Oral Communication Class Reading #1

NATURE AND ELEMENTS OF COMMUNICATION

Communication by definition
The root of the word “communication” in Latin is communicare, which means to share,
or to make common (Weekley, 1967). Communication is defined as the process of understanding
and sharing meaning (Pearson & Nelson, 2000). Communication is the relationship that involves
interaction between participants.

The first key word in this definition is process. A process is a dynamic activity that is
hard to describe because it changes (Pearson & Nelson, 2000).

The second key word is understanding: “To understand is to perceive, to interpret, and to
relate our perception and interpretation to what we already know” (McLean, 2003).

Next comes the word sharing. In communication, sharing occurs when you convey
thoughts, feelings, ideas, or insights to others. You can also share with yourself (a process called
intrapersonal communication) when you bring ideas to consciousness, ponder how you feel
about something, or figure out the solution to a problem.

Finally, meaning is what we share through communication. By looking at the context the
word is used in and by asking questions, we can discover the shared meaning of the word and
understand the message.

At its foundation, Communication focuses on how people use messages to generate

meanings within and across various contexts, and is the discipline that studies all forms, modes,
media, and consequences of communication through humanistic, social scientific, and aesthetic
inquiry (National Communication Association)

Communication takes place when one mind so acts upon its environment that another
mind is influenced, and in that other mind an experience occurs which is like the experience in
the first mind, and is caused in part by that experience (I.A. Richards, n.d.).

The Communication Process

At its core, the aim of communication is to transmit information from one person to another so
that the sender and receiver understand the message in the same way. The responsibility for clear
communication usually falls on the sender. But the receiver is also responsible to confirm a clear
understanding of the message. Communication is a dynamic and cyclical process (Seneca
College, n.d.).
Step 1: Idea Formation – The communication process begins when the sender has an idea to
be communicated. The idea will be influenced by complex factors surrounding the sender. The
sender must begin by clarifying the idea and purpose. What exactly does the sender want to
achieve? How is the message likely to be perceived? Knowing this information provides a
higher chance of successful communication

Step 2: Message Encoding – The idea must be encoded into words, symbols, and gestures that
will convey meaning. Because no two people interpret information in the exact same way, the
sender must be careful to choose words, symbols and gestures that are commonly understood to
reduce the chances of misunderstanding. Therefore, a sender must be aware of the receiver’s
communication skills, attitudes, skills, experiences, and culture to ensure clear communication.

Step 3: Message Transmission: Choosing the medium to transmit the message is the next step
in the communication process. Messages can be transmitted in a verbal, written, or visual
manner. For clear communication to occur, the medium and message must match.

VERBAL WRITTEN VISUAL

In-person speech Email Drawings, paintings
Phone conversation Text, instant message Photos, graphics
Voice-over internet protocol Report, article, essays Body language
(VoIP)
Radio Letter Graphs
Podcast Memo Font types
Voicemail Blog Semaphore
Intercom Tweet Architecture

Step 4: Decoding – When the message reaches the receiver, the message must be decoded into its
intended meaning. Therefore, the receiver must translate the words, symbols, and gestures as the
sender intended. Because no two people interpret information in the exact same way, incorrectly
decoding a message can lead to misunderstanding. Successful decoding is more likely when the
receiver creates a receptive environment and ignores distractions. Alert receivers strive to
understand both verbal and nonverbal cues, avoid prejudging the message, and expect to learn
from the communication.

Step 5: Feedback – A vital part of the communication process is feedback. Feedback occurs the
sender and receiver check to ensure the message was understood as intended. Feedback is a
shared responsibility between the sender and the receiver and can be verbal or non-verbal. For
example, the sender can elicit feedback by asking, “Do you have any questions?” The sender can
also improve the feedback process by only providing as much information as the receiver can
handle. Receivers can encourage clear communication by providing clear, timely, descriptive,
and non-judgmental feedback. For example, the receiver can shake his/her head up and down to
confirm “yes” I have a question.

The Five Types Of Communication

1. Verbal Communication - Through spoken words and the use of speech and language
to convey messages. It occurs when we speak to others. Verbal communication can
be formal and informal. However, when it takes place in person, verbal
communication and non-verbal communication go together.
2. Non-verbal Communication - Body language, facial expressions, eye contact,
appearance, and sign language. Non-verbal communication complements verbal
communication and also helps when words don’t help.
3. Written Communication - The use of written words to convey messages. Written
communication happens through email, memos, texts, posts, etc. While written
communication helps you share your thoughts well, sometimes it does not fully
convey the emotion that you are trying to share.
4. Listening - Listening is one of the most important parts of communication as it helps
you understand the perspective of the communicator and effectively engage with
them. The process of any communication takes a crucial value on listening correctly
and responding appropriately.
5. Visual Communication - Through visual messages like pictures, graphs, objects and
other visual facets. Visual Communication is a crucial part of today’s methods of
conveying important information. It is used in presentations, televisions, etc.

Modes of Communication
1. Interpretive Communication - Also referred to as “one-way communication”, in this
mode, the information conveyed by the sender is interpreted by the receiver in its
original form. In most instances, no negotiation occurs between sender and receiver.
2. Interpersonal Communication - the process by which people exchange information
through verbal and nonverbal messages. It is an unmediated mode of communication
that occurs when we interact and attempt to mutually influence each other,
simultaneously, in order to manage relationships. (e.g. personal interviews, telephone
conversations, debates, emails, text messages, etc.)
3. Presentational Communication - a person is speaking to an audience that can be
rehearsed, pre-prepared, or scripted. To ensure the intended audience is successful in
its interpretation, the “presenter” needs knowledge of the audience’s language and
culture.
4. Linguistical or Alphabetic Communication - refers to written or spoken
communication where the sender conveys their message through writing on paper or
through speaking. Examples: Text messages, audio messages, emails, speech, notes
and lists, etc.
 5. Gestural Communication - has its quintessential emphasis on body language and
physical movements to communicate messages. Sign Language is the best example of
the gestural mode of communication as those who can’t talk or hear are able to
communicate best through their gestures and have their own set of unique languages
to converse. While this mode of communication is mainly combined with spatial,
aural or linguistic ones, it can also be used individually given that both the sender and
receiver have common points of reference and meanings to have an understandable
communication.
6. Aural Communication - As the name suggests, aural communication uses audio mode
to convey messages whether it is through sounds or spoken audio. The speaker’s
voice and pronunciation need to be clear and precise with no background noise.
Example: Radio, audio messages, music, recordings, songs, audiobook.
7. Visual Communication - Visual Communication can be simply termed non-verbal
communication as it comprises visual messages from the sender to the receiver. It is
through pictures, drawings and symbols. Examples: Pictures, Videos, Charts, Graphs,
Symbols
8. Spatial Communication - the use of physical space in the text as well as its overall
structure to convey certain meanings and messages. The physical layout of any
written text is deliberately designed to make it look a certain way and adhere to a
particular theme. Websites also use this unique mode of communication in choosing a
certain font, style, design and layout to make any website user-friendly and more
interactive.
9. Multimodal Communication - communication through varied modes such as verbal,
written, gestures, etc. There are different modes of multimodal communication and it
is popularly used in higher education to accentuate the learning experience for
students.

Models of Communication
1. The Transmission Model
The transmission model of communication sees communication as a one-way process where a
sender intentionally sends a message to a receiver. The focus is on the sender and the message.
The receiver is like a target, and it's assumed they either understand the message or not. This
model was built upon an older idea by Aristotle and was influenced by technologies like
telegraphy and radio. For instance, think of a radio show where the announcer sends a message
through electromagnetic waves to your car radio. If the equipment works well and the channel
isn't noisy, the message probably gets to you. But the announcer doesn't know for sure if you got
it.

In the transmission model, the sender bears the responsibility to ensure successful message
delivery. This emphasizes clarity and effectiveness, considering that barriers can hinder
communication. Noise, anything disrupting message exchange, is crucial here. Even if a sender
is clear, noise can affect accurate reception. Two types are recognized: environmental and
semantic noise. Environmental noise is physical (like chatter in a busy diner), hindering message
transfer. Semantic noise occurs during encoding/decoding when symbols aren't understood, like
FM radios unable to pick up AM signals. Similarly, people speaking different languages face
semantic noise. Even within the same language, multiple word meanings can lead to confusion.

The Transmission Model of Communication

2. The Interaction Model

The interaction model of communication views communication as a dynamic process where
people switch between being senders and receivers. They create meaning by exchanging
messages and getting feedback in physical and psychological contexts. Unlike the one-way
transmission model, this model is more interactive and two-way because it includes feedback.
Feedback is when you respond to messages, like a teacher replying to your class comment or you
showing your roommate where the remote is. This model is more complex, involving two
sender-receivers who exchange messages. Both participants take turns as senders and receivers,
keeping the conversation going. Although it might seem intentional, we naturally and rapidly
switch between these roles without much conscious thought.

The interaction model shifts its focus from messages to interactions. Unlike the transmission
model that cared about sending and receiving messages, the interaction model cares about the
process of communication itself. It recognizes that numerous messages are sent simultaneously,
and some might not be received or could be unintended. As a result, this model doesn't assess
communication's effectiveness based on whether a single message got across successfully.

The interaction model considers both physical and psychological context. Physical context
involves the environmental aspects of a communication situation, such as the space, layout,
temperature, and lighting. For instance, think of job interviews happening in different settings
like an office, a conference room, or even outdoors. These physical factors influence
communication – like feeling chilly or sweating during an interview. The size of the room,
temperature, and other environmental elements all affect how we communicate.

Psychological context involves mental and emotional factors. Stress, anxiety, and emotions like
happiness impact our communication. For instance, learning troubling news before a
presentation can make it tough to focus. Even positive emotions, like being in love, can affect
communication. In new relationships, people might overlook certain traits or behaviors due to
strong feelings. Both context types, along with feedback, enrich the interaction model as a
communication depiction. However, the transaction model goes further by showing how
communication shapes our reality, extending beyond individual interactions.

3. Transaction Model
The transaction model of communication goes beyond message exchange, depicting
communication as a process where people shape social realities in social, relational, and cultural
contexts. It's not just about conveying messages; it's about building relationships, forming
intercultural bonds, defining self-concepts, and participating in dialogues to create communities.
Essentially, we're not discussing realities; communication is involved in constructing our
realities.

Roles in the transaction model differ from other models. Instead of senders and receivers,
participants are termed communicators. Unlike the interaction model where participants switch
between sender and receiver, the transaction model proposes that we are both at once. For
instance, on a first date, as you express your interests verbally, your date reacts nonverbally. You
don't wait to finish speaking before interpreting your date's nonverbal cues. You're sending your
verbal message and receiving your date's nonverbal cues simultaneously. This addition is vital as
it explains how we adjust our communication (like verbal messages) while sending it, influenced
by the ongoing communication we're receiving from our partner.

It recognizes communication as a force shaping realities before and after specific interactions,
thus needing a broader view of context. Here, social, relational, and cultural contexts play
significant roles in framing and guiding our communication experiences.

Social context involves established rules and implicit norms governing communication. As we
become part of different communities, we learn these rules and norms. Rules, like not lying, not
interrupting, or respecting queues, might be directly taught by parents and teachers. Norms, on
the other hand, are picked up through observation and practice. Breaking norms might not have
formal consequences, but the discomfort of doing so often serves as a powerful lesson. Norms
can even outweigh rules in some situations. For instance, we might break the rule of not lying to
spare someone's feelings. We interrupt close friends more casually than we would a professor
during a lecture. These rules and norms can vary among individuals and cultures, making
relational and cultural contexts essential to the transaction model's comprehensive perspective on
communication.

Relational context involves our previous history and the type of relationship we share with
someone. How we communicate differs between someone we've just met and someone we've
known for a while. Initial interactions follow established norms, but with an established
relationship, we can bend or break norms more easily. For instance, when you invite new
neighbors, you might meticulously clean and give them your full attention. But as the
relationship grows, you might not stress as much about these things.

Relationship type also matters – rules and norms differ for a supervisor-supervisee relationship
compared to a sibling relationship. Just as social norms and history impact communication,
culture does too.
Cultural context covers identities like race, gender, nationality, ethnicity, sexual orientation,
class, and ability. We all have these identities influencing our communication, whether we're
aware or not. Some, especially those with historically marginalized identities, are more
conscious of this influence. Conversely, those with dominant identities might rarely consider the
role of their cultural identities in their communication.