PURPOSIVE _ j COMMUNICATION! é EVELYN L. SEBASTIAN ( MA. ALFE G. BANAWIS: f i / éd with CamScanner G camsCHAPTER I ; Communication is the vehicle used to express our thoughts, ideas, and attitudes. Itis essential in all aspects of our everyday lives. Effective communication enhances our personal, social and career relationships and allows us to make connections with people from all walks of life and from other cultures. ‘Communication helps us to make connections with each other and with the world, We communicate with many people in a variety of situations, daily. We listen to professors, employers, classmates, family members, friends and many otherseachhour. Whatever ourculturalbackground, iearningstyle,or geographical location, we find that our communication proficiency can mean greater academic success, better relationships, a better job, and greater satisfaction in our life. Outcomes: ‘At the end of this chapter, students will: . , * understand how communication helps to make connections in life; * learn how competent communication can affect all aspects of life; © earn the essential components in the communication process; and «know the different principles of communication. ”.(€3] Scanned with CamScanner Scanned wth G camscannerCommunication in Everyday Activities : 4 Everyday, you take on numerous roles and each role requires you t with different people differently. Your atitude, choice of words toxcof hens facial expressions vary depending upon who the person you are talking with,” Here are some examples of how you talk to different people: To your professor: Ma‘am oF Sir, may I submit my report later? I'm so sorry but]. was not able to finish it last night. ry but] To your friend: What's up? Wanna join us in the dance contents? To your Mom: What's for lunch, Mom? I'm so hungry. I have not eaten my breakfast this morning. : As you may have noticed, the way the ideas are delivered differently depending upon who the listener is or to whom the communication is intended. What Is Communication? We define communication as the simultaneous sharing and creating of meaning through human symbolic interaction. According to this definition, speech - communication involves a range of behaviors and occurs ina variety of situations: private and public, business and social, home and school, formal and informal. Al of these are connected by people using symbolic system called language. Success in the classroom, in the workplace and even in the personal life is determined by the ability to communicate, Being an effective communicator saves time, makes life more enjoyable, allows people to establish and maintain relationships successfully and facilitates in accomplishing personal goals. People speak to communicate. They are gregarious. They delight in companionship. When alone, they feel lonely and unhappy. They are most satisfied when in communication with their fellows. They like to speak to others and to be spoken to. People talk because they are by nature a social culture. They also. communicate because they have learned the value of communication. By listening to others, they can profit from their experience. : There are three theories as to the fundamental objectives of spoken communication.which have been widely held and strongly supported. These are the need for expression, for communication and for social control. . The first view stresses that'speech is primarily the means of manifesting outwardly’ the inner workings of the mind. We speak for self-expression. There are three levels upon which this self-expression may exist. On the lowest level, there is the mere desire to “blow off steam” or relieves the pressure of extreme emotional states.— as one is said to “blow up” when extremely angry. This is substitute for the physical reaction that might have been expected from primitive men. And finally the last level is the kind of expression which is caused by the ‘Eg Scanned with-CamScanner Scanned wth G camscannerenthusiastic possession of an idea, Thus, self-expression, on these three levels smay be egotistical, emotional and creative. ‘The second view is that we speak to communicate. Hurhan beings are by nature social beings. They talk because they want to belong; they want to be a part of a community. In this age of modern technology, it is useful to be able to explain processes, objectives or situations to another person or a group of people since effective communication depends upon the accuracy and distinctness with which specch is used for instructions, orders and all types of information. Thus the function of communication is both social and utilitarian. The third view is social control. Human beings speak to control human behavior. It cannot be denied that thé strong dominate the weak. The weak learn to anticipate the will of the strong, as expressed in threats, commands and’ questions. The necessity for physical force diminished and the value of speech as a substitute has become greater. The skills in speech becomes by itself a weapon by which human behavior is controlled. Verbal skills and cleverness are able to control and influence the actions of people: It is evident that in normal life, we get others to do what we wish by argument, persuasion, wheedling, threatening or by simple request much more frequently than we do by physical violence. A striking example is the case of infants or children who are able to control the beliavior of their parents or guardians. These three fundamental views’ of speech exist to some degree in all individuals simultaneously. The mere fact is that our self-consciousness demands self-expression. Our gregarious and cooperative nature demand communication and the need of controlling human behavior in order to effect cooperation and maintain social order. All of these three, sometimes function singly and sometimes combined - may properly be considered as basic explanations why we speak. Acconscientious study and training in speech class could develop many skills and some others besides. Here are some things particularly to,be learned by a student in a speech class: 1. Primarily, you will improve the art of speaking. You should develop the ability to stand on your feet before an audience and express: your ideas clearly, effectively and with a minimum of fear. .. You should come to a much clearer understanding of yourself: how well your mind responds to thedemands you make uponit, how your personality affects others, how vivid your imagination really is, how great an achievement you ye may expect to accomplish through self-discipline and concentrated effort. You should gain a better understanding of other people, as’ you develop greater sensitivity to their reactions and deeper knowledge of common huznan motives. This enlarged understanding is the key not only to effective -_ speaking but also to effective social living as well. It presupposes, first; 4 . Zenuine interest in other people; second, a keen sense of observation and the _ third, a willingness to adapt yourself readily and unobtrusively to changes i in the moods and interest of those around you. 3) Scanned with: CamScaniner. . % : : Scanned wth G camscanner4. You should evolve clearer, more logical thought processes and more orderly habits of thinking. In your communication, with different people, you need to develop orderliness and fluency in the spontaneous expression of your thoughts, and a very effective method of achieving this skill is found in the discipline of speaking before an audience. : 5. Youshould develop a deeper appreciation for the character traits of, generous human sympathy, earnest sincerity, genuine enthusiasm, qualities without which no speech can really succeed. 6. You should learn to observe the world around you with keener vision to respond to it more sensitively, and to take a more intelligent interest in the course of events. The good speaker, like the good reporter, must have discriminating ability to see in any situation those details which are * fundamentally important and interesting. 7. Another of these values growing out of your study and practice of speech should be an increased aptitude for criticizing speeches. You should become not only a better speaker, but also a better listener as well. Knowing what to look for and what to expect, you will derive far greater enjoyment from » hearing good speakers, and you will be much better able to guard yourself against self-seeking pleaders. : : Oe It cannot be denied that talking or speaking is a method in social,” communication. It is used to conduct relationships with people such as family,” friends, peers, co-workers, neighbors, subordinates, and even strangers. The world is made up of people and to live harmoniously with them, there is a need to understand each other. The best tool to understand one’another is’: through speech or oral communication. : Competent Communication Affects All Aspects of Life Although we have communicated for many years, we probably have not had the opportunity to learn about communication competence. The ability to © communicate might seem natural because unless there are disabilities, most of us readily develop speaking skills. But the ability to communicate (not simply to utter sounds) is learned, and learning to be competent communicator is a difficult, lifelong project. We can make progress quickly, however, if we work hard to -learn the principles and concepts and then apply them in different situations. The skills will enable us to reap benefits in career development, ethical behavior , ‘and the promotion of positive relationships among people of diverse cultural backgrounds. We live in a time of rapid technological change. Put simply, effective communication is critical to living successfully in today’s society.” Scanned wth G camscannerCommunication and Career Development Most of us aspire to succeed in our chosen careers. We enter college to better ourselves and to prepare for satisfying jobs. Communication plays an important role in career success. Leaders in education, business, and industry have identified several critical life skills that arenecessary to function successfully in the workforce, and communication is one of the most valued areas of expertise. For example, several recent studies reinforce what previous research had already demonstrated: Employers want workers at all levels who know how to communicate. Top Ten Qualities and Skills Employers Seek . Communication skills (verbal and written) . Honesty /integrity . Teamwork skills . Interpersonal skills . Motivation /initiative Strong work ethic : . Analytical skills . : . Flexibility skills . Computer skills - 10. Organizational skills ~PeNnausene (Sources: National Association of Collegés and Employers, Job Outlook 2003: 21st Century ‘Workforce Commission, A Nation of Opportunity: Strategies for Building Tomorrow (Washington, D.C,, US. Department of Labor, 2003). In other words, effective workplace communicators can explain ideas clearly and give directions. Effective communicators are good listeners who work well with others and represent their companies well in small and large group settings. Too often, employers believe that these skills are lacking in their employees. Personnel directors have described their needs in prospective employees as follows: “Send us people who know how to speak, listen, and think and we do the rest. We can train people in their specific job responsibilities, as long as they listen well, know how to think, and can express themselves well.” In fact, most careers involve contact with others and require the ability to communicate effectively with them. Business and industry often look for the most competent communicators when they hire employees. Principles of Communication To appreciate the nature of communication, it is important to understand the four fundamental principles: : 1, Communication is a process, 2. Communication is a system. 3} ‘Scanned with CamScanner q Scanned wth G camscanner3. Communication is both interactional and transactional. 4. Communication can be intentional or unintentional. These principles improve interactions in the classroom and are readily applicable to life beyond the classroom. An understanding of these principles should make a difference in your life, building greater understanding and cooperation into relationships at any level. Communication Is a Process ‘Communication is considered a process, because it involves a series of actions that has no beginning or end and is constantly changing. It is indeed an ongoing process. The interrelationships among people, environments, skills, attitudes, status, experiences and feelings all determine communication at any given’ moment, Think about a relationship you developed with someone recently. How did it occur? It may have happened by chance (striking up a conversation with someone you met while walking to class) or it may have been a prearranged meeting (a business meeting with a prospective client). No two relationships are developed in the same way. That's Purposive Communication. Communication is both everchanging and capable of effecting change. Saying something that you wish you hadn’t said is an excellent example of this principle. No matter how hard you try to take back your comment, you cannot. It has made its impact and has, in all likelihood, affected your relationship with another person in some way. The change might not be immediate or significant, but it does take place as a result of your communication, Communication generally is not characterized by abrupt endings and beginnings; rather, ittakes place within flow. If you were tostop inmid-conversation and walk away, that conversation would still have an effect on you; it would carry away some new information or at least a general impression, whether positive or negative. If you understand that communication is a process, you will be able to see how events and relationships constantly change and yet also have continuity. Communication Is a System A system is a combination of parts interdependently acting to form a whole. The human body is an excellent example of a system. Alll parts of the body are interdependent and work to work together to form one complex system. If something is not functioning correctly, some response’ usually occurs either to correct what has gone wrong or to warn that something is going wrong. When you have a headache, it affects not only your head by also the rest of your body, including the thinking process and emotions, You may find that you have trouble , seeing and even walking, You may not wish to eat, because your head ache seems to have taken over your body. If you have a severe headache, you may have Scanned with @ camscannertrouble thinking clearly because of the pounding in your head. You may also have difficulty explaining something, Because each part of the system is connected, your ability to think clearly, speak clearly, or listen effectively leads to ineffective ‘communication. Systems also exist in the workplace, in the family, and in the classroom. If your professor had a fight at home, that event may affect the professor's relationship with the students, The professor may be irritable and snap at you and the others. Although you don’t know what has caused the irritability, it does affect all who must deal with it, In other words, the professor's domestic squabble hasan impact not only on the home system but also on the system at work. In a’similar sense, the communication process is a system and occurs only when the necessary components interact. If components of communication malfunction or are absent, communication is prevented or ineffective. Communication Is Both Interactional and Transactional The interactional and transactional aspects of communication are closely - related and should be considered together. Interaction is an exchange of communication in which people take turns sending and receiving messages. It is similar to playing catch. Someone throws a ball. Another person catches it and throws it back. Each throw and each catch is a separate action. It is, however, necessary for the ball to get to another person before it can be thrown back. An example of communication as in interaction is a phone conversation between two people. Person A speaks and Person B listens, then Person B speaks and Person B listens and so on. Each message is a separate action. Even though there is reaction to each message being sent, the reaction and message are not simultaneous. Most face-to-face communication does not occur as a series of distinctly separate actions. Thus, the term transaction is used to extend the concept of interaction to include simultaneous actions. Persons involved in transaction engage in sending (encoding) and receiving (decoding) messages at the same time. For example, when you and your friends talk, teachers commtnicate to their students or supervisors talk to their employees, they not only send information but also receive information at the same time. Each person is sending and receiving messages simultaneously. This does not necessarily mean that they are talking at the same time; it does mean, however, that two-way communication is taking place. If you fail to look at your friend in the eye because you're thinking about something else, your friend may wonder what you're hiding something and each of you is simultaneously sending and receiving messages. In addition, neither of you is communicating effectively because of your own interpretation of events. In face-to-face communication, each person affects the other and shares in the process simultaneously. Thus, communication transaction can be seen as the simultaneous exchange by which you share your reality with others. q ] Scanned with CamScanner Scanned wth G camscannerigure 1 Communication 4 ry, The essential components of the transactional communication process are constantly, .. changing, ongoing, and dynamic, and they affect one another. ENVIRONMENT/ Feedback(Channel ‘As shown in the figure, there is a direct exchange of communication between two persons. Itis both transactional and interactional since two persons are focused in exchanging ideas to one another. Communication Can Be Intentional or Unintentional When one person communicates with another, he or she intends that specific messages with specific purpose and meanings be received, that is intentional communication. Intentional communication is a message that is purposely sent to a specific receiver. Unintentional communication is a message that is not intended to be sent or was not intended for the individual who received it. To understand this better four possible situations can illustrate further: Situation 1- There is an intentional communication taking place. Two persons are ‘exchanging ideas and simultaneously talk and listen to each other. any Situation 2 - This indicates a situation in which a person unintentionally communicates something to someone who is intentionally trying to receive a ‘message or messages. This situation occurs every time someone reads more into a communication act than was intended by the source, For example when a student in a quiet classroom gets up to sharpen a pencil, the eyes of the other students immediately focus on the moving student, who might have no specific intention (Cs}28. canned with CamScanner G camscannerof communicating anything. The movement, however, provides an opportunity for observers to attribute varying meanings to the message. For instance, one person might believe that the moving student is trying to flirt with her; another might think he is trying to call attention to himself; and the instructor might think he is trying to disrupt the classroom. Despite the student's lack of intention to communicate anything, others have attached meaning to his action and he may have to deal with their interpretation. Situation No. 3 - This is the opposite situation. Here the person intends to send a message, but the person for whom the message is intended is not consciously or intentionally receiving it. Such a situation happens in the classroom when students daydream while the instructor is lecturing. Situation No. 4 ~ This shows that communication can be unintentional for both the source and the receiver and can occur without anyone intentionally sending or receiving a message. Communication that is not intended or that is at least not consciously sent and received is usually nonverbal. Nonverbal communication is any information that is expressed without words. For example, the clothing the person wears might not be worn to communicate any specific message but this hhas a meaning to the observer. Each observer may attach different meaning to the clothing worn. Essential Components of Communication There are eight (8) components of communication: . Source/Speaker Message . Interference/Noise Channel Receiver. . Feedback Environment Context : SNS g RENE The eight components interact when two persons are communicating, yet each element is interdependent on the other elements in a limited way. During actual communication, these components work together. Communication is.a process and the components work together as a system. Source/Sender The source is the creator of the message. He or she wants to communicate his/ her idea and determines the meaning of what is to be communicated, encodes the meaning into a message, making sure he or she chooses the appropriate language that the listener understands, sends the message, and perceives and reacts to.a listener's response to a message. fee . u a] Scanned-with CamScanner Scanned wth G camscannerOnce the source has chosen a meaning, she or he encodes it. In other words, the source translates the thoughts or feelings into words, sounds and physical expressions which make up the actual message that is to be sent. Then, the source must interpret the receiver's fesponse to the message. The source's perception of the receiver's response in most communication situation is simultaneous with the Tesponse. A messageis the stimulus produced by the source. Messages are comprised of words, grammar, organization of thoughts, physical appearance, body movement, voice, personality, self-concept and personal style. Each message is unique. Even if the same message were to be created over and over again, it would differ in each. instance because message cannot be repeated or received in exactly the same way or in the same context. Interference/Noise Anything that changes the meaning of an intended message is called interference. There are three types of noise which hinder the smooth flow of communication: 1. Semantic Interference. This pertains to the specialized words by the speaker. These are words which are used in specific areas which are not familiar to the listeners. These are usually scientific and technical words which are not heard by listeners. 2. Physical and External Interference. This pertains to the external disturbances such as blaring radio, shouting of people around, slamming of the door, someone talking loudly on thecell phone, children playing and otherdisturbing noises. External noise may also include an unpleasant envitonment, such as a smoke-filled room or a room that is too cold or too hot, an unpleasant odor, or even the messy environment. 3. Psychological Interference. This refers to the physical condition of the person -which interferes in the smooth flow of communication such as illness, fatigue, slight deafness or even hunger. Psychological noise also means the person is bothered by problems which oftentimes hinder the person's concentration. Essentially, interference is anything that reduces or distorts the clarity, accuracy, meaning, understanding or retention of a message. (82Scanned with CamScanner. » Scanned wth G camscannerChannel Achannelis the route by which messages flow between sources and receivers. The usual communication channels are light waves and sound waves, which allow us to see and hear one another. The medium through which the light and sound waves travel, however, may differ. For example, when two people are talking face to face, light and sound waves in the air serve as the channels. If a letter is sent > from one person to another, light waves serve as the channel, but the paper and the writing itself serve as the means by which the message is conveyed. Books, films, videotapes, television, computers, radios, magazines, newspapers, and pictures are media though which messages may be conveyed. We also receive communication by smelling, touching and tasting. All five senses contribute to communication. A smile, a hug, a gentle touch are already a means of communication, Receiver : = A receiver analyzes, and interprets messages, in effect translating them into meaning. This process is called decoding. You are simultaneously a receiver and a source. As you listen to another person’s message, you react with body movements and facial expressions, and the person sending the message receives the information conveyed by your physical reactions. Like the source, a receiver has several roles: to receive (hear, see, touch, smell or taste), the message; to attend to the message, to interpret and analyze the message, to store and recalll the message and to respond to the source, message, channel, environment and noise. Feedback Another component in the communication process is feedback, the response to a message that a receiver sends back to a source. Feedback enables a sender to determine whether the communication has been received and understood as intended. To share meaning accurately, the must correct faulty messages and misconceptions, repeat missed meanings, and correct responses as necessary. Feedback is a natural extension of effective receiving. Receivers have the responsibility of attending to, decoding and determining a messager’s intended meaning. The next step is to provide responses (feedback) that let the sender know that the message was received and understood. It is then up to the sender to decide whether the feedback provides enough information to judge whether the receiver accurately interpreted the message. Thus, feedback serves as a kind of control mechanism in the communication process, Unfortunately, we too often fail to monitor our own communication and, more importantly, others reactions to it, so we are often heard or are understood. 3] Scanned with CamScanner Scanned wth G camscannerFeedback is an essential component of the communication process, because it is not only a corrective-device but also a means by which we learn about « ourselves. Giving feedback to others is just as important as receiving it, making the communication truly a shared process. Environment The environment, ot atmosphere, refers to the psychological and physical surroundings in which communication occurs. The environment encompasses the attitudes, feelings, perceptions, and relationships of communicators as well as the characteristics of the location in which communication takes place, for example, the size, color, arrangement, decoration, and temperature of the room. The environment affects the nature and quality of the communication. For example, it is much easier to carry on an intimate conversation in a private, quiet, and comfortable setting than in a public, noisy, and uncomfortable setting. Most | of us find it easier to communicate with someone we know than with someone we do not know. Some environments appear to foster communication, ‘whereas others seem to inhibit it. ~ Check the examples below: : Example No. 1: ‘A. quiet, well-ventilated room is conducive to learning. Students. are | "comfortable and they are more focused to listen to lectures, to study and other activities done in a classroom. Example No. 2: A dirty and noisy classroom make students unruly and unfocused in their f studies. They are inattentive and very often do not pay attention to lecture. fe” The positive or negative effects of communication are in part products of the. environment. Context : os aay The broad circumstances or situation in which communication occurs is called the context. Communication does not occur in a vacuum. It takes place in informal and formal settings such as between friends, among colleagues, between a lawyer and a client, among students and class adviser. The number of people, type of communication and the situation in which the communication occurs all Jend themselves to the context. (shScanned with CamScanner ; Scanned wth G camscannerSee Figure 2 illustrating the flow of the communication between speaker and listener., : . Communication Chain Message from speaker selects _ nerve impulses language symbols theminds of appropriate travel tomuscles are converted the speaker language symbols _ used in speech + into sounds Sounds are sound waves are ° nerve impulses listener responds carried in translated into _travel to the to speaker's wave patterns never impulses _listener’s brain message to listeners (F Craig and George R. Klare, The Journal of ) . : 15 3 Scanned with CamScanner Scanned wth G camscanner(ES) Scanned with CamScanner i Name: Section: Teacher: L Date: ACTIVITY 1 1. What is communication? —— ——— 2. What qualities do you think great communicators have? 3. Who are the people you have met whom you consider to be effective communicators? Why are they effective? 7 Scanned wth G camscanner‘Name: Section:. ‘Teacher: Date: ACTIVITY 2 1. Are you an effective communicator? Why? Why not? 2. What anxieties about communication do you have? 3. What areas of communication do you need to improve? How are you going to do to improve yourself? 18. ia ES} Scanned with Scanned wth G camscanner._ In what recent situation did you find yourself wondering how to be more effective communicator? SS, Scanned wth G camscanner‘Name:. : eS Section: Teacher: Date: ____— ACTIVITY 3 1. Briefly explain the three views of communication, Do you think these thifée views occur in your everyday contact with people? : 2. Why is good listening important in communicating with people? Scanned with CamScanner Scanned wth G camscanner3. Ifcommunication is a process, do you thi icatic i one ofthe steps is missing? Why or why ink communication can take place if 4. What is the difference between effective and effective communication? Scanned with CamScanner Scanned wth G camscanner5. How can feedback deter you from effective communication? 6. What can you do to improve your own communication with people from another culture? Scanned wth G camscanner