PurpComm Quiz Reviewer 2 (Module 1-2) PDF

PURPOSIVE COMMUNICATION REVIEWER MODULE 1: The Nature of Human Communication Is it not wonderful to be a communicator? Do you not think that human communication is a brilliant thing to take part in, or to watch other people doing? Do you like ‘people watching’? Most of us find...

PURPOSIVE COMMUNICATION REVIEWER MODULE 1: The Nature of Human Communication Is it not wonderful to be a communicator? Do you not think that human communication is a brilliant thing to take part in, or to watch other people doing? Do you like ‘people watching’? Most of us find watching other people’s communications to be fascinating don’t we? Think about all the things you do in life that you enjoy. - Yes, there are many. But is it not true that the best thing for nearly all of us is just being with other people and chit-chatting? Most of us do plenty of it, every day. Human beings communicate with incredible detail using language, but we are also probably more detailed visual communicators than other animals - We human beings communicate in a rich and sophisticated way that sets us apart from all other species on our planet. No other animals can communicate like we can. COMMUNICATION CHANNELS SOUND - Speech and language, vocalizations such as grunts, then a range of other noises can be communicative – lip-smacking, clapping hands, foot-tapping, and so on. - You will often see the phrase ‘communication channels being used. We will use it from time to time in this book; it is useful. Humankind communicates through these channels VISION - Reading each others’ signals – facial expressions, eye contacts, gesture, body language, uncontrolled non-conscious visual information coming out of a person. TOUCH AND PHYSICAL CONTACT - Handshakes, hugs, strokes, pats, taps, kissing, caressing, intimate skin to skin contact, and so on. SMELL - We do pick up olfactory information from one another, for example, from pheromones, usually on a non-conscious level. We are mammals. Visual Information - facial expressions - eye contacts and adjustments in eye contact (much of it non-conscious) - body language and posture (both deliberate and non-conscious) - gesture (both deliberate and non-conscious) - proximity and presence and the way in which people physically orientate to each other. - You will notice that in the list above, the phrase ‘non-conscious’ is used. In studies on human communication, there is increasing awareness of how wonderful our abilities are within face-to-face communication. Try to think for a moment about the process you are experiencing when having a conversation.  - During conversation, there is turn-taking with speech of course. But in order to synchronize that turn-taking and be ‘in harmony’ with each other, it is necessary to ‘cue’ each other with visual signals and ‘tune-in’ and read those signals successfully. Otherwise, the conversation is a mess. - More than that, people communicating achieve a sort of psychological and emotional ‘tuned-inness’ with each other. - Each person scans the other person’s face minutely second by second in order to pick up tiny bits of visual information that lets you know some general understandings about what the other person is thinking and feeling. - You are listening to them with your ears, but also ‘listening’ with your eyes. - The quality of eye contact: This ability to visually ‘read’ each other takes place at high speed. - The extent to which people use physical contact communication varies according to a range of factors. An important factor is the nature of the relationship and how well the people know each other. Another factor is culture. However, we all know that plenty of beautiful, warm, physical contact is absolutely critical to the development and well-being of babies. FUNCTIONS Physical Needs - ‘Communication is so important that it is necessary for physical health. - In fact, evidence suggests that an absence of satisfying communications can even jeopardize life itself … personal communication is essential for our well-being.’ Identity Needs - ‘Communication does more than enable us to survive. - It is the way, indeed theonly way – we learn who we are … our sense of identity comes from the way we interact with other people.’ Social Needs - These include ‘pleasure’, ‘affection’, ‘inclusion’, ‘escape’, ‘relaxation’ and ‘control’. - Furthermore, ‘imagine how empty your life would be if these needs weren’t satisfied’. Practical Needs - ‘Everyday important functions … the tool that lets us tell the hair stylist to take just a little off the sides, direct the doctor to where it hurts … ’ etc. But, back to spoken language. Speech communication is, of course, incredibly important. It has enabled humankind to be different, to do things in complex ways. THINK ABOUT YOUR OWN COMMUNICATIONS EVERYDAY - How many are important in the sense that they have a concrete product or outcome? - Many do of course, and some of those outcomes are very important to achieve. - Even successfully communicating ‘two sugars please’, is pretty important.  - However, most of our communications with each other do not have a concrete product or outcome. Most of them are apparently purposeless, the ‘hot air’ of companionship: Why do we say these things to each other? - Because the first human need is just to be social, for the sake of being social. When we do this, communication is meeting those deep human needs listed above. - Intensive Interaction helps the person to develop all these communication abilities. - First, the basic human need of communicating and being social for the sake of it, in order to fulfill deep human needs. Then for some, they will develop and progress to more concrete communications, including the development of speech and language. - The amount of progress that each person can make, will vary greatly from person to person. Communication fulfills all sorts of functions, but the first is that it is enjoyable, interesting, wonderful, and that is the main reason for being a communicator. - Communication fulfills all sorts of functions, some of which we have highlighted here. - But the first is that it is enjoyable, interesting, wonderful, and that is the main reason for being a communicator. MODULE 2: Local and Global Communication in Multicultural Settings Communication - guided by culture and context Context in communication - brings better understanding about culture (general and particular) Edward T. hall - Cultural anthropologist - Context = anything that refers to stimuli, environment/ambiance - surrounding an event - Totality of a situation Local Communication - Highly grounded on cultural context = Within community - Reflects the culture of people = creating their self-identity & community - Dependent - Creates a whole new community Global Communication = MODIFYING FACTOR of local communication Global Communication - Intercultural = ability to understand and value cultural differences (emphasize and sympathize) Language - cultural component (linked to intercultural understanding) - Using language (non-verbal clues) - Enhance oral and written communication (intercultural environment) to achieve intercultural competence The Principle of Cooperative Communication - Full proof of achieving intercultural competence - Local and global communication are kept constant = multicultural setting - describes how people achieve effective communication in everyday situations and aims to explain how and why conversations tend to succeed rather than fail. 4 Principles - Maxim of Quantity - interlocutor should observe “fair-share-talk-time” - they should only say things you believe to be true - they shouldn't say things that you can't back up with evidence - important not to withhold information necessary to keep the conversation going. - should not bombard our listeners with too much irrelevant information - Maxim of Quality - Truth value of message = held primary in conversation - Accuracy of message should be upheld - make your contribution to the conversation as informative as necessary - do not make your contribution more informative than necessary - definitions of truth may vary from person to person - not telling a lie on purpose - Maxim of Relevance - communicators make their contributions pertinent to ongoing discussion - only say things that are relevant to the conversation - helps keep conversations on track and prevents random conversations that lack continuity. - also helps to understand delivery in conversations that may not be initially obvious. - Maxim of Manner - Manner of saying a word is more regarded than its content - choice of words you use - avoid using big/overly complex words listeners won't understand - try our best to be concise and coherent - avoid obscurity/ambiguity - should be brief and orderly - try and be as clear as possible Modes of Communications Words and gestures are used in particular region/country = give meaning (certain ideas) Words, Greetings, and Expression Used in Intercultural Communication Language = linked to intercultural (based on culture and context) Body Language used in INTERCULTURAL COMMUNICATION => form of non-verbal communication in which visible body language communicates particular messages, either in place of, or in conjunction with speech A. SHAKING HANDS MIDDLE EAST: Handshakes in the Middle East are much softer, where a firm (bone crushing) handshake is considered to be rude. Your counterpart may hold your hand for longer as a sign of respect and a warm welcome, which may make you feel uncomfortable. As you shake hands, you can greet each other by saying ‘As-salaam alaykum’ (peace be upon you) and ‘Wa alaykum as-salaam’ (peace be upon you, too) if you are responding. African countries have their own variations on the traditional handshake. A handshake should be firm and is often prolonged. In Namibia, thumbs are locked in the middle of the handshake. In Liberia,  people slap hands and then execute a complex finger snap. In eastern and southern Africa, holding your right elbow with your left hand during the handshake is a sign of respect. In Japan, a handshake is acceptable, although some Japanese accompany this with a slight bow as a sign of respect. The Japanese handshake is traditionally limp and little or no eye contact is made. Latin Americans and Brazilians are demonstrative in their greetings. A firm handshake is appropriate at an initial meeting but once a friendship has been established, men will greet male friends with a hug and sometimes, even a kiss on the cheek. Air kissing is appropriate in Argentina, Chile, Peru, and Colombia for a man greeting a woman (whom he already knows) and a woman greeting another woman. Venezuela and Mexico are more formal; stick to handshakes unless you are greeting a very close friend. Thais greet one another with a wai a bow, elbows in, hands clasped as if in prayer. The gesture is said to date from the 12th century, to show that you were not clasping a weapon in either hand. B. OK sign When proffered by one person toward another in Ancient Greece, the gesture was of one professing their love for another, and the sentiment was conveyed more in the touching of fingertips than in the ring that they formed. The ‘OK’ sign can cause serious offense if used in Greece, Spain or Brazil as it symbolizes a body orifice; if you use this symbol you are calling someone an a**hole. In Turkey it’s meant to be an insult towards gay people. In some Middle Eastern countries, such as Kuwait, the “OK” sign signified the evil eye. C. Thumbs-Up If you want to say “OK” you can give a person a thumbs-up or put your hands up above your hand, bend them in the elbows a bit to form a big “O” (called maru in Japanese). Remember, however, that thumb-down is an offensive sign in Japan. SHOWING THE SOLES OF YOUR SHOES OR FEET CAN OFFEND PEOPLE IN PARTS OF THE MIDDLE EAST AND INDIA. D. Sitting with crossed legs Sitting cross-legged is seen as disrespectful in Japan, especially in the presence of someone older or more respected than you. E. Eye contact 10 Places where eye contact is not recommended  - China - Japan - Iran - Vietnam - Cambodia - Indonesia - Kenya - Hong Kong - South Korea - Thailand F. Nodding the head Agreement to something said or done. Nodding may also be used as a sign of recognition in some areas, or to show respect. G. Tugging the earlobes In Portugal, people tug on their earlobes to indicate that they are enjoying their food. In Italy, this gesture has sexual connotations In Spain it means that someone is not paying for their drinks. H. Pointing using lips Lip pointing — in which protruding lips precede an eye gaze toward the area of interest — has been observed in people from Panama, Laos, and other groups in Australia, Africa, and South America. Mouth-pointing — also known as “nguso (lips/snout),” lip-pointing, or “snouting” — is a movement that is commonly used to indicate a physical direction or signal someone to look at something. I. Broad arm movement A signal for 'yes' in one culture may mean 'no' in another;... In Japan, it is considered impolite to gesture with broad movements of the arms. The ABC's Intercultural Communication - Communication is complex. - the cultural and contextual factors embedded in it.  - It is also challenging due the many ways in which communication can vary between cultures as well as individuals plus the requirements needed by an individual to satisfy the conversational convention. Lewis (2008) provided the following ABC's of intercultural communication: A - Acknowledge B - Bi-Level C - Clarity A - Acknowledge - Difference in communication style should be acknowledged - Every person in a group has a particular communication style which give her/his own identity - Awareness on differences will increase awareness of uniqueness Passive - communicators often display a lack of eye contact, poor body posture and an inability to say “no.” Passive communicators also act in a way that states “people never consider my feelings.” Passive communicators are also easy to get along with as they follow others and “go with the flow.” “Hindi, okay lang naman sa akin.” “Eh ayoko na lang makipagtalo” Aggressive - The aggressive communication style is emphasized by speaking in a loud and demanding voice, maintaining intense eye contact and dominating or controlling others by blaming, intimidating, criticizing, threatening or attacking them, among other traits. Aggressive communicators often issue commands, ask questions rudely and fail to listen to others. But they can also be considered leaders and command respect from those around them. “Hindi, mali ka. Ako yung tama.” “Dapat yung gusto ang masusunod kahit anong mangyari.” “Ikaw kasi eh.” Passive-Aggressive - Passive-aggressive communicators are most likely to communicate with body language or a lack of open communication to another person, such as giving someone the silent treatment, spreading rumors behind people’s backs or sabotaging others’ efforts. Passive Aggressive communicators may also appear cooperative, but may silently be doing the opposite. Ultimately, passive-aggressive communicators are aware of their needs, but at times struggle to voice them. “That’s fine with me, but don’t be surprised if someone else gets mad.” “Edi sige, gawin na lang natin yung gusto mo.” (then mutters to self that “your way” is stupid). Assertive - Assertive communicators can express their own needs, desires, ideas and feelings, while also considering the needs of others.  It indicates ownership of feelings and behaviors without blaming the other person. “We are equally entitled to express ourselves respectfully to one another.” “I realize I have choices in my life, and I consider my options.” “I respect the rights of others.” --------------------------------------------------------------------------------------------------------------------- B - Bi-Level - Communication does not only uphold speaking and listening but also require a holistic process that includes verbal and non-verbal channels. Verbal - Using words to communicate is verbal communication, whereas non-verbal communication uses body language, gestures, and facial expressions Behavioral Communication - how people's actions communicate their intentions. This can include everything from how they dress to how they interact with others. --------------------------------------------------------------------------------------------------------------------- C - Clarify - If in doubt of your understanding about what is being communicated. - Ask for clarification - Devote a little extra time to verify understanding so that you can save time and avoid frustration. Cultural Communication Barriers 1. Language Barrier - Language is evidently the primary barrier of communication in second and foreign language context. 2. Hostile stereotypes - Stereotypes are generalization or assumptions people make about the characteristic of members of a group based. 3. Behavior differences - Difference in behavior between employees and different cultures can cause misunderstanding. - Every culture has its norms about what is regarded as appropriate behavior. - Filipinos tend to dress modestly, especially when in public. - It is expected that the elderly and those of a higher social status are treated with respect. - If there is a visitor, Filipinos are reluctant to take the last serving of any shared food served at a meal. 4. Emotional display - Like at some workplace, showing off extreme anger may imply unprofessionalism - Universal facial expressions of emotion could be managed and even modified according to social context by people of different cultures. - Affect displays can be altered or faked so one may appear one way, when they feel another (e.g., smiling when sad). DEVELOPING WRITTEN COMMUNICATION TO MULTICULTURAL AUDIENCES Guffey (2008) - elaborates that written messages can be improved by: - Considering local formats - Observe title and status - Using short sentences and paragraphs - Avoiding ambiguous expression - Striving for clarity - Using correct grammar - Citing number carefully - Accommodating readers in organization, tone, and style The following are Guffey's suggestions coupled with the earlier guidelines that can help you create successful written messages for multicultural audiences 1. Consider local styles - Documents have their standard formats - Decide whether to use your organization's preferred format or adjust to local styles 2. Observe titles and status - Use last names, titles, and other signals of rank and status - For instance, in writing the inside address of a letter, the title and position of the receiver should be explicitly written - This signals politeness in business letters --------------------------------------------------------------------------------------------------------------------- Observance of Title and Status Engr. Marco Philip S. Mercado District Engineer, Tarlac 1st District Engineering Office Hilario Street, Tarlac City, Tarlac Nonobservance of Title and Status Marco Philip S. Mercado Tarlac 1st District Engineering Office Hilario Street, Tarlac City, Tarlac --------------------------------------------------------------------------------------------------------------------- 3. Use short sentences and short Paragraphs - The use of a few words in sentences and a few lines in paragraphs is greatly considered for the readability of the Message - Check the lexical feature of your sentences and paragraphs --------------------------------------------------------------------------------------------------------------------- I will not be able to come to class today because of some problems I have encountered that concern my family. I will be absent today due to some family concerns. --------------------------------------------------------------------------------------------------------------------- Barrot (2014) reported in his study that lexical and syntactic features contribute to complexity in reading comprehension - However, he found out that not all short sentences and short paragraphs are readable and comprehensible  4. Avoid ambiguous expressions - Use action-specific words - Also include relative pronouns (that, which, who) for clarity in introducing clauses - Do not use contractions (don't, can't, weren't) Stay away from using the following: a. Idioms and figurative clichés - This form of language uses words and expressions with meaning that is different from the literal interpretation Example: Beat the clock —to do something before the Deadline Do the dirty work — to do the disagreeable, illegal, dishonest things b. Slang - It is a shortcut or highly colloquial word that suggest excessive informality and lack of appreciation in the workplace setting Example: Gonna— going to Wanna—want to Okay— all right c. Acronym - It is formed from the initial letters of other words and pronounced as a word Example: LAM— Leave a message IMO— in my opinion AKA— also known as AWOL— absent without leave d. Abbreviation - It is a short form of a lengthy expression Example: Acct— account Ad— advertisement Fwd— forward W/o— without e. Jargon - It is a type of language that is used in a particular occupation, often words are meaningless outside a certain context Example: Helicopter view— an overview of a job or a project Desk job— a job that is typically unfined to duties from a desk 5. Strive for clarity - To present the message clearly - Avoid words that have multiple meanings - Clarify words that may be confusing - Rephrase phrasal verbs with clear single words 6. Use correct grammar - Any written documents should be grammatically correct - Accuracy in writing (guarantees the writers) 7. Cite numbers carefully - Numbers should be written following the metric system  - Spell out numbers one to nine and write the figure for number 10 and above, but spell out the number if it begins in sentences - Always convert dollar figures into local currency - Avoid using figures to express the date for example, February 14,2020 should not be written as 2/14/20 - Guidelines on data format must be observed 8. Accommodate the reader in organization, tone, and style - Organize your message, observing appropriate tone and style, to appeal to your audience - Style is the way in which your document is written which influences the readers impression of the information itself - The overall tone or the attitude of a piece of writing should be appropriate to the audience and the purpose ENHANCING ORAL COMMUNICATION IN A MULTICULTURAL SETTING Guffey (2008) - suggest the following helpful situations in which one or both communications may be using English as a second language --------------------------------------------------------------------------------------------------------------------- 1. Learn Foreign Phrases. - learn how to speak their language —greetings and survival expressions in this language 2. Use Simple English - Use simple vocabulary with short sentences - The simplicity of the language contributes to comprehensibility and appreciation of the communication process - Avoid using culture specific terms 3. Speak slowly and enunciate clearly - Do not talk fast when communicating. 4. Observe eye message - The eyes are the windows of the soul - The sincerity of speakers is gauged at their eyes 5. Encourage accurate feedback - Let your listeners respond verbally - Non-verbal responses, such as, a head nod or a smile do not indicate comprehension 6. Check frequently for comprehension - Do not proceed to B unless A has been grasped 7. Accept blame - If your listener were not able to understand what you said, and they became inquisitive, graciously accept the blame. - It is your obligation as the speaker to talk with clarity 8. Listen without interrupting - Do not attempt to fill out ideas for the speaker, or else you will be described impolite - Turn taking is a rule of thumb and must not be taken for granted 9. Smile when appropriate - Smile is a useful form of communication - Do not smile excessively because in other cultures, it would mean insincerity 10. Follow up in writing - Results of conversations or oral negotiation should be confirmed with follow up letters - For documents that require a full understanding of the recipient (e.g., proposal and contracts) - Translation of this kind in the local language is highly recommended