MODULE 1:

COMMUNICATION OVERVIEW
 This module will give the knowledge on the
meaning of communication its basic components
such as understanding its nature, communication
as an important part of everyday life.
Understanding the nature concept and process
would make the life of people change.
 Communication students needs to master the meaning of
communication - they should have a deeper understanding
on the basics of communication that will serve as their
foundation in all subjects in BA Communication courses in
the Department of Communication.
LEARNING OBJECTIVES:
1. Learn the fundamentals of communication as a field of study
2. Learn the different barriers in communication and how to
address them
3. Learn the non-verbal forms of communication (kinesics,
haptics, proxemics, chronemics, artifactual and paralinguistic)
LEARNING OUTCOMES:
1. Demonstrate in-depth knowledge
on the meaning of communication
2. Understand the general knowledge
in communication.
LESSON 1:
BASIC CONCEPTS
OF COMMUNICATION
Communication can be defined in different terms.
It is the process on how messages are received and interpreted.
Communication is also about forming relationships with others
and is something that we do on a daily basis (Nonis, 2016).
It can be an exchange of information between individual, for
example, by means of speaking, writing, or using a common
system of signs of behavior (Ndonye, 2014).
 It is the process of transmitting information and common
understanding from one person to another. (Lunenburg, 2010).
Elements and Process of Communication
The term communication process refers to the exchange of
information (a message) between two or more people.
 For communication to succeed, both parties must be able to
exchange information and understand each other. If the flow
of information is blocked for some reason or the parties cannot
make themselves understood, then communication fails.
(Nordquist, 2020)
 Noise

Sender Message Encoding Channel Reciever Decoding

Feedback

Figure 1. Basic Communication Model with Encoding and Decoding (credits: Google Images)
According to Sampa (2017), there are five basic elements of
communication and each plays a vital part of the
communication process:
 Sender
plays the specific role of starting communication.

Receiver
the party to whom the sender transfers the message. It can be one
person or an entire audience of people.

Message
most crucial component of effective communication. The message isn’t
necessarily what the senders aim to be. Rather, the message is what the
receiver perceives the messages to be.

Channel
the message travels from one point to another through a channel of
communication.

Feedback
it describes the receiver’s response or reaction to the sender’s message. It
helps the sender to determine how the receiver interpreted the message
and how it can be improved.
According to Sipacio, Philippe John F. & Balgos, Ann Richie G.
(2016), there are nine basic elements of communication
process:
 Speaker
the source of information or message.
Message Receiver
the information, ideas, or thoughts conveyed the recipient of the message, or someone
by the speaker in words or in actions. who decodes the message.
Encoding Feedback
the process of converting the message into the reactions, responses, or information
words, actions, or other forms that the speaker provided by the receiver.
understands. Context
Channel the environment where communication
the medium or the means, such as personal or takes place.
non-personal, verbal or nonverbal in which the Barrier
encoded message is conveyed. the factors that affect the flow of
Decoding communication.
the process of interpreting the encoded
message of the speaker by the receiver.
According to Nordquist (2018), there are seven basic elements
of communication process:
 Sender
the communication process begins with the
Feedback
sender, who is also called the communicator or
The communication process reaches its final point
source. The sender has some kind of information
when the message has been successfully
—a command, request, or idea —that he or she
transmitted, received, and understood. The
wants to share with others.
receiver, in turn, responds to the sender, indicating
comprehension. Feedback may be direct, such as a
Receiver
written or verbal response, or it may take the form
The person to whom a message is directed is
of an act or deed in response.
called the receiver or the interpreter. In order to
comprehend the information from the sender,
Noise
the receiver must first be able to receive the
This can be any sort of interference that affects the
sender's information and then decode or
message being sent, received, or understood.
interpret it.

Message Context
This is the setting and situation in which
The message or content is the information that
communication takes place. Like noise, context
the sender wants to relay to the receiver.
can have an impact on the successful exchange of
information. It may have a physical, social, or
Medium
cultural aspect to it.
Also called the channel, the medium is the
means by which a message is transmitted.
Functions of Communication
Communications serves four major functions within a group or
organization.
 These are

C_n_r_l,
Mo_i_a_ion,
E_o_i_n_l Ex_r_s_i_n,
I_f_r_a_i_n.
 For emotional expression, Remoral (2017) explained that
human always need to express their emotions verbally and
nonverbally. Emotions are a central part of who we are.
Beyond thinking about the things and people in our world,
we feel about them and about ourselves.
While Valle (2019) gave another four functions with
no emotional expression included but it has social
interaction.
Regulation or control refers to the use of communication to
guide, manage, or influence people's behavior. This function
of communication helps ensure that individuals act in ways
that are socially acceptable or aligned with certain rules.

As noted by Remoral (2017), communication plays a key role in

regulating both the type and amount of human activities. It
means that communication can be used to limit, direct, or
supervise what people do and how often they do it.
Social Interaction’s function is utilized to make social
relationships. this is also used to form bonds, intimacy,
relations, and connections with others.
 Communication is not only used to exchange information,
but also to interact socially.

Through conversations, greetings, gestures, and shared

experiences, people build trust, friendship, and deeper
emotional bonds.

Social interaction helps maintain harmony, cooperation, and

a sense of belonging within a group or community.
Motivation is used to power up preferences, desires,
needs, wants, decisions, goals, and strengths.
 Motivation fuels why people do what they do.

It pushes individuals to make choices, pursue goals, and act

based on their inner drives and external influences.
Whether it's a need for success, the desire to improve, or
the want for recognition, motivation gives people the
energy and direction to achieve what they value or aim for.
Information is used for grabbing
and sharing information.
Communication helps people learn new things and pass on
what they know. It allows individuals to ask questions, give
answers, report events, explain ideas, or provide instructions.
Whether through speaking, writing, or media, this function is
essential for education, awareness, and decision-making.
On other accounts, Hyderabad (n.d.) said that the
functions of communications are as follows:
 a. The information function serves to provide
knowledge to the individuals need for guidance
in their actions. It also fulfills one’s desires for
awareness of things that affect them.
 People rely on communication to gain important facts or
updates that help them act wisely or responsibly. Whether
it’s news, instructions, or feedback, this kind of information
supports both personal understanding and practical
decision-making.
 b. The command and instructive functions
serve to make the people aware of his
obligations to the formal organization and to
provide him with additional guidance on how to
perform his duties adequately.
 Communication is used to give orders, set expectations,
and provide instructions so that people know what is
required of them. It ensures that everyone in a formal
setting—like a workplace, school, or institution—follows
rules and performs their duties effectively and efficiently.
c. The influence and persuasion function (also known
as motivational function) encourages the appropriate
individual to perform or to exhibit a certain behaviour.
Messages communicated are used to convince
individuals that their actions can be personally or
organizationally beneficial.
Communication is used to motivate people to take action or
change their behavior by highlighting the advantages or
positive outcomes of doing so. Whether in a workplace,
classroom, or social setting, persuasive messages aim to
align individual actions with desired goals, often by
appealing to one’s values, needs, or rewards.
 d. The integrative function refers to the fact that the
communication of messages / ideas, if properly handled,
should help to relate the activities of the people or workers
to their efforts complement rather than detract from each
other. Work efforts are unified rather than fragmented as
a result of properly integrative communication.
When communication is done properly, it helps
unify individual tasks and responsibilities so that
they complement each other, leading to
teamwork.
Forms of Communication
Cabrera et. Al. (2008) stated that there are two forms of
communication, Verbal and Non Verbal, whereas verbal
communication uses written or spoken language and
non-verbal makes use of non-linguistic symbols such as
sign, touch, facial expression, body language, tone of
voice, clothing and artifacts.
 In other sources, written and visual language are being
separated from the two main forms that was first stated
above. Wilkomm (2018) said that there are five forms of
communication, as follows:
 Verbal Communication
Verbal communication occurs when we engage in speaking with
others. It can be face-to-face, over the telephone, via Skype or Zoom, etc.
Some verbal engagements are informal, such as chatting with a friend
over coffee or in the office kitchen, while others are more formal, such as
a scheduled meeting.

Regardless of the type, it is not just about the words, it is also about the
caliber and complexity of those words, how we string those words
together to create an overarching message, as well as the intonation
(pitch, tone, cadence, etc.) used while speaking.
 In addition, when occurring face-to-face, while the words are
important, they cannot be separated from non-verbal
communication.

Non-verbal cues—like facial expressions, gestures, tone of voice,

and body language—play a crucial role in conveying meaning
and emotion. Words and non-verbal signals work together and
cannot be fully understood in isolation.
 Non-verbal Communication
What we do while we speak often says more than the
actual words. Non-verbal communication includes
facial expressions, posture, eye contact, hand
movements, and touch.
This emphasizes that our body language and other non-verbal
behaviors can convey deeper or more authentic messages
than our spoken words. These cues often reveal emotions,
attitudes, or intentions that words alone may not fully express.
 Written Communication
Whether it is an email, a memo, a report, a Facebook post, a
Tweet, a contract, etc. all forms of written communication have
the same goal to disseminate information in a clear and concise
manner – though that objective is often not achieved.

In fact, poor writing skills often lead to confusion and

embarrassment, and even potential legal jeopardy. One
important thing to remember about written communication,
especially in the digital age, is the message lives on, perhaps in
perpetuity.
Thus, there are two things to remember: first, write well –
poorly constructed sentences and careless errors make
you look bad; and second, ensure the content of the
message is something you want to promote or be
associated with for the long haul.
 Listening
The act of listening does not often make its way onto the
list of form of communication. Active listening, however, is
perhaps one of the most important form of
communication because if we cannot listen to the person
sitting across from us, we cannot effectively engage with
them.

Think about a negotiation – part of the process is to assess

what the opposition wants and needs. Without listening, it
is impossible to assess that, which makes it difficult to
achieve a win/win outcome.
Without truly listening, it's impossible to understand
others or engage in productive conversations. So,
being a good communicator isn’t just about talking
well, but also about listening well.
 Visual Communication
Visual types of communication include signs, maps or
drawings as well as color or graphic design. These typically
reinforce verbal communication, and they help to make a
point. Visual aids can help a speaker remember important
topics, give the audience something to look at, and
generally help convey the message being presented
(Vivian, J., 1999).
 Written Task 1:
Scenario:
You are part of a group working on a class project. During a team meeting, one of your
group members, Jordan, presents an idea with great enthusiasm. However, another group
member, Leah, sits with her arms crossed, avoids eye contact, and does not respond. When
asked for her opinion, she briefly says, “It’s fine,” with a flat tone.

Later, Jordan becomes frustrated and tells you, “I don’t think Leah likes my idea, but she’s
not being honest.” Leah, on the other hand, later confides in you, saying she didn’t feel
comfortable speaking up because Jordan tends to interrupt people when they talk.

As the group leader, you are now tasked with resolving the tension and making sure
communication flows smoothly moving forward.

Task/Activity:

Write a short reflection essay (300-800 words) analyzing the situation based on what you’ve
learned about communication. In your response, address the following:
[Link] communication barriers were present in this situation?
[Link] did non-verbal cues (such as Leah’s body language and tone) affect how her
message was perceived?
[Link] role did active listening or the lack of it play in the breakdown?
[Link] strategies or actions you would take to improve communication within the
group.
LESSON 2:
BARRIERS IN
COMMUNICATION
What does barriers mean in communication?
A communication barrier is anything that prevents us
from receiving and understanding the messages that
others use to convey their information, ideas and
thoughts.

They can interfere with or block the message you are

trying to send.
What are these barriers?
According to Kunbakonam (2016), there are five
types of Communication Barriers, which are:
 1. Attitudinal or Psychological barriers
2. Behavioral barriers
3. Cultural barriers
4. Language Barriers (Semantic barriers)
5. Environment and Physical Barriers
Attitudinal Barriers
A common cause of communication breakdown in a
workplace situation is people holding different
attitudes, values and discrimination.
An example of this is differing perceptions people have
of power and status.

Some people may think that they should treat people or

be treated differently based on what they perceive as
their status or power within a workplace or in the
community.
 For example, in a workplace, some individuals might
view managers or supervisors as having significant
authority and control, which could influence how they
interact with them.
However, what one person considers power and
control might be considered leadership or
mentoring by another person.
 These differing perceptions can create challenges in
communication, as one person might approach the
interaction with deference or hesitation, while another
might expect a more equal and open exchange.
 Effective communication is necessary no matter what
level or position you occupy. It helps address situations
where someone may be trying to exert power or control
over you.
Discrimination arises when people make judgments about
individuals or groups without thinking clearly. Behaviors
such as stereotyping, bias and prejudice are forms of
discrimination.
 These actions are harmful because they are
based on incomplete or inaccurate information.
Discrimination causes people to miss out on the value
of difference, and the benefits that individuals and
groups bring to any situation (Konbakonam, 2016).
Discrimination leads to missed opportunities to
appreciate the value of diversity.

It prevents individuals and groups from

benefiting from the unique insights, ideas,
experiences, and knowledge that diverse
people bring to a situation.
Valuing people who are different, whether in terms
of race, gender, education, age, ability, lifestyle, or
experience allows us to draw on a broader range of
insights, ideas, experience and knowledge.
 On the other hand, attitudinal behaviors for
Kapur (2018), are considered as Psychological
Barriers which is a subset for Attitudinal Barriers.

According to him, In the process of

communication, it is vital to understand each
other’s mindset and mental capacity.
 These barriers arise when individuals fail to
understand or align with each other's mindset or
mental capacity during communication.
 Sample Situation
During a lecture, a professor notices a student giving
confused looks. The professor wants to ask if the student
needs clarification but hesitates. He fears the student might
feel embarrassed in front of the class. This concern creates a
psychological barrier that stops him from initiating the
conversation, leaving the misunderstanding unresolved.
If someone is communicating with the other individual
or a group of individuals with an attitude of disinterest
or unwillingness then the process of communication
will not be effective.
 The attitude of the communicators plays a significant
role in the success of communication. An inappropriate
attitude such as apathy or negativity can hinder the
process.
Behavioral Barriers
The behaviors like bias, generalizations and stereotyping
can cause communication barriers. Having these
attitudes and not confronting them is not just wrong, it
is bad for individuals. In the workplace, such attitudes
can cost the organization time and money.
Why can it cost time and money?
 If we don’t recognize and correct these attitudes, we harm
individuals by limiting opportunities, lowering confidence,
and damaging relationships. In a workplace, these behaviors
slow down teamwork, cause conflicts, and lead to mistakes.
All of this wastes time (repeating tasks, resolving
disputes) and money (reduced productivity,
possible legal issues).
Bias means having a one-sided preference or prejudice.

Generalizations are oversimplified statements about

groups of people.

Stereotyping is assigning fixed traits to all members of a

group without considering individual differences.
Stereotyping happens when we believe we know
something about a person simply because they
belong to a certain cultural or social group.
 For example, we might assume someone’s abilities,
habits, or values based only on where they come from,
how they look, or what they own.

These assumptions often come from bias—personal

prejudices we hold toward certain behaviors,
appearances, possessions, or even specific regions.
 Meaning, our situation, appearance and behavior may
contribute to other people’s stereotyped views, and this can
create communication breakdowns because:
People may stop listening openly.
Messages may be misinterpreted.
Mutual respect can be lost.
Language Barriers
 Language barriers occur when people do not speak the
same language, or do not have the same level of ability in a
language. However, barriers can also occur when people are
speaking the same language when we use different levels of
language or we use jargon or slang which is not understood
by one or more of the people communicating
(Kumbakonam, 2016)
 When we talk to other people whether formally (like in a
meeting) or informally (like chatting with friends) we need
to choose appropriate words, vocabulary, and language that
show decency and respect.
Language and vocabulary that is used in communication
should be understandable to the persons; if a person
speaks only English and a word is used in Spanish then he
may or may not understand the word, for instance, if a
person speaks only English, then it could be a possibility
that he might have studied other languages such as
Spanish or French.
Two or more persons when they are communicating
with each other should use a common language, so
that everyone can understand it well (Kapur, 2018).
Overcoming Language Barriers by Kumbakonam (2016)
 When people don’t share the same language, visual aids such
as photos, drawings, or diagrams can help make ideas easier to
understand.

Non-verbal communication (like facial expressions, gestures,

or body movements) can also help, but we must remember
that these can mean different things in different cultures.

A gesture that is friendly in one culture might be considered

rude in another. What is clear to us may not be clear to
others.
 The quality of your voice is also important for clear
communication. Be sure to speak with appropriate volume
for the situation and use clear diction. Listening actively to
other people and letting them know that you are listening
is an excellent way to overcome language barriers.
Environmental and Physical Barriers
Under the environmental and physical barriers, Kapur
(2018) noted the following classification of barriers:
Time
Space
Place
Medium
 Time – This is the barrier which is concerned with developing
quicker and speedy channels of communication. Time can be an
environmental or physical barrier when communication takes too
long to reach the other person.

If a method like mailing letters in a post requires a lot of time before

the message is received, it can slow down work, delay decisions, and
reduce efficiency.
 Space – An environmental or physical barrier refers to the physical
distance between people that makes communication less effective.

For example, if two people need to discuss something important but

one is in India and the other is in the USA, talking over the phone
might not be enough—especially if they need to share detailed
information.
 Place – This is an environmental or physical barrier
refers to the location and surroundings where
communication happens. If the environment is noisy,
crowded, or uncomfortable, it can distract people and
make it hard to hear or focus on the message.

For example, trying to have an important discussion

in a busy street, a loud cafeteria, or an overcrowded
room can result in missed information and
misunderstandings.
Medium – An environmental or physical barrier refers to the
channel or method used to send a message.
Communication can be oral, written, audio, video, formal, or
informal—but the chosen medium must match the
situation and be clear for the receiver.

If the medium is inappropriate, unclear, or imprecise, the

message can be misunderstood. For example, explaining a
complex technical process only through a quick phone call
might cause confusion, whereas a detailed written
document with diagrams might work better.
Overcoming the Barriers of Effective
Communication using Effective
Communication Skills
 1. Connecting with the audience
Build rapport and trust by showing genuine
interest, addressing people respectfully, and
adapting your approach to their needs and
background. This makes them more open to
receiving your message.
 2. Summarizing what has been said
Briefly restating the main points ensures that
everyone has understood the key ideas and
reduces the chance of misinterpretation.
 3. Effective questions
Ask clear, purposeful questions to gather information,
clarify doubts, and encourage deeper thinking. This
also keeps the communication two-way rather than
one-sided.
 4. Seeking participation
Invite input, opinions, and feedback so that everyone
feels involved. This makes communication more
engaging and ensures multiple perspectives are
heard.
 5. Simple words
Avoid jargon and overly complex terms. Use clear, familiar
language so that the message is easily understood by
people with different levels of knowledge.
6. Body Language (smile, eye contact, gestures, tone)
Non-verbal cues can reinforce or weaken your message.
Smiling, maintaining appropriate eye contact, using
natural gestures, and having a friendly yet confident
tone all help build understanding and trust.
 7. Cultural Sensitivity
Be aware that different cultures have different
communication styles, values, and interpretations. Respect
these differences to avoid misunderstandings or offense.
 8. Checking for understanding
Confirm that your audience has understood the message
by asking for feedback, posing follow-up questions, or
encouraging them to restate the main points.
 8. Checking for understanding
Confirm that your audience has understood the message
by asking for feedback, posing follow-up questions, or
encouraging them to restate the main points.
LESSON 3:
Levels of
Communication
According to Daraji and Dhameliya (2014), there are five levels of communication:

Intrapersonal Communication – it is the communication within oneself.

Interpersonal Communication – sharing ideas and information on a “one-on-

one” basis. It is also known as dyadic communication.

Small Group Communication – Three to twelve (3 – 12) persons are considered a

small group sharing ideas and information.

Public Communication – it takes place when people gather in a unit that is too
large for everyone to talk and contribute.

Mass Communication – many people, in different places, at different times can

receive the same messages through mediums such as electronic device, internet,
television, radio, film, print newspapers, magazines, and books.
 According to Sampa (2017), there are five levels of communications:
Intrapersonal Communication – active internal involvement of the individual in
representative processing of messages.

Interpersonal Communication – in this level of communication, communication

channels are the medium chosen to convey the message from sender to receiver.

Group Communication – small group communication generally takes place in a

context that mixes interpersonal communication interactions with social
clustering.

Public Communication – it’s a level of communication built on ideas and images,

persuasion and information, strategy, and tactics.

Mass Communication – process in which a person, group of people, or an

organization sends a message through a channel of communication to a large
group of anonymous and heterogeneous people and organization.
National Open School (2013) states that there are four levels of communication:
Intrapersonal Communication – is basically communicating with oneself.

Interpersonal Communication – is communication between persons or one to

onecommunication. This level of communication can be either formal or informal.

Formal Interpersonal Communication-sales counters, job interviews, and taking part in meetings or
conferences.
Informal Interpersonal Communication-private discussions with friends or family members, corridor
discussions and conversation in canteens or restaurants.

Public Communication – defined as a situation where many people receive

messages from one person. The skills of the person are very important here in this
situation.

Group Communication – it is a level of communication wherein a group of

people, generally known to each other. This group of people meet, and talk to
each other with a common.
While, Tubbs and Moss (1991) stated that there are six levels of communication:

Two-Person Communication – also dyadic communication is the basic unit of

communication.

Small-group Communication – is defined as “face to face” communication

among a small group of people who share a common purpose or goal.

Public Communication – often referred to as public speaking.

Organizational Communication – “the flow of messages within a network of

interdependent relationships” (Goldhaber, 1990).

Mass Communication – communication that is mediated. Communicates

through printed or electronic media.

Intercultural Communication – communication between members of different

cultures.