taking, interest, and disengagement. **Improving Non-Verbal Communication:** - Pay Attention to Non-Verbal Cues: Be mindful of your own nonverbal behavior and that of others. - Develop Emotional Intelligence: Understand and manage your emotions effectively. - Practice Active Listening: Focus on the speaker\'s words and nonverbal cues. - Seek Feedback: Ask others for feedback on your nonverbal communication. By understanding both verbal and nonverbal communication, we can improve our interpersonal skills and build stronger relationships. **LU4** **Leadership Communication Styles** ----------------------------------- ### **Listening** - Key characteristics: Active listening, empathy, and understanding. - When to use: Resolving conflicts, conducting one-on-one meetings, receiving feedback, and during performance evaluations. ### **Coaching** - Key characteristics: Guiding, mentoring, and empowering employees. - When to use: When employees need support, guidance, or skill development. ### **Teaching** - Key characteristics: Providing instruction, sharing knowledge, and developing skills. - When to use: When employees need training, education, or skill enhancement. ### **Directing** - Key characteristics: Providing clear instructions and guidance. - When to use: When employees need clear direction and immediate action. ### **Advising** - Key characteristics: Offering advice, expertise, and guidance. - When to use: When employees need help with specific problems or decisions. ### **Motivating** - Key characteristics: Inspiring, encouraging, and recognizing achievements. - When to use: When employees need motivation, encouragement, or a boost in morale. ### **Delegating** - Key characteristics: Assigning tasks and responsibilities. - When to use: When employees are capable and motivated to work independently.