Transcript Communication Process

ACTIVITY:
“PASS THE MESSAGE”
BY: JOCRIS :P
The Speech
Communication
Process
Reported By:
Don Jericho Baldoza
Mark Vincent Lego
Juliet Kate Notor
Jocris Sobreo
James Roger Romasanta
What is Communication
Process??
The exchange of information
(a message) between two or more
people.
Sender
Content
Message
Essential in
establishing a
communication are
SIX elements…….
Feedback
Channel
Receiver
Stage 1: Sender
• To establish yourself as an effective
communicator, you must first establish
credibility.
• In the business arena, this involves
displaying knowledge of the subject,
the audience and the context in
which the message is delivered.
Stage 2: Message
• Written, oral, and non-verbal
communications are affected by the
sender’s tone, method of organization,
validity of the argument, what is
communicated and what is left out, as
well as your individual style of
communicating
Stage 2: Message
• Messages also have intellectual and
emotional components, with intellect
allowing us the ability to reason and
emotion allowing us to present
motivational appeals, ultimately changing
minds and actions.
Stage 3: Channel
• Messages are conveyed through
channels \
• Verbal Channels:
–Face-to-face meetings
–Telephone conversations
–Video teleconferencing
Stage 3: Channel
• Written Channels:
–Letters
–Emails
–Memos
–Reports
Stage 4: Receiver
• These messages are delivered to an
audience.
• No doubt, you have in mind the actions
or reactions you hope your message
prompts from this audience.
Stage 4: Receiver
• Keep in mind, your audience also enters
into the communication process with
ideas and feelings that will undoubtedly
influence their understanding of your
message and their response.
Stage 4: Receiver
• To be a successful communicator, you
should consider these before delivering
your message, acting appropriately.
Stage 5: Feedback
• Your audience will provide you with
feedback:
–Verbal and nonverbal reactions to your
communicated message.
• Pay close attention to this feedback,
as it is crucial to ensuring the
audience understood your
message.
Stage 6: Content
• The situation in which your message is
delivered is the context.
• This may include the surrounding
environment or broader culture.
–corporate culture
–international cultures
STAGES OF THE
COMMUNICATION
PROCESS
STIMULUS/
STIMULI
DECODING
IDEATION
RECEPTION
UNDERSTANDING
ACTION/
FEEDBACK
ENCODING
TRANSMISSION
1. STIMULUS/
STIMULI
• This is the triggering event of the
communication process. It may be in the form
of:
-events
-conditions
-situations
-feelings or emotions
Which urge the message sender
to communicate and start the ideas
to be verbalized.
2. IDEATION
• Based on the idea fed by the stimulus,
an idea or several ideas are formulated
and organized to answer a need to
communicate.
3. ENCODING
• The ideas, which have been organized in
the ideation stage, are put into code to
make transmission possible.
To represent these ideas, symbols in
the form of sounds or words are
made use of.
4. TRANSMISSION
• The encoded message is sent through a
chosen appropriate channel or medium. The
choice hinges on the sender’s purpose in
sending the message.
• He sees to it that it is free from
barriers or interference to
insure a good reception of the
message.
5. RECEPTION
• The message, which has been sent
through a medium selected by the
sender, reaches the receiver.
6. DECODING
• The codes or symbols used to transmit
messages are converted into ideas or
mental images to be interpreted by the
receiver.
7. UNDERSTANDING
• The message, which has been
transformed into thought or mental
images, having been interpreted now
becomes clear to the receiver. She/he
understands the message as intended by
the sender. If she/he does not,
because of the certain barriers,
miscommunication sets in.
8. ACTION/FEEDBACK
• This is the last stage of communication
process. The receiver responds to the
message received by sending feedback.
• This completes the dynamic process of
communication. It may not end
there, however.
8. ACTION/FEEDBACK
• The feedback sent in turn, serves as
stimulus that may trigger the
communication cycle go on.
• As communication continues, so do the
taking of turns and switching of
roles between the speaker and
the listener.
The
Speech
Chain
“BARRIERS
OF
COMMUNICATION”
KINDS OF BARRIERS
1.
Physical
3.
Emotional
5.
Language
7.
Interpersonal
2.
Perceptual
4.
Cultural
6. Gender
barriers
1. Physical barriers
• are easy to spot – doors that are closed, walls
that are erected, and distance between people
all work against the goal of effective
communication.
• While most agree that people need their own
personal areas in the workplace,
setting up an office to remove
physical barriers is the first
step towards opening
communication.
• Many professionals who work in industries that
thrive on collaborative communication, such as
architecture, purposefully design their
workspaces around an “open office” plan.
• This layout eschews cubicles in favor of desks
grouped around a central meeting space.
• While each individual has their own
dedicated work space, there are no visible
barriers to prevent collaboration with
their co-workers.
This encourages greater openness and
frequently creates closer working bonds.
2. Perceptual barriers
• In contrast, are internal. If you go into
a situation thinking that the person you
are talking to isn’t going to understand
or be interested in what you have to
say, you may end up subconsciously
sabotaging your effort to make
your point.
• You will employ language that is sarcastic,
dismissive, or even obtuse, thereby
alienating your conversational partner.
Think of movie scenarios in which someone
yells clipped phrases at a person they
believe is deaf.
• The person yelling ends up looking
ridiculous while failing to communicate
anything of substance
3. Emotional barriers
• can be tough to overcome, but are
important to put aside to engage in
conversations.
• We are often taught to fear the words
coming out of our own mouths,
as in the phrase “anything you say
can and will be used against you.”
Overcoming this fear is difficult,
but necessary.
• The trick is to have full confidence in what
you are saying and your qualifications in
saying it. People often pick up on
insecurity.
• By believing in yourself and what
you have to say, you will be able to
communicate clearly without
becoming overly involved in your
emotions.
4. Cultural barriers
• are a result of living in an ever
shrinking world. Different cultures,
whether they be a societal culture of a
race or simply the work culture of a
company, can hinder developed
communication if two different
cultures clash.
• In these cases, it is important to find a
common ground to work from. In work
situations, identifying a problem and
coming up with a highly efficient way to
solve it can quickly topple any cultural or
institutional barriers.
• Quite simply, people like results.
5. Language barriers
• seem pretty self-inherent, but there
are often hidden language barriers that
we aren’t always aware of. If you work
in an industry that is heavy in jargon or
technical language, care should be taken
to avoid these words when
speaking with someone from
outside the industry.
• Without being patronizing, imagine
explaining a situation in your industry to
a child. How would you convey these
concepts without relying on jargon? A
clear, direct narrative is preferable to
an incomprehensible slew of
specialty terms.
6. Gender barriers
• have become less of an issue in recent
years, but there is still the possibility
for a man to misconstrue the words of a
woman, or vice versa. Men and women
tend to form their thoughts
differently, and this must be
taken into account when
communicating.
• This difference has to do with how the brain of
each sex is formed during gestation. In general,
men are better at spatial visualization and
abstract concepts such as math, while women
excel at language-based thinking and emotional
identification.
• However, successful professionals in
highly competitive fields tend to have
similar thought processes regardless
of their gender.
7. Interpersonal
barriers
•
are what ultimately keep us from reaching out to
each other and opening ourselves up, not just to be
heard, but to hear others. Oddly enough, this can
be the most difficult area to change.
• Some people spend their entire lives attempting to
overcome a poor self-image or a series of deeply
rooted prejudices about their place in the world.
• They are unable to form genuine
connections with people because they have
too many false perceptions blocking the way.
• Luckily, the cure for this is more communication. By
engaging with others, we learn what our actual
strengths and weaknesses are. This allows us to put
forth our ideas in a clear, straightforward manner.
• Communication is not a one-way street.
• To have others open up to you, you must be
open yourself. By overcoming these barriers
to communication, you can ensure that the
statement you are making is not just heard,
but also understood, by the person you are
speaking with.
• In this way, you can be confident that
your point has been expressed.
Here are the several
ways that can help
improve
communication…
1
• Plan your communication.
• Consult with the others where
appropriate.
2
• Seek to clarify ideas before
communicating.
3
• Examine the true purpose of each
communication.
• Language, tone and total approach must
be adapted to serve the specific
objective.
4
• Consider the total physical and human
setting when communicating.
• Observe proper timing, the
circumstances, and the social climate
that pervades the
communication situation.
5
• Be mindful of the overtones as well as
the basic content of the message.
6
Consider the receiver’s frame of
reference.
7
• Make your message simple, clear,
concise, concrete, complete, correct,
and consistent.
8
• Show interest in your listener.
9
• Do not do most of the talking.
10
• Be polite; do not interrupt the speaker.
11
• Be a good listener.
• Give the speaker your undivided
attention.
12
• Ask questions when necessary.
• Use repetition to reinforce key ideas.
13
• Take the opportunity, when it arises, to
convey something of help or value to the
receiver.
14
• Follow up communication by soliciting
feedback.
• Encourage and induce feedbacks.
15
• Communicate for tomorrow as well as
for today.
16
• Be sure actions support communications.
17
• Seek not only to be understood but to
be understand…