Characteristics of Communication (continues)

The context of communication also determines the most effective way of creating and sending messages. There are different forms of communication based on message forms, modes of transmission, and systems that you can utilize depending on the communication context and purpose.

§  Verbal Communication.  Spoken and written words refer to verbal symbols.  The use of spoken or written symbols in making and interpreting meanings is called verbal communication. 

Ø  Written Communication.  If you need a permanent record or proof of the interaction; if the content of your message is complex and confidential; and if you want a formal response, you should opt for written communication (Satterwhite & Olson-Sutton, 2007), which frequently comes in the form of memoranda, letters, and reports and transmitted through any conventional or online means and services, such as through the post office or e-mail, respectively. 

Ø  Spoken or Oral Communication.  If your reasons for communicating are the opposite of the conditions presented for written communication, spoken communication will work.  The spoken form is also characterized as more fluid and simultaneous compared to the written form.  Spoken messages may be sent through telephone, face-to-face, broadcasts, or presentations. 

§  Nonverbal Communication. Nonverbal messages are comprised of signals, characterized as visual, audible, and movement clues.  Vocal tones (and other paralinguistic features, such as pitch, stress, intonation patterns and juncture), facial expressions, eye contact, gestures, body movements, physical appearance, and manners are all examples of non-verbal representations.  The use of these symbolic or physical behaviors, other than written or spoken language, is called non-verbal communication. 

§  Formal Communication.  Formal communication is based on specified and standardized guidelines, channels, and systems.  It is practiced in an organizational, business, and formal environment and includes the sending and receiving of official, sometimes confidential and sensitive information.  Hence, there is usually the need for a written document as proof of the interaction.

§  Informal Communication.  Informal communication is the typical, personal face-to-face communication that happens between friends and family members. Unlike formal communication, it is free from any guidelines or organizational rules.  Most spoken interactions are informal, in which no proof is needed for the communication that occurred.

§  Intentional Communication.  The words and signals used in communication have their intended meanings.  People communicate out of purpose and motive.  Intentional communication happens when the communicators are aware of their own purposes and how their words and actions might impact others.

§  Unintentional Communication.  When communication is not purposeful, it is unintentional.  This happens in cases where messages are not intended to be sent or have reached the wrong receiver.  Although this may be possible for both verbal and nonverbal forms, unintentional communication is common and considered an issue in the use of nonverbal behaviors.  Sometimes a person’s behavior projects no real message behind it. The communicators’ psychosocial contexts and frames of reference play major roles in the meanings they attach to the messages they send and receive.

Context is indeed a vital element of communication.  It has both obvious and subtle implications for the communication process.

d.       The goal of communication is shared understanding.  Successful, effective communication entails that the participants in the communication process have achieved common, mutual, or shared understanding of the matter/s at hand, comprised of the thoughts and emotions involved in the process. As misunderstandings could occur, which may cause communication breakdown, the parties involved must be conscious and cautious of possible differences and must be willing to settle such disparities.

ACTIVITY 5:

Directions for Exercise 3

1.       Cheesbro, O’Connor and Rios (2007) shared five communication principles that can help us avoid or minimize communication breakdowns:

§  We are always communicating, intentionally or unintentionally. 

§  The message sent and received may not be the same. 

§  Who sends the message does matter. 

§  Interpretations of meanings of words are internal. 

§  Communication is assimilated.