COMMUNICATION PROCESSES
“COMMUNICATION”
➔ A common understanding of something
➔ “commun” – Something in common
➔ “ication” – understanding
➔ Defined as the successful conveying or sharing of ideas or feelings
➔ Described as a social contract
➔ Can be interpersonal (with other people) or intrapersonal (with oneself)
IMPORTANCE OF COMMUNICATION ACCORDING TO BHASIN (2021)
➔ Communication process is important particularly among professionals because of the
following notable reasons:
1. Develops coordination
2. For the sooth and proper functioning of each member of the organization
3. Increases the managerial efficiency and leader potentials
4. Promotes the overall organizational peace and cooperation among all employees
ELEMENTS OF COMMUNICATION
➔ Context - refers to the environment where the interaction happens or takes place.
1. Physical Context
✔ the place where communication happens. It can be in school, restaurant,
conference room, and others.
2. Psychological Context
✔ is what the communicators bring to the interaction such as their needs,
desires, values, and personality.
3. Social Context
✔ it's a personal matter. It involves thue relationship of the speaker and the
listeners including the expectations involved in that relationship. For instance,
the social context of a teacher-student will be different from a child-parent
relationship.
4. Cultural Context
✔ it includes all the learned behaviors and rules that affect the interaction
such as the body movements, facial expressions, and practices.
➔ Sender - the source of the message who also does the encoding through speaking or
writing. The sender initiates the communication process by sending a message or
information. He/she makes and uses symbols (words or graphic or visual aids) to convey the
message and produce the required response.
➔ Channel - is the medium or tool to transmit the message. Ex. use of electronic devices to
communicate. For face-to-face interactive they used sense of hearing, seeing, smelling,
touching, and tasting as their channel for transferring the information.
➔ Encoding - is the part of transforming abstract opinions and ideas into symbols such as
words, pictures, signs, and marks. A symbol might represent or indicate opinions,
statements, and actions.
➔ Message - refers to the information, ideas, feelings, opinion, thought, attitude, and view that
the sender wants to deliver to the receiver. The message serves as the key element of any
communication process. Messages may be conveyed through verbal, written, and non-verbal
cues.
➔ Noise - the barrier that affects the message from being sent, received, or understood. Noise
is classified in the following forms:
1. Physical Noise - comes from an external source or the environment where the
communication is occurring such as barking of dogs.
2. Physiological Noise - occurs when the communicator is disturbed by his/her state
of health. Ex. Headache or hunger.
3. Semantic Noise - deals with words and language. Ex. issues in handwriting, jargons
used, and grammatical errors.
4. Psychological Noise - occurs as a result of personal attitudes, assumptions, and
biases.
5. Technical Noise - present in any form of technology. Ex. disconnection or empty
battery gadgets used.
6. Cultural Noise - occurs when cultural expectations, etiquette, attitudes, and values
differ. Many different cultures exist based on nationalities, ages, genders, regions,
social positions, work groups and more. To reduce cultural noise, be informed about
your communication audience and anticipate questions from other points of view.
7. Decoding - is "the process of" translating an encoded symbol into the ordinary
understandable language in contrast to the encoder. Decoding is the first stage in
listening. It is the process of interpreting or understanding the message that was sent
by the sender. It involves translating the sender's words, gestures, or symbols into a
meaningful idea or thought in the receiver's mind.
➔ Receiver - is a person for whom the message is targeted in contrast to the sender.
➔ Feedback - refers to the response of the receiver or audience. It can be in verbal and
nonverbal or written form.
COMMUNICATION MODELS
1. Interactive Model - This model describes communication as a process in which participants
alternate positions as sender and receiver and generate meaning by sending messages and
receiving feedback within physical and psychological contexts.
2. Transactional Model - A communication process where both sender and receiver
continuously send and receive messages simultaneously, influencing each other in a
dynamic, ongoing interaction.
COMMUNICATION PRINCIPLES
FUNDAMENTALS OF INTERPERSONAL COMMUNICATION
➔ Communication is Inevitable
– We constantly send and receive messages from different sources through various
channels.
– It also means that it's impossible not to communicate. Even when we’re not speaking, we
still convey messages through body language, facial expressions, or even silence. Since
others can interpret our behavior or presence as meaningful, we are always communicating
in some form, whether we intend to or not.
➔ Communication is irreversible
– This means that once a message is sent, it cannot be taken back. Even if we try to retract
or correct what was said, the original message has already been received and may have had
an impact. Words, actions, and expressions cannot be undone, making it important to
consider our communication carefully.
➔ Communication is Complex
– It means that it involves multiple factors that influence how messages are sent, received,
and interpreted. These factors include language, tone, body language, cultural background,
personal experiences, and context. Because of these layers, communication can be
misunderstood or interpreted in different ways, making it more than just a simple exchange
of words.
9 COMMUNICATION PRINCIPLES – Suggested by Kapur (2020)
1. Trustworthiness: Building trust is essential for effective communication. When individuals
perceive each other as reliable and honest, it fosters open dialogue and strengthens
relationships.
2. Effective Speaking Skills: The ability to express thoughts clearly and confidently is crucial.
Good speaking skills help convey messages accurately, ensuring the audience understands
the intended meaning.
3. Active Listening: Engaging fully in the listening process is vital. Active listening involves
paying attention, providing feedback, and showing empathy, which helps create a more
meaningful and productive conversation.
4. Good Writing Skills: Clear and concise writing is important for effective communication,
especially in formal settings. Good writing skills help convey information accurately and
persuasively, minimizing misunderstandings.
5. Good Reading Skills: Being able to interpret and understand written content is essential for
effective communication. Good reading skills enable individuals to process information
accurately and respond appropriately.
6. Objective Judgment: Making unbiased and fair assessments is crucial in communication.
Objective judgment helps individuals evaluate information and perspectives without personal
biases, leading to clearer understanding and decision-making.
7. Value Differences: Recognizing and respecting diverse perspectives and backgrounds
enhances communication. Valuing differences fosters inclusivity and promotes more effective
interactions among individuals.
8. No Assumptions: Avoiding assumptions helps clarify communication. Instead of making
guesses about others’ thoughts or feelings, it is better to ask questions and seek clarification,
which leads to more accurate understanding.
9. Authenticity: Being genuine and true to oneself in communication fosters openness and
trust. Authenticity encourages others to engage sincerely and helps build stronger
connections.
GLOCAL COMMUNICATION AND INTERNET
Globalization was first recognized by the end of the 18th century when the British empire introduced
to the world the innovations then such as the steam engine and the industrial weaving machine.
"The emergence of globalization and the evolution of communication media started with the arrival
of the satellite which enabled communication to take place in real time over great distances."
– Marshall McLuhan
POSITIVE AND NEGATIVE FEATURES OF GLOBALIZATION IN INTERPERSONAL
COMMHNICATION:
1. It promotes Cultural Exchange
2. It Encourages Greater Tolerance
3. It Increases Flow of Information
4. It Advances Learning Different Languages
5. It Supports Technological Innovation
6. It Helps Social Movements at International Level
“GLOCALIZATION”
– is a concept used in diverse fields of study such as geography, sociology, business and
communication since 1995. Glocal and glocalization are neologisms that emerged in
1990-1991, resulting from merging the words local and global into a single word to indicate
the fusion between the two.
– is when global products or ideas are adapted to suit local cultures and preferences. It
combines "global" and "local," showing how international brands modify their offerings to
fit in with local tastes. For example, a fast-food restaurant might add local dishes to its menu
in different countries to appeal to local customers.
– Glocalization is the term describing the concrete daily context we live in influenced by the
convergence of literally everything - Knowledge, Skills, Practices, Products, and Services.
(Popova, 2009)
THE INTERNET
1. Internet Communication is very often favorable for fast establishment of contacts between
people.
2. Internet Communication increases the possibility of ambiguity as it a poor medium.
3. internet Communication introduces a system of conventional signs.
4. Anonymity in the Internet involves unrestricted possibilities of manipulation with one’s own
identity.
THE WOLRD ENGLISHES IN MULTICULTURAL SETTING
➔ Multicultural - refers to a society that contains several cultural or ethnic groups.
➔ Cross-cultural - deals with the comparison of different cultures.
➔ Intercultural - describes the communities in which there is a deep understanding and
respect for all cultures.
CULTURAL FACTOR OF COMMUNICATORS IN MULTICULTURAL SETTINGS:
1. Mother tougue and secondary languages
2. Race
3. Ethnicity
4. Gender
5. Local Culture
6. Religion
7. Regional attire
8. Ancestry, Parents and Families
9. Teachers
10.Friends
11. Neighborhood
12.Education
13.Profession
14.Experience
15.Politics
16.Physical features
17. Media
WORLD ENGLISHES
➔ The concept of world Englishes is clearly described in the three concentric circles (Kachru,
1982) in the figure. It maps the growth and spread of English in the world into different
circles:
1. the inner circle refers to the traditional bases of English where English is the native
language or L1
2. the outer circle consists of a large speech community with great diversity and distinct
characteristics
3. the expanding circle refers to countries where English is a foreign language.
PHILIPPINE ENGLISH
➔ Philippine English is associated with a distinct accent, a localized vocabulary, and even a
body of creative writing by Philippine writers in English.
LINGUISTIC FEATURES OF PHILIPPINE ENGLISH:
1. Phonological Features - These refer to the characteristics of sounds in a language,
including aspects like pronunciation, intonation, stress, and rhythm. These help distinguish
between different sounds and can affect how words are understood. For example, in English,
the difference between the words "bat" and "pat" is phonological, as it hinges on the initial
consonant sounds
2. Lexical Feature - These pertain to the vocabulary of a language, including the meanings of
words and their relationships to each other. These include aspects such as synonyms (words
with similar meanings), antonyms (words with opposite meanings), and collocations (how
words commonly combine). For example, "happy" and "joyful" are synonyms, while "happy"
and "sad" are antonyms.
VARIETIES OF PHILIPPINE ENGLISH
1. Acrolectal Philippine English - associated with academics
2. Mesolectal Philippine English - Professionals who are non-english major
3. Basilectal Philippine English - slangs, usually use of janitors, workers
BUILDING CONNECTION IN THE NEW NORMAL
WAYS TO ENHANCE EFFECTIVENESS IN THE NEW NORMAL COMMUNICATION:
1. Give people space
2. Be intentionally empathetic
3. Ask questions
4. Be forgiving
5. Build relationships
VIRTUAL PRESENTATION AND NETIQUETTES
EXPERT TIPS FOR A SUCCESSFUL VIRTUAL PRESENTATION:
1. Get the lighting right
2. Choose the right background
3. Know the technology
4. Play to the camera
5. Get close (but not too close)
6. Stand up
7. Be animated
8. Pace yourself
9. Do a sound check
10.Plug into your modem
11. Incorporate redundant systems
12.Engage your participants
13.Let someone else check the chats
14.Evaluate and enhance
15.Be yourself and have fun
THE CORE VALUES OF NETIQUETTE: BOOK OF VIRGINIA SHEA
Rule 1: Remember the human feelings.
Rule 2: Adhere to the same standards of behavior online that you follow in real life.
Rule 3: Know where you are in cyberspace.
Rule 4: Respect others' time and bandwidth.
Rule 5: Make yourself look good online.
Rule 6: Share expert knowledge.
Rule 7: Help keep flame wars under control.
Rule 8: Respect one another's privacy.
Rule 9: Don't abuse your power.
Rule 10: Be forgiving of other people's mistakes.
WRITING INCIDENT REPORT
Incident Report - is a form to be filled out to record information about an unusual event.
WHEN IS INCIDENT REPORT WRITTEN?
1. Injury to individuals
2. Self-abusive behavior
3. Agreesive behavior directed at others
4. Jeopardizing others
5. Serious illness
6. Property destruction
7. Imminent death
8. Unusual problematic behavior
9. Missing articles
10.Medication reaction
11. Administration of wrong medicine or vaccine
12.Exposure incidents
HOW TO WRITE AN EFFECTIVE INCIDENT REPORT?
1. Present the facts
2. Arrange the events logically, chronologically
3. Analyze the events
4. Recommend course and action
INTEROFFICE CORRESPONDENCE
Interoffice Correspondence - includes all written communications or transactions between officials
and employees of a particular company or organization.
TWO TYPES OF INTEROFFICE CORRESPONDENCE:
➔ Memorandum - Is a note, document or a form of communication intended to issue a
directive, execute a policy, present an information report, provide suggestions and
instructions, propose a particular project and solve problems or make requests.
TYPES OF MEMORANDUMS:
1. Directive Memo
2. Report Memo
3. Response Memo
4. Confirmation Memo
5. Ideas and Suggestions Memo
CHARACTERISTICS OF AN EFFECTIVE MEMO:
1. short and precise
2. observe proper writing mechanics
3. not utilized hackneyed expressions, runabout phrases and jargons
4. conversational in style
5. courteous and understanding in tone
ESSENTIAL PARTS OF MEMO:
1. Letterhead
2. Heading
3. Dateline (Date)
4. Recipient (To)
5. Sender (From)
6. Subject (Re)
7. Body of the Memo
8. Signatory
➔ Minutes of the Meeting - Meetings are set and conducted in every company or
organization. Minutes are actual record of the proceedings or what transpires during a
particular meeting.
MOTIONS DONE IN MEETINGS:
1. Call to Order
2. Business Arising
3. Agenda
4. Other matters
5. Adjournment
WHAT SHOULD BE INCLUDED IN THE MINUTES OF THE MEETING?
1. Date, time, and venue of the meeting
2. Presider
3. Attentees/Absentees
4. Amendments to previous meeting minutes through business arising
HOW AGENDA IS CARRIED OUT:
1. Motions made
2. Motions approved
3. Motions denied
4. Suggestions
5. Plans of action
6. New business
7. Schedule, time and venue of the next meeting
8. Approval and signatory of the President