1. Introduction to Communication

2. OBJECTIVES
By the end of this unit you should be able to:
Define the term communication
Explain the key stages in the
communication cycle
Distinguish between the
different levels
ofcommunication

3. Swacx notes
Describe the different methods
of communication
Identify and explain the various
models of communication
Give examples of barriers to
communication

4. STAGES IN THE
COMMUNICATION CYCLE
(The Communication Process)

5. Introduction
The communication process
involves a sender, a receiver
and the mes­sage
to be sent.
Effective communication
occurs when the receiver
understands/interprets the
message in the way the sender
intended.

6. However, External things might
occur during this transfer, which
could distort the message and
prevent the receiver from receiving
the original message that was
meant by the sender.
 In addi­tion
to these externalities,
both the sender and the receiver
do some­thing
interesting.

7. The senders do not just give a
universal message that is
under­standable
by everybody.
They encode it. They add
certain things and state things
in a certain way.

8. On the other side, the receiver of
the message has to decode, to a
certain extent, what the sender
meant to say.
As well as the words, this includes
the tones and certain gestures and
indications that are not ex­pressed
verbally. This often results in
distortion of the message.

9. Our ex­pe­rience
is part of this
encoding­decoding
process. It can
affect the intention of the message
sent, based on past experiences
involving similar cases.
The meaning the sender intends
does not necessarily match the
impact on the receiver.

10. Stages
Communication specialists
have developed a model to
explain how the communication
process works, known as the
communication cycle.
Insert diagram

12. Stage 1
Information
The actual content to be put across
to the reader or the listener.
At this stage, the sender defines the
information to be sent, by thinking of
the aim of the communication and
the content to be conveyed.
 It does not have to be factual
information, it could be an idea or
opinion.

13. Stage 2
The encoding process
This process is done by the sender. It
is a process of putting information into
the form which is most suitable both to
the receiver and to the aim.
In most cases, the encoding involves
putting an idea into words, but
sometimes the communication could
be non-verbal.

14. Stage 3
Transfer of information
This stage involves the
actual transfer of information
by means of the message,
medium, or channel.

15. Stage 4
Taking in of message
At this point the receiver takes
in the message by, for
example, reading a letter,
listening to a speech or looking
at an educational television
programme.

16. Stage 5
Decoding
This is the process by which the
recipient/receiver interprets the
message he/she has been given in
order to obtain his/her own idea of
the information it conveys.
This may not be the same as the
information which the sender
intended to convey.

17. This may be a result of distortion, if
the sender encodes the idea
wrongly, ambiguously, or in terms
which the receiver understands
according to his/her own
experience rather than that of the
sender’s.

18. Stage 6
Feedback
Feedback is the name given to the
information the sender derives
from the receiver’s first reaction to
the message.
 The sender should watch for
feedback to see whether or not the
message has been understood.

19. Feedback could take the form of
either verbal or non-verbal
responses, e.g. nodding or smiling
to show agreement, or adopting a
posture which reflects active
listening.
It refers to the indirect reactions of
the recipient, rather than to any
message sent in return.

20. Motivation
Although it is not shown in the diagram,
motivation is a crucial element in
communication. It is the urge or desire
to achieve a purpose, alter a given
situation, or satisfy need.
If Motivation is not present, the
communication cycle is adversely
affected.

21. Conclusion
These are the principle elements in
the cycle of communication. They
are completed when the process is
reversed and the receiver/recipient
communicates in response to the
sender’s original message.

22. Although the cycle can be
effectively accomplished by
effective communicators, any
system which involves the
exchange of information has to
overcome many barriers.

23. Methods of Communication
Verbal communication – When a
message is put across through speech.
The message can be sent to an
individual, a team or a group.
Non-verbal communication - is
divided into six types: Body language,
physical characteristics and
appearance, voice, space,
environment, time
Silence can be a type of non-verbal
communication.

24. Written communication provides a
record for the future. Written
communication can be studied,
reflected on, and absorbed at the
receiver’s own pace.
Visual communication is the visual
display of information, like, topography,
photography, signs, symbols and
designs. Television and video clips are
the electronic form of visual
communication.

25. Levels of Communication
The levels of communication are the following:
1. Intrapersonal Communication
2. Interpersonal Communication
3. Group Communication
4. Public Communication

26. 1) INTRAPERSONAL COMMUNICATION
 Intrapersonal communication is
language use or thought internal to the
communicator.
It is the active internal involvement of
the individual in symbolic processing of
messages. The individual becomes his
or her own sender and receiver,
providing feedback to him or herself in
an ongoing internal process.

27. Although successful
communication is generally defined
as being between two or more
individuals, issues concerning the
useful nature of communicating
with oneself have made some
argue that this definition is too
narrow.

28. Intrapersonal communication can
encompass:
Day-dreaming
Nocturnal dreaming
Speaking aloud (talking to oneself),
reading aloud, repeating what one
hears. This is considered normal, and
the extent to which it occurs varies from
person to person. The time when there
should be concern is when talking to
oneself occurs outside of socially
acceptable situations.
Writing one's thoughts or observations

29. Making gestures while thinking
Sense-making e.g. interpreting
maps, texts, signs, and symbols
Interpreting non-verbal
communication e.g. gestures, eye
contact
Communication between body
parts; e.g. "My stomach is telling
me it's time for lunch."

30. 2.) INTERPERSONAL
COMMUNICATION
Interpersonal communication is
defined by communication scholars
in numerous ways, though most
definitions involve participants who
are interdependent on one
another, or who have a shared
history.

31. Swacx notes
Communication channels are the
medium chosen to convey the
message from sender to receiver.
Communication channels can be
categorized into two main
categories: Direct and Indirect
channels of communication.

32. 
Direct channels are those that are
obvious and can be easily
recognized by the receiver. They
are also under direct control of the
sender. In this category are the
verbal and non-verbal channels of
communication.

33. Indirect channels are those
channels that are usually
recognized subconsciously by the
receiver, and not under direct
control of the sender. This includes
kinesics or body language, that
reflects the inner emotions and
motivations rather than the actual
delivered message.

34. GROUP COMMUNICATION
Group communication refers to the
nature of communication that occurs in
groups that are between 3 and 12
individuals.
Small group communication generally
takes place in a context that mixes
interpersonal communication
interactions with social clustering.

35. 4.) PUBLIC COMMUNICATION
 Public communication is at the heart of our
economy, society, and politics.
 Studios use it to promote their films. Politicians use
it to get elected. Businesses use it to burnish their
image. Advocates use it to promote social causes.
 It is a field built on ideas and images, persuasion
and information, strategy and tactics.
 No policy or product can succeed without a smart
message targeted to the right audience in creative
and innovative ways.

36. Four Principles of Interpersonal
Communication
These principles underlie the
workings in real life of
interpersonal communication.
They are basic to
communication. We cannot
ignore them

37. Interpersonal communication
is inescapable
We cannot not communicate. The
very attempt not to communicate
communicates something.
Through not only words, but
through tone of voice and through
gesture, posture, facial expression,
etc., we constantly communicate to
those around us. Through these
channels, we constantly receive
communication from others.

38. Swacx notes
Remember a basic principle of
communication in general:
people are not mind readers.
Another way to put this is:
people judge you by your
behavior, not your intent.

39. Interpersonal communication
is irreversible
You cannot really take back
something once it has been said.
The effect must inevitably remain.
. A Russian proverb says, "Once a
word goes out of your mouth, you
can never swallow it again."

40. Interpersonal communication
is complicated
No form of communication is
simple.
Because of the number of
variables involved, even simple
requests are extremely complex.

41. Interpersonal communication
is contextual
In other words, communication does
not happen in isolation. There is:
Psychological context, which is
who you are and what you bring to
the interaction. Your needs,
desires, values, personality, etc.,
all form the psychological context.
("You" here refers to both
participants in the interaction.)

42. Swacx notes
Relational context, which
concerns your reactions to the
other person - the "mix."
Situational context deals with the
psycho-social "where" you are
communicating. An interaction that
takes place in a classroom will be
very different from one that takes
place in a bar.

43. Swacx notes
 Environmental context deals with the physical "where" you
are communicating. Furniture, location, noise level,
temperature, season, time of day, all are examples of factors in
the environmental context.

44. Swacx notes
Cultural context includes all the
learned behaviors and rules that affect
the interaction.
e.g. If you come from a culture (foreign or
within your own country) where it is
considered rude to make long, direct eye
contact, you will out of politeness avoid eye
contact. If the other person comes from a
culture where long, direct eye contact signals
trustworthiness, then we have in the cultural
context a basis for misunderstanding.

45. ASSIGNMENT
DATE DUE: 17 SEPTEMBER 2012
(Monday)
1) Without feedback, communication
cannot be said to have taken place.
Discuss.
OR
2) The grapevine is no longer viewed as
a potential hindrance to effective
organizational performance. Discuss.