Unit I: Communication Processes, Principles and Ethics – Comprehensive Study Notes

Learning Outcomes

At the end of the lesson, students are expected to:
- 1) Describe the nature and elements of verbal and non-verbal communication in various multicultural contexts.
- 2) Characterize communication in the digital age.
- 3) Analyze the principles and process of effective communications.
- 4) Explain the ethics of effective communication in the modern age.

Foundations: What is Communication?

Individuals define communication in varied ways; these definitions influence how people think and behave toward others.
There are certain properties of communication upon which linguists and experts agree describe its nature.
Human communication is a dynamic, symbolic and interactive culture-bound process of exchange of messages.
Communication is the heart of human relationships.

Definition of Communication

1. Communication is the successful conveying or sharing of ideas or feelings.
2. It is also described as a social contact.
3. A systematic process in which people interact with and through symbols to create and interpret meanings.

Functions and Roles of Communication

It fosters coordination, enabling people to comprehend each other’s thoughts and ideas.
Its role is crucial to the smooth functioning of each member within an organization.
It aids effective and efficient decision-making.
It boosts managerial efficiency and leadership potential in organizations.
It promotes peace and cooperation among all employees.
It boosts morale and promotes a healthy work environment.

Communication Contexts and Elements

Contexts pertain to personal, physical, social, psychological, and cultural circumstances in which communication occurs.
Context helps establish meaning and can influence what is said and how it is said.

Communication Contexts (1.1–1.5)

1.1 Personal Context
- Involves the background of both sender and receiver.
- Includes education, religion, socioeconomic status, marital status, beliefs that influence communication.
1.2 Physical Context
- Environment where communication takes place.
- Tangible factors like temperature, humidity, odor, lighting, noise levels.
- Proximity and the medium used to send the message.
1.3 Social Context
- Refers to the kind of relationship between sender and receiver.
- Motivates communication with people who are closer, aiding respect and understanding.
1.4 Psychological Context
- Includes emotions and feelings of participants.
- Involves opinions, judgments, prejudices, attitudes, and perceptions that affect message transmission.
1.5 Cultural Context
- Includes beliefs, value systems, ethnicity, age, gender, sexual orientation, gender identity, religion.
- Culture influences how messages are created and processed; requires cultural sensitivity.

The Communication Cycle: Key Components

Sender: The source that initiates communication; imagines the message and plans transmission to the receiver.
Encoding: Translating information into a form that can be transmitted; turning ideas into symbols (words, pictures, signs, marks).
Message: The final concept of the idea formulated by the sender; can be conveyed verbally, in writing, or non-verbally.
Channel: The medium or tool used to transmit the message; choice of channel matters; face-to-face uses the five senses.
Noise: Barriers that affect the message from being sent, received, or understood. Classifications include Physical, Physiological, Semantic, Psychological, Technical, Cultural.
Decoding: The receiver converts symbols back into thoughts; interpreting encoded symbols into understandable language.
Receiver: The person or group who receives the message and tries to understand it to achieve the desired goals.
Feedback: The receiver’s response to the message; can be verbal or non-verbal; the recipient becomes the sender and vice versa.
Feedback examples: Nodding to show agreement or shaking the head to show disagreement.

Channel, Noise, and Decoding Details

Noise types (Physical, Physiological, Semantic, Psychological, Technical, Cultural) can impede transmission and understanding.
Physical noise: Loud conversations, static, visual distractions.
Physiological noise: Hearing/vision impairments, fatigue, hunger.
Psychological noise: Mental distractions, emotional states.
Semantic noise: Language differences or ambiguous wording.
Technical noise: Poor internet connectivity or malfunctioning equipment.
Cultural noise: Misinterpretations due to cultural differences.

Decoding, Receiver, and Feedback in Practice

Decoding is the first stage in listening; the receiver converts symbols into thoughts and language.
The receiver is the person or group that interprets the message; understanding is aimed at achieving goals.
Feedback is the sender’s response to the message; can be intentional or unintentional, verbal or nonverbal.
Feedback can be explicit (e.g., answers) or implicit (e.g., nods, gestures).

Models of Communication

A framework to understand how messages interrelate with context and participants.

1) Linear Model (Transmission Model)

Assumes communication is a straightforward, one-way process from sender to receiver.
Notable as a simple, one-directional flow of information.

2) Interactive Model

A two-way process of exchanging ideas between two or more sources.
Each party takes turns as sender and receiver.
Examples include exchanges of email, text messages, social media posts, workplace communications, television, radio, newspapers, and mass communication.
Feedback occurs as part of the exchange (e.g., teacher-student feedback sessions, customer service calls, doctor-patient consultations).

3) Transactional Model

Considered the most accurate representation of the communication process.
Speakers are evaluated by credibility, self-concept, knowledge, and purpose.
Listeners are evaluated by purpose of listening, knowledge/interest, listening skills, and attitudes toward self, speaker, and ideas.
Feedback can be intentional (e.g., a retort) or unintentional (e.g., yawning); can be verbal or nonverbal.
The message has three aspects: content, structure, and style.
The situation element refers to the physical environment and social context.

Examples and Applications of the Models

Linear: emails, text messages, social media posts, mass media channels, etc.
Interactive: customer support calls, live chats, classroom Q&A, team discussions.
Transactional: real-time conversations in professional settings, negotiations, brainstorming sessions, collaborative projects.

Principles of Communication

1) Communication is transactional – it is a two-way process; when a message is sent, a reply is expected.
2) Communication is inevitable – an indispensable part of daily life.
3) Communication is goal-oriented – aims to understand each other; purposes include persuade, entertain, inform, express feelings, influence others.
4) Communication has various levels:
- a) Intrapersonal: self-talk, self-reflection
- b) Interpersonal: two persons with shared goals
- c) Small group: three to twenty people
- d) Public: more than twenty people (e.g., public official delivering a speech)
5) Communication is complex – not just sending a message; involves multiple processes, which can occur simultaneously or successively; it is interactive, context-based, culturally loaded, circular, and irreversible.
6) Communication can be learned – foundational knowledge is the first step toward improvement.
7) Communication is relational – two vital aspects: immediacy (friendly verbal expressions) and control (dominance or power dynamics).
8) Communication is guided by culture – culture shapes how messages are created and processed; cultural sensitivity is essential; consider sex, age, class, and sexual orientation in communication dynamics.

Ethics in Communication

Ethics deals with judgments of rightness or wrongness and appropriateness of actions; it is a set of moral principles guiding society to maintain social order.

Guidelines for Becoming an Ethical Communicator

1) Ethical communicators are honest:
- Be truthful when communicating thoughts, ideas, and feelings.
- Do not lie or deceive.
- Express thoughts with good intentions to fulfill the end purpose of communication.
2) Ethical communicators are aware of the consequences of their thoughts and actions:
- How we communicate can build or ruin one's reputation.
- Take accountability for what is said and done.
3) Ethical communicators recognize that communication is irreversible:
- Once uttered or written, it cannot be taken back.
- Exercise caution with word choices and be responsible for thoughts and actions.
4) Ethical communicators value diversity and respect others’ opinions:
- People differ in backgrounds, interests, beliefs, and value systems.
5) Ethical communicators try to understand and respect differing viewpoints without being rude or offensive:
- Disagreement can occur while maintaining respect.
6) Ethical communicators are just and fair:
- Be impartial and objective; avoid basing judgments on hearsay, gossip, prejudices, or biases.
- Gather relevant facts before making decisions; think of judges as examples of fairness.

Conclusion and Practical Implications

The foundation of understanding communication rests on defining it, identifying its elements, and exploring its processes through various models.
Ethical practice in communication requires honesty, accountability, irreversibility awareness, respect for diversity, and fairness.
A strong grasp of contexts, channels, noise, decoding, feedback, and models equips students to communicate effectively in multicultural, digital, and professional settings.

Closing

Purposive communication (1st sem / SY 2025-206) and course administration details are noted in the accompanying materials.
Thank you for engaging with the material.