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UNDERSTANDING COMMUNICATION Part Two CONSIDERING DIFFERENT SETTINGS INFORMAL SETTINGS - Most of your communications occurs informal settings, which are casual, unstructured situations. - In informal settings, the communication is usually spontaneous. You think about what to say as you go along, and then you say it. - Every day you probably take part in informal communication situations, such as: talking with family and friends, giving instructions, talking/texting on the phone, giving and receiving information in class and so on. A large percentage of your waking hours is spent communicating. This communication takes place in both formal and informal settings. FORMAL SETTINGS - Formal settings are situations that you can prepare for ahead of time. Even though much of your every day communication may not take place in formal settings. These situations allow you to affect the ideas and feelings of people in important positions. FORMAL SETTINGS DEBATE AND PARLIMENTARY PROCEDURE: Debate is a formal communication situation in which speakers take opposing sides on an issue and try to prove or disprove a statement about that issue. Parliamentary procedure is a set of rules used to conduct orderly meetings. Precise and convincing communication is essential in both of these formal settings. INTERPRETIVE SITUATIONS: Oral reading is a performing art in which literature is read aloud and interpreted for an audience. Drama is performing art in which the characters in a play are interpreted and presented by actors on stage. INTERVIEWS: An interview is a form of communication in which people ask and answer questions. In a job interview, you may sit with a potential employer and ask and answer questions about your ability to get along with others, the responsibilities of the job and the salary to name a few. GROUP DISCUSSIONS: A group discussion is a face-to-face meeting among a small number of people who convey information, express their views, and reach conclusions about a particular issue. PUBLIC SPEAKING: In public speaking, on person addresses an audience – the listeners or spectators attending a presentation or a performance – to inform, entertain, or persuade them. ELECTRONIC COMMUNICATION : Electronic communication includes radio, television, and video, three of the most common and influential means of mass communication. Today with video technology at our finger tips, this type of communication provides opportunities to quickly reach thousands or millions of people at one time. Identify two formal communication situations that you take part in during an average week. You can participate in these situations as a speaker or a listener. For each situation, identify the elements of communication that seem most important when sending and receiving information. Review the Elements of Communication Chart in PPT1 if needed. Write a short paragraph about each situation. ACTIVITY ONE This will be due in class on Friday. Have it printed and ready when you get to class! DEVELOPING THE COMMUNICATION PROCESS The communication process consists of a series of several interrelated steps: • You find ideas to speak about. • You adapt your message to the needs of your audience. • You determine how to present your ideas in the most effective way. • You interpret audience feedback. • You deal with verbal and nonverbal interference. The progress of these steps can vary according to the people involved, the setting, and other circumstances. To some extent these steps come into play in all communication situations, whether you are talking with one person, participating in a group discussion, or speaking before a large audience. FINDING IDEAS Finding good ideas to talk about is the key to effective speaking. This step is especially important for occasions such as group discussions and public speaking. When you choose ideas, you will need to consider factors such as your audience, the setting, ad the time allotted for your presentation. You may find many interesting ideas for formal and informal speaking situations by • Examining your own experience • Looking at the lives of people around you • Watching television shows, movie, or Youtube • Reading the newspaper, magazines, or newsfeeds on social media • Browsing or searching the internet for popular, current topics On Mrs. Kallemeyn’s wiki under this presentation is a Word document with a chart for speech topics. You can either type in the Word document or print it out and fill it in by hand. It may seem daunting, but the more boxes you have filled the easier it will be for you to choose and eliminate speech topics as you progress through the rest of the speech semester. ACTIVITY TWO Be sure to fill this sheet in completely. Mrs. Kallemeyn will check it on Thursday for a completion grade. ADAPTING TO YOUR AUDIENCE To communicate effectively, you must adapt to the needs of your audience. Adapting to your audience involves learning something about the people you are going to address. In some formal situations you can learn about your audience before you prepare your speech. However, in many speaking situations you learn about your audience while you communicate with them. Being aware of cultural, sociological, and individual information about your audience will help you to present thoughts and idea effectively. These factors will help you to anticipate your audience’s response, interpret feedback, and respond to your audience appropriately. THREE CHARACTERISTICS TO CONSIDER INDIVIDUAL CHARACTERISTICS CULTURAL CHARACTERISTICS SOCIOLOGICAL CHARACTERISTICS When you examine your audience’s individual characteristics, you look at such things as a person’s personality, interests, and aspirations. These items help you to predict how an individual may respond to certain information. The individual level is particularly important to consider in every day conversation. When you examine your audience’s cultural characteristics, you look at such things as age, religion, and national and ethnical background. This helps you to focus your presentation in such a way that your audience will understand and respond favorably to your message. When you examine your audience’s sociological characteristics, you look at elements such as their affiliations, their educational background, and their occupations. Based on what you discover, you can formulate some general ideas about your listeners. ENCODING AND DECODING INFORMATION ENCODING The process of turning ideas and feelings into verbal and nonverbal symbols is called encoding. In formal situations, you take time to plan how you want to state a certain idea. You may even try two or three ways of stating an idea before you select the best way to present it. Informal speaking is quite different. In informal conversations, the encoding process is nearly instantaneous. DECODING For communications to be complete, a receiver must decode a message. Decoding is finding the meaning of verbal and nonverbal symbols. In conversations, the decoding process is usually instantaneous. A split second after you say something, someone is likely to respond. In formal and some informal situations, the receiver may need to translate messages into meanings that make sense in their given context. DEALING WITH INTERFERENCE PHYSICAL NOISE PSYCHOLOGICAL NOISE SEMANTIC NOISE Physical noise consists of any sound that prevents a speaker from being heard. Physical noise interferes with a speaker’s ability to send messages and with an audience’s ability to receive them. The thoughts and feelings that distract people from listening to what is said is called psychological noise. Psychological noise interferes with the audience’s concentration and ability to hear a speaker’s presentation. The interference caused by words that trigger strong, negative feelings against the speaker or the content of the speech is called semantic noise. Semantic noise leads to misunderstanding, as well as unpleasant and distracting nonverbal feedback from the audience.