GEC 5 Lesson 1 Outline-1.pdf

Lesson 1: COMMUNICATION Definition of Communication  The word communication is derived from a Latin word ‘communis’’ which means ‘commonness’ or ‘to share or to participate’.  It is the process of exchanging ideas, thoughts, feelings and emotions from one person to another w...

Lesson 1: COMMUNICATION Definition of Communication  The word communication is derived from a Latin word ‘communis’’ which means ‘commonness’ or ‘to share or to participate’.  It is the process of exchanging ideas, thoughts, feelings and emotions from one person to another with the use of symbols which may be verbal and/or non-verbal and aims for understanding  “Communication is the act of transmitting information, signals, or messages by talk, gestures, or words within a system of sending or encoding and receiving or decoding messages from a source to its destination through language of expression.” Most common ways we communicate  Spoken Word  Visual Images  Written Word  Body Language Importance of communication  Communication helps to spread knowledge and information among people.  The advent of the internet not only allows people to have better access to knowledge and information in all fields, but also makes it easier and faster to contact with people around the world.  Communication is the foundation of all human relationships.  Communication helps people to express their ideas and feelings and at the same time helps us to understand emotions and thoughts of others. The Communication Process Elements of Communication: Sender/Source – where the message comes from; can be a person or organization Receiver – the one who gets the message that was transmitted through the channels; can be individual or organization Message – the verbal and non-verbal form of the idea, thought, or feeling that one intends to communicate to another person or groups of people. Encoding – the process by which a message is translated so it can be transmitted and communicated to another party; how you compose your sentence as you communicate Decoding – the process by which the receiver translates the source’s thoughts and ideas so they can have meaning Channel – technologies are the lines that enable the act of sending or transmitting Feedback – the response generated by the message that was sent to the receiver; can either be immediate or delayed Barriers – the factors that inhibit the clarity and flow of communication; can be treated both literally and figuratively; literally, a mechanical sound that is perhaps more resonant than the  message drowning it; figuratively, can refer to the resistance of the intended receiver to the messages being sent to his/her direction Context – a collection of observable conditions that both the sender and the receiver can use to associate the same elements with a specific message; are interconnected factors that have an impact on the message; physical, psychological, social, and cultural aspects are among the communication contexts that need to be considered in the communication process Principles in Ethical Communication Ethics in Communication:  Uphold Integrity  Promote Access to Communication  Respect Diversity of Perspective and  Be Open-minded Privacy  Develop Your Sense of Accountability  Observe Freedom of Expression Effectively Seven C’s of Communication Principle:  Completeness  Clarity  Conciseness  Correctness  Coherence  Courtesy  Concreteness Types of Communication Verbal Communication  It refers to the form of communication in which message is transmitted verbally.  Communication is done by word of mouth and a piece of writing.  In verbal communication remember the acronym “KISS” (keep it short and simple). Verbal Communication is divided into:  Oral Communication  Written Communication Oral Communication  In oral communication, spoken words are used.  It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet.  Communication is influenced by pitch, volume, speed and clarity of speaking. Advantages: -It brings quick feedback. -In a face-to-face conversation, by reading facial expression and body language one can guess whether he/she should trust what’s being said or not.  Disadvantages: -In face-to-face discussion, user is unable to deeply think about what he is delivering, so this can be counted as a fault. Written Communication  In written communication, written signs or symbols are used to communicate.  In written communication message can be transmitted via email, letter, report, memo etc.  Written Communication is the most common form of communication being used in business. Advantages: -Messages can be edited and revised. -Written communication provides record and backup. -A written message enables receiver to fully understand it and send appropriate feedback. Disadvantages: -Written communication doesn’t bring instant feedback. It takes more time in composing a written message as compared to word-of-mouth and number of people struggle for writing ability. Nonverbal Communication  Nonverbal communication is the sending or receiving of wordless messages, such as gesture, body language, posture, tone of voice, or facial expressions.  Nonverbal communication is all about the body language of speaker. Elements of Non-Verbal Communication  Vocalics/Paralanguage – refers to the use of volume, tone, pitch, and rate of speaking  Vocal Characterizers – include vocal aspect of the following actions: yawning, whispering, yelling, laughing, smiling, crying, sneezing, sighing  Vocal Qualifiers – include tone, tempo, rhythm, pitch, volume, intensity, and extent  Vocal Segregates – include sounds like “uh-uh”, “mmm”, “uh” and even silent pauses  Proxemics – refers to the use of space to convey an idea or image; the use of space or proximity is a significant indicator of how close or intimate we feel toward people. There are four (4) proxemic zones according to Hall (1966):  The Intimate Zone (0” – 1..5’)  The Personal Zone (1.5 – 4’)  The Social Zone (4’ – 12’)  The Public Zone (12’ – infinity)  Chronemics – an attitude of time which disclose information with others about status and relationship  Artifacts – refer to the things a person owns, use, wear, and even discard convey message about such person; it includes your preference, taste, resources, or lack of it to convey meanings   Movements – a kind of non-lexical communication where ideas or messages are expressed using your body; your posture, gesture, facial expression, body language, and everything you do are perhaps the most obvious in communicating messages  Gestures – most usually hand or head movements that indicate a particular meaning  Facial Expressions – executed using the facial muscles  Eye contact – looking directly at your audience’s eyes  Body stance – how you sit or stand in front of a person or an audience Levels of Communication Intrapersonal Communication is communication that occurs in your own mind. It is the basis of your feelings, biases, prejudices, and beliefs. Examples are when you make any kind of decision – what to eat or wear. When you think about something – what you want to do on the weekend or when you think about another person. Interpersonal Communication is the communication between two people but can involve more in informal conversations. Examples are when you are talking to your friends. A teacher and student discussing an assignment. A patient and a doctor discussing a treatment. A manager and a potential employee during an interview. Small Group Communication is communication within formal or informal groups or teams. It is group interaction that results in decision making, problem solving, and discussion within an organization. Examples would be: A group planning a surprise birthday party for someone. A team working together on a project. Public communication involves a speaker who seeks to inform, persuade, or motivate an audience. Examples are a teacher and a class of students. A preacher and a congregation. A speaker and an assembly of people in the auditorium. Mass Communication is the use of print (newspaper and magazines) and broadcast (radio and television) media channels to reach a wider coverage. The key is that you are reaching a large amount of people without it being face to face. Feedback is generally delayed with mass communication. A television commercial. A magazine article. Hearing a song on the radio. Books, Newspapers, Billboards. Barriers in Communication Communication barriers are any factors that prevent us from effectively exchanging and understanding messages. They can be physical, cultural, linguistic, or emotional, and can occur within or between individuals, groups, or organizations.  Language Barrier is a difficulty or obstacle that arises when people who speak different languages attempt to interact. This can prevent people from understanding each other and lead to misunderstandings, frustration, and even conflict. The language barrier can be caused by a lack of knowledge of the other person’s language, or a lack of proficiency in both languages.  Physical Barrier refers to any physical limitation that can interfere with the communication process. Examples include noise, poor lighting, distance between speakers, and physical obstructions between speakers. Other physical environmental barriers include technology issues, such as poor signal reception on mobile phones, or a lack of access to technology, such as the internet or computers.  Emotional Barrier is a psychological barrier that prevents people from fully expressing their emotions or feelings to one another. This can be due to a lack of trust, fear of vulnerability, or difficulty in understanding the other person's point of view. Emotional barriers can interfere with effective communication and lead to misunderstandings and conflict.  Cultural Barrier refer to the differences in language, customs, and beliefs that may exist between people of different cultures or societies. These barriers can prevent people from understanding each other, leading to miscommunication and misunderstanding. Cultural barriers can also lead to cultural clashes, which are disagreements or conflicts caused by differences in beliefs and values. Overcoming Communication Barriers  Become an engaged listener. Listening well means not just understanding the words or the information being communicated, but also understanding the emotions the speaker is trying to communicate.  Apply positive self-talk and perception. Positivity is the best encouragement. It welcomes good vibes and pleasant outlook in all communication.  Use appropriate language. Tailor the words you will use based on your audience or listener. Keep it simple or understandable.  Be Open. Suspend your own judgment, ideas, and beliefs. Give the speaker time to develop and express his/her ideas or point before you conclude if the message has any value, little value, or none at all.  Give and accept feedback. Feedback keeps the communication going. Respond to what has been heard. Keep an open mind and avoid overreacting emotionally to a message or feedback.  Pay attention to nonverbal signals. The way you look, listen, move, and react to another person tells them more about how you’re feeling than words alone ever can.