COMMUNICATION PROCESSES, COMMUNICATION MODELS

PRINCIPLES, AND ETHICS

1. Aristotle’s Model
LANGUAGE
- Classical rhetoric dates back to
- A language has a system of rules ancient Greece during the time of
(also known as grammar), a sound Plato, Aristotle, and the Greek
system (phonology), and a Sophists who were great rhetoricians.
vocabulary (lexicon). Animals can
Effective public speaking was an
communicate like humans do but
important consideration in the study
they cannot produce language in the
strictest sense of the word. of communication. They were good
at argumentation and debate, and
TERMINOLOGIES speech was characterized by
SPEECH COMMUNITY – people sharing repartee.
the same set of rules in the language system. -

LANGUAGE ACQUISITION – the

process of acquiring languages used by
those in the community.
MOTHER TONGUE – the language
acquired while growing up and can also be 2. Laswell’s Model
referred to as first language.
LANGUAGE LEARNING – languages
learned by studying formally in school or
informally on their own.

3. Shannon – Weaver Model

COMMUNICATION
- Claude Elwood Shannon and Warren
- It is defined as the exchange of Weaver’s model of communication
thoughts, ideas, concepts, and views was introduced in 1949, a year after
between among two or more people, Laswell’s for Bell Laboratories.
various contexts come into play. Originally, it was conceptualized for
the functioning of the radio and
CONTEXT
television serving as a model for
is the circumstance or environment in which
communication takes place. Such
circumstance or environment may include
the physical or actual setting, the value
positions of a speaker/listener, and the
relevance or appropriateness of a message
conveyed.
CLASSIFICATION OF
COMMUNICATION technical communication and, later
on, adopted in the field of
- Communication Mode communication.
- Context
- Purpose and Style
4. David Berlo’s Model

TYPES OF COMMUNICATION MODE - It was conceptualized in 1960 and is

ACCORDING TO CONTEXT probably the most well-known
among the communication models.
1. Intrapersonal
2. Interpersonal Initially, it was called SMCR (Sender,
3. Extended Communication Message, Channel and Receiver). However,
it was modified later on to include noise,
hence the acronym SMCRN.
GENERAL PRINCIPLES OF EFFECTIVE COMMUNICATION
- It is an act of sharing one’s ideas,
emotions, attitudes, etc. with other
people through various means.
GLOBALIZATION
- Globalization is a process of
interaction and integration among the
people, companies, and governments
of different nation. A process driven
COMMUNICATION by international trade and investment
1. Know your purpose in and aided by information technology
communicating. Factors that Drive Globalization
2. Know your audience.
3. Know your topic. - Technological advancements
4. Adjust your speech or writing to the - Liberalization
- Increase in Consumer Demand
context of the situation.
- Multinational Companies
5. Work on the feedback given you.
- Politics
PRINCIPLES OF EFFECTIVE ORAL - Increase Global Competition
COMMUNICATION Communication in Globalization
1. Be clear with your purpose. - Due to globalization, communication
2. Be complete with the message you in the 21st century became
deliver. increasingly transnational and
3. Be concise. intercultural.
4. Be natural with your delivery. - Sharing thoughts and communicating
5. Be specific and timely with your interests with other people from
feedback. across the globe has paved way for
developing a global village.
PRINCIPLES OF EFFECTIVE WRITTEN - Global communication also induced
COMMUNICATION the rise of “World Englishers,” each
with their own variety of the
1. Be clear. language.
2. Be concise.
3. Be concrete. Impacts of Globalization on Communication
4. Be correct. Virtual Interaction
5. Be coherent.
6. Be complete. - Communicating via online setting to
7. Be courteous. other people that does not require in
face-to-face interactions
Cultural Awareness in Speech
ETHICS OF COMMUNICATION - When two people speak the same
1. Establish an effective value system language, their cultural differences
that will pave the way for the can affect their vocabulary, their
development of your integrity as a tone, colloquial expressions, and
what they consider as “taboo”
person.
topics.
2. Provide complete and accurate
information. Cultural Awareness in Body Language
3. Disclose vital information adequately
- To understand acceptable speaking
and appropriately. distances, conflict styles, eye contact
and posture in different cultures,
accepting that the physical
COMMUNICATION AND expressions of their own culture are
GLOBALIZATION (G1) not universally accepted
Time Differences
- When people collaborate with others
on the other side of the globe, their
 counterparts are usually at home
asleep while they themselves are at
work. Time zone differences can SPOKEN LANGGUAGE
significantly impact communication, - The actual use of speech, articulate
coordination, and workflow within sounds, or related utterances that
remote teams convey meaning to share thoughts or
information.

Impacts of Globalization on Global WRITTEN LANGUAGE

Communication - The representation of a spoken or
Availability of Information gestural language by means of a
writing system.
- Since most countries opened their
borders to the rest of the world, VARIETY
businesses and organizations - A variety refers to any variant of a
focusing on technologies and language which can be suftiently
telecommunications are able to delimited from one another.
produce phones, televisions, and - Social
provide services such as internet - Historical
services and, millions of people are - Spatial
abbe to access information for a low - Or a Combination of these
price.
Different Language Varieties
Business Conduct
1. Pidgin
- Platforms such as Google Meet and
Zoom allows companies and - A simplified speech used for
organizations to conduct conferences communication between people with
and perform negotiations even when different languages.
the other party is at the other side of - A language which develops in
the world. Long business travels are situation where the speaker needs to
no longer necessary due to the communicate but do not share a
advancement of technology. common language.
- A lexifier is a particular language
Social Awareness where the vocabulary of pidgin
- Information technology and comes from.
networks enable peoples to share
opinions, views, work on projects -
and research different areas. These
are among the main reasons why the 2. Creole
process of globalization is creating a - It is a pidgin that becomes the first
sense of global society language of the children, or the
Limitations mother tongue of a certain
community.
- Even though global communication
has become mainstream and is
warmly accepted by many nations, -
there are millions of people who do 3. Regional Dialect
not have digital identities yet and
thus, are not able to participate in - Is not a distinct language but a
global communication. variety of a language spoken in a
particular area of a country.
-
VARIETIES AND REGISTERS OF SPOKEN
AND WRITTEN LANGUAGE (G2)

LANGUAGE
4. Minority Dialect
- Language is a principal method of
- This is a variety used as a marker of
human communication, either
identity, usually alongside a standard
spoken or written, consisting of the
variety, by the members of a
use of words in a structured and
particular minority ethnic group.
conventional way.
 - more casual if the relationship is
longstanding.

5. Indigenized Varieties
- Indigenized varieties are spoken
mainly as second languages in ex-
colonies with multilingual
populations. The differences from -
the standard variety may be linked to
4._Casual
English proficiency, or may be part
of a range of varieties used to - This register is used in informal
express identity. conversations with friends or close
- acquaintances. It uses slang and
contractions.

LANGUAGE REGISTERS
- A language register is characterized
by the way a speaker uses language
differently in different social -
circumstances.
- These are determined by such factors 5._Intimate
as social atmosphere, purpose of - This register is used in very close
communication, audience, and the relationships and expresses deep
general context of the discourse. personal feelings.
Five Distinct Registers: - Examples are an inside joke
between two, high school friends
1._Frozen or sweet nothings whispered to your
“special someone.”
- This register is used for language
that remains unchanged, like a Language registers may be classified as:
constitution or a prayer.
Formal Language Registers
- Formal writing is probably the most
difficult type of writing.
- It is impersonal, meaning it is not
- written for a specific person and is
written without emotion.
2._Formal
- Is used in professional, academic, or
legal settings where communication
is expected to be respectful,
unintterupted, and restrained to
specific rules. Slang is never used
and contractions are rare. -

-
3._Consultative
Rules of the formal language register:
- This register is used in conversations
where one person has specialized Informal Language Registers
knowledge or is offering advice. The
tone is often respectful but can be - Informal writing is written in the
way we talk to our friends and
family. We use informal writing
 when we are writing to someone we Video conferencing - is a technology that
know very well. allows locations to users hold in different
face-to-face meetings without having to
move to a single location together
Text messages - an electronic
communication sent and received by mobile
phone.
-
Notes - a short informal letter or written
Possible rules in informal writing since there message.
are no major rules innit. We can include
Calls- an instance of speaking to someone
such as
on the phone or attempting to contact
someone by phone.
THINGS TO CONSIDER IN
COMMUNICATING IN THE
WORKPLACE:
1. PURPOSE
2. AUDIENCE
3. TONE
BROAD CATEGORIES OF WORKPLACE
COMMUNICATION
A. Upward Communication
Neutral Language Registers
- From your position to an audience
- Neutral language register used in
above you in the job hierarchy. An
non-emotional topics and
example is a response to a letter from
information.
- It is not necessarily formal or your manager.
informal. B. Lateral Communication
- It is not usually positive or negative.
- A neutral register is used to deliver - Between you and an audience within
facts. your level of hierarchy. Example is a
- Some writings are written in a phone call from a co-worker you are
neutral register. This means they are collaborating with.
not specifically formal or informal.
C. Downward Communication
- From your position to an audience
below you in the job hierarchy.
- Example is an oral reminder to a
trainee.
D. Outward Communication
COMMUNICATION FOR WORK
PURPOSES (G3) - Between you and a company that
you do business with or an audience
outside your workplace. Example is
A._WORKPLACE COMMUNICATION a letter of inquiry addressed to a
supplier regarding a delivery to your
- Workplace communication is the office.
process of exchanging information
and ideas, both verbally and non- 2 KINDS OF APPROACHES
verbally between one person or (Searles, 2014)
group and another person or group
within an organization. It includes e- Writer- Centered
mails, videoconferencing, text - Ex. I’d be happy to assist you in your
messages, notes, calls, etc. concern.
Email - messages distributed by electronic - I’m happy to let you know…
means from one computer user to one or Reader - Centered
more recipients via a network.
 - Ex. If you have any concern, I’d be - Includes the return address and the
happy to assist you. date on the last line
- -You will be glad to know that…
POSITIVE AND NEGATIVE CONTENT
Positive
- Ex. We are close after 5:00pm daily. -
- Wait for our call regarding your 2. Inside address/ Recipients address
concern. - Contains the name to which the letter
is written and addressed
Negative
- Ex. You may visit us daily before
5:00pm.
- Please be advised that you can
expect a call from us regarding your -
3. Salutation
concern.
- Is the greeting part that is written in a
WORKPLACE COMMUNICATION polite and courteous manner
WILL FAIL THE ETHICS TEST IF IT IS
CORRUPTED BY ANY OF THE
FOLLOWING TACTICS
-
(SEARLES, 2014) 4. Body of the letter
1. Suppression of information. - Contains the main purpose of the
letter, the very reason for writing. It
2. Falsification or fabrication. is very important that the body of the
3. Overstatement of understatement. letter be written in a straightforward,
simple and coherent manner.
4. Selective misquoting.
5. Subjective working.
6. Conflict of interest.
7. Withholding information.
8. Plagiarism.
5. Complimentary closing
- Is the politeway yet business – like
B._BUSINESS LETTER ending of the letter. This ends with a
- "Business writing refers to comma (,).
memorandums, proposals, e-mails, -
and other forms of writing used in
organizations to communicate with
internal and external audiences.
Business writing is a type of 6. Signature Block
professional communication. Also - The name of the sender is written on
known as business communication the first name line, then his/ her
and professional writing (Nordquist, position on the next line. It is
2017).“ expected that the sender will put
- Writing business correspondence like his/her signature above his/her name
letters and memos is a skill or
potential that must be developed and
possess by a person regardless by his
work, profession, or specialization -
(Mosura, et al., 199)."

FORMATS OF A BUSINESS LETTER

Parts of a business letter 1. Block.
1. Heading
positions all the parts if the letter to the left, 2. Professional and Formal Tone.
single space, and justified.
• Memos are often
2. Modified Block. announcements, and the
person sending the memos
all parts of the letter are tabbed on the left, speaks for a part or all of the
single space, and justified except the organization. While it may
heading and the closing which are tabbed in contain a request for
the center. feedback, the announcement
3. Semi-block itself is linear, from the
organization to employees.
the paragraphs are indented instead of
placing them all on the left. Heading is on 3. Subject Emphasis
the center, and the date cam be placed in the • The subject to emphatic is
right side three spaces after the heading. The normally declared in the
recipient's address is on the left, and the subject line and should be
closing on the right. clear and concise.
4. Direct format
MEMORANDUM • Some written business
A memo or memorandum which means communication allows for a
reminder is normally used for choice between direct and
communicating policies, procedures or indirect formats, but
related official business within an memorandums are always
organization. direct.
Format of Memo • The purpose is clearly
announced
A memorandum has a header that clearly
indicates who sent it and who are the 5. Objectivity
intended audience or recipients are. Pay
• Memos are a place for just
particular attention to the title of the
facts and should have an
individuals in the next slide. Date and
objective tone without
subject lines are also present, followed by a
personal bias, preferences, or
message that contains a declaration, a
interest on display.
• Avoid subjectivity.
Importance of Good Communication at
the Workplace
It is critical to establishing and maintaining
quality working relationships in
organization.

1. Innovation – when employees have

the opportunity to express their ideas
discussion, and a summary. openly, they are more likely to
present their ideas without fear of
being ridicule or retaliation.
FIVE TIPS FOR EFFECTIVE BUSSINESS
MEMO’S 2. Growth – communication can be
seen to internally and externally. By
1. Audience Orientation associating yourself and establishing
strong communication lines, you
• An acronym or abbreviation ensure the consistency of the
that is known to management externally delivered message.
my not b known by all the
employees of an 3. Effective Communication –effective
organization. The goal is communication not only talks to
clear and concise people but also giving them the
communication at all levels opportunity to talk to each other.
with no ambiguity.
 Strong communication channels are  Once you've created your
essential. message, you need to make
sure it's in the best possible
4. Team Building – creating effective format. While face-to-face
teams requires communication and communication is the best
mutual cooperation. This increases way to build trust with
the morale and employee employees, it is not always an
satisfaction. option. Take time to decide if
5. Giving a voice to all –employee the information provided on a
satisfaction can be very much printed copy works better
dependent on having a voice and than an email or whether a
being listened to, whether it is in general note is sufficient.
regard to an idea they have had or COMMUNICATION FOR
about a complaint they need to make.
EMPLOYMENT (G4)
Consolidated communication lines
should enable everyone to RESUME
communicate freely with their
colleagues, peers, and superiors to - A resume is a document that
any level. summarizes your work experience,
education, skills, and
• Include everyone: accomplishments. It’s typically used
 make sure that the when applying for jobs to give
communication lines are potential employers a quick
always open. Search and overview of your qualifications.
actively promote progress There are different types of resumes,
reports and project updates. including chronological, functional,
This is especially important and combination, each serving
when it comes to remote different purposes depending on
personnel. what you want to highlight. A well-
crafted resume helps you stand out to
• Listen and show empathy employers by clearly presenting your
strengths and relevance to the job
 Communication depends on you're applying for.
the ability not only to send
but also to receive messages. Types of Resume
S o the ability to listen
effectively greatly enhances Chronological Resume
the communication process - lists your work experiences and
(Lunenburg, 2010). achievements starting from the
• Define Objectives and Expectations current or most recent one, and
following up with previous jobs
 Managers should provide below.
clear and accessible goals for
teams and individuals that Functional Resume
define exactly what is - also known as the skill-based
required for a particular resume, is a resume format that
project and that all of the focuses on your professional skill
team is aware of the test as opposed to work experience
objectives of the project, the
department and the Combination of chronological and
workplace as a whole. function resume

• End your message clearly - This mixes the most useful

elements of the chronological and
 Make sure your message is functional resume formats. It focuses
clear and accessible to the on your skills, as a functional resume
intended audience. To do this, does, but also provides ample
it is important that you speak space for you to detail your work
clearly and politely to convey history— usually in chronological
your message clearly without order.
confusion or offence.
Elements of resume writing
• Choose your medium carefully
- Name, Address, Email
 - Career Objective 6. Place your loose items on the floor
- Work Experience - next to your seat, in your lap, or on
- Educational Background the side table, coffee table, or in front
- Courses/Training of you at a conference table. Your
- Awards/recognition briefcase or bag should be kept at
- Personal Details your feet, not on a chair or table.
7. Do not ask for refreshments - If
refreshment is offered, you can
APPLICATION LETTER accept it. If you are asked to dine out
as part of your interview, use good
- An application letter, also known as table manners.
a cover letter, is a document that 8. Keep electronic devices turned
accompanies your resume when completely off - A phone set to
you're applying for a job. This letter vibrate will interrupt the meeting.
expands upon the information you 9. Consider taking notes, though this
have noted in your resume or your isn't expected - It's a good way
Indeed profile though to show that you're interested,
and you can refer back to specific
information later on.
How to write an application letter 10. Keep a positive and friendly
attitude - This includes ending on a
1. Research the company and job
high note and sharing your
opening
enthusiasm about the possibility of
2. Use a professional format
working there.
3. State the position you're applying for
4. Explain why you're the best fit for
the job
5. Summarize your qualifications COMMUNICATION WITHIN A
6. Mention why you want the job COMPANY (G5)
7. Include a professional closing BUSSINESS COMMUNICATION
- The process of sharing information
INTERVIEW ETIQUETTES between people within the workplace
and outside a company.
- Interview etiquette is the behaviour,
language and empathy that you
deploy during a job interview . It's
useful to use such etiquette 2 forms of business communication
throughout the interview process, as MEMORANDUM
this encourages the interviewer to
view you as a kind and trustworthy - More commonly known as a memo,
person. is a short message or second used for
internal communication in a
1. Be on time - If you're going to be business.
late, show that you are respectful of - The word memo is derived from
the interviewer's time and call to say Latin word “memorare” changed to
when you'll be arriving. memorandus and means “to state” or
2. Thank the interviewer - for taking “to tell”
the time to meet with you, both at the - History: Memos have been a staple
beginning of the interview and again of business communication for
at the end. decades, predating the digital age.
3. Dress appropriately - If you arrive They were originally written or typed
dressed too casually or too formally, on paper and exchanged through an
the situation can be uncomfortable interoffice mail system.
for both you and the person - The purpose of a memorandum is to
interviewing you. perform different kinds of functions
4. Introduce yourself - to the
in an organization or business.
receptionist and to everyone you
meet in the organization. Joseph Locicero (2007)
5. Shake hands with everyone - using
a firm (but not forceful) grip, and  Offers a good example of when to
make strong eye contact. use memos. He claims that memos
 may inform the readers of the helps the reader to understand the main idea
following: of the memo.
Memos may inform the readers of the
following:
Types of Memorandum
a. Announcement for diverse occasions.
1. Memorandum that requests
b. Changes such as policies, procedures or • This document makes a favor.
process. 2. Memorandum that responds
c. Confirmation of decisions and meetings. •This used when there is a prior
document that needs a response.
d. Documents for submission such as 3. Memorandum that Informs
reports, data, research, and others. •This is used to state, explain, or
clarify a policy, issue and others.
e. Recommendations.
f. Request for further information.
g. Solicitations for opinions.
Writing Effective Memos
According to Adelheid Thieme in her
presentation for Amazona State University
claims that effective memos must be:
Writing the Body
A. Civilized
 Consider who the audience should
B. Concise be.
C. Coherent  Skip a formal salutation
D. Compelling  Introduce the problem or issue in the
first paragraph
E. Correct
 Give context for the issue at hand.
Parts of a Memorandum
 Support your course of action in the
Heading Segment
discussion segment.
TO: Reader’s names and job titles.
 Suggest the actions that reader
FROM: Sender’s name and job title. should take
DATE: Complete date  Close the positive and themo warm
with a summary
SUBJECT: Reason for writing a
memo.
Opening Segment Minutes of the Meeting
In this segment, one can find the It is the official written record of the
purpose of the memo. It gives a brief meetings of an organization or group in a
overview of the memo. conversation and decisions that are made.
Context The primary purpose of minutes is to
create an official record of the actions taken
It is the event or circumstance of the
at a meeting.
problem the writer is solving. One should
clearly mention the context. THE TYPES OF MINUTES OF THE
MEETING
Task Segment
FORMAL
It is the segment one must include to
mention the steps for solving the problem. Are used to document big or official
decisions that often require approval. It is
Summary
commonly used by nonprofits, government,
If a memo is more than a page, one schools, and public companies.
must include a separate summary segment.It
INFORMAL
 Serve as a quick reference to IMPORTANCE OF THE MINUTES OF
important topics that have been covered in THE MEETING
your meeting such as goals, obstacles,
●It becomes your guide.
deadlines or ideas that have surfaced.
●It serves as a reminder or reference.
Things to include when writing the
Minutes of the Meeting: ●It conveys message
• Date and time of the meeting ●To inform
• Names of the attendees and absence ●It may serve as your corporate defense
• Purpose of the meeting
• Agenda items and topics discussed
• Action items
• Next meeting date and place
• Documents to be included in the report
STANDARD STYLES
ACTION MINUTES
This type of minute which is
otherwise known as decision, minutes
includes only the decisions reached and the
actions to be taken, not including the
discussion involved in making the decisions.
VERBATIM MINUTES
This is a word for word record of all
discussions and decisions. Verbatim minutes
are record of every single word said at a
meeting. They are often long and can be
difficult to skim for a particular piece of
information.
DISCUSSION MINUTES
Discussion minutes are records of
agreement of the discussions that lead to the
decisions and actions required. Discussion
minutes are recommended in most cases.

How to make an effective

Meeting of the Minutes
• Determine if you actually need a meeting.
• Plan the meeting agenda carefully.
• Define a clear objective.
• Attach supporting documents to help others
prepare.
•Assign specific times to each section of the
meeting.
• Record meeting notes and decisions