How Does Effective Communication Occur - Assignment Example

RUNNING HEAD: Effective Communication The Communication Process: How does Effective Communication Occur Communication is as essential part of human existence and our everyday lives. Not only does it convey feelings and viewpoints to people that belong to the same cultures; rather, it can be a bridge rather than an obstacle for individuals from different cultures (Devito, 2004). Communication makes people at ease with each other through reasoning and thus, promotes harmony and coexistence. However, despite its importance, people tend to forget or ignore its value, shrugging off the influence and impact that it could exert on an individual’s life. Disregarding such premium of communication is closely equal to life itself, since communication is a powerful tool that shapes an individuals life both in the short term and over the long haul (Devito, 1996). As it is apparent n everyday life, people who are exemplary at communicating are likely to end up in better positions in the community; and even in enterprises. They are more likely to receive recognition and accolade from society. This emphasizes the importance of communication. This paper reviews communication and its context. Within it, the value and significance of communication will further be reinforced. What is Communication? Communication is a way of conveying one’s thought to another person. However, its definition has been subjected to change since time immemorial. It definition has perennially been a point of contention among experts in the field of communication and language. Currently, there are various forms of communication; however, experts have labeled two general types. These are non-verbal and verbal types of communication. Obviously, under verbal communication, an individual uses language as the main tool (Stanton, 1982). Needless to say, language alone would not suffice when an individual comes across people who use a language different from his own. That is why there are many who study other languages aside from their native tongue, given the complexity and competitiveness of today’s world. This is a leverage that could not be easily replicated. Non-verbal communication, on the other hand, refers to signals which are mostly used in communicating with people with disabilities (i.e. blind, deaf and other similar kinds of deformities). The development of non-verbal communication is of importance since it has made people with disabilities productive and participative despite their physical inadequacies. Moreover, non-verbal communication is not exclusively used by people with physical deformities. There are instances in which is non-verbal communication is utilized even though there is the option of using language. Sign language was assessed as an effective communication vehicle in military operations since it reduces the risk by avoiding unnecessary noise that could jeopardize the safety of military personnel (Devito 2002). From these two, countless debates have been brought forth due to the complexities that have sprung across time. Experts have dedicated much attention to communication in the field of empirical research. Most scholarly arguments focus on the process of communication, in their attempt to identify and establish how communication works. There are various models attempting to discuss how communication works and subsumed under it are the various reasons an individual engages in communication. The various models have opened up a channel for a novel understanding of how communication works. How Does Communication Work? Back then, communication was simply understood as two people exchanging words. However, scholars further deepened that understanding by formulating various models on how communication works and expounded on the factors that influenced communication. Currently, there are numerous empirical studies that expound on these models and the process of communication. The first model that explains the communication process is the sender-receiver model. People often considered the beginning of communication. That is, when a person decides to send a message to an individual. However, the sender-receiver model explains that simply sending a message could not be the beginning of communication (Devito, 2000). It takes into account whether the receiver, the individual whom the message was intended to be sent, received and understood the context of the message. Simply put, once the receiver manages to get the message, then that is the only time that communication begins and takes place. Moreover, this model takes into account the importance of the message. The message of the sender towards the receiver stands as a catalyst to determine whether communication took place or not. There is another type of communication model that is closely linked to sender-receiver model; however it emphasizes the receivers part, thus being strongly indicative of what it represents – the receiver model. Under it, the idea that communication would only take place after the receiver takes the message ranks only as the second determinant of whether there is communication between two individuals. The receiver model emphasizes the importance of the message to the receiver. The communication would only have begun if the receiver, in any way, thought that the message he received is of value to him. The receiver model could be considered as an unorthodox model of the communication process (Devito, 2004). Culture, similar to communication, is also important in our everyday lives. In a community, culture stands as a link that closely puts together a group of people. Communication may take whether people share a similar culture or a distinct one. Languages that are used in communication are influenced and formally shaped by the existing culture of that community. In some cases, there are multiple cultures that influence the verbal form of communication and most likely result in a unique language. For instance, in the case of the Korean Hangeul, they have at least 5 different foreign languages that influence and shape today’s contemporary Hangeul. The same could also be said about non-verbal communication. Signs and other forms non-verbal communication are largely taken from one culture or a mixture of cultures. According to Devito (2004), understanding the essence of communication and its processes would be close to impossible if this does not taken into account the importance that culture has to communication. The transition of meaning during communication and its understanding also falls under cultural practices (Devito, 2004). There are yet other models that show the process of communication; however, they may be much more complicated than the current model presented. These three represent the simplest and easiest to comprehend since there are no complicating factors subsumed under them. Barriers to Effective Communication Barriers to communication could take various forms. However, in Devito (2006), there are 5 major obstacles towards effective communication. These five are (1) differences in perception and language, (2) Poor listening, (3) Emotional interference, (4) Cultural differences, and (5) Physical distraction. The barriers vary from each other and taken from different aspects of an individual’s life. Moreover, the barriers are also self explanatory, making them much easier to understand. Apparently, there are some barriers that could not be easily overcome by just improving an individuals listening skills, such as those which have to do with differences in perception, wherein has a different or contrasting view about an issue that could not be easily changed through dialogue. Emotional interference and physical distraction could be produced by intrinsic causes from the individual who is engaged in communication with others. Factor that Assist Effective Communication The barriers towards effective communication may actually be solved or remedied substantially by improving ones communication skills. Despite its limitations and simplicity, effective communication still relies on effective listening skills that an individual possesses (Devito, 2004). However, listening is something that most people are not effectual at. They often misinterpret the real meaning of listening thus creating misunderstanding between the listener and the people he is communicating with. According to (Devito, 2004), the importance of listening lies on the show respect and conveyance of an individual’s interest, thus creating a harmonious conversation. Furthermore, an individuals reaction towards the person he is talking with, rely heavily on his listening skills. As an individual listens, interpretation and evaluation of the meaning of the information he is receiving transpires. During the course of evaluation, the individuals response is being planned. However, there are cases in which evaluation causes disregard of the moment or overreaction. Such instances are often caused by emotions, especially when the topic is too personal and sensitive for the listener (Devito, 2001). Role of Personal Awareness in Communication Personal awareness plays an important role in the process of communication. No matter how focused an individual is in trying to listen to what the other individual is saying, emotions which constitute personal awareness could cause unusual reactions that could hamper understanding between the parties. According to Bovee and Thill (2005), there are three ways that often describe the personal awareness of an individual. They are: 1) aggressive, 2) passive, 3) assertive. These three convey the reaction of the listener in different ways. Among the three, the assertive type of personal awareness stands as the clearest and most productive way of conveying the reaction of the listener (Fiordo, 2008). Furthermore, being assertive gives balance to the communication between the listener and the one who is talking. An assertive listener regularly reacts to what the speaker is saying, creating an impression of being interested in the topic and relaying every message, while the other side is given ample time to explain himself. The other two are described by Devito (2004) as creating imbalance between the speaker and listener. Aggressive individuals often react without thinking, creating an awkward and vexing atmosphere that dismisses the feasibility of peaceful communication. Aggressive listeners often base their reactions on what their emotions are, causing them to be biased. These lead to ideas that disregard the welfare of the individual they are talking to. Passive listeners are the opposite of aggressive listeners. Instead of paying attention to what they feel, passive individuals often disregard their feelings in order to provide emotional support to the other party (Devito. 2004). It may sound good; however, the listener is creating a passive approach to the problem. Suppressing the listener’s own emotions inhibits constructive criticism or advice towards the other individual, thus making things more complicated than what they ought to be. Personal awareness has its roots on the emotional intelligence of the listener and the speaker (Chaney and Martin, 2002). Speakers are often influenced by the personal awareness of the listener during his conversation with him. How long and the profound the conversation will be lies on how the listener reacts towards the speaker. According to Devito (2006), being assertive and passive does exert a strong influence on the outcome of the conversation. The characteristics of being supportive, creating a helping atmosphere that promotes calm and clear conversation, are among such positive outcomes (Devito, 2004). Role and Management of Emotions in Communication Seeing how personal awareness has its roots in the emotional intelligence of an individual, managing it could be beneficial in the long run. According to Maiese (2005), emotions and feelings have great influence on how people communicate especially in times of conflict. Emotions are described as cause and escalator of situations. In addition, emotions also influence people’s agendas, desires and goals toward others whom they engage in communication. According to Maiese (2005), people are dissuaded from openly communicating to other people if they are emotionally immature, having low self-esteem for instance. Scholars who have studied the importance of emotions in communication have sought to formulate methods of managing emotions especially in critical times. Maiese (2005) cited various methods for managing emotions, encompassing relaxation techniques, cognitive restructuring exercises, and communication and listening techniques. These techniques all involve soothing the emotions in order to avoid conflicts and harmful reactions that could offset the effectiveness of communication, and which might even lead to future dispute. Maise (2005) cited some cases wherein controlling one’s emotion is of utmost importance such as debates wherein emotions may cloud the individual’s reasoning. The latter may be detrimental to the effectiveness of the communication between the two parties. Specific Strategies to Improve Effectiveness of Communication There are various ways for improving the effectiveness of communication through a variety of strategies. According to Devito (2001), identifying what one wants to communicate, determining the types of messages; and gauging who the audience or individual that one will communicate with, are the deciding factors in the choice of communication strategies. Additionally, there are a number of ways of starting up communication, so it would be much easier to choose from among the technological devices available. One specific strategy would be an element matrix. This communication strategy is used to address multiple issues at one time, and narrow them down into simpler ones in order for them to be more easily addressed (Devito, 2006). It also determines the appropriate reaction or response based on the kind of audience in which the communication or meetings transpire. Most of the time, an element matrix is used in public speeches, meetings and seminars. Another strategy would be appreciative inquiry. According to Maiese (2005), appreciative inquiry is a technique used to refrain the repercussions of emotion. This approach relies upon collaborative inquiry and affirmative questioning to collect positive stories and have a venue for expressing what is best within their community or group (Maiese, 2005). Since emotions are considered as barrier towards effective communication, using this approach, an individual could temper his emotions by tapping into positive feelings that are made available by the intervention. From these, he may build a positive outlook; thus increasing the likelihood of effective of communication. Conclusion Communication has further evolved into a complicated phenomenon, with equally complex processes. Simply conveying one thoughts to another would not be sufficient in understanding what it is, and how being “effective” enhances its impact. There is still substantial improvement and research that need to be carried out to describe and arrive at an empirical, valid model that describes the communication process and its determinants. References Bovée, C. L. & Thill, J. V. (2005). Business communication today (8th ed.). USA: Prentice Hall International, Inc. Chaney, L. H. and Martin, J. S. (2002). Intercultural business communication (2nd ed.). New Jersey: Prentice Hall. DeVito, J. A. (1996). Messages: Building interpersonal skills, 3rd ed. NY: HarperCollinsCollegePublishers. DeVito, J. A. (2001). The interpersonal communication book (9th ed.). New York: Longman. DeVito, J.A. (2002). Human communication: The basic course. Boston. Longman Devito, Joseph A. 2004. The interpersonal communication book (10th ed.). Boston, Allyn & Bacon, Inc. DeVito, J.A. 2006. The essential elements of public speaking (8th ed.). New York: Pearson Educational. Fiordo, Richard. 2008. Engaging students in college communication classes. Communication & Social Change 2(1), 8-15 Maiese, Michelle. 2005. Emotions. Available from: http://www.beyondintractability.org/essay/emotion/?nid=6565 [Accessed 5 November 2008] Stanton,Nicki.1982. What do you mean, ‘communication’? – An introduction to communication in business. London and Sydney: Pan Books. Read More