Oral Communication

Module 3
Communication Models
WEEKLY LEARNING PLAN
Quarter 1 – Week 5 l September 19-23, 2022
Day & Time Learning Competency Learning Tasks
9:00 AM – 10:00 By the end of this lesson, you ✓ Read the introduction about the lesson in What I need to Know and What’s In.
AM will be able to: ✓ After that, analyze the picture in What’s New? then answer the questions
1. explain why there is that follow. Write your answer on your Oral Comm Activity Notebook.
communication breakdown ✓ Read and analyze What is It? Learn about Communication Breakdown,
2. use various strategies to Communication Barriers, Effects of Communication Breakdown, 5 Ways
avoid communication to Resolve a Communication Breakdown, 7 C’s of Effective
breakdown Communication.
3. identify strategies used by
✓ PERFORMANCE TASK: For your performance task this week, choose
10:00 AM – speakers evaluate the
three (3) of the given environments listed in the box and identify at least
12:00 NN effectiveness of an oral
communication strategy two (2) barriers to communication present in each environment then
provide solution.

✓ NOTE: Next week, during face to face, you will have a long quiz about this
lesson. Don’t forget to bring your ACTIVITY NOTEBOOK during face-to-
face.

~~
1:00-3:00 PM

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 STRATEGIES TO AVOID
COMMUNICATION BREAKDOWN
“Communication works for those who work at it.” ~John Powell~

WHAT I NEED TO KNOW

By the end of this lesson, you will be able to:
1. explain why there is communication breakdown
2. use various strategies to avoid communication
breakdown
3. identify strategies used by speakers evaluate the
effectiveness of an oral communication strategy.

WHAT’S IN
Previously, we have discussed the various models
in communication. Much of the communicative situations
that we engage may it be at home, in school, in the
church, in the classroom or with your family and friends are
actually modeled after a particular communication model
may it be one -way or two-way street or interactive sharing
of common experiences.

1. What significant learning could you easily recall when we talk about
models of communication?

2. Which among the three models of communication you think you usually
make use of it?
Wow! You surely have learned something from your
previous lesson. You are now ready to move to the next
lesson. Let’s get it on!

WHAT’S NEW?
I. Activity 1. Picture Analysis: Look at the image and
answer the questions that follow and write your answers on
your Communication Activity Notebook.

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 1. What have you observed in the image?
2. Who is the speaker? Who is the receiver?
3. Do you think they have understood each other? Explain your answer.
4. What factors are present in the image that hinders the smooth flow of
communication between the sender and the receiver?
5. Do you think you can be a source of a problem in communication too? Explain
your answer.

WHAT IS IT?
TOPIC 1: WHAT IS COMMUNICATION BREAKDOWN?

Communication breakdown, as defined by Emily Rodgers

in her online article, “is a failure to exchange information,
resulting in a lack of communication.”

What does “lack of communication” mean? To answer that question let us look at
the examples of communication breakdown in the workplace or in any given
communication scenario as provided by Rodgers .

1. A staff member making a mistake due to miscommunication or not enough

information given in training. In the classroom context, you as a learner, may make
mistake in doing your task because of miscommunication or lack of information

2. Two members of staff doing the same task and not realizing. In the classroom
context, it could be two members in the group make a duplication of activity and
leave out one task undone instead.

3. A colleague not treating a client correctly. A classroom officer showing unfair

treatment to one classmate for his/her attitude/appearance for instance, may cause
misunderstanding among students
4. Certain vital tasks not being completed either on time or to the highest standard
because no one in the team is giving updates to each other. This happens most of
the time in the classroom when members in a group do not try to communicate, express
themselves, or reach out to one another.

5. An overworked manager sending an email missing vital information to their team

because they’ve got a client on their case about completing work. A group leader or SSG
president, for example, may fail to disseminate important announcement to the
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 class because he/she is pressured to finish another task.

6. A junior spreading Chinese whispers about the current state of a project’s completion
because they misheard what their manager was saying. In a classroom scenario,
student A tells student B that Student C may not be able to graduate but student
A is not so sure about it because he/she only overheard a conversation of her
teachers. The act of spreading the “talk” is called gossiping. Passing on wrong
information may result to communication breakdown.

According to Rodgers, communication has a great impact to a team. So if you expect

to have a successful class, a team, a group work - it requires communication that is “well-
oiled machine to individual parts that simply cannot function without each other” between
you and the one you are communicating with or among members of a the group.

TOPIC 2: COMMUNICATION BARRIERS

Rodgers (2017) presented key communication barriers that cause communication
breakdowns

1. Lost in translation

Lost in translation occurs across emails when

the receiver perceives the message differently
because of lack of tone. It could also be a
misinterpretation of a message because of the
presence of words that have double meanings.

Lost in translation is not necessarily

referring to a language barrier but to how the
receiver interprets the words, phrases or
sentences received.

The man in the image can be seen

reading an email but ended up confused.
Confusion comes in when a person does not
understand what he is reading.

He needs clarification at his end by either asking the source what was meant in the
message or by asking someone who has background information of what was sent.
Otherwise, communication breakdown will take place if this is not resolved

2. The attention span of a gnat

This refers to human attention span which accordingly, can only listen for 8
seconds meaning we have less time to remain engaged to what we have just listened to
before switching off or start thinking of other things, thus missing important information.

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 This lack of attention means that information
constantly has to be repeated, which may be
frustrating for the speaker, not to forget how tiring it
is to be repetitive.

In the sample image and which is usually the

scenario in the classroom, the teacher would repeat, if
not recap, the most important details of the lesson.
Repetition catches attention and ensures retention.

3. Too much information

If there is no efficient communication flow plus
the problem of sharing information to wrong people,
overload of information can result to chaos.
True, there is a plethora of information around
the world. We can only do so much by giving it to the
right people at the right time and at the right amount
because too much of anything can be dangerous,
so to speak.

Knowing a lot of things is good but when too much

information is given and received and yet this
information is sent and received wrongly, it could lead
to tremendous problem.

Effective communication needs wisdom as to what, how much or how little, when and
to whom information is to be given.

4. Under pressure
High-stress jobs or tasks mean there’s
often no time to communicate properly. If
you’re on a tight deadline or you’re behind
on your target, you’re not going to waste
precious minutes formulating the perfect
email, and doing such practice will result
to greater consequences.

On the same note, if you show yourself

too busy and too preoccupied with something,
your classmate or friend who is supposed to
share with you an information may opt to
back off in communicating with you for fear
of interrupting you or for fear that they may be
either rejected or scolded.

If the stress in your jobs get in your way and you allow it to block communication
between you and your classmates or group mates, you are inviting in communication
breakdown.
Amidst your stressful tasks, you need to handle yourself properly, manage your stresses,
and carefully plan the tasks to do without jeopardizing the quality of your work or
assignments. Moreover, never sacrifice your relationships with people just because you
are too preoccupied. Take time to relax before doing anything else.

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 BARRIERS TO COMMUNICATION
1. Language Barriers

Language and linguistic differences may become barriers to communication. But

it is not also a guarantee that when two people
speak the same language, they understand
each other because if the receiver still does not
understand the words used in the message
received, the words used may act as a barrier.
This goes to mean that even if people speak
in the same language, but in different jargon,
still, there is a language barrier.

Jargon is a set of specialized vocabulary in a

certain field. Engineers have their own jargon
that only people in their profession understand.
Doctors of Medicine have their
own jargon that patients may not understand. To
avoid communication breakdown,
engineers, doctors, scientists have to use layman’s
vocabulary of simple words.

The sample image is a conversation between an engineer and a doctor.

Misunderstanding is possible if they will
both use their respective jargon.

2. Psychological Barriers

The psychological condition of the

receiver affects his/her message
reception of the message. For example,
someone who is stressed or anxious will not
be as receptive to the message as
compared to the one who is not
stressed.
When we are at the peak of our
anger, it is easy for us to say things that we
may later regret and we may also
misinterpret what other people are
saying. This anger becomes a
psychological barrier. Thus, there is a need for us to manage our stresses and our
emotions at all costs should we want to avoid communication barrier.

The image above shows an example of psychological barrier when Mario who is
thinking on how to tell his mother about failing grades could not concentrate to what Lani
was saying. Here, he missed relevant information from Lani.

3. Physiological Barriers

Physiological barriers may emanate from the

receiver’s physical condition. For example, a receiver
with a defective hearing may not be able to grasp
the entirety of the spoken words, especially with
noisy surroundings.

In this image, Moira’s stomach ache hinders her from listening to her teacher’s discussion.

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4. Physical Barrier

Physical barriers refer to the geographic

location between the communicators. It is
basically referring to the distance or proximity
between the sender and receiver.
As said, communication is easy when
communicators are within short distances where
there can be many options to use for
communication.
Now that technology is widely used for
communication, it is equally important to know
the best and the most appropriate channel to use
in overcoming communication barriers.

Observe the communicators in this image. Leo is shouting so Mike could hear.
Their distance is keeping them from hearing each other properly.

5. Attitudinal Barriers
Prejudices and other related biases are examples of attitudinal barriers. These
are behaviors or perceptions of any of the communicators that hinder them
from interacting effectively.
Attitudinal barriers to communication may
arise from personality conflicts, poor
management, and reluctance to change, or no
motivation. Effective listeners of messages should
attempt to hurdle their own attitudinal barriers to
effect effective communication. Open-
mindedness and willingness to learn new things
are vital in overcoming barriers.

The sample image is showing a listener’s

prejudiced attitude towards the speaker. This kind
of attitude is a barrier to communication.

6. Using generalizations and stereotypes

Speakers who make unqualified

generalizations undermine their own clarity
and credibility. Be cautious not to get holed in
the habit of using stereotypes, or making
generalizations about complex systems or
situations.

Another form of generalization is

"polarization" or creating extremes. Try to be
sensitive to the complexities of situations,
rather than viewing the world in black and
white.

The sample image shows how

generalization causes misunderstanding and
if not corrected may lead to communication
breakdown.

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 7. Jumping to an immediate conclusion

Confusing details with inferences is a

common factor. Do not pretend you know the
reasons behind events, or that certain facts
necessarily have certain meanings.

Make sure you have all the information you

can have, and then talk clearly about the facts
or interpretations you attach to those.

In the sample image, the boy hastily made

a conclusion about why the girl was sweating
profusely which irked the girl. Making
conclusions without proofs will create
problems in communication.

8. Dysfunctional feedbacks

Ignoring or not responding to a

suggestion or query quickly
undermines effective communication.
Interrupting others while they are
talking also creates a poor
atmosphere for communication.
In the sample image, a very
common classroom scenario, what
seems like an ordinary communication
situation often leads to
communication breakdown. Even
when a simple query is not addressed, or
is being blocked by something or someone else, or when the sender himself is not
sensitive to the reactions, comments, suggestions or questions of his
audience/receiver, chances for communication breakdown are tremendous

9. Lacking the confidence

Lacking confidence can be a big barrier to effective communication. Being shy,

difficulty being assertive or low self-worth can block your ability to express your
needs and opinions known.

Also, a lack of knowledge

of your own rights and
opportunities in a given situation
can prevent you from telling
your needs openly.

In most cases, bullying and shaming

by peers cause extreme shyness among
individuals which eventually leads to
one’s inability to express thus, fail
to communicate. Students, be
assertive, know your rights, and develop
your self-esteem!

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 TOPIC 3: EFFECTS OF COMMUNICATION BREAKDOWN

1. Loss of morale
When you experience communication breakdown, there is a
tendency that your sense of purpose, and enthusiasm towards the task,
may also be affected.

2. Demotivation
Communication breakdown results to weakening or even loss of one’s
motivation to do what you are supposed to do.

3. Embarrassment
A person who has experienced communication breakdown with his
team or is the cause of the communication barrier will eventually feel guilty
and incompetent over that failure and will feel haunted by that
embarrassment.

4. Anger
Communication breakdown is so annoying that anyone involved can
get into serious trouble.

5. Tension among the team

Everybody in the team gets affected when communication
breakdown strikes. Chances are people will be pointing fingers to one
another. The question here is who’s to be blamed? No one. Everyone in
the team is responsible and is equally important in solving the problem.

6. Stress caused to individuals

Communication breakdown does not only affect the one who
caused it but equally, it affects the person who received the message
but failed to understand.

7. Loss of clients, business and sales (or friends/relationships)

Communication breakdown is really harmful. It will not only break
relationships, it can even do worse. It means losing people who trust you and
whom you trust. Now, you don’t want that to happen, do you?

8. Disorganization
Nothing goes right when a communication breakdown occurs. Things,
situations, relationships just fall apart and for all you know, you are facing
broken pieces. Don’t wait for that to happen. Do something before things got
shattered because of careless communication.

9. Gossip
When communication goes out of control, rumors begin to spread like
a virus. Wrong information breaks out and spread faster than the truth
that’s why treat communication with proper care. Communicate properly
and honestly.

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 TOPIC 4: 5 WAYS TO RESOLVE A COMMUNICATION BREAKDOWN
(Rodgers)

These are simple things to do to ensure communication is never a problem

1. Observe
Take the time to observe how each member of your team works, talk to them in
regular one-to-ones, and discuss how best they like to receive information, relating to
their job role, and then how they feel they can best use this information for others.

2. Options
Whether giving your team another computer-based tool, introducing more
huddles and meetings, encouraging them to pick up the phone more, or urging them
to physically walk round to a person’s desk, giving them communicative options will
help them feel less trapped in the restrictive vices of the email world.

3. Sharing is caring
Updates, updates, updates! Site-wide updates are vital for keeping everyone in
the know. This is within reason. Don’t rely on email for this. Meeting and discussion with
the team are important. Your team members deserve transparency.

4. Practice makes perfect

Providing consistent training sessions on how and why we communicate, the
bestway to write an email, communicating with everyone or with the whole class or
teamand how to give feedback in the most effective way will lift communication
breakdowns the more you do them. Training are also a great way to bring groups/ class
together who may not already be in direct contact with each other, building
morale through one shared goal.

5. One team, one dream

If you resolve a communication breakdown and teach your team the value
of communication, the benefits abound. Good communication builds a strong team
that people want to engage in, it streamlines work processes, it equips individuals with
the tools to take on anything that’s thrown at them and ultimately makes whatever
you are doing, a success.

Those mentioned above are generally found in the following strategies in

communication on how to overcome barriers:

1. Active Listening

Active listening is a skill that can be acquired and improved with practice.
However, this skill can be difficult to achieve and will, therefore, take time and delay.
'Active listening' means actively listening or fully focusing on what is being said rather
than just 'hearing' the message of the speaker.

Active listening involves listening with all senses. There are both verbal and non-
verbal indicators that convey active listening. Non-verbal signs include smiling (if
appropriate), making eye contact, nodding at appropriate times, and avoiding
interruptions. These non-verbal cues relay the message that you are interested
in what the speaker has to say, and that your attention is fully invested. Giving verbal
signs of active listening can also be meaningful. Paraphrasing involves looking
for slightly different terms to repeat the main idea of the speaker and is also a great
way to show active listening.

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 2. Use Common Language
It is important to consider the audience that you are speaking to and
use language that can be easily understood. Avoid using unfamiliar terminology or
jargon when speaking to clients and their families. An important tool to use when
speaking is to stop occasionally and ask questions to ensure that your message
is being understood as intended.

3. Give Constructive Response

While the response that you give the speaker/sender may occasionally
be negative, it is important that it be constructive in nature. The goal of the feedback
should be to further the abilities of the speaker. This will bond the interpersonal
relationship, and enhance future communications.

4. Focus on the issue, not the speaker

Try not to take all personally, and similarly, express your own wants and opinions
in terms of the job at hand. Solve problems rather than attempt to manipulate
others.

5. Be genuine rather than control.

Be yourself, openly, and honestly. Be honest with yourself, and center on
working well with the persons around you, and acting with integrity.

6. Empathize rather than remain alone.

Although professional relationships entail some borders when it comes to
interaction with colleagues, it is important to show sensitivity and to really care about
the people you work with. If you don't care about them, it will be difficult for them to
care about you when it comes to being together.

7. Be patient towards others.

Allow for other points of view, and be liberated to other ways of doing
things. Diversity affects creativity and innovation.

8. You have to promote yourself and your own experiences.

Be strong about your own rights and needs. Undervaluing yourself motivates
others to undervalue you, too.

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 TOPIC 5: 7C’s OF EFFECTIVE COMMUNICATION (Brooms, et.al, 2012)

1. Completeness 2. Conciseness
It is very important that that receiver To be concise basically means,
gets to hear everything so that proper getting straight to the point. There
responses, reactions, evaluation or should be no beating around the bush.
feedback could be done. That is what Thus, irrelevant or redundant
complete communication is. information should be eliminated within
the communication process.

3. Consideration 4. Concreteness
There is a need for the speaker to When information sent by the
consider the receiver’s mood, status, sender to the receiver is supported by
background, preferences, needs and facts, figures, or real-life examples and
the like to build rapport him/her. Once situations, effective communication
rapport is established, effective takes place.
communication is possible.

5. Courtesy 6. Clearness
Respecting the culture and beliefs The use of simple, specific word in
of the receiver creates a positive impact expressing ideas ensures clarity in
in the communication process. communication. This signifies when the
speaker focuses on a single objective to
avoid confusing the audience.

7. Correctness .
Credibility and effectiveness of the
message can be achieved by
eliminating grammatical errors in the
communication process. This implies
that correctness in grammar creates a
positive impact on the audience

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 WHAT I HAVE LEARNED
Activity 2. Seize the 7Cs.
Write the correct “C” word in the space provided. Write
your answers on your Communication Activity Notebook.

STATEMENTS Which C is it?

1. Grammar errors should be avoided to achieve
effective communication
2. Respect for others’ culture
3. Regard for the receiver’s needs and background
4. Give real-life examples.
5. The receiver should hear everything to give proper
responses.
6. Use simple and specific words.
7. Get straight to the point.
8. Provide real-life situations.
9. Avoid beating around the bush.
10. Preferences, mood, etc of the receiver must be
regarded.

WOW! You have just mastered the 7Cs of

Effective Communication. Always
remember that by applying these tips in our
communication experiences everyday,
we are avoiding communication
breakdown. You can’t afford to become
the cause of communication breakdown,
can you?

Again, always bear in mind the 7Cs

for Effective Communication: Completeness,
Conciseness, Consideration, Concreteness,
Courtesy, Clearness, and Correctness.

Why don’t we have another mind-

booster activity?

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 Activity3. Observe and Resolve

Observe three (3) of the following environments listed below and identify at
least two (2) barriers to communication present in each environment then provide
solution. Write your answers on your Communication Activity Notebook.

Environment:

At home online classroom Facebook

In school in a jeepney bank transaction
In the neighborhood at a store / mall Phone Conversation

Environment 1:

Barrier 1: _
Scenario:
Solution:

Barrier 2: _
Scenario:
Solution:

Environment 2:

Barrier 1: _
Scenario:
Solution:

Barrier 2: _
Scenario:
Solution:

Environment 3:

Barrier 1: _
Scenario:
Solution:

Barrier 2: _
Scenario:
Solution:

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 ANSWER KEY
WHAT’S IN WHAT’S NEW
Answers may vary. Answers may vary.

ACTIVITY - SEIZE THE 7C’S ACTIVITY 3- OBSERVE

AND RESOLVE
1. CORRECTNESS Answers may vary.
2. COURTESY
3. CONSIDERATION
4. CONCRETENESS
5. COMPLETENESS
6. CLEARNESS
7. CONCISENESS
8. CONCRETENESS
9. CONCISENESS
10. CONSIDERATION

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