Professional Communication 05 - The Eight Steps

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Professional Communication 05 - The Eight Steps

Professional Communication 05 - The Eight Steps

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  • Missing a step can result in ___ of a message. Non-delivery Delivery Decoding Sending Feedback
  • Motive can be guessed while intention can be ___. Understood Implied Suspected Verified Broadcasted
  • In data, meaning is created by the ___. Receiver Sender Message Medium Feedback ConfirmationA quotation mark is a ___. Symbol Structure Medium Feedback Confirmation
  • To encode is to translate an idea into a __ form. Physical Permanent Understandable Portable RealTo decode is to translate symbols into ___ ideas. Meaningful Innovative Colorful Memorable Profitable
  • Spaces in a sentence are ___. Symbols Codes Punctuation Grammar Spacing IndentionIndentions in a paragraph are ___. Codes Symbols Punctuation Grammar Spacing IndentionLetters in a word are ___. Symbols Codes Punctuation Grammar Spacing IndentionWhen a writer puts down words on paper, that is ___. Encoding Spelling Grammar Characters Symbols SyntaxWhen a painter draws figures on paper, that is encoding. True FalseWhen a sculptor carvers a block of marble into a statute, that is encoding. True FalseWhen a person cries because of a song, that is decoding. True FalseWhen a persons creates a cake from a recipe book, that is decoding. True FalseWhen a man feels extreme job after a woman gives him a look, that is decoding. True FalseWhen a student memorizes and recites a group of words, that is decoding. True False
  • When letters are arranged into groups that have meaning, that is called ___. Spelling Language Vocabulary Grammar Syntax Punctuation When words are arranged correctly into meaningful groups, that is called ___. Grammar Spelling Language Vocabulary Syntax Punctuation When words are arranged correctly into well-formed sentences, that is called ___. Syntax Grammar Spelling Language Vocabulary Punctuation Signs that start and end ideas are called ___. Punctuation Syntax Grammar Spelling Language VocabularyConventions that pause join or separate ideas are called ___. Punctuation Syntax Grammar Spelling Language Vocabulary
  • To arrange symbols in codes to clarify meaning is called ___. Format Message Encoding Explanation Clarification EducationTo arrange symbols in codes to emphasizemeaning is called ___. Format Message Encoding Explanation Clarification EducationTo use of formats can indicate the sender’s level of ___. Education Encoding Explanation Clarification Communication
  • Fonts in italics are angled or lean towards the right. True False Fonts in italics are angled or lean towards the left. True False Fonts in italics are angled or lean towards the top. True False Fonts in boldface use thicker lines than other fonts. True False Fonts in boldface use blacker lines than other fonts. True False Lowercase fonts are also known as capital letters. True FalseItalics are used for ___. Emphasis Convention Explanation Syntax ClarificationAcronyms and abbreviations are ___. Similar The same Different To start a sentence, the first letter is in ___. Uppercase Lowercase Italics Boldface UnderscoredTo start a new idea in a paragraph, the first letter used is in ___. Uppercase Lowercase Italics Boldface Underscored
  • Due to the absence of end-curls, a/an __ font has a simpler design. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredDue to the presence of end-curls, a/an __ font is easier for the eyes to recognize. Serif Sans serif Italics Boldface Uppercase Lowercase Underscored
  • Due to the presence of end-curls, the use of __ fonts are recommended in formal documents. Serif Sans serif Italics Boldface Uppercase Lowercase UnderscoredDue to the presence of end-curls, the use of __ fonts are recommended in business emails. Serif Sans serif Italics Boldface Uppercase Lowercase UnderscoredDue to the presence of end-curls, the use of __ fonts are recommended in formal wedding invitations. Serif Sans serif Italics Boldface Uppercase Lowercase UnderscoredDue to the absence of end-curls, the use of __ fonts are recommended in informal invitations. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredWhen you want your message to be read fast by a target receiver, you use ___ letters. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredWhen your message should be read a bit slower, you use ___ letters. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredWhen writing a long message with a complicated or deep meaning, you use ___ letters. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredWhen writing a long message with a simple or unimportant meaning, you use ___ letters. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredFor fast or quick presentations, the use of ___ fonts may be best. Sans serif Serif Italics Boldface Uppercase Lowercase UnderscoredFor a slow, serious presentation, the use of ___ fonts may be best. Sans serif Serif Italics Boldface Uppercase Lowercase Underscored
  • A person, a process, or a tool that can be used to move a message from one point to another point is a ___. Channel Technology Procedure Media MediumMaterials that can be used to record symbols are called ___. Media Medium Channel Technology ProcedureA material that can be used to record symbols is called a/an ___. Medium Media Channel Technology ProcedureTechnologies that can be used to send messages are called ___. Media Medium Channel Technology ProcedureA tool that can be used to send messages is is called a/an ___. Medium Media Channel Technology Procedure
  • Paper, tape, film, and USBs can be considered as technology. True FalsePaper, tape, film, and USBs can be considered as media. True FalseColored ink can be considered as media. True FalseTo ___ is to send a message from one point to another. Transmit Transfer Move Copy Fax Input Paper can be considered as media because it ___ messages. Records/preserves Transmits/Sends Records/Input Creates/InventsA pencil can be considered as technology because it ___ messages. Records/Inputs Records/Preserves Transmits/Sends Creates/Invents
  • To send a message is to move an idea in __ form. Physical Electronic Any Personal TechnologicalTo transfer knowledgeis to move an idea in __ form from sender to receiver. Physical Electronic Any Personal Technological
  • Mass Communication is when one communicates with ___. A huge, dispersed group A large group A small group One’s own self Another personIntrapersonal Communication is when one communicates with ___. One’s own self A huge, dispersed group A large group A small group Another personPublic Communication is when one communicates with ___. A large group One’s own self A huge, dispersed group A small group Another personInterpersonal Communication is when one communicates with ___. (two answers) A small group Another person One’s own self A huge, dispersed group A large group
  • An idea that arrives when it is not needed is not considered ___. Timely Appropriate Useful Important Relevant Coincidental
  • When the delivery process affects the message, then content fidelity is ___. Compromised Preserved Integrated Mitigated Proven ConfirmedWhen a message is unchanged by its delivery process, then content fidelity is ___. Preserved Integrated Mitigated Proven Confirmed Compromised When delivery of a message is confirmed, the confirmation serves as proof of delivery. True FalseWhen a message is confirmed as delivered, it proves that the message is understood by the receiver. True False
  • Delivery of a message can be considered as secure when the contents are accessed only by ___. The target receiver(s) Any receiver(s) Non-target receiver(s) The Messenger The MediumA message must remain ___ if it can create negative effects. Confidential Secure Confirmed Delivered Decoded Encoded
  • The entity that is expected by the sender to access a message is the ___. Target receiver Receiver Non-target receiver Medium Transmitter VariableAn entity that is not expected by the sender to access a message is the ___. Target receiver Receiver Non-target receiver Medium Transmitter Variable
  • Receivers are accessed by senders depending on each receiver’s __ and __. Availability Connectivity Willingness Professionalism Work EthicA target receiver who is physically present can always receive a message. True FalseA target receiver with a phone or laptop can always receive a message. True False
  • To “receive” is to experience something. True FalseTo “receive” is to accept something. True FalseTo “receive” is to take something. True FalseTo “receive” is to welcome someone or something. True FalseTo “decode” is to accept someone or something. True FalseTo “decode” is to accept translate something. True FalseTo “receive” is to create meaning from something. True FalseTo “receive” is to relate a message to one’s personal needs. True FalseTo “decode” is to relate a message to one’s personal situation. True False
  • The sense or ideas that are understood by the receiver is the ___. Meaning Message Medium Code Technology IntentionA/an ___ is used to carry meaning from sender to receiver. Medium Confirmation Message Code Technology IntentionA/an___ is created by arranging symbols according to a code that is understood by sender & receiver. Message Medium Confirmation Code Technology Intention
  • Subtext are not stated but implied. True or FalseThe meaning in text can be easier to understand than the meaning in subtext. True False___ refers to situation, environment, or surroundings. Context Text Subtext Pretext Receiver Transmission___ refers to written signs or symbols. Context Text Subtext Pretext Receiver Transmission___ refers to meaning that is not directly or explicitly expressed. Context Text Subtext Pretext Receiver Transmission
  • Anything that affects the transfer of communication is called ___. Noise Media Meaning Technology Intervening variable InterferenceAnything that deliberately affects the transfer of communication is called ___. Interference Noise Media Meaning Technology Intervening variableAnything that accidentally affects the transfer of communication is called ___. Intervening variable Interference Noise Media Meaning TechnologyNoise can be any intervening variable or interference. True FalseNoise can be any intervening variable but not an interference. True FalseNoise can be any interference but not an intervening variable. True False
  • The feelings of a sender can be a type of noise that affects the meaning in a message. True FalseThe feelings of a receiver can be a type of noise that affects the meaning in a message. True FalseThe feelings of a human transmitter can be a type of noise that affects the meaning in a message. True False
  • The speed of decoding a message can be affected by the receiver’s need. True FalseThe speed of encoding a message can be affected by the receiver’s need. True FalseThe speed of decoding a message can be affected by the sender’s need. True FalseThe speed of encoding a message can be affected by the sender’s importance. True FalseThe speed of decoding a message can depend on the ___. Receiver Sender Medium Message Symbols Codes The speed of encoding a message can depend on the ___. Sender Receiver Medium Message Symbols Codes
  • A reaction to a message that is not expressed is not a response. True FalseA verbal response that is related to the message is called feedback. True FalseResponse or feedback can be verbal or non-verbal. True False
  • Adding details is one way of confirming a response or message. True FalseRepeating information is one way of confirming the response or message. True FalseSilence is one way of responding to a message. True False

Transcript

  • 1. Professional Communication LESSON #05 THE 8 STEPS OF PROFESSIONAL COMMUNICATION BY JAIME ALFREDO CABRERA ALBUKHARY INTERNATIONAL UNIVERSITY SLH1013 - Professional English Tuesday, October 29, 2013
  • 2. EIGHT STEPS  The steps of professional communication can help in the success of transferring a message to the target receiver.  Missing a step can result in nondelivery of message, and therefore in communication failure. SLH1013 - Professional English Tuesday, October 29, 2013
  • 3. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS SENDER 17 COMPONENTS 8 NEEDING STEPS 7 DETERMINERS or SOURCE RESPONDING FEEDBACK QUESTIONS 2 6 ENCODING MESSAGE DECODING INTENDED MEANING RECEIVED 8 CONFIRMING CONFIRMATION 5 RECEIVING 3 RECEIVER MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English SENDING
  • 4. PROFESSIONAL COMMUNICATION: 8 STEPS 8 ELEMENTS 17 COMPONENTS 8 STEPS DETERMINERS QUESTIONS SLH1013 - Professional English 1 NEEDING SENDER or SOURCE
  • 5. Origin of the Message SENDER SOURCE  Active  Passive  With intention  Repository only  Sender sends  Receiver seeks  Sender makes  Receiver finds meaning for receiver SLH1013 - Professional English meaning for self Tuesday, October 29, 2013
  • 6. The Need to Communicate MOTIVE INTENTION  Hidden or implied  Clearly stated purpose or reason  May be different from intention  Receiver may guess the hidden motive purpose or reason  May be different from motive  Receiver can understand the stated intention SLH1013 - Professional English Tuesday, October 29, 2013
  • 7. Types of Messages DATA INFORMATION  Not structured  Code is structured  Needs to be  No need for translated  Not understood by receiver  Meaning created by receiver translation  Understood by receiver  Meaning created by sender SLH1013 - Professional English Tuesday, October 29, 2013
  • 8. Step 2: ENCODING USE SYMBOLS AND STRUCTURES TO CREATE A MESSAGE ENCODING, DECODING, AND SYMBOLS 2. SYMBOLS: LETTERS, NUMBERS, CHARACTERS, AND SPACES 3. CODES: LANGUAGE, VOCABULARY, SPELLING, GRAMMAR, PUNCTUAT ION, AND SYNTAX 4. FORMATS: PARTS, STRUCTURES, HIERARCHY, MARGINS, ALIGNMENT, AND INDENTIONS 5. MEDIA: PAPER, TAPE, FILM, DATA STORAGE DEVICE 6. DETERMINERS: SLH1013C Professional English C E P T A B I L I T Y , S T A N D A R D I Z A T I O N - LARITY, AC Tuesday, October 29, 2013 1.
  • 9. PROFESSIONAL COMMUNICATION: 8 STEPS 8 ELEMENTS 17 COMPONENTS 8 STEPS 1 NEEDING SENDER or SOURCE DETERMINERS QUESTIONS 2 ENCODING MESSAGE INTENDED SLH1013 - Professional English
  • 10. Encoding, Decoding, and Symbols  To encode is to translate an idea into a physical form while to decode is to translate symbols into meaningful ideas.  Symbols are characters that are used to record meaning; codes refer to the arrangement of symbols in order to create meaning SLH1013 - Professional English Tuesday, October 29, 2013
  • 11. ENCODING The use of symbols to translate an idea or concept into physical form Symbols  Characters  Letters (a, Z, y)  Numbers (3, 1, 0)  Signs ($, {}, =, !)  Spaces Codes  Spelling  Grammar  Syntax  Punctuation  Spacing  Indention SLH1013 - Professional English Tuesday, October 29, 2013
  • 12. CODES  Language – Formal, informal  Vocabulary - Academic, technical, business  Spelling – The arrangement of letters to form words that have meaning.  Grammar - The arrangement of words to form sentences that have meaning.  Syntax - The correct arrangement of words to create well-formed sentences.  Punctuation – Signs and conventions to start, end, pause, join, separate, or identify ideas. SLH1013 - Professional English Tuesday, October 29, 2013
  • 13. FORMATTING THE FORMAT OF A FORMAL LETTER SLH1013 - Professional English Tuesday, October 29, 2013
  • 14. FORMATS  To format is to arrange symbols in codes in order to clarify or emphasize meaning.  Formats are conventions that guide the arrangement of the parts of a message; the purpose is to clarify or point out meaning in a message.  The use of professional formats indicate the sender’s level of education. Lesson Connection: 02-1 The Structure of a Formal Letter SLH1013 - Professional English Tuesday, October 29, 2013
  • 15. SPACES SPACES IN FORMAL DOCUMENTS
  • 16. SPACE  Space – The space between each word or symbol  Spacing – The space between each paragraph  Margins – The space between text and edge of paper, along each side of the paper Lesson Connection: 02-2 Spaces in Formal Documents SLH1013 - Professional English Tuesday, October 29, 2013
  • 17. INDENTION & ALIGNMENT INDENTION &ALIGNMENT IN FORMAL D O C U M E N TS
  • 18. INDENTION Indention – The number of spaces between the margin and the first line of the paragraph Lesson Connection: 02-3 Indention & Alignment in Formal Documents SLH1013 - Professional English Tuesday, October 29, 2013
  • 19. FONTS THE USE OF TYPEFACE OR FONTS
  • 20. FONTS 1. UPPERCASE – to indicate • • The start of an idea Acronyms (USA, CC, BCC) Lowercase 3. Italics – for emphasis 4. Underscored or underlined – for medium emphasis 5. Bold or boldface – for strong emphasis 2. Lesson Connection: 02-4 Font Case in the Memorandum SLH1013 - Professional English Tuesday, October 29, 2013
  • 21. FONTS Font = the type of letters & symbols 1. Serif = fonts with curls at the end Georgia, Times New Roman 2. Sans Serif = fonts with no curls at the end Arial, Tahoma, Calibri SLH1013 - Professional English Tuesday, October 29, 2013
  • 22. RECOMMENDATIONS Serif fonts  Use in formal letters or emails Sans-serif fonts  Use in informal letters or emails  Use in electronic presentations  for faster visual processing  for a design with a cleaner look Lesson Connection: 02-5 Fonts in the Letterhead SLH1013 - Professional English Tuesday, October 29, 2013
  • 23. Step 3: RECORDING ENCODING, DECODING, AND SYMBOLS USE A MEDIUM TO RECORD AND 2. SYMBOLS: LETTERS, NUMBERS, CHARACTERS, AND PRESERVE A MESSAGE SPACES 3. CODES: LANGUAGE, VOCABULARY, SPELLING, GRAMMAR, PUN CTUATION, AND SYNTAX 4. FORMATS: PARTS, STRUCTURES, HIERARCHY, MARGINS, ALIGNM ENT, AND INDENTIONS 5. MEDIA: PAPER, TAPE, FILM, DATA STORAGE DEVICE 6. DETERMINERS: CLARITY, ACCEPTABILITY, STANDARDIZATION 7. DETERMINERS: SPOKEN, PERFORMED OR SLH1013 - Professional English Tuesday, October 29, 2013 ENACTED, LIVE OR RECORDED 1.
  • 24. PROFESSIONAL COMMUNICATION: 8 STEPS 8 ELEMENTS 17 COMPONENTS 8 STEPS 1 NEEDING SENDER or SOURCE DETERMINERS QUESTIONS 2 ENCODING MESSAGE INTENDED 3 RECORDING MEDIUM SLH1013 - Professional English
  • 25. CHANNEL, MEDIUM, and MEDIA  Media are materials that can be use to record symbols or technology that can be used to transmit messages. The word medium is singular; media is plural  A channel is a person, procedure, or technology that can be used to move a message from Point A to Point B.  Person: secretary, messenger, assistant  Procedure: application procedure  Technology: email, telephone, electronic SLH1013 - Professional English Tuesday, October 29, 2013
  • 26. Print, Audio, & Electronic media  Media can refer to technology for recording and/or for transmitting messages.  Print media refers to books, magazines, and newspapers.  Audio or sound media refers to radio stations, telephones, sound recorders and players  Electronic media refers to electronic mail, SMS (short message service), and phone calls via computer (i.e., Skype) SLH1013 - Professional English Tuesday, October 29, 2013
  • 27. MEDIA & TECHNOLOGY (1)  Media are materials where symbols can be recorded  Medium is singular while media is plural.  Paper, for instance, is a medium that can be used for recording as well as a technology for transmitting messages. SLH1013 - Professional English Tuesday, October 29, 2013
  • 28. EXAMPLES OF MEDIA 1. Paper – uses ink on paper to record ideas 2. Tape– records sound on sound tapes 3. Film - records motion, lights, shadows, and sound on video tape or movie film 4. Data storage device – records data, information, or multimedia in digital format on flash drives (USBs) or disk drives. SLH1013 - Professional English Tuesday, October 29, 2013
  • 29. MEDIA & TECHNOLOGY (2)  Technology refers to any human invention that can be used for any practical purpose.  Another meaning of media: a technology or a tool for transmitting or recording messages. SLH1013 - Professional English Tuesday, October 29, 2013
  • 30. EXAMPLES OF TECHNOLOGY 1. Ink –to record ideas 2. Pencil – to record ideas 3. Microphone – to record ideas 4. Keyboard – to record ideas 5. Loudspeaker – to transmit ideas 6. Telephone wire – to transmit ideas 7. Computer screen – to show ideas SLH1013 - Professional English Tuesday, October 29, 2013
  • 31. One More Time...  Technology: any tool that is invented for a specific use or uses  Media (Sense 1): a tool to record (input) structured/arranged symbols.  Media (Sense 2): a tool to transmit (send) messages.  Media (Sense 3): a tool to record (preserve) structured/arranged symbols. SLH1013 - Professional English Tuesday, October 29, 2013
  • 32. Step 4: TRANSMITTING ENCODING, DECODING, AND SYMBOLS USE A CHANNEL TO TRANSMIT A 2. SYMBOLS: LETTERS, NUMBERS, CHARACTERS, AND MESSAGE SPACES 3. CODES: LANGUAGE, VOCABULARY, SPELLING, GRAMMAR, PUN CTUATION, AND SYNTAX 4. FORMATS: PARTS, STRUCTURES, HIERARCHY, MARGINS, ALIGNM ENT, AND INDENTIONS 5. MEDIA: PAPER, TAPE, FILM, DATA STORAGE DEVICE 6. DETERMINERS: CLARITY, ACCEPTABILITY, STANDARDIZATION 7. DETERMINERS: SPOKEN, PERFORMED OR SLH1013 - Professional English Tuesday, October 29, 2013 ENACTED, LIVE OR RECORDED 1.
  • 33. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS 17 COMPONENTS 8 NEEDING SENDER or SOURCE STEPS DETERMINERS QUESTIONS 2 ENCODING MESSAGE INTENDED 3 RECORDING MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English
  • 34. SEND, TRANSMIT, and TRANSFER  To send is to move a message in physical format (letter, roll of film, or photos) from Point A to Point B.  To transmit is to move a message in electronic (email, SMS) or sound (voice tape, voice mail) format from Point A to Point B.  To transfer is to move meaning or skill from sender to receiver. SLH1013 - Professional English Tuesday, October 29, 2013
  • 35. Types of Transmission  Intrapersonal Communication– when a person communicates with the self.  Interpersonal Communication– when a person communicates with a very small group.  Public Communication - when a person communicates with a larger group.  Mass Communication - when a person communicates with an extremely large group whose members are located in various places. SLH1013 - Professional English Tuesday, October 29, 2013
  • 36. Determiners of Transmission  Physical Form  Printed messages may be more secure than electronic or voice messages.  However, electronic messages can be transmitted faster and cheaper than print messages.  Electronic Form  Electronic and voice messages can be transmitted faster than printed messages.  However, anyone with the appropriate skills can access any electronic message. SLH1013 - Professional English Tuesday, October 29, 2013
  • 37. Speed and Timeliness  Speed of Delivery – When a message is time-sensitive, delayed delivery can result in communication failure.  Timeliness or timing – When a message arrives at a time when it brings the answer to a receiver’s need, then it is timely. When a message comes at a time when it is not needed, that is bad or poor timing. SLH1013 - Professional English Tuesday, October 29, 2013
  • 38. Confirmation and Content Fidelity  Confirmation of Delivery – When delivery is confirmed by the receiver or a representative, it serves as proof of delivery, although not of decoding by the target receiver.  Fidelity of Content – When the delivery process does not affect the message, then content fidelity is preserved. SLH1013 - Professional English Tuesday, October 29, 2013
  • 39. Security and Confidentiality  Security of Content – When the message is delivered to the target receiver without being seen by non-target receivers, then the delivery is secure.  Confidentiality – When unwelcome effects can result from non-target receivers who see the message content, then the message should be kept confidential. (See security.) SLH1013 - Professional English Tuesday, October 29, 2013
  • 40. Step 5: RECEIVE ENCODING, DECODING, AND SYMBOLS RECEIVE (OR NOT) A MESSAGE 2. SYMBOLS: LETTERS, NUMBERS, CHARACTERS, AND SPACES 3. CODES: LANGUAGE, VOCABULARY, SPELLING, GRAMMAR, PUN CTUATION, AND SYNTAX 4. FORMATS: PARTS, STRUCTURES, HIERARCHY, MARGINS, ALIGNM ENT, AND INDENTIONS 5. MEDIA: PAPER, TAPE, FILM, DATA STORAGE DEVICE 6. DETERMINERS: CLARITY, ACCEPTABILITY, STANDARDIZATION 7. DETERMINERS: SPOKEN, PERFORMED OR SLH1013 - Professional English Tuesday, October 29, 2013 ENACTED, LIVE OR RECORDED 1.
  • 41. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS 17 COMPONENTS 8 NEEDING SENDER or SOURCE STEPS DETERMINERS QUESTIONS 2 ENCODING MESSAGE INTENDED 5 RECEIVING 3 RECEIVER MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English SENDING
  • 42. Target and Non-target Receivers  A target receiver is the person or group that the sender expects to see the message.  A non-target receiver is any person or group that the sender does not expect to see the message. SLH1013 - Professional English Tuesday, October 29, 2013
  • 43. Determiners of Receiver Access  Availability  A receiver may be present but too busy to receive a printed message, or to answer a phone or an email.  A receiver’s phone or computer may be connected, but the receiver is not available for communication.  Connectivity A receiver’s phone may be unreachable or the receiver’s computer may not be connected. • A professional communicator anticipates such problems to ensure successful message transfer. 29, 2013 Tuesday, October SLH1013 - Professional English
  • 44. Step 6: DECODING ENCODING, DECODING, AND SYMBOLS UNDERSTAND THE MEANING OF A 2. SYMBOLS: LETTERS, NUMBERS, CHARACTERS, AND MESSAGE SPACES 3. CODES: LANGUAGE, VOCABULARY, SPELLING, GRAMMAR, PUN CTUATION, AND SYNTAX 4. FORMATS: PARTS, STRUCTURES, HIERARCHY, MARGINS, ALIGNM ENT, AND INDENTIONS 5. MEDIA: PAPER, TAPE, FILM, DATA STORAGE DEVICE 6. DETERMINERS: CLARITY, ACCEPTABILITY, STANDARDIZATION 7. DETERMINERS: SPOKEN, PERFORMED OR SLH1013 - Professional English Tuesday, October 29, 2013 ENACTED, LIVE OR RECORDED 1.
  • 45. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS 17 COMPONENTS 8 NEEDING SENDER or SOURCE STEPS DETERMINERS QUESTIONS 2 6 ENCODING MESSAGE DECODING INTENDED MEANING RECEIVED 5 RECEIVING 3 RECEIVER MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English SENDING
  • 46. RECEIVE and DECODE  To receive is to take, accept, experience (read, hear, see) or welcome something.  To decode is to create meaning by translating a set of symbols in codes.  In formal communication, the next step is to find relevance by relating to personal needs or context. SLH1013 - Professional English Tuesday, October 29, 2013
  • 47. Message VS Meaning  Message – A message is a set symbols that is arranged into a code to record meaning on a medium.  Medium – A medium is used to carry meaning from sender to receiver  Meaning – The sense (ideas that are revealed) when the code is decoded (understood) by the receiver SLH1013 - Professional English Tuesday, October 29, 2013
  • 48. Text, Subtext, and Context  Text – are the words that are used to create meaning.  Subtext – are meanings that are not stated but are implied enough to be understood by the reader.  Context – are elements around that affect any element of communication. SLH1013 - Professional English Tuesday, October 29, 2013
  • 49. Noise  Noise – in communication, noise is anything that interferes with the transfer of information.  Intervening variable –any noise that is not deliberate. It can be distracting element in a context. Example: the speaker’s nationality prevents listeners from believing his speech.  Interference – any noise that is deliberately created to stop the transfer of information. Example: A boy sings loudly so that his sister cannot hear the radio. SLH1013 - Professional English Tuesday, October 29, 2013
  • 50. The Decoding Process  Encode – to use symbols to record meaning  Decode – to translate symbols in order to create meaning – to change from one code (language) to another  Create meaning – to understand  Translate  Find relevance – to relate the meaning of a message to the needs of the receiver SLH1013 - Professional English Tuesday, October 29, 2013
  • 51. Decoding Speed  Decoding – means understanding or making sense of a code  Perceived need – Decoding a message is faster when the decoder sees a strong need to do so  Perceived importance – Decoding a message is faster when the decoder sees the message as of high importance  Perceived urgency – Decoding a message is faster when the decoder sees the message as of high urgency SLH1013 - Professional English Tuesday, October 29, 2013
  • 52. Step 7: RESPONDING GIVE FEEDBACK TO THE SENDER OF THE MESSAGE SLH1013 - Professional English Tuesday, October 29, 2013
  • 53. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS 17 COMPONENTS 8 NEEDING SENDER STEPS 7 DETERMINERS or SOURCE RESPONDING FEEDBACK QUESTIONS 2 6 ENCODING MESSAGE DECODING INTENDED MEANING RECEIVED 5 RECEIVING 3 RECEIVER MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English SENDING
  • 54. Response Speed  The speed of a response depends on  The time required to decode the message  The receiver’s perception of urgency or nonurgency of the message  The receiver’s perception of importance or non-importance of the message  The receiver’s perception of need or nonneed to respond to the message  The receiver’s ability to quickly respond to the message SLH1013 - Professional English Tuesday, October 29, 2013
  • 55. Response and Feedback Response Feedback  A response is any  A feedback is a reaction to a message  This may be verbal or nonverbal  This may or may not be expressed verbal response to the sender, related to specific elements in the message.  This may be spoken or written SLH1013 - Professional English Tuesday, October 29, 2013
  • 56. Step 8: CONFIRMING REACTING TO FEEDBACK: AGREEMENT REPETITION CORRECTION ANSWERING A QUERY PROVIDING DETAILS SLH1013 - Professional English Tuesday, October 29, 2013
  • 57. How to Confirm  Answer a query – That will be tonight at eleven p.m.  Repeat the information – Yes, the shoes are red, size 34.  Agree to a response – Yes, you are right; the president will attend.  Correct a response – The dress code is casual, not formal.  Provide details – Aside from that, all guests are free to use the mall facilities. SLH1013 - Professional English Tuesday, October 29, 2013
  • 58. PROFESSIONAL COMMUNICATION: 8 STEPS 8 1 ELEMENTS 17 COMPONENTS 8 NEEDING SENDER STEPS 7 DETERMINERS or SOURCE RESPONDING FEEDBACK QUESTIONS 2 6 ENCODING MESSAGE DECODING INTENDED MEANING RECEIVED 8 CONFIRMING CONFIRMATION 5 RECEIVING 3 RECEIVER MEDIUM 4 TRANSMITTING CHANNEL SLH1013 - Professional English SENDING
  • 59. Professional Communication LESSON #06 THE 17 COMPONENTS OF PROFESSIONAL COMMUNICATION SLH1013 - Professional English Tuesday, October 29, 2013