Lesson 1: Communication Process PDF

Lesson 1: Communication Process **Definition of Communication ** **1.  Communication is the successful conveying or sharing of ideas or feelings.** **2. It is also described as a social contact.** **3. A systematic process in which people interact with and through symbols to create and interpret...

Lesson 1: Communication Process **Definition of Communication ** **1.  Communication is the successful conveying or sharing of ideas or feelings.** **2. It is also described as a social contact.** **3. A systematic process in which people interact with and through symbols to create and interpret meanings**.  **Importance of Communication** **1. It fosters coordination, enabling people to comprehend each other's thoughts and ideas.** **2. Its role is crucial to the smooth functioning of each member within an organization.** **3. It aids effective and efficient decision-making.** **4. It boosts managerial efficiency and leadership potential in organizations.** **5. It promotes peace and cooperation among all employees. ** **6. It boosts morale and promotes a healthy work environment.** Elements of Communication **1. Communication Contexts ** - **It pertains to the personal, physical, social, psychological and cultural circumstances, among others in which communication occurs. ** - **Communication contexts refer to the setting in which communication takes place.** 1.1 Personal Context  - **It involves the background of both sender and receiver.** - It includes their education, religion, socioeconomic status, marital status, and beliefs that greatly influence what and how they communicate. 1.2 Physical Context  - **It pertains to the environment where communication takes place.** It involves tangible factors which can be perceived by the senses such as temperature, humidity, odor, lighting, and noise level among others. - **It includes proximity, how far or how close the participants are to each other**, as well as the medium used in sending the message. 1.3 Social Context  - **It refers to the kind of relationship that exists between the sender and the receiver.** - It motivates one to communicate with people who are closer to him and as such he easily gains their respect and understanding. 1.4 Psychological Context  - **It includes the emotions and feelings of the participants in the communication process.** - It involves their opinions, judgments, prejudices, attitude and perception toward each other which can play a part in the transmission of messages. 1.5 Cultural Context  - **It is one of the vital considerations in communication.** - It includes sets of beliefs, value systems, ethnicity, age, gender, sexual orientation, gender identity, and religion with which communication happens. **2. Sender ** - The sender is the source that  starts communication. - The sender imagines the message and then considers how to transmit it to the receiver. - A message is the final concept of the idea formulated by the sender. **3. Encoding** - **Encoding is the process of translating information into a form that can be transmitted to another person or system**. The sender must first encode their message  in a way that the receiver can understand. - Encoding is the part of transforming abstract opinions and ideas into symbols such as words, pictures, signs, and marks. A symbol might represent or indicate opinions, statements, and actions. **4. Message ** - **It refers to the information, ideas,  opinions, attitudes, and feelings the sender wants to convey.** - Messages may convey through verbal, written and non-verbal cues. **5. Channel** - **It is the medium or tool to transmit the message.** The person who wants to communicate must choose a channel to send information, ideas, requests, etc.  - In face-to-face communication, the sender uses all five senses to transmit information. **6. Noise** - **The noise is also called the barrier that affects the message from being sent, received, or understood.** **Classification of Noise ** **6.1 Physical** - External environmental factors like loud conversations, static on a phone call, or visual distractions. **6.2 Psychological** - Biological factors such as hearing or vision impairments, fatigue, or hunger. - Mental distractions or emotional states that affect how a message is received. **6.3 Semantic** - Misinterpretations due to language differences or ambiguous wording. **6.4 Technical** - Issues with technology, such as poor internet connectivity or malfunctioning equipment. **6.5 Culture** - Misinterpretations arising from cultural differences. **7. Decoding** - Decoding is the first stage in listening. The receiver converts symbols into thoughts from the sender. - It translates encoded symbols into understandable language. **8. Receiver** - The recipient (receiver) is the person who received the message or to whom the message was sent. It is the receiver who will try to understand the message in the best possible way to achieve the desired goals. **9. Feedback** - The feedback then is the message sent by the receiver in response to a message he has received - It also refers to the receiver's verbal and non-verbal response to the source's message; response does  not necessarily have to be verbal for it be considered a feedback **The Communication Model ** The definition of communication and its elements can also be  further understood in the light of a framework or model to see  their interrelatedness. The common models of communication  that have been utilized over the years are the: **1. Linear Model** - Also called the transmission  model, a linear model is based on the  assumption that communication is transmitted  in a straightforward manner-from a sender to a  receiver. This clearly reflects that communication  is a one-way process. - Example: Television, Radio, Newspaper, and Mass Communication. **2. Interactive Model ** - The interactive model of communication is a two-way  process of exchanging ideas, messages, and information between two or more sources. It involves an active exchange between two or more parties, where each party takes turns  as the sender and receiver of the message.  - Example: Exchanges of email, Text message, Social media posts, and workplace. **3. Transaction Model** - It is considered the most accurate representation of the communication process.  - The transactional model by Ramie et al., (in Elcomblus, 2020) was designed primarily  to represent public communication. - **Speakers** - here may be evaluated according to their credibility, self-concept or attitude towards self or others, knowledge of the subject, and intention or purpose of communication. - **Listeners** - are characterized by their purpose of listening, knowledge and interest about the topic, listening skills, and their attitudes towards self, the speaker and ideas or information presented. - **Feedback** - may be intentional (e.g., reply retort, etc.) or unintentional (e.g., yawning), and verbal (oral or written) or nonverbal. - **Situation** - element refers to the physical environment and social context in which communication occurs. Lesson 2: Communication Principles **Fundamentals of Interpersonal Communication** - Communication is inevitable. It is an indispensable part of the daily life. We continuously send and receive messages through various channels. - Communication is irreversible. Verbal messages can't be retracted. Responsible communicators listen and evaluate before responding to maintain trust and positivity. - Communication is complex. We use words as symbols, giving them connotative and denotative meanings. **Connotative** **Denotative** ---------------------------------------- ------------------------------------------- Means the literal definition of a word Means the implied or underlying of a word **Principles of Communication** - Its ultimate goal is to understand each other; when communicating either through speaking or writing, its purpose is either to persuade, to entertain, to inform, to express one's feelings,  ideas or emotions and to influence others. **9 Communication Principles** 1\. **Trustworthiness ** - Effective relationships are built on trust and respect. - Keeping your word. - Building trust takes long-years, sometimes decades. It takes a second, a word, or misstep to lose it. Regaining trust takes even longer. - Assegid Habtewold. - Being trustworthy requires: Doing the right thing. And doing things right.   2. **Effective speaking** - Effective speaking skills are essential principles of communication. 3\. **Active listening ** - **[It shows intentional focus on the speaker. Active listening includes receiving, understanding, remembering, evaluating, and responding.]** - Active listening is the basis of all good communication.  4.**Good writing** - Writing affects all areas of your life -- academic, professional, civic, and personal - Written communication takes place in the form of emails, letters, notices, messages, advertisements, etc. - As much as possible do not depend on grammar and application apps -- writing self-constructed sentences can lead to effective writing skills. 5\. **Good reading** - Quick, efficient, and imaginative reading techniques are essential especially in achieving academic success. - Reading enhances comprehension, vocabulary, and analytical skills - Good reading skills make note-taking, commenting, and critiquing documents easier. - Reading improves concentration and attention span over time. **What is the most important benefit of reading?** Improves memory processing - 38% Increases relaxation - 20% Slows down cognitive decline - 22% Develops good spelling - 20% 6\. **Objective Judgment ** - It refers to forming opinions or making decisions based on facts and evidence rather than feelings, biases, or subjective influences. - Judgment is inherent in any communicative activity; however, it should be objective and constructive.  7\. **Value Difference ** - Valuing individual contributions in communication strengthens relationships.  - Equal rights and opportunities should be provided regardless of race, religion, ethnicity, gender, age, education, or socio-economic background. - Communicators value differences by practicing equity and equality. What is the difference between equity and equality? Equality means providing the same resources or opportunities to everyone. It focuses on treating everyone the same, regardless of their individual needs or circumstances. Equity involves distributing resources and opportunities based on individual needs to achieve fair outcomes.  It recognizes that different people have different circumstances and allocates resources accordingly to ensure everyone can reach an equal outcome.  8\. **No Assumptions** - Assumptions are beliefs accepted without evidence. Avoiding them ensures checks and balances in communication. To ensure clear understanding, should avoid assumptions and practice truthfulness and transparency. - A relationship should be based on communication, not on assumption. Tips to demonstrate truthfulness and transparency in communication. - [**Be Honest and Clear: Always provide accurate information and avoid hiding details**. ] - **[Encourage Open Dialogue: Create an environment where others feel comfortable sharing their thoughts and feedback.]** - **[Be Consistent and Accountable: Follow through on your promises and be consistent in your actions and words. If mistakes happen, acknowledge them and take responsibility]** 9\. **Authenticity ** - The quality of being real or true. - All communicators must ensure their information is genuine, valid, and truthful.  - In this digital age, verify information to prevent spreading fake news that can cause panic or harm. Lesson 3: Globalization and Communication - Communication is the process of exchanging information, ideas, thoughts, and feelings between individuals or groups.  - It involves a sender, a message, a medium, and a receiver.  - Effective communication is essential for understanding, cooperation, and collaboration. It can be verbal (spoken or written), non-verbal (body language, gestures), or digital (emails, social media). - Globalization refers to the increasing interconnectedness and interdependence of the world's economies, cultures, and populations. This process is driven by international trade, investment, and the spread of technology and information. **What is the Relationship Between Communication and Globalization?** Communication plays a crucial role in globalization by facilitating the exchange of information and ideas across borders. Here are some key points: - **[Enhanced Connectivity: Advances in communication technology, such as the internet and mobile phones, have made it easier for people to connect globally.]** This has accelerated the pace of globalization. - **[Cultural Exchange: Communication allows for the sharing of cultural practices and ideas, leading to greater understanding and appreciation of different cultures.]** - **[Economic Integration: Effective communication is vital for international trade and business].** It helps in negotiating deals, managing multinational teams, and understanding diverse markets. - **[Political Collaboration: Communication enables countries to engage in diplomacy, form alliances, and address global challenges such as climate change and terrorism.]** - **[Communication and globalization are deeply intertwined. Effective communication is both a driver and a product of globalization]**, enabling the flow of information, culture, and economic activities across the globe. **Global Issues Affecting Communication** 1. **Technological Disparities**: Access to communication technologies varies globally. In some regions, limited internet access can hinder effective communication. - **1.1 Regional Variations:** Significant differences exist within regions, such as between technologically advanced countries like South Korea and Japan, and less developed ones like Afghanistan and Myanmar in Asia. - 1.2 **Global North vs. Global South:** There is a broad divide between the Global North (e.g., North America, Europe) with advanced technological infrastructure, and the Global South (e.g., Sub-Saharan Africa, parts of Asia and Latin America) with lower levels of technological development. **2. Global Teams:** Working in global teams introduces challenges such as time zone differences, varying work ethics, and diverse communication styles. Managing these differences is crucial for effective collaboration. 3. **Economic Disparities:** Economic conditions can influence  communication styles and access to resources. - 3.1 **Limited Access to Technology** access to modern communication technologies can be limited individuals from lower-income backgrounds may rely on outdated technology or have no internet access at all - 3.2 **Cost of Communication Tools** some low-income communities, the high cost of mobile data plans or internet subscriptions can limit people's ability to communicate effectively. 4. **Political and Legal Differences:** Different countries have varying regulations regarding communication, such as censorship laws and data privacy regulations. These can impact how information is shared and received. - **4.1 Censorship and Freedom of Speech:** democratic countries often protect freedom of speech, allowing open expression, while authoritarian regimes impose strict censorship, limiting what can be said or published. - **4.2 Data Privacy Regulations:** The European Union's General Data Protection Regulation (GDP) enforces strict data privacy laws, giving individuals control over their data, whereas the United States has a more fragmented approach with varying state laws. **How to Communicate Globally** 1\. **Be considerate of cultural differences**. When communicating globally, its important for you to understand that cultures and beliefs vary across different nations.  2\. **Lear how your associates deal with things in their countries.** The best way to handle cultural differences is to research beforehand how different countries handle business meetings or any other type of discourse. 3\. **Be aware of language barriers**. English is usually the medium of discourse but some countries do not necessarily use this as their primary language. 4\. **Go over any form of written correspondence** before you send it out to your contacts. 5\. **Always stay updated** with developments in communications and information technology.   6\. **Develop active listening skills** - Listen without judgment : pay attention to what others are saying without immediate forming opinions. - Ask questions: show genuine interest in understanding the cultural context behind someone's words and actions. 7\. Practice Empathy - Put yourself in others' shoes: try to understand situations from the perspective of people from different cultural backgrounds. - Show respect: acknowledge and respect cultural differences, even if you don't fully understand them. 8\. Adapt your communication style - Be flexible: adjust your communication style to sit the cultural context of your audience. - Use clear language: avoid jargon and idiomatic expressions that might not be understood by everyone. Lesson 4: Communication in Multicultural Settings  **A. Definition** **Culture is \...** - The customary beliefs, social forms, an material traits of a racial, religious, or social group. - The set of shared attitudes, values, goals, and practices that characterizes an institution or organization. **Culture understanding...** - Influences our personal preference in communication style and continues to influence our perception of others throughout our life. **Cross-cultural communication** - Cross cultural communication thus refers to the communication between people who have differences in any one of the following: styles of working, age, nationality, ethnicity, race, gender, sexual orientation, etc. **Aims of cross-cultural communication** - Create a feeling of trust. - facilitate cooperation. - Focus on providing the right response rather than providing the right message. **B. Sources of Miscommunication** **Assumption of similarities** - It refers to our tendency to think that the way we behave and act is the generally accepted code of conduct. When someone is different, we have a negative view of them. **Language differences** - Problems arise when it is not possible to understand what the other person is saying because different languages ​​are spoken. Speaking the same language can sometimes lead to differences because some words have different meanings in different contexts, countries, or cultures.  **Nonverbal misinterpretations** - The way we dress, the way we express ourselves through body language, eye contact and gestures also say something. A simple gesture like nodding is considered YES in some cultures and NO in others.  **Preconceptions and Stereotypes** - Stereotyping involves placing people in predefined niches based on our image of how we think they are or should be. - Stereotypes can lead to expectations and misconceptions. A preconceived opinion of another can lead to bias and discrimination **Tendency to evaluate** - Humans tend to make sense of the behavior and communication of others by analyzing them from one's own cultural point of view without taking into consideration why the other person is behaving or communicating a certain way. **High anxiety** - Sometimes being confronted with a different cultural perspective will create an anxious state in an individual who does not know how to act or behave and what is considered to be appropriate  **C. Communication  and Culture** How are communication and culture intertwined? Communication and culture are intertwined. Communication and culture are intertwined. In fact, they are inseparable. Americans are more direct or straightforward when they deliver their messages. Whereas Filipinos, on the other hand, are non-confrontational. They use polite words or expressions in place of ideas that may come across as offensive, rude, or harsh.  When invited, Filipinos use "I will try" instead of saying an outright "No,  I will not attend." To increase awareness and to develop competence in communicating in a multicultural setting, it is essential to unlock some cultural dimensions, provide examples, and explain how they affect communication as adapted by Verderber et al. (2015) from the early work of Edward T. Hall, and more recently by Gerard Hendrik Hofstede.  **Cultural Dimensions in Communication** - Individualistic vs. collectivist culture - Low-context vs. high-context culture - Monochronic vs. polychronic culture - Low-uncertainty avoidance vs high-uncertainty - Low-power distance culture vs high-power distance culture - Feminine culture vs Masculine Culture  - Long-term orientation culture vs, Short-term orientation culture. **Cultural Dimensions in Communication** 1\. Individualistic Culture puts premium on the self and personal influence fulfillment.  - It is when the culture focuses on the individual's needs and looks for happiness on an individual level before looking to the group. An example of an individualistic culture would be the United States, Canada, Northern and Western Europe.  - Collectivist cultures emphasize the needs and goals of the group as a whole over the needs and desires of each individual. In such cultures, relationships with other members of the group and the interconnectedness between people play a central role in each person\'s identity.  - Cultures in Latin America, East and Southeast Asia, and Africa are collectivist. 2\. Low-context culture views explicit words as a way to convey messages. People in the USA, Germany, and Scandinavia have low-context culture. Their verbal messages are direct, definite, and detailed. - High-context culture uses subtle non-verbal behaviors and implicit information to convey meaning. Latin America and most Asian cultures have high-context culture.    - Chronemic pertains to how we use and observe time. Its standards are determined by place and time (based on culture). Age and role can play a part in how people interpret timing, too.  3\. Monochronic culture advocates punctuality, time completion of tasks, and accomplishment of one task at a time. Schedule matters in a monochronic culture. e.g USA. - Polychronic culture has a more fluid and flexible concept of time. In this culture, task interruption and multitasking are acceptable practices and maintaining relationships is more important than strictly following a schedule.  Latin American, Arab, and Southern European cultures are more flexible when it comes to time.  **UNCERTAINTY AVOIDANCE refers to the need to foresee what is going to happen.\ \ ** 4\. A low-uncertainty avoidance culture is comfortable with unpredictability and has few rules, allowing for spontaneous responses to situations." - High-uncertainty avoidance cultures value precision and create rules to reduce risks. In contrast, people from the US, Sweden, and Denmark, with low-uncertainty avoidance, are more comfortable with unpredictability." - High-uncertainty avoidance cultures value precision and create rules to reduce risks. In contrast, people from the US, Sweden, and Denmark, with low-uncertainty avoidance, are more comfortable with unpredictability." - People from Germany, Portugal, Greece, Peru, and Belgium have low tolerance for uncertainty and prefer to control unpredictable situations due to their high-uncertainty avoidance." 5\. Power distance is a term that describes how people in a particular culture view power relationships -- superior/subordinate relationships -- between people, including the degree to which that those who are not in power accept that power is not evenly distributed.  ** POWER DISTANCE CULTURE** **Low power distance** - Values the equal treatment of everyone - Supports a flat organizational structure with decentralized decision-making responsibilities. It a participative management style - mostly observed in Austria, Finland, Denmark, Norway, and USA - Individuals under this culture might be comfortable challenging the status quo or arguing with the boss **High power distance** - Supports a flat organizational structure with decentralized decision-making responsibilities. It a participative management style. - Tend value things like tradition ("It's always been like this.") - Hierarchical -- people are ranked within society by strict roles. - Mostly observed in the Middle East, Malaysia, Guatemala, Venezuela, and Singapore.  - Mostly likely follows any rule without question 6\. **Masculine or Feminine Culture** - Masculine culture or masculine society is one that stresses different expectations for men and women. In a masculine culture, men are expected to be assertive, competitive, and focused on material success. Women are expected to be nurturing and focused on people and quality of life. In contrast, Hofstede says a feminine culture or feminine society is one where gender roles are more fluid. Both men and women are expected to be nurturing and focused on people and quality of life. - This refers to the distribution of roles between men and women. **Male ** - Challenge, earnings, recognition, and advancement are important. - Expected to be assertive, competitive, and focused on material success. - Women are supposed to be tender and take care of relationships. - Double standards: men are subjects, women are objects. - Being responsible, decisive, and ambitious is for men; being caring and gentle is for women. - In Mexico, Italy, and Japan have highly masculine cultures in which the role of males is highly valued than the role of females.  **Female ** - Relationships and quality of life are important. - Both men and women should be modest. - Both men and women can be tender and focus on relationships. - Single standards: both are subjects. - Being responsible, decisive, ambitious, caring and gentle is for women and men. - In Sweden, Denmark, and Norway, there seems to be no male supremacy because males and females are viewed equally in terms of their role in society.  Female cultures are based on the premise that men and women assume varieties of roles and thus, are both valued regardless of their sex and gender.  In Mexico, Italy, and Japan have highly masculine cultures in which the role of males is highly valued that the role of females.  Whereas in Sweden, Denmark, and Norway, there seems to be no male supremacy because males and females are viewed equally in terms of their role in society.  7\. **Long-term** orientation culture refers to how patience is valued in waiting for the outcomes of actions. **Short-term** orientation is characterized by being very performance driven.  **Long term orientation** - It is more laid back that it has more patience in waiting for the outcomes of an action. - It values perseverance towards the achievement of  goals. - People from Japan, China, Hong Kong, and Taiwan can juggle work time and leisure time together. - To talk about business during lunch will not be a big issue for them since they can mix working time and leisure time. - They more patient when it comes to waiting for the rewards of their hard work. **Short term orientation** - It emphasizes, quick results, fulfillment of social obligations, and efficient revenue generation. - It values rewards. - USA, Pakistan, Russia, UK, Canada, Norway -- people here work time is separated from leisure time. - To talk about business during lunch might be impolite for them. An understanding of these cultural dimension is integral to becoming effective intercultural communicator who is competent in interacting and dealing with people and situations in multicultural and diverse setting. A competent intercultural communicator interprets and shares meanings with individuals from different cultures with accuracy, respect, and a high level of sensitivity.  As the adage says. "ignorance of the law excuses no one." The same is true of cultural nuances and differences. **Guidance on the use of appropriate terms and phrases, images and more ** **1. Slow down when you speak** - Allow those who don't have the same native  language as you the time to interpret what  you are saying. **2. Speak clearly and concisely ** - Make eye contact and enunciate plainly. Avoid using ambiguous or dual-meaning words.  **3. Keep it simple** - Think in terms of your audience, and speak to their understanding. Don't make long speeches.  Allow listeners to absorb what you have said. **4. Maintain respect and courtesy for people who come from different cultures.** - When you respect the people you communicate with, this help reduce the stress they feel when trying to understand what you are saying. **5. Smile and be open ** - Your body language communicates your acceptance or non-acceptance and respect, as it helps put listeners at ease. **6. Avoid slang** - Slang words are unique to individual cultures and not always interpreted correctly. **7. Shun humor ** - What is funny in one culture might not be in another. Humor might be misunderstood and interpreted in a bad light. **8. Adopt a formal communication approach until you develop a rapport with your group** - Use a respectful and formal mode of speech until you have developed a relationship with your cross-cultural group. **9. Stay away from using negative questions or answers. ** - Double negatives are easily misunderstood. Keep questions and answers simple. **10. Ask for feedback** - Request members of the cross-cultural group to speak up and provide interaction or ask questions.  **11. Summarize what you have said** - Repeat what you have said in a different way, summarize it and allow people time to grasp what you have said. Lesson 4: The World Englishes in Multicultural Setting Diversity is recognized in communication because of the different background and identity of communicators involved in the interaction or transaction. **Multicultural ** - Refers to a society that contains several cultural or ethnic group. **Cross-cultural** - Deals with the comparison of different cultures. **Intercultural**  - Describes communities in which there is a deep understanding and respect for all cultures. **What is the relationship of communication and culture?** 1\. Mother Tongue and second language 2\. Race  3\. Ethnicity  4\. Gender 5\. Local Culture  6\. Religion  7\. Regional Attire  8\. Ancestry, parents, and families 9\. Teachers 10\. Friends  11\. Neighborhood  12\. Education 13\. Profession  14\. Experience  15\. Politics 16\. Physical Features  17\. Media **What makes language dynamic?** - World englishes refers to the various forms and varieties of the English language used in different sociolinguistic contexts around the world. - This concept acknowledges that English is not a monolithic language but has multiple localized forms influenced by cultural, social, and historical factors. A black flag with green circles and white text Description automatically generated **Philippine Englishes** - Globally recognized as one of the best users of English language. - Over the decades, Filipinos developed their own variation  of English, known as Philippine English. - Distinct Accent and Vocabulary: Philippine English features a unique accent and localized vocabulary. - Creative Writing: It includes a body of  creative works by Filipino writers in English. - Legitimate Variety: It is a recognized form of English used  in key fields like science, technology, law, and education**.** **Developing Intercultural Competence** World Englishes and intercultural competence share the following common features: - **I**ntercultural competence, which includes skills in interpreting, relating, discovery, and interaction, is crucial for developing World Englishes and reducing misunderstandings. - Developing critical cultural awareness is essential to overcoming prejudice, whether it's towards different language varieties or broader attitudes towards otherness. - Equality in democratic citizenship promotes participation regardless of language or language variety.