Lesson 3 (Part 1): Functions and Features of Effective Communication | Oral Communication in Context

Summary

In this educational video, the presenter explores the multifaceted functions of communication, including control, social interaction, motivation, information dissemination, and emotional expression. They delve into the 'Seven Cs' of effective communication—completeness, conciseness, consideration, concreteness, courtesy, clearness, and correctness—essential for fostering understanding and avoiding miscommunication. Practical examples and strategies are provided to enhance the viewer's ability to communicate effectively in various contexts.

Takeaways

• 🗣️ Communication serves various functions including control, social interaction, motivation, information dissemination, and emotional expression.
• 👥 Control in communication is about regulating behavior and actions, often seen in parental instructions or teacher directives.
• 🤝 Social interaction through communication helps in establishing connections and relationships, essential for societal cohesion.
• 💪 Motivation in communication aims to influence behavior without direct control, often used in seminars and personal development talks.
• 📢 Information dissemination is a fundamental function of communication, spreading knowledge and ideas to a wider audience.
• 😢 Emotional expression allows individuals to convey their feelings and emotions, fostering understanding and empathy.
• 🔑 Effective communication requires a shared understanding between communicators to minimize misunderstandings.
• 📋 The 'Seven Cs' of effective communication—completeness, conciseness, consideration, concreteness, courtesy, clearness, and correctness—are key to achieving clear and impactful messages.
• 📝 Completeness in communication means including all necessary details for the receiver to fully understand and respond appropriately.
• 📝 Conciseness suggests being direct and to the point, avoiding unnecessary details that may confuse the message.
• 📝 Consideration involves taking into account the receiver's background, mood, preferences, and needs to tailor the message effectively.
• 📝 Concreteness requires that messages be supported by facts, figures, or real-life examples to ensure reliability and validity.
• 📝 Courtesy shows respect for the listener's culture, values, and beliefs, helping to avoid offense and maintain a positive communication environment.
• 📝 Clearness emphasizes the use of simple and specific language to ensure the message is easily understood by the audience.
• 📝 Correctness focuses on the proper use of language, including grammar and spelling, to enhance the message's credibility and effectiveness.

Q & A

What are the main functions of communication as discussed in the script?

The main functions of communication discussed in the script are control, social interaction, motivation, information dissemination, and emotional expression.

How does communication serve as a control function?

Communication serves as a control function by regulating certain behaviors and actions, as exemplified by parents instructing their children to do household chores or perform better in school.

What role does communication play in social interaction?

Communication plays a role in social interaction by enabling individuals to connect with others, establish connections, and form relationships, such as friendships and intimate connections.

Can you explain the motivational function of communication?

The motivational function of communication involves influencing the behavior and actions of others without directly controlling them, such as speakers in seminars aiming to instill positive impacts on their audience.

How is information dissemination achieved through communication?

Information dissemination is achieved through communication by sharing knowledge and ideas with others, such as a teacher delivering a lesson or people reading news to acquire new information.

What is the purpose of emotional expression in communication?

The purpose of emotional expression in communication is to help others understand our feelings and emotions, which can be conveyed through words, facial expressions, or body language.

What are the 'Seven Cs' of effective communication mentioned in the script?

The 'Seven Cs' of effective communication are Completeness, Conciseness, Consideration, Concreteness, Courtesy, Clarity, and Correctness.

Why is completeness important in effective communication?

Completeness is important in effective communication because it ensures that all necessary details are included in the message, allowing the receiver to properly respond, react, or evaluate the information.

How does conciseness contribute to effective communication?

Conciseness contributes to effective communication by making statements direct and to the point, avoiding unnecessary details and ensuring the message is clear and easily understood.

What does consideration mean in the context of communication?

In the context of communication, consideration means taking into account relevant information about the person being communicated with, such as their mood, background, preferences, and needs, to avoid misunderstandings and miscommunication.

Why is concreteness a key feature of effective communication?

Concreteness is a key feature of effective communication because it involves supporting the message with facts, figures, or real-life examples, making the information reliable and valid for the receiver.

How does courtesy play a role in effective communication?

Courtesy in effective communication involves respecting the listener's culture, values, and beliefs, which helps avoid offending anyone and shows respect towards the diversity of the audience.

What is the significance of clearness in the communication process?

Clearness in the communication process is significant because it involves using simple and specific words to express ideas, ensuring that the message is easily understandable by the audience.

How does correctness impact the effectiveness of communication?

Correctness impacts the effectiveness of communication by ensuring the proper use of language, including correct grammar and spelling, which enhances credibility and prevents misunderstandings due to language errors.

Outlines

00:00

🗣️ Functions of Communication

This paragraph introduces the topic of communication functions and features. It explains that communication serves various purposes, such as control, social interaction, motivation, information dissemination, and emotional expression. The paragraph provides examples for each function, like parents instructing children or teachers managing classrooms for control, and friends conversing for social interaction. It also sets the stage for discussing effective communication and overcoming barriers.

05:01

💬 Motivation and Information Dissemination

This section delves deeper into the functions of communication, particularly motivation and information dissemination. Motivation is described as influencing behavior without direct control, exemplified by speakers at seminars aiming to inspire personal or professional growth. Information dissemination is portrayed as a means to spread knowledge and ideas, with examples including teachers delivering lessons and individuals consuming news from various sources. The paragraph emphasizes the importance of these functions in society and personal lives.

10:01

😔 Emotional Expression and Effective Communication

The paragraph discusses the role of communication in expressing emotions and feelings, which is crucial for understanding and being understood by others. It suggests that non-verbal cues like facial expressions and body language are also forms of communication. The paragraph then transitions into the concept of effective communication, emphasizing the need for shared understanding between communicators. It hints at the 'seven Cs' of effective communication introduced by Cutlip and Center in their book 'Effective Public Relations'.

15:01

🔗 The Seven Cs of Effective Communication

This part introduces the 'seven Cs' model for effective communication, which includes completeness, conciseness, and consideration. Completeness refers to providing all necessary information in a message to ensure the receiver can properly respond. Conciseness is about being direct and to the point, avoiding unnecessary details. Consideration involves taking into account the receiver's background, mood, and preferences to prevent misunderstandings and adapt the message accordingly. The paragraph stresses the importance of these elements for clear and effective communication.

20:02

📚 Concreteness, Courtesy, and Clarity in Communication

The final paragraph continues the discussion on the 'seven Cs', focusing on concreteness, courtesy, and clearness. Concreteness means backing up messages with facts and examples to establish reliability. Courtesy is about respecting the listener's culture, values, and beliefs to avoid offense and show respect. Clearness emphasizes the use of simple and specific language to ensure understanding. The paragraph also touches on correctness, which involves proper grammar and spelling to maintain credibility and effectiveness in communication.

Keywords

💡Communication

Communication is the process of exchanging information, ideas, or feelings through speech, signals, writing, or behavior. In the video, communication is the central theme, with various functions and features discussed. It is used to control, motivate, disseminate information, and express emotions, showcasing its multifaceted role in human interaction.

💡Control

Control in communication refers to the function where individuals use language or signals to regulate or direct the behavior of others. The video gives examples such as parents instructing children to perform chores or teachers asking students to sit down, illustrating how control is exercised through verbal and non-verbal cues.

💡Social Interaction

Social interaction is the use of communication to establish and maintain relationships. The video emphasizes that communication is not just about exchanging information but also about connecting with others, forming friendships, and strengthening bonds, as seen in conversations with friends and family.

💡Motivation

Motivation in the context of communication is the function where individuals inspire or influence others without directly controlling their actions. The video mentions motivational speakers at seminars who aim to positively impact their audience by suggesting options and encouraging self-reflection, rather than dictating actions.

💡Information Dissemination

Information dissemination is the function of communication aimed at spreading knowledge or ideas to a wider audience. The video provides examples such as teachers delivering lessons or people reading news articles, highlighting the role of communication in sharing and acquiring new information.

💡Emotional Expression

Emotional expression through communication is the act of conveying one's feelings and emotions to others. The video explains that this can be done through words, facial expressions, or body language, and it is crucial for others to understand not just what we know, but also how we feel.

💡Completeness

Completeness in communication means that the message contains all the necessary details and information required by the receiver. The video stresses that for effective communication, all relevant facts and ideas should be included to allow the receiver to properly understand and respond to the message.

💡Conciseness

Conciseness refers to the quality of being brief and to the point in communication. The video clarifies that while messages don't have to be short, they should be direct and avoid unnecessary details to ensure clarity and prevent confusion.

💡Consideration

Consideration in communication involves taking into account the background, preferences, and needs of the message's receiver. The video explains that being considerate helps to avoid misunderstandings and miscommunications by adapting the message to the receiver's context, which is essential for effective interaction.

💡Concreteness

Concreteness in communication is about ensuring that the message is solid, reliable, and supported by facts or real-life examples. The video emphasizes the importance of this feature, especially in information dissemination, where the credibility and acceptance of the message depend on its concreteness.

💡Courtesy

Courtesy in communication is the practice of showing respect to the message's receiver, particularly regarding their culture, values, and beliefs. The video suggests that by being courteous, communicators can avoid offending others and foster a positive and respectful communication environment.

💡Clearness

Clearness in communication implies the use of simple and specific language to convey ideas. The video advises against using overly complex language that might confuse the listener, advocating for clarity to ensure that the message is easily understood by the audience.

💡Correctness

Correctness in communication pertains to the accurate and proper use of language, including grammar and spelling. The video highlights that technical correctness is crucial for maintaining the credibility of the message and avoiding misinterpretations due to language errors.

Highlights

Introduction to the functions and features of effective communication.

Communication serves specific functions influenced by time, place, and situation.

Control as a function of communication to regulate behavior and actions.

Social interaction through communication to establish connections and relationships.

Motivation in communication to influence behavior without direct control.

Dissemination of information as a key function of communication in society.

Expression of emotions and feelings through communication.

The importance of shared understanding for effective communication.

The 'Seven Cs' of effective communication proposed by Cutlip and Center.

Completeness in communication ensures all necessary details are included.

Conciseness in communication means being direct and to the point.

Consideration in communication involves taking into account the receiver's background and needs.

Concreteness requires messages to be supported by facts and real-life examples.

Courtesy in communication shows respect for the listener's culture and values.

Clearness emphasizes the use of simple and specific words for clarity.

Correctness in communication ensures proper grammar and spelling for credibility.

Practical examples of how to apply the 'Seven Cs' in various communication scenarios.

Transcripts

[Music]

g'day everyone welcome back to oral

communication in context for our third

lesson we will be talking about the

different functions and features of

effective communication for today we

will be going over the different

functions of communication as well as

the different features of effective

communication we will also be talking

about the different barriers in

communication process and how can we

overcome these barriers

people communicate in many different

ways but every time we communicate it

always serves a specific function

these functions highlight how humans use

language for different purposes

each function stresses on how language

is utilized and how it is affected and

influenced by time

place and situation

now let's talk first about the different

functions of communication when we say

functions we simply refer to the uses of

communication in our personal lives in

our society in our daily lives in

general these are the main reasons or

rather the general categories of why of

the reasons why we use communication in

the first place and probably describe

how we use communication in our daily

lives as well

the first function of communication is

control we basically communicate because

we want to regulate certain behaviors we

want to regulate certain actions or we

want people to do particular actions

okay so we use communication to do that

a good example of this is when our

parents tell us to do something take for

example some household chores or or they

want you to do better in school so stuff

like that could be a form of control

they use language they use their actions

they use their chest shorts they use

their emotions and they even use their

facial expressions to express

that they want you to do certain things

okay

another good example of this is in the

classroom when a teacher asks you to sit

down

listen and so on and so forth so

basically when we use language or any

form of communication in order to

regulate or control someone's behavior

or other people's behavior and action

then that could refer to this particular

function of communication communication

is also used as a form of social

interaction we communicate or converse

with other people because we want to

connect with them we want to establish

connections we want to formulate

relationships in order for us to

function as a whole okay we want to

create friendships we want to form

intimate connections with other people

take for example when you are talking

with your friends that's a form of

social interaction and when you talk to

your friends that's also a form of

communication you communicate whatever

information that you want to share with

them you share your ideas you share your

feelings with them and at the same time

while doing so the bond that you have

with your friends or your families or

the people that you share other forms of

relationship with they grow stronger or

they become more intense aside from

those things we also use communication

to motivate not just other people but

also to motivate ourselves

sometimes we want to influence

the behavior and the action of others

without specifically controlling them

without really dictating what they

should do but rather you want them to

consider certain options okay so that

could be a form of motivation because

you are trying to affect in a way

without even dictating what they should

do we try to you know influence their

reactions influence their decisions okay

so that could be a form of using

communication as a motivation take for

example speakers in seminars

particularly professional development

seminars or personal development

seminars they would always want to

instill information that they know would

have a positive impact or a positive

influence to the people listening to

them they want to develop certain skills

without really saying that this is what

should be done all right so they just

want people to consider those things and

see for themselves if they would want to

be doing all of those okay aside from

that when you tell yourself that you can

do this or you tell your friend that

particular phrase that could be a form

of motivation because you want them to

go for it without really directly

telling them that they should be doing

whatever you are saying when we also use

communication as a form of motivation we

basically power up or increase their

desire

their wants their needs whatever

strength they have all right so we

influence them in a manner that is

positive in a way this next one is

perhaps the most basic function of

communication if it's not the most basic

then it's the most widely regarded

function or use of communication in the

society and in our daily and personal

lives so when we want information to

reach more people or when we want

certain knowledge certain ideas to reach

more people that is a form of

communicating with the purpose of

disseminating information all right so

because you want to share it you want

other people to know about it aside of

course from giving out sharing or

circulating certain pieces of

information when you get information

from other people that is also a form of

information dissemination or when you

receive information from them ideas and

knowledge from them then that could be a

form of information dissemination

so take for example in the classroom

when a teacher delivers a lesson that

could be considered a form of

information dissemination because she is

giving knowledge that the students may

not know or may know a little off and

she had learned these pieces of

information from before as well during

her years of study as well so now she is

relaying the information as part of her

work as part of her job another good

example of using communication for

information dissemination is when we

listen to the news when we

watch the news or read the newspaper or

even if we go through our feeds on

facebook then that could be a form of

information dissemination because we

learn something new we acquire certain

pieces of information knowledge and even

skills sometimes that could be helpful

or that could influence or affect us in

one way last but not the least we use

communication to express our feelings

and of course our emotions we

communicate because we want other people

to understand us not just understand

what we know

but also understand how we feel okay so

in order for us to do that we engage in

conversations we engage in communication

process and it doesn't necessarily have

to be using words your facial

expressions your body language could

also indicate certain emotions certain

feelings to other people

take for example you're going through

something in your life and you confide

to a friend about it the way that you

express your emotions the way that you

confine those feelings to that person

share those feelings with that person

that is already a form of emotional

expression and it doesn't necessarily

have to be with someone the fact that

you cry because of it the fact that you

felt sad about it in your face already

reflects that okay that could be a form

of emotional expression that is

communicating with the purpose of

expressing your emotions your feelings

and whatever it is that you are keeping

in your heart and in your self now that

we know the different functions of

communication or the uses of

communication in our daily lives the

question still remains how can we

effectively communicate okay so how can

we effectively communicate in order to

serve the purposes of control

social interaction motivation emotional

expression and information dissemination

you have to note that in order for

communication to be called effective or

to be described as effective

the communicators involved in the

communication process must have a shared

understanding of what is going on

between them all right so the process of

communication the message the channel

and all of its elements have to be clear

to both parties to both communicators in

that way

that shared understanding is formulated

and maintained all right so meaning

there is lesser risk of misunderstanding

between the two because

they have a connection they have already

established connection between the two

of them with that shared understanding

therefore as one of the communicators

either you're the speaker or you're the

listener or receiver of the message it

is your task to communicate effectively

what you want to say okay now question

again is how do we do this

back in 1952 there were two authors who

wrote a book entitled effective public

relations so basically this book is

talking about how we could relate or how

we could um establish relationships

between and among the members of the

society all right so the book is called

effective public relations and it was

written by cutlet and center all right

now these two authors they also propose

what we now refer to as the seven seas

of effective communication so according

to them this seven seas are the key to

better understanding between and among

communicators okay so if we practice

these servancies then

there will be effective communication

between and among communicators okay so

you might be asking why seven seas it's

seven c's because all of these features

of effective communication begin with

the letter c so it is easier for you to

remember

let's begin with the first c the first

one is completeness okay from the term

itself complete when we say completeness

or when we refer describe communication

as something that is complete it simply

means that everything

that the receiver or the listener needs

to hear

from the speaker or the sender of the

message is already there it's included

in the message it's everything is

already there okay everything that is

important everything that is relevant is

already in the message or indicated in

the message now in this way when all of

the details are there it's complete it

will enable the listener or the receiver

of your message to respond react or

evaluate the message that he or she had

received properly okay so in that way

communication flows smoothly okay so how

can we do this when you talk to someone

when you want to share information

whether it's for emotional expression or

information dissemination or whether

it's control motivation or social

interaction whatever purpose you have in

mind if your message contains all the

necessary information contains all the

necessary details necessary ideas

necessary emotions then it's going to be

easier for your listener to understand

what you are talking about again when we

refer to completeness it's simply having

all the necessary important details that

the receiver needs to hear from a

speaker a good example of a specific

situation that highlights completeness

is when we invite our friends to certain

events or even to simple random things

or activities that you want to enjoy

with them all right so more often than

not when we invite our friends we

provide the necessary

details that they need in order for them

to say yes to you okay so take for

example you want to invite your friend

to the movies okay so you ask them when

you want to go to the movies with me

it's on this day what movie are you

going to be watching okay so you give

those kinds of information and what

should they bring what should they do

what should they wear stuff like that

additionally if you are practicing

completeness whenever you communicate

follow-up questions are often avoided

there are less clarifications

all right less concerns less issues

coming from the receiver of the message

the second c is what we refer to as

conciseness from the term itself concise

meaning it is brief okay it is short

however according to cut lip and center

it doesn't necessarily have to be always

keeping your messages short so meaning

your messages don't necessarily have to

be one words or short phrases okay

what they want to say or what they want

to emphasize in terms of conciseness is

simply making your statements your

messages direct or straight to the point

so whenever you talk make sure that you

go straight to what you want to say do

not keep it long in such a way that you

are already providing details that are

unnecessary or doesn't necessarily

connect with the original intent the

original purpose or even the original

message itself okay so just keeping it

direct straight to the point or straight

forward then that could refer to

conciseness already so take for example

if you want to confess to your crush

okay go straight to the point that you

like them because of this and that the

third c is what we refer to as

consideration from the root word itself

consider meaning we are simply taking

into account certain things okay so for

this case what kind of things or what

aspects what features are we taking into

account for now in consideration in

terms of communication or being

considerate in terms of communication

it's simply taking into account relevant

information about the people or the

person you are talking to or simply the

receiver of your message it could be

their mood it could be their background

meaning

where did they come from who are they as

a person okay so you can also consider

the race the preferences or their

preferences what do they value what do

they believe in okay their education are

they

only middle schoolers or high schoolers

or they are older than you stuff like

that you have to consider them as well

okay status and their needs you have to

consider those things as well so these

are just some of the things that you

have to consider and actually there are

plenty there are a lot and you might

find that hard work however when we are

being considerate of someone's

information or being considerate in

general of the people listening to us

the people we are communicating with we

also avoid misunderstandings we avoid

miscommunication as well and remember

that there are certain instances or

situations that we as speakers or you as

a speaker need to adapt to whoever it is

that you are talking to so that's also

important as well because when you learn

to adopt when you become flexible when

you become more considerate of their

situation or more considerate of who

they are as listeners all right then it

is easier for them as well the way that

you deliver your message will also

change and you know in yourself that

when you deliver those messages they

have to be understandable for them they

have to understand it easily they have

to absorb it in a faster way compared to

others therefore simply put it is just

easy for them to process the contents of

the message now let's move on to

concreteness according to this feature

of effective communication communication

can only be referred to or described as

effective when the message is concrete

so when we say concrete it is something

solid it is something reliable it is

something that is valid you can feel

that it is true it is real it is there

all right so how do we do that when we

communicate when we want to practice

concreteness whatever it is that you are

communicating

whether it's an information it's an

emotion you have to make sure that it is

supported by facts figures or real life

examples and situations okay for example

this is very particularly important

especially when we use communication for

information dissemination

because we want as speakers we want to

be as reliable as possible we want

people to take whatever it is that we

are sending as the truth okay we want

them to fully consider it and accept it

as a fact so in order for them to do

that they have to know if what you are

saying is reliable it is something that

is valid so

what you can do as a speaker is give

examples

support it with example supported with

facts supported with evidence basically

that what you are saying is true next up

we have courtesy courtesy is simply

referring to respect when you are

respecting your um listeners your

receivers of the message especially or

in particular their culture their values

their beliefs then that is already

showing courtesy okay in courtesy we are

simply acknowledging that our listeners

might be different from who we are they

are also coming from different

backgrounds so in a way you are also

being considerate okay so when you

practice consideration you are also

showing them respect okay you are

showing courtesy to who they are who

they are as listeners who they are as

people who they are as persons similarly

when you practice courtesy you also

avoid offending anyone so you as much as

possible you avoid hurting their

feelings because you want to be as

respectful as much as possible the sixth

c in effective communication is

clearness this feature of effective

communication simply implies the use of

simple and specific words to express

your ideas it's just saying that you

don't necessarily have to be using high

falutin words in order for you to sound

smart because sometimes there are

certain cases wherein we try to use big

words in order to come off as smart as

someone who is credible as someone that

is reliable but you have to remember

that if your listeners cannot understand

what you are saying then that will not

make you an effective communicator so

the communication process already failed

at the transmission of the message or

the formulation of the message itself

okay so as much as possible especially

if you are simply talking with peers or

talking with people who are younger than

you maybe not as informed as much as you

are then you can just settle for using

ordinary specific words or words that

are used rather on our daily life but

for example if you are using or you are

talking with a specific group of people

you can use jargons that you know are

appropriate for those kind of people or

listeners so again when you want to be

clear be simple just keep it basic just

keep it um ordinary and just keep it

easily understandable by others last but

not the least of course when you

communicate you have to practice

correctness as well okay so a while ago

we talked about being concrete

supporting it to in fact supporting it

with evidence and in a way that's also

practicing correctness however for

correctness we also refer to how we use

the language okay so it refers to the

technicalities of using the language are

you using correct grammar are you using

the correct spelling of the words all

right so correctness in the technical

aspect of language use eliminates

negative impact on the audience and of

course increases the credibility and

effectiveness of your message whatever

that is so certain words for example if

you say it incorrectly if you pronounce

it incorrectly or if you just um wrote

it using a wrong spelling all right or

you spelled it wrongly then it could

change meaning so you have to be very

careful with the technicalities of

language as well because language is a

powerful tool in communication and

language could mean different things as

well to different people right so you

have to be careful with the

technicalities of um language or the

rules and other regulations and using

language

[Music]

you