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Pointers Oral Comm

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NATURE OF COMMUNICATION

Communication is a two-way process of connecting to both living and nonliving things. It is also a means
of sharing and exchanging messages, information, ideas, and feelings for mutual understanding (Gregoriom,
J.C., 2015).
Communication connects people and the world they live in. It is through communication that people are
able to express their thoughts and ideas or convey information and messages through word of mouth, gestures
and signals, signs, and others. People have always communicated with one another in various forms.
Let us further define communication using the two key terms stated above, “message” and “understand”.
1. Communication is a message understood. Unless a message is understood, we cannot say that
communication has taken place. Let us send a message to someone and say, “where came first”. The person
who gets this message would wonder what it means, for the arrangement of the words does not make any
sense. The message is sent but the receiver does not understand it. Therefore, for communication to take place,
we have to consider two conditions. First, there should be a clear message. Second, the message must be
understood by the receiver for whom it is meant.
2. Communication is social interaction through messages. Think of someone telling, “It is very warm today.” In
this case, we are communicating what ‘we experience’. The weather being warm is what we feel or experience
physically. In this scenario, we are sharing our feeling or experience with someone else. Thus, we may say that
“communication is a sharing of experience.” In our society, we all interact with messages. Without interactions, a
society cannot survive. Social interaction is always through messages.

PROCESS OF COMMUNICATION
There are also times when we fail to communicate effectively which results to misunderstanding or
miscommunication. Why do you think this thing happens? What are the ways to avoid them? We are sometimes
misunderstood due to the level of speech we use during conversation - by the volume of our voice or the rate of
our speech when we talk with our friends or acquaintances. Sometimes, we are misunderstood due to the
nonverbal actions that we project or incorporate in our speech during face-to-face communication. Also, when
we send text or chat messages, we are misinterpreted because those messages are often brief and devoid of
emotion.
Let us now try to consider the process of communication. How does communication take place? Who
are involved? What processes are considered? By understanding the communication process, we can also duly
avoid misunderstandings and / or miscommunication.

Our everyday transactions with people follow the communication process. Our everyday transactions
with people follow the communication process.
As seen in the illustration, communication begins when the speaker or source of communication
responds to a stimulus and decides to encode or transmit it in the form of a message (or a “code”) through a
particular channel or means of communication.
The receiver decodes or interprets the message sent and responds accordingly based on his
interpretation of the message. This response comes in the form of a feedback sent to the original source of
communication (sender).
As the communication transaction continues, the sender and receiver may exchange roles until
understanding is achieved. Barriers to communication sometimes block the transmission of the message thereby
creating misunderstanding. Through this process, we are able to understand that communication is systematic.
In the advent of technology, the exchange of information and messages in society has advanced and has been a
subject of many studies.
FUNCTIONS OF COMMUNICATION

1. Regulation/Control Function of Communication


This is commonly witnessed when someone presents preferable behavior in doing something. For
instance, when a teacher tells his students to follow the correct procedures of an experiment or when
she/he instructs them about a game’s mechanics that is to control or regulate the behavior of the students.
This is not only present in schools but also in the workplace in order to take hold of one’s behavior.
For instance, organizations have authority hierarchies and guidelines that are communicated orally to
members. Moreover, informal communication can also function as a regulation or control, for example,
when a group teases or harasses a member who produces much tends to control one’s behavior.

2. Social Interaction Function of Communication


This pertains to the exchanging of information to establish and maintain relationships or even in the
interactions when a family is eating, bonding or even simply talking to each other that help strengthen
relationships. This is also used during gatherings and parties where people just talk about random topics. It
is also used in bureaucracies that are formed out of the need to create order within the interaction itself.

3. Motivation Function of Communication


Motivation portrays an important role in our lives as it brings out the best in every individual and
allows him/ her to do his best in everything he does. It has the power to boost one’s confidence and self-
esteem. In here gets in the importance of communication because it is the key to make it possible for one
to know how much they are appreciated by others.
Furthermore, communication fosters motivation in the workplace by clarifying to people what is to
be done, how well they are doing, and what can be done to improve performance. The formation of specific
goals, feedback on progress toward the goals, and reinforcement of desired behavior all stimulate
motivation and require communication.
This function is used in many instances in our homes, schools or even in the workplace.

4. Information Function of Communication


Communication is an important factor in conveying information or details to others. The collection,
delivery, processing, dissemination of news, data, images, facts and messages, opinions and comments
are needed so that people can understand and act clearly against international conditions, environment and
others in order to make the right decision.
Absence of communication will make it hard for people to know the different ideas or information
that can greatly affect their daily living. It is also significant to consider that this function helps us arrive at
better and right decisions as we are guided with the important details of our concern.

5. Emotional Expression Function of Communication


Communication is considerably the most important way/vehicle to convey emotions and feelings.
Without this, we would not have any tool to express our happiness, sadness, grief, confusions and despair.
Emotional expression refers to how one conveys emotional experience through both verbal and nonverbal
behavior (Gross, 1998b, 1999).
The communication that takes place within the group is a fundamental mechanism by which
members show their frustration and feelings of satisfaction. Communication, therefore, provides release for
the emotional expression of feelings and for fulfillment of social needs.
FEATURES OF EFFECTIVE COMMUNICATION

1. Completeness
Completeness means including all the necessary information that one has need to know in order to
respond or react properly. This helps the receiver to evaluate the information which would be also the basis
of his response or any reaction he/she will make. With complete information, this smoothens the flow of
communication, hence, avoids confusion especially on the part of the receiver. Follow up questions will be
avoided too if the information is already complete.
A typical example of this is an announcement made. Basic information such as answers to questions like
what, where, when, who/whom, why, or even how should be given. In short, remember to give the “MUST
TO KNOW” in an information.

2. Conciseness
Be direct and avoid superfluous message for this will only lead to confusion. Conciseness does not mean to
cut the message or make it short but to eliminate unnecessary repetition of words or ideas.
Analyze the example from Randy Rambo 2019:

True, but you do not want your essay to be filled with words that are so unimportant that they can be
deleted from your essay without any loss of meaning. And it is a fact that readers do not appreciate having
to make their way through all of those unnecessary and unimportant words.
Source:http://facultyweb.ivcc.edu/rrambo/eng1001/conciseness.htm

3. Consideration
The receiver’s background information is a significant aspect in a communication process. Considering the
race, education, preference, status or even the mood and needs of the audience will help in building a
common ground for both the speaker and the audience. Language usage and content should be tailored to
an audience.

4. Concreteness
Facts, figures, real-life examples and other related researches strengthen the validity of a claim. In doing
so, the speaker builds a better connection with audience for he or she appears to be more credible as
compared to just a mere statement of an opinion without supporting evidences.

5. Courtesy
Though individual differences exist, respect on the other’s culture, beliefs and values should not be left out
of the communication process. Remember, courtesy creates positivity. Courtesy and consideration go hand
in hand in order to promote effective communication. This can be done by crafting an unbiased and polite
message.

6. Clearness
“What is the objective of your message?”. This question would lead the speaker to craft his message
clearly. One-at- a-time clear goal would develop accurate thoughts and avoid confusion on the part of the
audience. Simple and specific words would also create clearness of the message.

7. Correctness
This refers to the correctness in grammar in delivering the message. Others may think that is not much
important but this gives more credibility and effectiveness on the message. More importantly, the receivers
would know that the speaker care enough about the subject of the message for he or she is willing enough
to take his or her time just to make the message more effective.

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