Process and Elements of Communication

Wednesday, 18 October 2023 4:04 pm

Language
- Most effective medium of communication
- Transmits messages between and among people
- Exists as a tool used in expressing ideas and feelings to achieve
understanding
Communication
- Transmission of ideas and emotions between or among persons with
the use of verbal and non-verbal cues
- Broad term for the two-way dynamic process of message
transmission
- Embraces both the verbal and the non-verbal aspects
- A human activity
- A complex process
○ Involves a study of how a sender encodes pieces of information
to be transmitted, how a receiver decodes received data
- A Human Interaction
○ w/ oneself or w/ others
○ Undergoes a series of repetition of actions or steps to achieve the
expectations and reasons why we communicate

Process of Communication

- Systemic process in which individuals interact with and through the

use of symbols to create and interpret things
- Verbal or non-verbal
- Give & take
- Verbal Communication
○ Written Communication
○ Oral Communication
○ Visual Communication
○ Audio-Visual Communication
- Non-Verbal Communication
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- Non-Verbal Communication
○ Facial Expressions
○ Gestures
○ Movements
○ Eye Contact
○ Nodding the Head
○ Physical Appearance

Elements of Communication
- Sender
○ Speaker or the communicator
○ Has their own purpose, knowledge, interests, attitudes, skills and
credibility
- Receiver
○ Target of the communication
○ Destination of the message
○ Has their own purposes, knowledge, interest levels, attitudes, &
listening skills
- Message
○ Idea being transmitted by the sender to the listener
○ Includes the 3 aspects of:
▪ Content
▪ Structure
▪ Style
- Chanel/Medium/Vehicle
○ Mediums through which you can send a message to its
audience
○ May be verbal or visual
○ Visual is often supplemented with the pictorial and aural channels
- Feedback
○ Reaction given by the listener
○ Completes the communication process

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Models Of Communication
Wednesday, 18 October 2023 6:11 pm

Communication Models
- Representation of communication systems in different approaches
- Linear Models
○ One-way communication
○ Commonly used for mass communication
○ Senders send a message and the receivers only receive it
○ Does NOT require feedback

- Interactional Models
○ Like transactional but commonly used in a wider platform like
the Internet

- Transactional Models
○ Used for interpersonal communication
○ Feedback acts as a new message that will start another
communication process

Other Models of Communication

- Aristotle's Model of Communication
○ Speaker, Speech, Occasion, Audience and Effect
○ Focuses on public speaking that aims to persuade the audience

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 ○

- Berlo's Model of Communication

○ Involves several factors in the communication process
○ Acknowledges the complexity of the communication process by
including the influence of an all-encompassing sociocultural
system

○ Source and Receivers

▪ Communication skills
▪ Attitudes
▪ Knowledge
▪ Social System
▪ Culture or Sociocultural System
○ Message
▪ Content
▪ Communicator's treatment and coding of the content
○ Channel
▪ Five Senses
□ Seeing
□ Hearing
□ Touching
□ Smelling
□ Tasting
- Lasswells's Model of Communication
○ A linear or one-way process
○ Communication is transmitted from a sender to a receiver

○ Comprise of five questions that describe one of the earliest views

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 ○ Comprise of five questions that describe one of the earliest views
on how communication works
▪ Who? - Control analysis
▪ What? - Content analysis
▪ In which channel? - Media analysis
▪ To whom? - Audience analysis
▪ With what effect? - Effect analysis
- Shannon - Weaver's Model of Communication
○ Mathematician Claude Shannon and Scientist Warren Weaver
(1949)
○ Originally for telephone communication

○ Includes five components

▪ Information Source
▪ Transmitter
▪ Receiver
▪ Destination
▪ Noise
- Schramm's Model of Communication
○ Highlights the importance of overlap in the communicator's field
of experience so that communication may occur
○ Common field of experience illustrates communicator's shared
meanings
○ Common field of experience size determines the breadth and depts
of communication between communicators
○ Illustrates the circular sequential process in which one person
interacts with another, sending feedback to the first person

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Verbal Communication
Wednesday, 18 October 2023 6:33 pm

Verbal Communication
- Use of words is the oral or written communication between people or
groups of people

Tips When Communicating Verbally

- Strive to Achieve Clarity
○ Rephrase
○ Re-word
○ Construct simpler sentences
○ Demands the use of simple language
○ Easier sentence structures
○ Makes comprehension easier
○ Guidelines
▪ Choose precise, concrete & familiar words
▪ Construct effective sentences & paragraphs
- Respect Individual Differences
○ Everyone is allowed to express their own thoughts, ideas &
opinions
○ Ideas may not be agreed upon by all
○ There are different cultures, beliefs and point of views
○ Always consider the people around you
- Avoid Stereotyping
○ Do not generalizing beliefs about a particular group or class of
people
○ Do not think that all people has the same abilities, or characteristics
just like you
- Aspire to Use Understandable Words to your Listener
○ Use words that are easy to understand by the receiver
○ Avoid being technical if the one you are talking to does not belong
to the same group as you
- Be Descriptive
○ Use descriptive language that employs specific words
○ Use examples, related feelings, or the close experiences you
had as a basis of what you wanted to share
- Index
○ Specifies individual differences among people, objects and
places
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 places
○ Helps us to focus on the unique quality of a person or a thing
- Avoid Vulgar Language and Profanity
○ Use of vulgar language and profanity does not show politeness
and good manners
○ Do not offend someone or the audience
- Eliminate Generic Language
○ Best way to understand that some people are gender sensitive
○ Helps you relate to your listener better
○ Does not alienate the audience
- Own your Thoughts and Feelings
○ Use the "I" language
○ Take responsibility for your actions as well as the words that
comes out of your mouth

To Improve Verbal Communication

- Improve Your Vocabulary
- Do Not Hesitate
- Read, Read, Read
- Make Use of Dictionaries
- Listen to Learn
- Make Use of Google
- Practice Makes Perfect
- Bonus Tips
○ Attend Social Activities like Debates
○ Ask a Teacher/Good Speaker to help you out
○ Write down your weaknesses
○ Be curious and ask lots of questions
○ Be Confident

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Non-Verbal Communication
Wednesday, 18 October 2023 7:34 pm

Non-Verbal Communication
- Does not make use of words
- Communicated through the use of hands, head, foot and the human
body
- Similar to sign language
- Takes the form of conventional gestures
Types of Non-Verbal Communication
- Chronemics
○ Study of time
○ Length of time a speaker talks
○ Rate of which they both talk
○ Speaker does not own all the listener's time so they have to limit
their speech
- Haptics
○ Study of touch
○ Speaker close to the listener can touch
○ Kind and duration of touch and part of the body touched can play
a significant role in nonverbal communication
- Oculetics
○ Study of eye contact
○ Speaker's sincerity is sometimes gauged by means of eye contact
they have with a listener
○ A good speaker always maintains eye contact
○ Long stare to the listener may sometimes be irritating
○ A short glance at the audience once in a while may be enough
- Proxemics
○ Study of proximity
○ Speaker should be aware of the social distance or the amount of
space between them & the listener
○ Intimacy is conveyed by the interlocutors who are positions next to
each other
○ Nearer = more intimate
○ Father = less intimate
- Kinesics
○ Study of movements
○ Speaker must always be on guard of the movements of their head,
hands, hips & feet

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 hands, hips & feet
○ Gestures convey meaning, so when wrongly executed, they can
cause confusion, spell problems, or trouble
- Objectics
○ Study of objects or artifacts
○ Specimens and graphic aids, as well as artifacts
○ Serves to reinforce or replace the spoken words

Effective Communication
- Can improve relationships at home, at work, and in social situations
- Deepens one's connection to others
- Improves teamwork, decision-making, & problem-solving
- Enables communicating negative or difficult messages without creating
conflict or destroying trust
- Effective Communication Skills: Listening
○ One of the most important aspects of effective communication
○ Understanding how to speaker feels
Tips for Effective Listening
- Focus on the Speaker
- Avoid Interrupting
- Avoid Seeming Judgmental
- Show Interest

Nonverbal Communication
- Wordless communication, body language, includes facial eye contact,
posture, tone of voice, muscle tension and breathing
- Way one ,looks, listens, moves, and reacts to another person tells them
more about how they feel than words alone ever can
- Developing the ability to understand and use nonverbal
communication can help in:
○ Connecting with others
○ Navigating challenging situations
○ Building better relationships at home & work
- Managing Stress
○ In small doses, stress can help
○ When it becomes constant and overwhelming, it can hamper
effective communication by disrupting their capacity to think
clearly and creatively and act appropriately
○ When someone is stressed, they are most likely to misread
other people, send confusing or off-putting nonverbal signals and
lapse into unhealthy knee-jerk patterns of behavior
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 lapse into unhealthy knee-jerk patterns of behavior
○ Only in a calm, relaxed state will they be able to know whether
the situation requires a response
- Emotional Awareness
○ Consciousness of one's moment-to-moment emotional
experience
○ Ability to manage feelings appropriately
○ Provides the tools needed for understanding both oneself and
other people and the real messages they are communicating
○ Many people ignore or try to sedate strong emotions like anger,
sadness, and fear, one's ability to communicate depends on being
connected to these feelings

Intercultural Communication
- Aims to share information across different cultures and social groups

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Tenets & Barriers of Communication
Wednesday, 18 October 2023 7:55 pm

Tenets of Communication
- Dynamic
○ Communication is an ever-evolving art
○ Ability to consciously interact and react thoughtfully
- Unrepeatable and Irreversible
○ We cannot undo whatever message we convey to someone else
○ We will never communicate in exactly the same way again
- Everywhere
○ Way that it is mutual by the people, through the social contract
- Continuous
○ Involves more than one person
○ Cyclic process denoting continuous flow of information
○ Involves sender, message, and recipient
- Transaction
○ Implies that it's a continuous process
○ Not a one-time thing
○ Communication requirements also change
- Learned
○ Everyone communicates differently
○ Communication is learned, rather than innate
○ Communication patterns are relative to context and culture
- Sharing of Meanings
○ Successful conveying or sharing of ideas and feelings
○ Must be successful in transmitting or imparting a message,
whether information, ideas, or emotions

Lee McGaan's Four C's of Effective Communication

- Commitment
○ Must exhibit commitment to the idea
- Context
○ Sender and receiver should operate in the same context
○ Understand the similarity and differences of their respective
contexts
○ Address any occurrence of misunderstanding
○ Share vital information to perform their jobs and functions
efficiently
- Consistency
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- Consistency
○ Important processes and procedures, as well as themes, goals, &
perspectives, should be properly communicated
○ Should be repeatedly performed to be understood, remembered,
and acted upon judiciously
- Concern
○ Preempts likely misunderstandings by ensuring that the sender has
a big responsibility in setting clear, meaningful and appropriate
communications

Rich Maggiani's Tenets of Effective Communication

- Honesty
○ Being straightforward
○ Telling the truth
○ Giving complete information
○ Showing intent to be understood
○ Being sincere
- Clear
○ Allows the message to be understood by the person receiving it
○ Prevents misunderstandings and conflict
- Accurate
○ Accurate information & accurate expression
○ Information should be correct and well-expressed
○ Overwriting, wrong spellings, grammatically incorrect structures
are some reasons for misunderstanding
- Comprehensive
○ Outlines the problem to be addressed
○ Messages to be conveyed
○ Target audiences and methods to be used
○ Consists of a timeline and list of people responsible for each task
- Accessible
○ Clear, direct, easy to understand
○ Can be made available in multiple formats so that all users have
equal access
- Concise
○ Complete information about a topic or idea in a few words
○ Involves being mindful of word choice
- Correct
○ Correct message has greater impact on the audience
○ Checks for the precision and accurateness of facts and figures
used in the message
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 used in the message
○ Makes use of appropriate and correct language in the message
- Timely
○ Occurring sufficiently early and promptly
○ Should not only be useful but also occur at an opportune time
- Well-Designed
○ Includes visuals to strategically and aesthetically communicate
the idea or information
- Builds Goodwill
○ You-attitude
○ Positive emphasis
○ Bias-free language
Watzlawick's Five Axioms of Communication
- You cannot communicate
- Every interaction has a content dimension and a relationship
dimension
- Every interaction is defined by how it is punctuated
- Messages consist of verbal symbols and nonverbal cues
- Interactions are either symmetrical or complementary

Barrier of Communication
- Problems with Language
○ Vague language
○ Abstract language
○ Multiple meanings
○ Doublespeak
○ Euphemism
○ Technical language or jargon
○ Racist, sexist, and other insensitive language

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Functions of Communication
Wednesday, 18 October 2023 8:34 pm

Functions of Communication
- To improve personal lives
- To better interpersonal relationships
- To help gain success in professional lives
- To broaden perspective to become civic-oriented individuals
- Inform, Instruct, Persuade
- Motivate, Demonstrate
- Social Interaction, Therapy (Emotional Expression)
- Regulate/Control
- Helps us understand not only ourselves, but others too
- Examine what we know about ourselves as well as other’s by observing
their actions and listening to their opinions, beliefs, preferences, and
feelings

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Types of Speech and Preparations for Public Speaking
Wednesday, 18 October 2023 8:38 pm

Types of Speech Context

- Intrapersonal
○ Communication within oneself
○ Involves thinking, remembering, and feeling
○ Do this silently in our head (internal discourse)
○ Understand, clarify, or analyze a situation
○ We talk to ourselves or when we are alone, thinking, or even in
front of the mirror
- Interpersonal
○ Face-to-face interactions between people
○ Among a relatively small number of people
○ Dyadic - 2 people
○ Triadic - 3 people
○ Small Group - 3 or more people

Contexts in Which Communication Happens

- Psychological
○ Refers to the participants and what each brings to the
interaction
○ Needs, desires, values, personality, and habits
- Relational
○ Concerned with the relations
○ How close or distant
- Situational
○ Psychosocial "where" the exchange happens
- Environmental
○ Physical "where" they are communicating
- Cultural
○ Learned behaviors and rules
○ Cultural context can cause misunderstanding and communication
breakdown

Public Speaking
- Communication between one and several other people
- Large group type of communication
- Heart of society, whether in economics, entertainment, or religion; it's in
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- Heart of society, whether in economics, entertainment, or religion; it's in
every aspect of life
- Uses the following:
○ Ideas and Images
○ Persuasion and information
○ Strategy and Tactics

Types of Speech Context (Language Register)

- Intimate
○ Private
○ Shared between couples, twins, very close friends
○ Close members or intimate people
- Casual
○ Informal language used by peers and friends
○ Slang, vulgarities, and colloquialisms are normal
○ "group" language
- Consultative
○ Standard form of communication
○ Engage in a mutually accepted structure of communications
○ Two-way communication
○ Professional discourse
○ No experience with the person
- Formal
○ Formal settings
○ One-way
○ Follows a commonly accepted format
- Frozen
○ Static register
○ Rarely or never changes
○ "frozen" in time and content

Preparations for Public Speaking

- Analyze your audience and the occasion
- Develop your topic, purpose, and thesis
- Source the information
- Organize main points and make the speech outline
- Make the introduction
- Write the conclusions and transition statements of your speech
- Practice your speech

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Principles of Speech Writing
Wednesday, 18 October 2023 8:50 pm

Principles of Speech Writing

- Preparing is important to achieve an effective presentation, and
achieving the purpose

Speech
- essential to humans
- Affects how we develop as individuals, how we learn and share what
we know, and how we interact with others in our world
- Does not take place in a vacuum but is always contextualized
- When we speak, there is always a reason, which includes the purpose,
audience, and situation or event

Principles of Speech Writing

- Clarity
○ Identified purpose, goal, and detailed descriptions of what you
want to talk about
- Logical Organization of Ideas
○ Introduction
▪ description and statement of goal
○ Body
▪ detailed information needed to make the audience
understand your perspectives
○ Conclusion
▪ Wrap-up of the composition
▪ Could end in a question or a quote
○ Each idea must relate to the main idea
- Appropriate Word Choice
○ Right choice of words
○ Respectful and authoritative
○ Consider the audience's age bracket, professions/interests, and
culture
○ If inform and demonstrate
▪ Establish that you are a credible source of information
▪ Talk w/ professionalism
▪ Without much bias
○ If convince and motivate
▪ Show power, authority, and promise of truth

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 ▪ Show power, authority, and promise of truth
○ If entertain
▪ Word choice should not be offensive
○ If you're going to use jargon, make sure that it's lightly defined to
avoid misconception
- Accuracy in Spelling, Capitalization, Punctuation, and
Grammar
○ Consult the dictionary and the Internet
- Other Recommendations to Improve
○ Relatable - audience must relate to the message
○ Personalize - share personal experiences
○ Make it Interactive - include questions/interactive activities
○ Do Research - provide accurate information

Process of Writing the Manuscript

1. Revise
2. Review
3. Proofread
4. Revise
5. Verify
6. Final

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