Module 3: Speaking and Writing

Understanding Communication
 Discuss the concept of communication
 identify the elements of the communication
process
 describe the process of communication.

 Explain the barriers to the communication process

 Explain how technology is used with the
communication process.
 Communication is a well integrated part of our
day to day existence.

 What are some of the communicative acts we

engage in unconsciously?

 We are constantly communicating. How does an

awareness of the process involved in
communication help us?
Let us examine three definitions.
 The transfer of information as facts, wishes or
emotions from a source to a receiver. Collins
Dictionary- Simpson & Osborne p. 3)
 a process by which information is exchanged. It is
an essential and basic skill of life. (speech mastery
.com)
 Social interaction through messages. (Fiske 1990)
Which do you think more comprehensive and why?
 Communication takes place in a social context:
determines success/otherwise and nature of
communication.

 Comm. Involves not only transmitting information

but also communicating relationship.
 Every communication must simultaneously
communicate two messages- the basic message
and the meta message (indicating how the
message is to be taken)
 Examples:Dogs- give example
Bees

 http://www.youtube.com/watch?v=4NtegAOQpSs

 N.B.
Communication is a complex multilevel
event; it is NOT mechanical.
 How you speak to me
 Body language
 Tone
 Words used

 Allthese can communicate whether or not you

respect, hate, or love me. Give example.
Implication

 Communication can be quite problematic at

times.

 There can be breakdown between individuals due

to complexity of the communication process.

 There may be different perspectives/positions

adopted by people in the process.
Is communication always intentional?
A message can be sent and received even if the
person communicating had no intention of doing
so.

Give example. Speaking in front of an audience

 What does this mean?

 We CANNOT NOT COMMUNICATE!!!!!!

 Communication is not something we engage in
when we choose or prefer to do so.
-Blushing
-Simply being a member of society engaging with
other people on a day to day basis involves
communication of various kinds- whether or not
communication is desired.
 This should help us to improve our social skills and
effectiveness by enabling us to have a greater
influence on what we communicate or do not
communicate.

 Very often our intention in communicating may be

interpreted differently.
What are some of the main things you do before
leaving home for school?

 The exactacts listed and order are not critical

here as long as they are all a part of the same
process.
A process is a series of interrelated steps, linked in
a particular order to bring about a particular goal
or to change one thing to another.

 The process of communication involves different

elements with specialized functions.

 If one part fails the system crashes

 it involves several actions
 Encoder or sender-- the entity or source from which
the message or information flows
 A message- information being transmitted

 Channel / medium– the tool used to send message

and or means by which the message is sent E.g. a
radio; music.
 A receiver or audience or decoder- The target for the
message
 Feedback- response given

 Situation or context – the physical location or the

circumstances that generate the process
 You are away at university and your parents want to
inform you that you have received the scholarship
for which you have applied. Who or what is the:
Sender?
Message?
Channel?
Reciever?
Feedback?
 Encoding: Begins with an idea that someone wants to
convey, but must be put in a form that is able to be
understood by someone else. For example, words,
pictures, actions.

 Information must be appropriately encoded to be

conveyed effectively.

 How it is encoded is dependent on the purpose of

communication and also the audience.
 Once the message has been encoded and a medium
determined, a channel will have to be selected
through which the message can be conveyed to the
receiver.

 The channel selected must be appropriate to ensure

that message is accurately received.

 The channel depends on nature of message, number

of receivers and immediacy of response. Once the
context of situation is established, then the channel
must be selected. This may be telephone, internet,
etc.
 The receiver is the decoder and the receiver will use past
experience, the language, perceptions, opinions and any
other clues to decipher the message sent and interpret the
message.

 The message must be clear and channel well chosen for

message to be clearly received.

 What can be interpreted will be misinterpreted. Feedback

allows clarification.

 Verbal message may be accompanied by non-verbal clues

that may/may not conflict with the spoken word.
Additionally, there may be barriers to decoding otherwise
known as noise.
 Anything that detracts from the message sent and
prevents effective communication is barriers.
 Facilitators aid the passing of information and
therefore facilitate mutual understanding.
 Barriers: sender’s attitude, prejudices, frame of
reference, language used, receiver’s attitude,
background, experiences, channel: speech
impediment, lack of clarity, etc.
 Facilitators: appropriate language, effective
medium, appropriate channel, using additional
prompts.
 This isjust as important as the original message. A
 It determines whether or not there will be further
communication.
 Feedback is not always spoken or written.
Sometimes physical reactions and responses are
the only feedback necessary.
Revision
 Youare ill and have to be away from school for
two weeks. You want to inform the principal or
form teacher. Describe the process involved in
doing so, making use of the jargons involved in the
communication process.
 Encoding

 Feedback
 Decoding
 Interpretation

 Conceptualization
 Selection of Channel
 Selection of Media
 Conceptualization

 Encoding
 Selection of media
 Selection of Channel

 Decoding
 Interpretation

 Feedback
The Minister of Education has decided to declare a
school holiday. He makes an announcement on
the radio.

 Who is the sender?

 Who are the receivers of
the
 What is the medium used for the message
 What channel does the sender use?
 Are language and communication different? In
about two hundred words state what makes them
or do not make them different giving examples to
justify your answer. Please do not use any book or
internet source to formulate your answer. Your
response must be strictly your own opinion.
Failure to follow instruction will result in a zero.

 Yes it will be graded!!!!!!!

What are the two forms of communication?

 Verbal
 Non-verbal

Verbal Communication
❖ The use of written or spoken words.
❖ One of the distinguishing characteristics of the human species.
Non – verbal communication
❖ The transmission of information from sender to receiver
❖ The dominant meaning is not conveyed by the use of words.
❖ It includes several major categories such as: paralanguage or
vocalics, proxemics, body language, objects or artefacts,
posture, dress, movement/kinesics, time and the senses
(chronemics). (See text for further information)
see Lall, Communication Skills pgs. 17 – 25)/ chapter 2
 Haptics (Facial expression)
 Posture (body language)
 Gesturemics (hand movements)
 Chronemics (time, waiting, pausing)
 Para language (grunts,exclamations,
speed,stress,emoticons, intonations)
 Semaphore (flags)
 Proxemics (space)
 Artifactual (clothing
 Vocalics (voice)
 Kinesics (movement, posture, stance)
 Graphics and symbols (braille, graphs, charts)
 Find as many examples as you can of non-verbal and
communication. Share your findings.
 What is being communicated by the types of non
verbal communication in the scenario below.
Example
Keneisha leaves home with her mom. They are going in
two different directions so they embrace and Mrs. Dan
tells her daughter “be safe today”. Keneisha raises her
hand when the No. 20 bus approaches. As she enters
the bus she sees jamal and shouts “Yo Jamal, how yu
doin? They converse until the bus comes to a halt by
the school. As they leave the bus, the school bell rings.
They scamper into the classroom and Mr Carter
frowns at them
Positive
 It is unlimited
that is, words are formed
continually and we have the ability to express a
single message in many different ways.

Negative
 It has to be learnt because of its arbitrary nature
Positives
 It communicates irrespective of language
 It shows the physical shape of what is being
communicated (Think of some road signs that show
the various intersections etc.)
 It’s brief and graphic

Negative
 Even though verbal communication can be ambiguous
there is a greater tendency for non – verbal messages
to be ambiguous or misconstrued because of cultural
differences, receivers lacking contextual information
to accurately decode message etc.
Consider the situation below and answer the questions

You are a part – time employee at a local hotel that is about to embark on a “Green
the Scene” campaign. You have been asked to inform staff members of this new
venture.

Question 1

Fill in the missing links in the communicative process you must utilise to achieve your
goal.

1.Conceptualization ----- 2._______________ ------- 3. Selection of Channels --------

______________ ------5. Interpretation ------- 6. ________________

(3 mks.)

State three reasons why number 6 in the diagram above is an important part of this
communication process. (3 mks)
 State two different channels that can help to convey
your message effectively.(2mks.)
Question 2
 List four non – communicative behaviours that you
could use to indicate displeasure with actions of staff
that threaten the “Green the Scene” campaign.
(4 mks.)

 The success of the “Green the Scene” campaign has

caught the attention of a national environment group.
State THREE means that the national group could use
to encourage other hotels to promote a similar
campaign. (3 mks.)
 This refers
to the circumstances within which
communication takes place.

 As context changes, the nature and style of

communication will change.
 What happens in the mind; the inner thoughts
 Relates to the internal aspect, especially
emotions.
 Actively processing messages internally.

 Individual is sender, receiver and feedback

provider (an ongoing internal process)
 The processing of stimuli from internal/external
forces; reaction takes place in the mind.
 Daydreaming, speaking aloud to oneself, making
gestures while thinking, interpreting non-verbal
communication, etc.
 Between 2/more persons; usually face to face or
in close proximity.
 Between person who have known each other for
some time.
Four Principles:
➢ Inescapable
➢ Irreversible
➢ Complicated
➢ Contextual
 We can't 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.
 You can't really take back something once it has
been said. The effect must inevitably remain.
 A Russian proverb says,

"Once a word goes out of your

mouth, you can never swallow it
again."
 No form of communication is simple
 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;

 3) who you think the other person thinks you are;

 4) who the other person thinks s/he is;

 5) who the other person thinks you are; and
 6) who the other person thinks you think s/he is.
 If communication can fail, it will.
 If a message can be understood in different ways,
it will be understood in just that way which does
the most harm.
 There is always somebody who knows better than
you what you meant by your message.
 The more communication there is, the more
difficult it is for communication to succeed.
Communication does not happen in isolation. There is:
 Psychological context- who you are and what you
bring to the interaction; needs, desires, values,
personality, etc.,
 Relational context- your reactions to the other
person--the "mix."
 Situational context -the psycho-social "where" you are
communicating. classroom v.s bar.
 Environmental context deals with the physical
"where" you are communicating. Furniture, location,
noise level, temperature, season.
 Cultural context includes all the learned behaviors and
rules that affect the interaction; e.g eye contact.
For styles of interpersonal communication
 Controlling
 Egalitarian
 Structuring

 Dynamic
 Relinquishing

 Withdrawal
 Occurs in groupsof between 2-12 persons.
 Mixes interpersonal with social clustering.
Context of small group communication
❖ Classroom group discussion

❖ Online chat room

❖ Audio and video conferencing

❖ Group of students sitting together at lunch break

❖ Discussion boards and list servers
 Organisations: schools, colleges, banks, post
office, supermarket, JPS,NWC, etc.
Organisational communication is:
Central, pervasive, complex.
 Patterns: downward, upward, horizontal,
grapevine
 Formal communication within organisation
include: Email (internet and intranet), memos,
newsletters, policy documents, job descriptions
 Informal: face to face, grapevine, telephone
 Comes in a number of forms: Aural, oral &
written.
Student academic communication includes:
Writing: clear & concise essay exams, thorough lab
reports, developing project proposals, taking good
notes
Aural: attentive listening
Oral: asking productive questions, presenting clear
summaries,etc
Teacher: lecture notes, lectures, course outlines,
books, academic researc papers, etc
 How people from different cultural backgrounds
communicate.
 There are different ways of communicating both
verbally and non-verbally.
 Different things have different meanings in
different cultures
 Requires greater acknowledgement of cultural
diversity to prevent ,misunderstanding
 Know symbols and cross-cultural meanings.
 Being able to communicate without being
offensive is extremely important to productive
relationship.
 State briefly the difference between interpersonal
and intrapersonal communication.
 You have been awarded an undergraduate
scholarship to China. You will be there for four
years living in a Chinese household. What aspects
of the culture do you think you should investigate
so as to avoid offending your hosts?