Unit 1 - Introduction to Communication Flashcards
What are the elements of communication?
- Speaker
- Message
- Receiver
- Channel
- Feedback
- Communicative Situation
Occurs when the sender expresses an emotion or a feeling, creates an idea, or senses the need to communicate
Communication
Triggered when the sender makes a conscious or an unconscious decision to share the message with another person—the receiver
Communication Process
The word communication is derived from the Latin word, which means common
Communis
Every message is sent and received through one of our five senses, what are these?
- Seen
- Heard
- Touched
- Tasted
- Smelled
Is comparable to any skill in the sense that it can be developed and enhanced
Speaking
An English poet, who said that the ability to speak and the ability to speak well are two different things.
Ben Johnson
As much as 75% of the average person’s day is spent communicating. (True or False)
True
Those in technical jobs are estimated to spend between 50% and 90% of their work day engaged in communication process. (True or False)
True
Derived from the Latin word, which means “Belonging to many” or “equally”
Communis
Derived from the Latin word, which means to confer with others
Communico
Derived from the Latin word, which means “to share”
Communicare
One of the more essential human activities that enable
us to make connections, create meanings, and nurture understanding
Communication
Communication refers to the process of human beings responding to the symbolic behavior of other persons
- Communication is
Human - Communication is a
Process - Communication is
Symbolic
The communication done by animals is relatively different from humans.
Communication is Human
Communication is a continuous, ongoing process. It does not occur in isolation
Communication is a Process
Are used to represent things, processes, ideas, or events in ways that make communication possible
Communication is Symbolic
The most significant feature of symbols is their arbitrary nature
Communication is Symbolic
What are the three (3) levels of semiotic rules
- Syntactic
- Pragmatic
- Semantic
English may not necessarily
ensure smooth and easy exchanges
Multicultural and Multilingual Setting
All contribute to convey
thoughts and emotions in a non-verbal manner
Body Language
Facial Expressions
The Tone of One’s Voice
The process requires a vast repertoire of skills
- Intrapersonal and Interpersonal
Processing - Listening
- Observing
- Speaking
- Questioning
- Analyzing
- Evaluating
Message may be impart through these types
- Verbal Communication
- Non-verbal
Communication - Visual Communication
The process of sending and receiving messages with words, including writing and sign language
Verbal Communication
Communication is done by word of mouth and a piece of writing.
Verbal Communication
Two (2) types of verbal communication
Oral and Written
Spoken words are used
Verbal Communication: Oral
It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet
Verbal Communication: Oral
Communication is influenced by pitch, volume, speed and clarity of speaking
Verbal Communication: Oral
Most common form of communication being used in business.
Verbal Communication: Written
Message can be transmitted via email, letter, report, memo etc.
Verbal Communication: Written
The sending or receiving of wordless messages. Such gesture, body language, posture, tone of voice, or facial expressions is called nonverbal communication
Non-Verbal Communication
All about the body language of speaker
Non-Verbal Communication
Three (3) elements of non-verbal communication
Appearance
Body Language
Sounds
Voice tone, volume, speech rate
Sounds
Clothing, hairstyle, neatness, use of cosmetics
Appearance (Speaker)
Room size, lighting, decorations, furnishings
Appearance (Surrounding)
Facial expressions, gestures, postures
Body Language
The type of communication that uses visuals to convey information and/or messages
Visual Communication
Occupies an important place in any work environment
Visual Communication
The types of communication - according to context
- Intrapersonal
Communication - Interpersonal
Communication - Dyadic Communication
- Small Group
Communication - Public Communication
- Mass Communication
Means within or inside.
Intra
Means talking to oneself. Some label it as self or inner talk, inner dialogue. Psychologists call it other names such as self-verbalization or self-statement
Intrapersonal Communication
Defined also as communication with one‘s self, and that may include self-talk, acts of imagination and visualization, and even recall and memory
Intrapersonal Communication
Defined as communication between two people, but the definition fails to capture the essence of a relationship
Interpersonal Communication
Happens between two persons
Dyadic Communication
Communication within
formal or informal groups or teams. It is group
interaction that results in decision making, problem
solving and discussion within an organization.
Small Communication
This type of communication is a one way type model of communication as it no longer requires the feedback of the receiver or the audience
Public Communication
The message of the speaker will be sent to a huge number of audiences
Public Communication
This involves a large number of people and requires a tool to help disseminating the information. This also no longer requires feedback from the audience to the source
Mass Communication
What are the functions of communications
- Physical Needs
- Identity Needs
- Social Needs
- Practical Needs
It is necessary for physical health
Physical Needs
It is the way – indeed, the only way – we learn who we are.
Identity Needs
Provides a vital link with others.
Social Needs
Is the tool to help us in our everyday tasks
Practical Needs
Is a term used to describe the way something is done or experienced
Mode
Refers to technical language
that is used by professionals in a certain field.
Jargon
Choices in
language use that hide certain truths
Euphemisms and Double speak
Make a concept or idea more acceptable.
Euphemism
May be more misleading as it tends to
cover up a difficult reality of an issue
Double Speak
Involves a speaker who seeks to in form,
persuade or motivate an audience
One-to-Group Communication
What are the three (3) modes of communication
Interpersonal Mode
Interpretive Mode
Presentational Mode
Active oral or writ ten
communication in which the participants
negotiate meaning to make sure that their message is understood
Interpersonal Mode
The ability to listen or read a text and interpret the meaning
Interpretive Mode
written or oral
communication in which the presenter must
consider the impact on the audience since this
is one-way communication with limited opportunity
for feedback
Presentational Mode
Vital elements in communication
Speaking and Listening
He mentions eight stages in the cycle of communication
Eugene White (1960)
Eight Stages in the cycle of communication
- Thinking
- Symbolizing
- Expressing
- Transmitting
- Receiving
- Decoding
- Reacting
- Monitoring
He mentions the following as components of communication
Roman Jacobson
What are the following components of communication mentioned by Roman Jacobson
- Addressor (speaker)
- Addressee (listener)
- Context (situation)
- Contact
- Code
- Message
He defines model as “a picture or a representation of a thing or process that identifies the key parts or elements and indicates how each element affects the operations of all of the elements.
Gronbeck
A person who sends the message
Speaker/Sender
Also called the communicator or source
Speaker/Sender
Elements of communication
Speaker/Sender
Message
Encoding
Channel
Receiver or Listener
Decoding
Feedback
Is the key idea that the sender wants to communicate
Message
The information that the sender wants to relay to the receiver
Message
It also refers to the thoughts, ideas, or information that you convey to your listeners
Message
Verbal delivery of messages includes:
- Elements of voice (rate, volume, pitch, and quality)
- Articulation
- Pronunciation
Verbal message consists of three variables:
- Content
- Structure
- Style
Is everything you say about something: referential or
relational
Ref- all relevant to your topic; Rel – a suggestion of
any relationship to your listeners
Content
the pattern of organization you follow
Structure
how you express your ideas
Style
Is the means used to exchange or transmit the message
Channel or Medium
A person for whom the message is intended, aimed or targeted
Receiver Listener
Is the main component of the communication process as it permits the sender to analyze the efficacy of the message
Feedback
This can be any sort of interference that affects the message being sent, received, or understood
Noise
It refers to the time and place in which communication occurs
Situational or Context
The process of converting the message into communication
symbols.
Encoding
The receiver translates the words and symbols used
in the message into idea and interprets it to obtain its meaning.
Decoding
Enumerate the communication process models
- Aristotle’s
communication model
(1) - Aristotle’s model of
communication (2) - Shannon’s model
- Shannon-weaver model
- Berlo’s SMCR model
- Schramm’s model
- Transactional model of
communication
Aristotle’s Model of Communication is formed with five (5) basic elements
- Speaker
- Speech
- Occasion
- Audience
- Effect
This model is more focused on public speaking than interpersonal communication
Aristotle’s communication model (1)
Defined communication (called RHETORIC in his time) as “the faculty of observing, in any given case, the available means of persuasion.”
Aristotle’s model of communication (2)
Is speaker-centered.
The Aristotelian Model
It is known as the “mother of all models” because of its wide popularity.
Shannon’s model
It explains how messages are lost and distorted in the process of communication.
Shannon’s model
Six (6) concepts of Shannon’s model
- Sender
- Encoder
- Channel
- Noise
- Decoder
- Receiver
It is an infrastructure that gets information from the sender and transmitter through the decoder and receiver
Channel
Exact opposite of encoding. Shannon and Weaver made this model in reference to communication that happens through devices like telephones
Decoder
It occurs when the receiver of the message responds to the sender in order to close the communication loop.
Feedback
Situated where the message originates.
Source
It is the skill of the individual to communicate
Communicative Skills
This includes attitudes towards the audience, subject and towards oneself
Attitudes
Communicating also means that the person needs to be knowledgeable about the subject or topic
Knowledge
The social system includes the various aspects of society like values, beliefs, culture, religion and a general understanding of society. It is where the communication takes place
Social System
Particular society also comes under the social system.
Culture
The body of a message, from the beginning to the end, comprises its content
Content
It includes various things like language, gestures, body language, etc. They constitute all the elements of a particular message. Any content is accompanied by some elements.
Elements
It refers to the packing of the message and the way in which the message is conveyed or the way in which it is passed on or delivered
Treatment
The structure of the message refers to how it is arranged
Structure
The code of the message refers to the means through which it is sent and in what form
Code
It refers to the five sense organs
Channel
Five senses of organ
- Hearing
- Smelling
- Seeing
- Touching
- Tasting
The five basic elements of Aristotle’s model of communication
Speaker
Speech
Occasion
Audience
Effect
It is a cyclical communication model containing all the basic principles of communication. It is based on the theory and belief that communication is a two-way street
Schramm’s mode
The exchange of messages between sender and receiver where each take turns to send or receive messages.
Transactional Model of Communication
It refers to the norms, values, laws and other restrictions of a society to communicate within a specific limit
Social Context
Is the lifestyle and identity of a person. Caste, class, race, ethnicity, gender, etc are the contexts which promote communication.
Cultural Context
Relates to relationship history and manners.
Relational Context
What are the principles of communication to make it more effective
-Principle of Clarity
- Principle of Attention
- Principle of Feedback
- Principle of Informality
- Principle of Consistency
- Principle of Timeless
- Principle of Adequacy
The idea or message to be communicated should be clearly spelt out
Principle of Clarity
In order to make communication effective, the receiver’s attention should be drawn towards the message
Principle of Attention
Very important to make communication effective
Principle of Feedback
May not achieve the desired results, informal communication may prove effective in such situations
Principle of Informality
Should always be consistent with the policies, plans, programs and objectives of the organization and not in conflict with them
Principle of Consistency
This principle states that communication should be done at proper time so that it helps in implementing plans
Principle of Timeliness
A type of principle that is essential for taking proper decisions and making action plans.
Principle of Adequancy
Every message is simultaneously a stimulus to new behavior and a response to prior behavior of the receiver. No message should be isolated from what has occurred before between the communicants if we really want to understand the message. It should be understood in the totality of the situation
Communication is an interaction situation wherein the participants are affected by each one’s behavior
We do communicate even when we are ignoring the message of another or maintaining complete silence. An easy way to understand this would be to think what you would do if someone, you did not want to interact with, passed a smile to you. Even by ignoring him, you would still be communicating, “I do not want to relate to you”. Silence, posture and all non-verbal behaviors are the ways we communicate even when we wish to deny doing so
One does communicate
We usually relate to others as if there was only one reality the way we perceive the world. We all live as separate individuals with different experiences and different views of ‘reality’. How we interpret verbal and non-verbal messages may be quite different from the meaning intended by the speaker (communicator). Even when several people are viewing the same behavior, each interprets it differently. While talking or writing we are describing only those experiences that occur inside us and they may not be the same for others because every person, because of his different background, is unique.
The message received is not necessarily the message sent
We communicate on the level of the literal content of the information being conveyed as well as on the relationship level. In other words, we do not convey information to the receiver verbally only. By the context, in which the communication occurs, and by various verbal and non-verbal cues, we are also telling the other person how we see our relationship with him, how we see ourselves, and how he should interpret our messages.
This second level of communication is called ‘meta-communication’ and refers to any communication about communication or any verbal or non-verbal cues about the literal content of the message sent. For example, I may say to another person, “I’m very happy with you”, and be serious indicating that I do not mean what I say. I may also verbally meta-communicate by adding, “I was only joking”, which tells the receiver how he should interpret my original statement.
The context in which communication occurs is another important component of meta-communication. If I slap my wife while travelling in the bus, I would be telling the world something quite different than if I were to do the same thing in my own house.
Communication occurs simultaneously at more than one level
We cannot NOT communicate. The very attempt not to communicate communicates something. Through not only words, but through tone of voice and through gesture, posture, facial expression, etc., we constantly communicate to those around us. Through these channels, we constantly receive communication from others. Even when you sleep, you communicate. Remember a basic principle of communication in general: people are not mind readers. Another way to put this is: people judge you by your behavior, not your intent.
Interpersonal communication is inescapable
You cannot really take back something once it has been said. The effect must inevitably remain. Despite the instructions from a judge to a jury to “disregard that last statement the witness made,” the lawyer knows that it can’t help but make an impression on the jury. A Russian proverb says, “Once a word goes out of your mouth, you can never swallow it again.”
Interpersonal communication is irreversible
No form of communication is simple. Because of the number of variables involved, even simple requests are extremely complex. Theorists note that whenever we communicate there are really at least six “people” involved: 1) who you think you are; 2) who you think the other person is; 30 who you think the other person thinks you are; 4) who the other person thinks /she is; 5) who the other person thinks you are; and 6) who the other person thinks you think s/he is.
We don’t actually swap ideas, we swap symbols that stand for ideas. This also complicates communication. Words (symbols) do not have inherent meaning; we simply use them in certain ways, and no two people use the same word exactly alike.
Interpersonal communication is complicated
Who you are and what you bring to the interaction. Your needs, desires, values, personality, etc., all form the psychological context. (“You” here refers to both participants in the interaction.)
Psychological context
Concerns your reactions to the other person–the “mix.”
Relational context
Deals with the psycho-social “where” you are communicating
Situational context
Deals with the physical “where” you are communicating
Environmental context
Includes all the learned behaviors and rules that affect the interaction. If you come from a culture (foreign or within your own country)
Cultural context
The notion that an individual’s or group’s behavior are governed by their morals which in turn affects communication
Communication ethics
The message must be complete and geared to the receiver‘s perception of the world. The message must be based on facts and a complex message needs additional information and / or explanation. A good subdivision of subjects will clarify the message as a result of which there will be a complete overview of what is said
Completeness
Concrete business communication is also about a clear message. This is often supported by factual material such as research data and figures. The words used as well as the sentence structure can be interpreted univocally. Nothing is left to the imagination
Concreteness
In addition to considering the feelings and points of view of the target group, it is also important to approach the audience in a friendly and courteous manner. Use of terms that show respect for the receiver contribute towards effective communication. The same goes for the manner in which you address someone. Not everyone will be charmed if you use a familiar form of address and use of a formal address could come across as too distant
Courtesy
A correct use of language has the preference. In written business communication, grammatical errors must be avoided and stylistic lapses or a wrong use of verbs are not sufficient either in verbal communication. A correct use of language increases trustworthiness and the receiver will feel that they are taken seriously.
Correctness
Clear or plain language is characterized by explicitness, short sentences and concrete words.
Clarity
In order to communicate well, it is important to relate to the target group and be involved. By taking the audience into account, the message can be geared towards them. Factors that play a role in this are for example: professional knowledge, level of education, age and interests.
Consideration
A message is clear when the storyline is consistent and when this does not contain any inconsistencies
Conciseness
