Unit-1-Communication-Process PDF

UNIT 1- THE COMMUNICATION PROCESS GE- PURPOSIVE COMMUNICATION Prof Anna G. Alambro DSED-CTE,PSU Course Outcomes 1. State the meaning, functions and significance of communication as a process. 2. Explain the different elements of communication process. 3. Identify th...

UNIT 1- THE COMMUNICATION PROCESS GE- PURPOSIVE COMMUNICATION Prof Anna G. Alambro DSED-CTE,PSU Course Outcomes 1. State the meaning, functions and significance of communication as a process. 2. Explain the different elements of communication process. 3. Identify the examples of communication skills. Describe the six steps of communication process.  Topics: 1. Definition, functions and significance of communication. 2. Elements of communication process. 3. Seven interrelated steps of communication process.  “Speech is power: speech is to persuade, to convert, to compel.” Ralph Waldo Emerson.  “Your ability to communicate with others will account for fully 85% of your success in your business and in your life.” Brian Tracy. Introduction ◦Latin ‘communis’, Communication ◦ sharing the same ideas  Introduction ◦Communication means the transmission and interaction of facts, ideas, opinions, feelings or attitudes. ◦ Communication plays a vital part in building up a strong relationship across the world, either in organisational structure or outside of it. It is an essential pillar for people in sharing the ideas, delegating responsibilities, management of a team, building up a healthy relationship, etc. ◦ ◦Communication is the essence of management. The basic function of management (planning, planning, staffing, supervision and management) cannot be done effectively without effective communication. Meaning of Communication ◦Communication is a two-way process which involves transferring of information or messages from one person or group to another. This process goes on and includes a minimum of one sender and receiver to pass on the messages. These messages can either be any ideas, imagination, emotions, or thoughts. ◦  Meaning of Communication Process: ◦Communication process is a complex and dynamic series of actions that facilitate the exchange of information between two or more individuals. It involves the transmission of a message from a sender to a receiver, with the goal of achieving mutual understanding. This process is essential for effective communication, collaboration, and building relationships. (From Shannon and Beaver Model of Communication) ◦ Communication requires language. Language involves symbols and signs and is distinct to the culture that speaks and writes in that language. Effective communication requires a shared language and understanding of common concepts. It's also important to bear in mind that a receiver may interpret what the sender puts out differently than what the sender intended, and that this is less likely if the two share the same culture and language. Effective communication makes people’s work easier and smooth. Modes of communication available in modern times: ◦ Emails, ◦ chats, ◦ WhatsApp, ◦ skype (conference calls), etc. ◦ Messenger ◦ Viber ◦ Gmeet ◦ Zoom  Examples of Communication Skills 1. Empathy the key communication skill that helps in building and maintaining healthy work relationships. It’s all about sharing feelings, understanding, and validating the experiences of others. It promotes meaningful connections through nonverbal cues, verbal communication, public speaking, and active listening.  2. Adaptability To communicate effectively, flexibility and adaptability have to be part of the equation. It will be easy to adapt to different communication styles depending on the situation, context, or audience. For example, you’ll be able to interpret a job description, identify job specific skills, draft out a cover letter, and be good at paying attention during job interviews..  3. Clear and concise expression For effective understanding and interaction between a group of people, clear and concise expression is an important communication skill that’s needed. It’s about being concise and avoiding unnecessary jargon, organising your thoughts, and being mindful of your time. The use of visual aids like graphs and charts when appropriate also plays a role in clear and concise expression  4. Clarity in written communication If you’re looking for successful communication, clarity will get the job done. It’s important to explain your ideas in a clear and easily understandable manner. Before you start writing, be an active listener, understand your purpose, and know your audience. Remember, clarity in written communication will come with practice. Continue writing from time to time and seek feedback to improve your written communication skills.  5. Emotional intelligence The most important communication skills are also tied to emotional intelligence. Good communicators are aware of their emotions and they can empathise with the emotions of others. With emotional intelligence, you’ll develop strong communication skills, be open to constructive criticism, and effectively communicate.  6. Professionalism Professionalism is about maintaining a professional demeanor, adhering to workplace norms, and respecting boundaries when interacting with those in your workplace. This includes using respectful language, responding timely to emails or requests, and respecting privacy and personal space. It’s essential in building a positive relationship. Professionalism is also presented in the form of clear language and timely responses.  7. Listening skills Listening skills play a big role in effective communication. With proper listening skills, you’ll be paying full attention to the speaker and understanding or responding to their messages clearly. They say, receiving feedback is just as important as giving feedback. It’s easy for an active listener to ask significant questions and receive proper feedback. 8.;Presentation skills As all professionals know, presentation is part of carrying out business. Presentation skills are used to effectively deliver ideas or information to a group of people using clear language, engaging visuals, and confident speaking.  9. Negotiation skills Engaging in discussions that lead to mutually acceptable agreements is the art of negotiation. With this skill, professionals can bring business offers to the table and close on them in a mutually beneficial way. They will find compromises and advocate for each other’s interests while at the same 10. time, respecting others. 10. Feedback and constructive criticism Feedback should be provided in a supportive and considerate manner. With constructive criticism you can show employees or colleagues their strengths and weaknesses by highlighting their strengths, identifying areas of improvement, and offering suggestions that will lead to growth.  Functions of Communication 1. Information Function. Informing messages to others is regarded as the principal function of communication. It is done verbally or non-verbally. Verbal messages can be oral or written. Whereas, non-verbal messages are conveyed through the use of body language, gestures, postures, and so forth.  2. Persuading function Persuading is referred to making someone do or believe something, by giving them a valid and genuine reason to do it. Persuading can be encouraged through effective communication. It is implemented among individuals within homes, educational institutions, and employment settings. 3. Integrating function Integration is comprehensively understood that individuals cannot work in seclusion. In order to carry out one’s job duties in a well-organized manner and achieve desired goals and objectives, individuals need to work in integration with each other. When they work in integration, they are able to benefit in a number of ways.  4. Commenting function Commenting is a social interaction, which includes communicating about things that we see, experience, or feel. For example, we may take a sip of coffee and say “yum,” or see a huge bubble come out of a bubble wand and say, “big” or “wow.” We may comment on an activity we like or a TV show that we do not like. Commenting can also include providing information on something, such as sharing about a sport we like to play. 5. Expressing Feelings Expressing feelings includes physical or emotional states, such as happy, tired, excited, bored, or in pain. If we are feeling sick, we can describe the specific ways we feel sick, such as having body aches or feeling nauseous. If we are in pain, we can describe where the pain is, such as the head, and how the pain feels, such as dull or throbbing. If we are excited, we can explain why we feel excited.  7. Creating Relationships ◦ Creating relationships is regarded as the key that would facilitate the achievement of desired goals and objectives. Effective communication is regarded as the foundation for the creation of relationships. When the individuals will communicate with each other in a respectful and polite manner, they will be able to render a significant contribution to creating relationships.  7. Improving Connections ◦ Through communication, individuals contribute to improving connections with others. Improving connections is vital not only with family members but also with other individuals, within educational institutions, employment settings, and the community. ◦ 8. Reducing Misunderstandings ◦ In some cases, misunderstandings take place among individuals, and they are required to solve them. These are regarded as major impediments within the course of the formation of sociable relationships. Effective communication is regarded as one of the indispensable aspects that are used to cause a reduction in misunderstandings. ◦  9. Solving Problems. Problems are regarded as an integral part of the lives of individuals, irrespective of their occupations, status, categories, and backgrounds. In some cases, they are minor, which one is able to solve on their own. 10. Evaluating. Evaluating is referred to the implementation of measures and strategies, which are necessary to assess the performance of the individuals. In educational institutions as well as within employment settings, the teachers, instructors, and supervisors put into operation the methods to evaluate the performance of the students and employees.  11. Making Decisions. The individuals, who are in leadership positions are vested with the authority to make decisions. When they need to make decisions, which prove to be meaningful and advantageous to organizations, on the whole, they need to seek ideas and suggestions from others as well.  Example of communication ◦ Andrew has conflicting feelings about getting married to Jessica this summer. He loves her but is not sure he is ready to go ahead with the wedding. It seems like a tremendous responsibility that he is unsure he can handle. While having a face-to-face conversation with Jessicas's best friend, he voices his concerns and immediately realizes that his words cannot come back. He feels bad, but there is nothing he can do about it at the moment. What do you think will happen? Two adages to keep in mind about communication: ◦ A. You can't not communicate (i.e. we're always communicating, even subconsciously) ◦ B. You can't take back what you communicate once it's been put out into the universe (i.e. be careful how and what you communicate)  Review: Types of Communication ◦ ◦ 1. Verbal ◦ This is verbal, spoken language and includes not only the language and words spoken, but the tone they are spoken in, the cadence and speed, as well as formal versus informal language. ◦ ◦ 2. Nonverbal ◦ This type of communication includes posture, facial expressions, kinesics (gestures), oculesi cs (eye movements and behavior), and paralinguistics(pitch, tone, volume). American Sign Language (ASL), which is an officially recognized language, also falls into nonverbal types of communication. 3. Visual ◦ Social media has provided the world with a type of visual communication that has to connect us across the world. Zoom, Instagram, Facebook, and many other social media platforms have added a new dynamic to how we communicate with one another. Other kinds of visuals include signs and symbols that communicate a concept or use of audiovisual aids for presentations. ◦ 4. Written ◦ This is communication that is written in many forms, from emails and texts to old-fashioned pen and paper. 5. Active Listening ◦ This is a vital type of communication because it encourages and guides communication by reflecting back on what is being said and responding to the sender in a thoughtful and deliberate manner to indicate that the receiver is truly listening to what is being communicated. Activity 1.1 Reading Assignment: Read this article then answer the questions. Improving Communication: Developing Effective Communication Skills Source: https://www.skillsyouneed.com/ips/improving-communication.h tml 1. What is effective communication? 2. What are the 4 main areas of communication that we have to improve 3. All 4 areas is about receiving messages, how can we improve the ways we receive messages? 4. What are the other suggestions to communicate effectively? 5. Why is communication a lifelong skill and journey?  DIFFERENT ELEMENTS OF COMMUNICATION PROCESS. Performance Task: Role Playing (By groups) Act out one communication situation in the school (Time: 5 minutes max for acting and 3 minutes for explanation). You may work by groups, set up of your choice, prepare your mini script and explain the communication in terms of elements of communication and identify the barriers in communication or miscommunication and suggest solutions how to solve it. One of you will act as director and the others actors. Requirements to be posted in the leader’s account: 1. Mini script 2. Narrative of participation to be prepared by the leader-Always highlight the names 3. Video  Key Elements of the Communication Process 1. Sender: The sender is the individual or entity initiating the communication. They have an idea, thought, or message they wish to convey to the receiver. The sender's effectiveness depends on their communication skills, knowledge level, and attitude towards the receiver. 2. Encoding: Encoding is the process of converting the sender's thoughts into a format that can be transmitted to the receiver. This involves translating ideas into words, symbols, gestures, or other forms of communication that the receiver can understand. 3. Message: The message is the actual content that the sender wants to convey. It can be verbal, nonverbal, or a combination of both. The message should be clear, concise, and relevant to the receiver's needs and interests. 4. Channel: The channel is the medium through which the message travels from the sender to the receiver. It can be oral (face-to-face conversations, phone calls), written (letters, emails, reports), or visual (videos, presentations). The choice of channel depends on the nature of the message, the context, and the relationship between the sender and receiver. ◦ 5. Receiver: The receiver is the individual or group who receives the message. They are responsible for decoding the message and understanding its intended meaning. The receiver's ability to decode the message effectively depends on their knowledge, skills, and background. ◦ 6. Decoding: Decoding is the process of interpreting the message and translating it into a meaningful understanding. The receiver uses their own knowledge, experiences, and cultural background to interpret the symbols and language used by the sender. ◦ 7. Response: The response is the receiver's immediate reaction to the message. It can be verbal, nonverbal, or a combination of both. The response indicates whether the message was received, understood, and acted upon. ◦ 8. Feedback: Feedback is the receiver's response to the sender's message, providing information about how the message was received and understood. Feedback is crucial for ensuring effective communication, as it allows the sender to adjust their message or approach if necessary. 9. Noise: Noise refers to any interference or disturbance that can hinder the communication process. It can be physical (loud noises, distractions), psychological (stress, anxiety), semantic (misinterpretations of words or symbols), or cultural (differences in values, beliefs, or perspectives).  The Importance of Each Element Each element of the communication process is essential for effective communication. 1. Sender: A clear and concise message from the sender is crucial for the receiver to understand the intended meaning. 2. Encoding: Encoding the message in a way that the receiver can understand is vital for effective communication. ◦ 3. Message: The message itself must be relevant, engaging, and appropriate for the receiver. 4. Channel: Choosing the right channel for the message ensures that it reaches the receiver effectively. 5. Receiver: The receiver's ability to decode the message accurately is critical for understanding the sender's intent. 6. Decoding: Decoding the message correctly ensures that the receiver understands the message as intended. 7. Response: The receiver's response provides feedback to the sender, indicating whether the message was received and understood. 8. Feedback: Feedback allows the sender to adjust their message or approach to improve future communication. 9. Noise: Minimizing noise ensures that the message is transmitted and received clearly without interference. Communication problems Communication problems can be described as issues preventing clear and concise communication between parties. Main characteristics of communication problems: can stem from misunderstanding what one has said or misinterpreting the meaning of their overall message. Problems/Barriers in communication: 1. Linguistic Barriers The language barrier is one of the main barriers that limit effective communication. Language is the most commonly employed tool of communication. The fact that each major region has its own language is one of the Barriers to effective communication. Sometimes even a thick dialect may render the communication ineffective. 2. Psychological Barriers There are various mental and psychological issues that may be barriers to effective communication. Some people have stage fear, speech disorders, phobia, depression etc. All of these conditions are very difficult to manage sometimes and will most certainly limit the ease of communication. 3. Emotional Barriers The emotional IQ of a person determines the ease and comfort with which they can communicate. A person who is emotionally mature will be able to communicate effectively. On the other hand, people who let their emotions take over will face certain difficulties. A perfect mixture of emotions and facts is necessary for effective communication. Emotions like anger, frustration, humour, can blur the decision-making capacities of a person and thus limit the effectiveness of their communication. 4. Physical Barriers to Communication They are the most obvious barriers to effective communication. These barriers are mostly easily removable in principle at least. They include barriers like noise, closed doors, faulty equipment used for communication, closed cabins, etc. Sometimes, in a large office, the physical separation between various employees combined with faulty equipment may result in severe barriers to effective communication. 5. Cultural Barriers of Communication As the world is getting more and more globalized, any large office may have people from several parts of the world. Different cultures have a different meaning for several basic values of society. Dressing, Religions or lack of them, food, drinks, pets, and the general behaviour will change drastically from one culture to another. 6. Attitude Barriers Certain people like to be left alone. They are the introverts or just people who are not very social. Others like to be social or sometimes extra clingy! Both these cases could become a barrier to communication. Some people have attitude issues, like huge ego and inconsiderate behaviours. These employees can cause severe strains in the communication channels that they are present in. Certain personality traits like shyness, anger, social anxiety may be removable through courses and proper training. However, problems like egocentric behaviour and selfishness may not be correctable. 7. Perception Barriers Different people perceive the same things differently. This is a fact which we must consider during the communication process. Knowledge of the perception levels of the audience is crucial to effective communication. All the messages or communique must be easy and clear. There shouldn’t be any room for a diversified interpretational set. 8. Physiological Barriers Certain disorders or diseases or other limitations could also prevent effective communication between the various channels of an organization. The shrillness of voice, dyslexia, etc are some examples of physiological barriers to effective communication. However, these are not crucial because they can easily be compensated and removed. 9. Technological Barriers & Socio-religious Barriers Other barriers include the technological barriers. The technology is developing fast and as a result, it becomes difficult to keep up with the newest developments. Hence sometimes the technological advance may become a barrier. In addition to this, the cost of technology is sometimes very high. Most of the organizations will not be able to afford a decent tech for the purpose of communication. Hence, this becomes a very crucial barrier. Activity 1.2 Classification Test Classify the following according to barriers of communication: 1. an American goes to Egypt. He does not understand Arabic, and most people in Egypt do not understand English. 2. extreme temperatures or weather, ambient noise, or time 3. Desk and office dividers, closed office doors, separate areas for people of different statuses, and ‘team territories’ 4. Mismatched communication styles. 5. Unresolved conflict. 6. Your colleague is on another continent, and your video call keeps freezing. 7. Stereotypes and prejudice 8. Too much anger could make someone use harsher words 9. Information overload 9. Bias and judgments colors how they see things 10. Boys are being separated from girls in a class 11. Others talking in the background, background music 12. Poor listening skills and lack of feedback 13. Lack of confidence, fear of criticism or lack of knowledge 14. Climate changes 15. social distancing and remote work How does the communication process work? ◦ In order to successfully communicate, it's important to understand how the process works. Here are the seven steps in the communication process:The sender develops an idea to be sent. ◦ The sender encodes the message. ◦ The sender selects the channel of communication that will be used. ◦ The message travels over the channel of communication. ◦ The message is received by the receiver. ◦ The receiver decodes the message. ◦ The receiver provides feedback, if applicable. Activity 1.3 Writing Activity/Authentic communication analysis. (Work by three’s) Identify one authentic communication situation happening at home. Describe it. Identify the elements and barriers of communication. Then, Solve the problems that arise in the given situations. FSC: 250 words max 12 communication strategies: 1. message abandonment- Message abandonment refers to the situation when a learner begins to talk about something, but leaves the message unfinished if he comes across a linguistic obstacle, e.g. It's an insect er.. a big one, with wings… er.. It's like a big grasshopper… well, never mind. 2. Topic avoidance- evading topics in conversation—is common in social interaction, especially in interpersonal relationships, such as friendship. It is an important process in relationships because it can preserve privacy while managing aspects of the relationship 4. Circumlocution is used to avoid discussing unpleasant or taboo topics directly. For example, instead of “got fired” one might say “experienced involuntary career transition. 5. approximation, the quality or state of being close or near. an approximation to the truth. It is a rough estimate or guess at something. 6. Using nonlinguistic representation is defined as the expression of an idea in a way that goes beyond the use of words. Ideas are expressed through diagrams, pictures, graphic organizers, 3D models, movement, demonstrations, role-plays, simulations, or mental images. 7. Literaltranslation means direct and actual translation. 8. code switching- code switching is when the language is arranged structurally and grammatically in other language. Switching between languages in a multilingual conversation. For example, switching between English and Spanish with a Spanish-speaking friend. Switching between a regional dialect and a standard dialect when speaking in different settings.  9. Appealing and begging for help 10. Using fillers like ah, uh, er 11. Using wrong terms 12. Self correction 13. Repetition Activity 1.3: Digital Collage Making Gather images/pictures of people communicating with one another in various ways at home, in the church, in the classroom or in offices Then create a collage of these/pictures. It should tell a story that emphasizes how these communication strategies positively and/or negatively affecting human relationships. Show your artistry. The leader will post the work in the Google Classroom. Activity 1.4: Reflective writing Journal Write a one paragraph (200 words) reflection about your learnings and takeaways regarding the communication process. The unique grammatical frature of journals is the use of pronoun “I”. Be able to use your own words. The language you use when you recite must match the language you use in writing. Font- arial, size 20 for visibility References 1. Essentials of effective and interpersonal communication skills to manage and lead dynamic business in maintaining public relations by Md. Sadique Shaikh, International Journal of Research management, Issue 2. Vol.2 (May, 2012) ISSN22495908 https://rspublication.com/ijrm/may%2012/8.pdf Retrieved: August 28, 20202 2. Understanding Effective Communication Source: http://www.healthknowledge.org.uk/public-health-textbook/organisati onan-management/5a-undes\rstanding-itd/effective-communication Retrieved: August 25, 2020 References: 3. Effective Communication Skills. Source:http://promeng.eu/downloads/training \materials/ebooks/softskills/effectivecommunicationskills.pdf Retrieved: August 25, 2020 4. Handbook For Effective, Professional Communication Source: Https://Www.Esf.Edu/Fnrm/Documents/Fnrm_Communications_Handbook 2008.Pdf Retrieved: August 25, 2020 5. Language Registers in English Source: https://celsalangues.wordpress.com/2015/01/29/it-aint-right-innit_about-lan guage-register-in-english/ References: 8. Elements of Communication By Richard Nordquist English and Rhetoric Professor Ph.D., Rhetoric and English, University of Georgia. M.A., Modern English and American Literature, University of Leicester. Updated on June 04, 2024. https://www.thoughtco.com/what-is-communication-process-1689767. 9. Communication Skills in the Workplace | Examples & Benefits Gianpiero Rusconi. Last Updated: 23 February, 2024. https://cloudassess.com/blog/communication-skills-examples/ What is the problem and how to solve it.