GE-4 Study Guide 1 PDF

Module No. 1 MODULE OVERVIEW Communication plays a vital role in human life. It helps facilitate the exchange of information and knowledge and develop relationships with others. Having effective communication skills in English is important for success. You have observed how the better c...

Module No. 1 MODULE OVERVIEW Communication plays a vital role in human life. It helps facilitate the exchange of information and knowledge and develop relationships with others. Having effective communication skills in English is important for success. You have observed how the better communicators in your class have stood out as individuals and students. So, in this lesson, you will be exposed to the different ways of looking at communication. You could also have a better picture of what communication is and how it works- absorbing principles, learning concepts, and applying them in practical situations in your class and in real life as members of the community. T MODULE LEARNING OBJECTIVES At the end of the lesson, the students will be able to: Give the meaning of communication and explain why it is a complicated process; AF Recall the elements of communication and identify them in different texts; Name and interpret the principles of communication; and Discuss the ethical issues in communication. LEARNING CONTENTS DR The word ‘Communication’ itself provides a clue to what it is—commun implies “something in common” and ication suggests “understanding”, so communication hints at the meaning “ a common understanding of something” ( Chase & Shamo, 2013) Seiler and Beall ( 1999) define it as “ the simultaneous sharing and creating of meaning through human symbolic interaction. Wood ( 2004) define it as “ a systematic process in which individuals interact with and through symbols to create and interpret meanings. If we analyze all these definitions, we get a comprehensive definition of language, that is; “ communication as the process of creating and sharing meaning by using verbal and nonverbal symbols in varied contexts, ” and effective communication results when both verbal and nonverbal symbols are understood in much the same way by both communicators. 1  To achieve effective communication, you need to understand the communication process, which is quite complex because it is difficult to pinpoint where or with whom a particular communication begins or ends. The best way to illustrate this is through a model. Several communication models have been created to show what exactly happens when two or more people engage in the process. Although some models are simple while others are more detailed, all of them have become helpful in providing a visual representation of the specific concepts and steps within the process. T AF The communication process involves the following: 1. SOURCE. This is you, the sender of the message. To be a good sender, you have to know DR exactly what information you want to communicate, why you have chosen that particular information, and what result you expect from communicating it. For instance, for a quick lunch before your next class, you order something that is filling yet easy to eat in 30 minutes. You decide on a hamburger with fries and juice. 2. MESSAGE. This is the information you want to convey; without it, you have no reason to communicate. The details of the information should be very clear to you before you communicate it. Using the situation in the previous example, you need to know precisely what you want to order. Mentally specify the kind of hamburger and juice you want, as well as the sizes of the French fries and the juice 3. ENCODING. This is the process of converting your ideas or thoughts of the information into verbal and / or nonverbal symbols that can be understood by the receiver of the message. Your symbols must be in the language that is not foreign to the receiver. In our example, you need to use words (such as cheeseburger, regular fries, and medium pineapple juice), actions, and gestures that the cashier will understand. 4. CHANNEL. This is the manner in which your message or information is conveyed. It may be 2  done through face-to-face conversation, telephone call, video conference, or written communication (text message, email, letter, memorandum, report). To order your food, you use face-to-face communication. 5. DECODING. This is the receiver’s mental processing of your message into the meaning suggested by the verbal and nonverbal symbols you use as sender. To be able to do this, he needs to get an accurate picture of the message. The cashier who takes your order has to be familiar with the menu in the fast food store to understand what you want. 6. RECEIVER. This is the person or group of people who will get your message. In our example, it is the cashier of the fast-food store. 7. FEEDBACK. This is the receiver’s response to your message. If you get your desired result, the communication is successful; otherwise, the communication fails. When this happens, T you have to find out why it is unsuccessful, learn from your mistakes, and strive to do better next time. If you’re given the hamburger, French fries, and juice exactly the way you want them, your communication with the cashier is a success. AF 8. CONTEXT. This refers to the situation in which the communication takes place. It includes (a) the environment- the location, time of the day, temperature; (b) the relationship between the communicators- you as sender and the other person or receiver, such as teacher and student, boss and subordinate, parent and child, siblings, or peers; (c) their respective cultural backgrounds and past experiences; and (d) the topic/ subject of their communication (Hall,1977). The context in our example includes the fast-food store before noon with the temperature getting warmer despite the cool air coming from the nearby air conditioner, the DR communicators’ equal status or relationship as customer and cashier, their having different cultures and past experiences, and the ordering of food. 9. BARRIES. Something that prevents us from correctly getting and accepting the messages others use to communicate their information, thoughts, and ideas. Some of the examples of communication barriers are information overload, choosy perceptions, workplace gossip, semantics, gender differences, etc. Examples of barriers to communication: Culture Individual differences Language use Noise Past Experience Status 3 Communication can be a one-way or two-way process. Communication as one-way process is best illustrated in the model of Shannon-Weaver (1949) as shown in Figure 1. In this model, the sender is active while the receiver is passive during the communication process. T Figure 1. Shannon-Weaver Model of Communication AF On the other hand, communication as two-way process us exemplified by transaction model shown in Figure 2, in this model, the messages, information, or ideas are sent and received at the same time. Hence, the sender and the receiver become active during the process, and both serve as communicators. DR Figure 2. Transactional Model of Communication 4 1. Communication is an interaction situation wherein the participants are affected by each one’s behavior. Every message is simultaneously a stimulus to new behavior and a response to prior behavior of the receiver. No message should be isolated from what has occurred before between the communicants if we really want to understand the message. It should be understood in the totality of the situation. 2. One does communicate. We do communicate even when we are ignoring the message of another or maintaining complete silence. An easy way to understand this would be to think what you would do if someone you did not want to interact with, passed a smile to you. Even by ignoring him, you would still be communicating, I do not want to relate to you. Silence, posture and all non-verbal behaviors are the ways we communicate even when we wish to deny doing so. 3. The message received is not necessarily the message sent. We usually relate to others as if there was only one reality the way we perceive the world. We all live as separate individuals with different experiences and different views of reality. How we interpret verbal T and non-verbal messages may be quite different from the meaning intended by the speaker (communicator). Even when several people are viewing the same behavior, each interprets it differently. While talking or writing we are describing only those experiences that occur inside us and they may not be the same for others because every person, because of his different AF background, is unique. 4. Communication occurs simultaneously at more than one level. We communicate on the level of the literal content of the information being conveyed as well as on the relationship level. In other words, we do not convey information to the receiver verbally only. By the context in which the communication occurs, and by various verbal and non-verbal cues, we are also telling the other person how we see our relationship with him, how we see ourselves, and how he should interpret our messages. This second level of communication is called meta-communication and refers to any DR communication about communication or any verbal or non-verbal cues about the literal content of the message sent. For example, I may say to another person, I’m very happy with you, and be serious indicating that I do not mean what I say. I may also verbally meta-communicate by adding, I was only joking, which tells the receiver how he should interpret my original statement. The context in which communication occurs is another important component of meta-communication. If a man slaps his wife while travelling in the bus, he would be telling the world something quite different than if he were to do the same thing in his own house. Meanwhile, according to http://www.pstcc.edu, there are four basic principles of interpersonal communication. These principles underlie the workings is real life of interpersonal communication. They are basic communication; thus, we can’t ignore them: 1. Interpersonal communication is inescapable. We cannot not communicate. The very attempt not to communicate communicates something. Through not only words, but through tone of voice and through gesture, posture, facial expression, etc., we constantly communicate to those around us. Through these channels, we constantly receive communication from others. Even when you sleep, you communicate. Remember a basic principle of communication in general: People are not mind readers. Another way to put 5  this is: People judge by your behavior, not your intent. 2. Interpersonal communication is irreversible. You cannot really take back something once it has been said. The effect must inevitably remain. A Russian proverb says, once a word goes out of your mouth, you can never swallow it again. 3. Interpersonal communication is complicated. No form of communication is simple. Because of the number of variables involved, even simple requests are extremely complex. Theorists note that whenever we communicate there are really at least six people involved: a) who you think you are; b) who you think the other person is; c) who you think the other person thinks you are; d) who the other person thinks he/she is; e) who the other person thinks you are; f) who the other person thinks you think he/she is. We don not actually swap ideas, we swap symbols that stand for ideas. This also complicates communication. Words (symbols) do not have inherent meaning; we simply use them in certain ways, and no two people use the same word exactly alike. Osmo Wiio gives us some communication maxims similar to Murphy’s law (Welin-Goos, 1978; in T http://www.pstcc.edu): a. If communication can fail, it will. b. If a message can be understood in different ways, it will be understood in just that way which does the most harm. AF c. There is always somebody who knows better than you meant by your message. d. The more communication there is, the more difficult it is for communication to succeed. These tongue-in-check maxims are not real principles; they simply humorously remind us of the difficulty of accurate communication. 4. Interpersonal communication is contextual. In other words, communication does not happen in isolation. There is: a. Psychological context, which is who you are and what you bring to the interaction. DR Your needs, desires, values, personality, etc., all form the psychological context (You here refers to both participants in the interaction.); b. Relational context, which concerns your reactions to the other person – the mix; c. Situational context, which deals with the psycho-social where you are communicating. An interaction that takes place in a classroom will be very different from one that takes place in a bar; d. Environmental context, which deals with the physical where you are communicating. Furniture, location, noise level, temperature, season, time of day, all are examples of factors in the environmental context; and e. Cultural context, which includes all the learned behaviors and rules that affect the interaction. If you come from a culture (foreign or within your own country) where it is considered rude to make long, direct eye contact, you will out of politeness avoid eye contact. If the other person comes from a culture where long, direct eye contact signals trustworthiness, then we have in the cultural context a basis for misunderstanding. 6 A message may be conveyed via these types: verbal – non – verbal and visual. Though communication is often thought of as verbal, the non-verbal mode is equally essential as it enhances one’s message. I. VERBAL – NON – VERBAL COMMUNICATION Communication is the act of interacting and exchanging ideas with other people. Basically, when communicating, people send and receive messages. There are two primary forms of communication: verbal and non-verbal. With verbal communication, people express their thoughts, ideas, and feelings through spoken or written language. Non-verbal communication uses other methods, such as body language including facial expressions, gestures, and other body movements. We are going to discuss both of these forms of communication and give verbal and non-verbal communication examples to help you understand them better so as to improve your information transfer. T People use verbal communication to express themselves in many ways during discussions, speeches, and everyday conversations. Just how effective this style of communication is can vary. It will depend on the receiver’s listening skills, as well as a number of verbal communication AF skills, such as the volume of your voice, the tone you use, the clarity of your speech, and the caliber of the words you use. You’ll probably get some idea of how effective your communication is through the feedback you receive. You can help improve the effectiveness of your communication by considering your target audience and how you can adjust your message so they will pay attention to you and understand you. With verbal communication, you have a lot of control over adapting your message if you feel it is not effective. DR Nonverbal communication involves communicating without using words. Instead, individuals use nonverbal behaviors to communicate. These types of nonverbal communication can emphasize spoken words or contradict them. II. VISUAL COMMUNICATION Visual communication is the process of conveying meaning—be it ideas, instructions, data, or other kinds of information—through graphics rather than text or audio. For many, this is a more efficient and accessible way of sharing knowledge and adding context than written communication. Visual communication can be achieved in a variety of different ways. Examples of visual communication include: Videos and photos Graphs, charts, infographics, and other types of data visualization Typography Maps (such as mind maps and content maps) Illustrations and graphic design Slide decks and presentations GIFs 7 In this sub-section, context in communication is referred to as a composite of people interacting with each other. Communication may also be classified according to context: (1) intrapersonal; (2) interpersonal; (3) extended; (4) organizational communication; and (5) intercultural communication. INTRAPERSONAL COMMUNICATION The Latin prefix intra- means within or inside. Intrapersonal communication then means talking to oneself. Some label it as self or inner talk, inner monologue, or inner dialogue. Psychologists call it with other names such as self-verbalization or self-statement. Self-talk can be advantageous as it can enable you to practice what you ought to say in times when you lack the motivation and confidence to speak. One magic statement that you can T try is: I can do it!” Saying this over and over again will give you positive reinforcement that you can do things courageously and that is not impossible to do so. Furthermore, as you respond to life’s challenges, you may also find yourself verbalizing your thoughts and feelings. It is then important that as you introspect, you are able to improve on your decisions in life and likewise AF enhance your self-worth as a person. INTERPERSONAL COMMUNICATION As opposed to intra, the Latin prefix inter- means between, among, and together. An interactive exchange takes place as interpersonal communication takes place. However, as it occurs, a transaction does not necessarily take place since it can only be a simple interaction such as greetings, getting to know a person, or ordinary conversations that happen between or among the interactions. This may occur in dyads or small groups, also known as group communication. DR A communication situation is interpersonal if 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. While the former is characterized by less seriousness and formality, the latter is more formal and profound. Whereas interpersonal talks are meant for maintaining social relationships, transactional talks aim to accomplish or resolve something at the end of the conversation. EXTENDED COMMUNICATION Extended communication involves the use of electronic media. Unlike before when it only called for the use of television and radio, nowadays, the description of extended communication may be expanded as to include tele, audio, or phone conferencing; videoconferencing; Skype calls; and other technological means. With the use of electronic media, messages are transmitted quickly. For instance, with the use of the Internet, recorded videos may be transmitted in seconds and may be viewed by a greater number of people. With extended communication, your own thinking, behavior, and attitude may be influenced by other people, and you may be persuaded to take the views you hear. It is important then that you weigh what you hear and assess them against those beliefs that you hold onto so you do not get easily swayed by other people’s convictions. 8 ORGANIZATIONAL COMMUNICATION With this type, the focus is on the role that communication plays in organizational contexts. Organizations comprise individuals who work for the company. When you graduate for example, you become a professional, either working for a company or putting up your own. Whichever, you should know that each organization has expectations that you as a communication professional should meet or that you as the owner may establish. For an organization to be successful, a system of communication should be put in place. A set of rules or standards for communication protocol should be made clear so that interactions patterns are established. On the part of the individual, you should be equipped with the needed oral and written communication skills that the organization expects you to possess. There are two types of organizational structure: (1) formal and (2) informal. Formal structure allows communication to take place via designated channels of message flow between T positions in the organization. This may make use of four approaches: (1) downward communication, (2) upward communication, (3) horizontal communication, and (4) crosswise communication. As the term implies, downward communication is the type that flows from upper to lower positions, i.e., president to manager or supervisor, a manager to an ordinary AF staff. The flow of communication is top-down or from a superior to a subordinate, usually asking certain individuals to perform a certain task. Conversely, message transmission in upward communication is bottom-up in which subordinates send communication to their superior/bosses bearing their views/feedback on organizational policies, issues related to their jobs, and the like. Horizontal communication is lateral in approach as it takes place among people belonging to the same level but coming from different departments or units to facilitate performance of tasks through proper coordination. Crosswise approach is diagonal in nature as employees from different units or departments working at various levels communicate with each other. Each of these communication approaches has its own advantages and disadvantages. Note that these DR structures are usually presented in the company organizational chart and policy manuals. Informal communication, on the other hand, comes from unofficial channels of message flow. Also known as, “grapevine” messages coming from the different level of organization are transmitted. This occurs due to the dissatisfaction of some employees accompanied by uncertainty, such as superiors playing favorites and unfavorable or unacceptable company rules and regulations. Some employees even resort to baseless gossip and rumors which they spread like wild fire. Tracing the origin of a rumor is almost next to impossible. In fact, when some people are confronted, they impute the blame to others so they can get out of the mess quickly. Each organization has its own culture. This is referred to as organizational culture. Based on its history and development, an organization develops its own core values, vision and mission statement, goals, and objectives. Organizational culture is of utmost significance since it will dictate the kind of behavior that employees should possess as well as the extent of commitment expected from them by the organization. 9 INTERCULTURAL COMMUNICATION Another type of communication is intercultural communication. As the term implies, it is communication between or among people having different linguistic, religious, ethnic, social and professional backgrounds. Even gender difference affects communication. Individuals having different orientations communicate and interpret messages differently. This particularly happens with non-verbal communication. Finally, communication may be classified according to purpose and style. Earlier, formal and informal communication have been discussed in relation to organization communication. Similarly, the types of communication in relation to purpose and style and formal and informal.However, rather than the focusing on the transmission of message and message flow , the focus here is on the communication setting and the mode of delivery. Formal communication employs formal language delivered orally or in written form. Lectures, public talks/speeches, T research and project proposals, reports, and business letters, among others are all considered formal situations and writings. Note that while lectures and speeches are delivered orally, the texts have been thought out carefully and written well before they are delivered. To inform, to entertain, and to persuade are the main objectives of this type of communication. AF On the other hand, informal communication certainly does not employ formal language. It involves personal and ordinary conversations with friends, family, members, or acquaintances about anything under the sun. The mode may be oral as in face-to-face , ordinary or everyday talks and phone calls, or written as in the case of e-mail messages, personal notes, letters, or text messages. The purpose is simply to socialize and enhance relationships. DR Effective communicators observe ethics. This means that they deal with values, righteousness, and behavior appropriate for human communication particularly in a multicultural situation. Johnson (2015) developed the Ten Basics of Ethical Communication using principles learned in Straight Talk and Nonviolent Communication as well as best practices for small group work in general, with a little common sense added in: 1. Seek to elicit the best in communications and interactions with other group members. 2. Listen when others speak. 3. Speak non-judgmentally. 4. Speak from your own experience and perspective, expressing your own thoughts, needs, and feelings. 5. Seek to understand others (rather than to be right or more ethical term than thou) 6. 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. 7. Manage your own personal boundaries. Share only what you are comfortable sharing. 8. Respect the personal boundaries of others. 9. Avoid interrupting and side conversations. 10  10. Make sure that everyone has time to speak, that all ambers have relatively equal air time if they want it. Name: ________________________________________________ Student No. _______________________ (Surname, Given Name, MI) Note: Upon submitting your activity, follow this name format: SG1_Learning Activity 1 Instructions: Instructions: Discuss some ideas by answering the following questions. Explain and/or give examples. Be guided by the rubric below. 5 points will be given for each item. 1. How do you differentiate formal communication from informal communication in relation to purpose and style? Provide situations to illustrate the differences. T _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ AF _____________________________________________________________________________ ___ 2. How can you ensure the success of communication in relation to the purpose and style? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ DR ___ 3. How can visual communication enhance the message conveyed by a speaker? Cite particular situations when it is best to employ visual communication. _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ ___ 4. Among the stated ethics of communication, which do you think is the least observed? Explain. _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ ___ 11  T AFREFERENCES https://experience.dropbox.com/resources/what-is-visual-communication https://socialskillscenter.com/the-difference-between-verbal-and-nonverbal-communication/ Madrunio M.R. et. al, 2018, Purposive Communication Using English in Multilingual Contexts. DR Bernales R.A. et. al, 2018, Purposive Communication in Local and Global Contexts. Barrot J.S. et. al, 2018, Purposive Communication in the 21st Century. 12