Unit 1-Lesson 2- Types of Communication Strategies PDF

Preview

Summary

Unit/Course: Purposive Communication PCM 101
Professor: Marjorie Miguel...

Description

Unit Title: Unit 1- World Englishes and Global Communication Title of the Lesson: Lesson 2- Types of Communication Strategies Duration: 1.5 hrs. Introduction: Communication strategies vary in use and manner. The strategy that learners will use depends largely on the concept or idea being communicated about.

Six different types of communication strategies are discussed in this lesson: nonverbal, verbal (face-to-face), verbal (distance), written, formal, and informal. Aside from the mentioned types, there are still boundless opportunities to communicate. Objectives/Competencies: 1. To distinguish the varieties of communication strategies and be able to use them. 2. To utilize different strategies of communication. 3. To execute different strategies in online class activities Pre-Test: Circle the letter of your answer based on your background knowledge about communication strategies. 1. Verbal communication includes the following EXCEPT: a. Face-to-face type

c. Written announcement

b. Distance communication

d. Body movement and posture

2. Which of these statements almost always requires verbal communication and would be difficult to express nonverbally? a. "I'm tired and bored." b. "The party is exciting to me, and I'm enjoying it." c. "I'm in love with you and want to be near you." d. "The budget fiasco could have been prevented by better statistical analysis."

3. Non-verbal cues are observable through: a. Analysis

c. Contradiction

b. Interpretation

d. Completion

4. Emotional awareness enables communicator to: a. Manifest eye contact b. Respond in ways that show others understanding and care c. Waves and use sign language to communicate d. Create a positive appearance 5. This type of communication strategy forms the core of one’s professional life. a. Formal Communication

c. Informal Communication

b. Verbal Communication

d. Non-verbal Communication

Lesson Proper/Course Methodology:

BASED ON STYLE AND PURPOSE  Formal Type This type of communication is also referred to as “official communication” and covers the gamut of verbal expressions that address a formal need. It is conducted

through a predetermined channel. For instance, a large number of interactions one makes within one’s profession and legal expressions are examples of formal communication. It follows a particular communication protocol. Written forms which are provided based on the oral conversation in minutes of a meeting or seminar can be recorded for transcription. This could also be considered a reliable source of information. Formal communication forms the core of one’s professional life. As a writer, it is important to learn formal writing to succeed and advance. One can excel in this type of communication when: he begins clarifying the purpose of his communication; when he follows a well-defined structure for his audience to easily understood his message; when he keeps his tone open, professional and friendly; when he ends by reiterating what he expects to happen in this communication; and when he thanks his audience for listening.  Informal Type Informal communication is popular, often performed by word-of-mouth transfer of information. This type of communication is unofficial yet provocative information, spontaneous and free-flowing, and is not restricted by any formal structure and standards. However, this type of information is also less reliable or accurate. A communication channel that spreads like wildfire, as there are no formal rules to follow is considered informal. Mostly oral, with no documentation evidence is informal. Because of this, many underestimates the significance of informal communication and are considered just a “hearsay”. But despite its drawbacks, informal communication is considered “user-friendly” and hence offers huge advantages when used wisely. This type of communication however serves well when one wants to control or encourage positive opinions, ideas and expressions, without making them seem like they have been “thrust upon” with ideas.

BASED ON COMMUNICATION CHANNELS VERBAL COMMUNICATION Verbal communication uses sounds and words to express self in contrast to using gestures or mannerisms in non-verbal communication. An example of verbal communication is saying “No” when one does not want to do something, or “Yes” when one wants to. It is a type of oral communication in transmitting spoken words or when the sender gives words to his feelings, thoughts, ideas and opinions and expresses them in the form of speeches, discussions, presentations, and conversations. The effectiveness of the verbal communication depends on the tone of the speaker, clarity of speech, volume, speed and the quality of words used in the conversation. This simple process is immediate where the encoding and decoding of message is simultaneous between the sender and receiver respectively (Mckay, 2018). Effective transmission keeps the sender his speech to all in tone high and clearly audible keeping the target audience in mind. The sender should always cross check with the receiver to ensure that the message is understood in absolutely the same way as it was intended. Such communication is more prone to errors as sometimes the words are not sufficient to express the feelings and emotions of a person. The success of the verbal communication depends not only on the speaking ability of an individual but also on the listening skills. How effectively an individual listen to the subject matter decides the effectiveness of the communication. The verbal communication is applicable in both the formal and informal kind of situations. Effective verbal or spoken communication is dependent on a number of factors and cannot be fully isolated from other important interpersonal skills such as non-verbal communication, listening skills and clarification. Clarity of speech, remaining calm and focused, being polite and following some basic rules of etiquette will all aid the process of verbal communication (Mckenzie, 2012). People communicate with much more than words: when they interact with someone, the body has a language of its own. The way one sits, the gestures one makes, the way one talks, or how much eye contact one makes; all of these are nonverbal ways of communicating that impact the messages words are sending.

Managers who are adept at dealing with negative emotions in the workplace are mindful of how and what they communicate verbally and non-verbally. They are also receptive to the verbal and non-verbal messages of others. Perceptive managers can go beyond the words to discover the fuller meaning of a statement by observing nonverbal communication. Research shows that when people communicate feelings and attitudes, only a small percentage of the overall message comes from the words used while: 55% of the message comes from body language (especially from movements of the small muscles around the eye which can conve y shock, disbelief, doubt or disgust), 38% of the message comes from tone of voice, and only 7% of the message is conveyed by the words used (Mehrabian, 2006).

It is not what one says, but how s/he says it that often matters most, especially when feelings and attitudes are communicated. Tone of voice alone can convey anger, frustration, disappointment, sarcasm, confidence, affection or indifference. Often verbal and non-verbal messages are consistent, but they can sometimes be inconsistent. If someone’s words conflict with their tone of voice and/or non-verbal behaviors, one often mistrusts the words and tends to believe the non-verbal clues instead (Blatner, 2018). It is not very convincing, for example, when one tells someone’s anger but avoids eye contact, has an angry expression on the face, can barely force out the words, and slams their fists on the table while saying the emotion.



Oral (Face-to-face) Type Face-to-face oral is the most common and most powerful type of

communication. Direct sending of messages can be formal (formal meeting or seminar) or informal (with family and friends). These types of communication get better with practice. The more one practices with awareness, the more he is in control of one's oral expressions. This type of communication is very engaging that one cannot rehearse no matter how hard he tries. It does not offer one opportunity to tune, revise, revoke and fix what was already expressed. The listener can speak-back to his audience in oral communication enabling two-way communication more than any other channel.

For superior face-to-face communication, he should always meet the eyes of his audience with confidence, conviction and openness. He should practice before a mirror to perfect tone and expressions to convey a message. It is suggested that one has to be ready to practice before conversing and persuading his audience. He can have an active discussion by asking questions, getting their opinion, and encouraging expression of new ideas. However, it is also required for the speaker to become an active listener in order to have a productive communication process. 

Oral (Distance) Type Distance (oral) communication has made the world a smaller and more

accessible place. Mobile phones, VOIP, video-conferencing, 2-way webinars, etc. are all modern expansions of distance communication, taking its expression to the next subtle level. And in this type of communication, the speaker’s tone of voice and pace of delivery take priority over other expressions.

For effective oral communication over distance, one must give higher priority to the speaker’s listening. When he fails to listen to his audience, he finds that people in the discussion attempt to speak at the same time, undermining the value of this form of communication. What signals an effective oral (distance) type is when the speaker slightly talks slower than what he does in a face-to-face communication. This makes sure that the speaker remains aware of the subtle nuances of his tone, and the receiver has time to grasp what he tries to convey. Oral distance communication requires careful listening skill and attention in missed and non-verbal signals one would receive in face-to-face communication such as anger, friendliness, receptivity, sarcasm, among other subtle expressions which would confirm that the other party is in active participation. The speaker must consider the tone of voice which has to convey openness and receptivity to the other person. Finally, oral (distance) type of communication must be backed-up with written communication where possible.

The communication that occurs through word of mouth, spoken words, conversations and also any messages or information which are shared or exchanged between one another through speech or word of mouth is called oral communication (e.g. public speech, telephone, and mobile conversations). Written Communication which is nonverbal happens through any word written or often written sign which refers to the languages used in any medium (e.g. any handwritten, typed, printed word documents, or letters) (CATW, 2012).



Written Type Written communication before was dependent on the trusty old mailman as we

wrote to people who were far away. On rare occasions, this also included the formal note or legal notice from the bank, landlord, and business client among other note receivers. Old process of sending written messages takes time and engagements were slow. Now, one can already have all these sending of messages over fancy mobile, Facebook and Twitter updates, personal and professional emails in just for seconds. One can get into blogging and have the verbal exchange of messages enjoyable (CATW, 2012).

To make written communication effectively work, one should: follow a clear structure so communication is not all over the place. This can include a brief introduction, agenda, message body and conclusion. The cleverness and effectiveness of one’s communication lies in how he captures the communication mode such as email, text message, quick status update on social media among other avenues. Another way is to clarify the context whenever possible. This might seem like overkill for a harmless text message. But it could be surprising that the amount of seemingly-harmless (written) communication reaches the wrong participant’s eyes and ears. So, to be effective, the writer should ensure that his context is reasonably clear, no matter who the recipient is.

The writer in this type of communication should always be cautious that there are very few instances when written communication is purely formal (when addressed to professional peers), or purely informal (when addressed only to immediate family members and friends). More often, if falls between these two modes, it is safe to adapt

a semi-formal tone, keep communication clean (in language and expression), and open (without offending any group). For writers, it is better to think that he communicates ‘stiffly’ by thinking of the general audience than ‘offensively’ by thinking that he communicates with a boss. NONVERBAL COMMUNICATION Nonverbal communication includes the following (Harvard Business Review, 2018): Emotional awareness Emotional awareness enables communicator to: (1) accurately read other people, including the emotions they are feeling and the unspoken messages they are sending; (2) create trust in relationships by sending nonverbal signals that match up with one’s words; (3) respond in ways that show others understanding and care; and (4) know if the relationship is meeting one’s emotional needs giving the option to either repair the relationship or move on (Communication Skills, 2018). One requires reading body language. Managing stress and recognizing emotions lead one to better read non-verbal signals sent by others. Facial expression Man’s face can express many emotions without uttering a word. Unlike bodily gestures, facial expressions are universal across cultures to show someone else happiness, sadness, anger, surprise, fear, and disgust. The amount of eye contact Similar to facial expression, eye contact is also an important nonverbal form. The way one looks at someone can communicate many things, including interest, affection, hostility, or attraction. Eye contact is also important in maintaining the flow of conversation and for gauging the other person’s interest and response. Gestures Gestures are woven into the fabric of one’s daily life. One waves, points, beckons, and uses hands when arguing or speaking. Expressing oneself with gestures

is often without thinking. On the other hand, to avoid miscommunication, one needs to be careful because gestures and their meanings vary across cultures and regions. Touch One communicates a great deal through touch such as a weak handshake, a timid tap on the shoulder, a warm bear hug, a reassuring slap on the back, a patronizing tap on the shoulder or a pinch in the neck. Touch is the simplest type of communication and a fundamental aspect of life. Hands are used to send varied messages: to pat, to slap, to pinch, to strike, to hold, to embrace, or to tickle. Usually, one uses these and other touching behaviours for a variety of reasons, from impersonal and random to very intimate and purposeful. One does shake hands to be social and polite, pat a person on the back for encouragement, and hug a person to show love. Body movements and posture Consider how people’s perceptions are affected by the way they sit, walk, stand, or hold their head. Body movements send different messages. Nonverbal communication includes posture, bearing, stance, and simple gestures. Action speaks louder than words. It communicates meaning. It is also a type of communication for a purpose. People interpret the meaning of someone’s actions although at times difficult to do. Interpretations may vary especially when the communicator and audience come from different cultures. Appearance On days when one makes a speech, it is a good idea to look best. Not only does looking good give one a psychological boost or give the audience a positive impression of the speaker. Looking best does not necessarily mean dressing up in one’s best clothes. If one is to wear a suit while everyone wears casual, he is going to stand out a little two obviously. Looking best means wearing the top of the line of what everyone else is wearing. The look of the person can be changed and this can intentionally be done to communicate meaning.

Space One may feel uncomfortable during a conversation because the other person stands too close and invades one’s space. Everyone needs physical space, although that need differs depending on the culture, the situation, and the closeness of the relationship. S/he can use physical space to communicate many different nonverbal messages, including signals of intimacy and affection, aggression or dominance. _____________________________

Nonverbal communication is a rapidly flowing back-and-forth process that requires full focus on the moment-to-moment experience (Mehrabian, 2006). One needs to improve one’s skill to detect non-verbal miscues. To improve nonverbal communication, one should learn to manage stress. Stress compromises ability to communicate. When one is stressed, s/he is more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behaviour. Emotions are contagious and one’s being upset is very likely to make others upset, thus making a bad situation worse. When stressed, it is best to take a time out. The speaker has to take a moment to calm down before jumping back into the conversation. Once emotional equilibrium is regained, s/he better equipped her/himself to deal with the situation in a positive

way. In order to send accurate nonverbal cues, s/he needs to be aware of emotions and how this influences the speaker. S/he also needs to be able to recognize the emotions of others and the true feelings behind the cues they are sending. This is where emotional awareness comes in (Witts, 2015). VERBAL VERSUS NONVERBAL COMMUNICATION

The springboard of any personal business relation is effective communication. The ability to understand and use nonverbal communication or body language, is a powerful tool that can help one to connect with others, express the intended information, and build better relationships (Doyle, 2018).

When one interacts with others, there is continuous giving and receiving of wordless signals. These are through nonverbal behaviour, movements, the intensity of the voice, the pitch, and eye contact send strong messages. When one stops speaking, and in silence, sending messages does not stop, one still communicates nonverbally.

What comes out of the mouth and what body movement shows are two totally different things. When faced with these mixed signals, the listener has to choose whether to believe verbal or nonverbal messages. When nonverbal signals match up with the words one is saying, they increase trust, clarity, and rapport and decrease tension, mistrust, and confusion. Nonverbal communication cues are observable through: (Source: The Importance of Effective Communication, Edward G. Wertheim, Ph.D., 2018)  Repetition: repeat the message the person is making verbally  Contradiction: contradict a message the individual is trying to convey  Substitution: substitute for a verbal message (e.g.person’s eyes to convey a far more vivid message than words)  Complementing: add to complement a verbal message (e.g. boss who pats a person on the back in addition to giving praise to increase the impact of the message)  Accenting: underline a verbal message (e.g. pounding the table to signify a message)

Application After careful analysis of the descriptions of the types of communication strategies, determine whether the following statements are TRUE or FALSE. Write TRUE if the statement is correct based on the reading material, and FALSE if it is incorrect. _______1....