The Communication Cycle: Key Components and Stages

1. Sender: Initiates the communication, conveying an idea, information, or request.

2. Message: Content being communicated (can be spoken, written, visual, or
gestural).
3. Encoding: Sender converts thoughts into a transmittable format (choosing words,
symbols, etc.).
4. Channel: Medium used to send the message (e.g., conversation, email, social
media).
5. Decoding: Receiver interprets and understands the message, based on their
context and experience.
6. Receiver: The target of the message; interprets and responds.
7. Feedback: Receiver’s reaction or response (verbal/non-verbal) that shows if the
message was understood.
8. Noise: Interference that can disrupt communication (e.g., background noise,
biases, distractions).
9. Context: The environment of communication, including physical setting, timing,
cultural factors.
10. Barriers: Obstacles hindering communication flow (e.g., language, psychological,
cultural issues).
11. Response: Receiver’s action post-message interpretation, indicating message
effectiveness.
12. Adaptation: Adjustments made by sender/receiver (e.g., tone, language) to align
with each other’s expectations.

The communication cycle is dynamic, with messages being sent, received, and adjusted
based on feedback and understanding. Effective communication relies on careful
attention to each component, helping ensure messages are clear and accurately
understood.
Key Theories of Interpersonal Communication

1. Social Penetration Theory (Altman & Taylor, 1973)

 Concept: Explains how relationships progress through increasing levels of self-

disclosure, likened to peeling an onion.
 Key Elements:
o Onion-Like Model: Layers range from superficial (outer) to deeply personal
(core).
o Breadth and Depth: Breadth is topic range; depth is topic intimacy.
o Self-Disclosure: Sharing personal info builds trust.
o Reciprocity: Mutual sharing encourages closeness.
o Depenetration: Reducing intimacy (e.g., during conflicts or breakups).

2. Communication Accommodation Theory (CAT, Howard Giles, 1970s)

 Concept: People adjust communication to match or differ from others, influenced by

identity and social context.
 Key Elements:
o Convergence: Adapting to others’ styles (e.g., accent) to show similarity.
o Divergence: Highlighting differences to assert identity.
o Maintenance: Keeping one’s communication style unchanged.
o Overaccommodation: Over-adjusting, which may come off as insincere.
o Social Identity: Adaptation reflects group affiliation.

3. Uncertainty Reduction Theory (URT, Berger & Calabrese, 1975)

 Concept: Explores how people reduce uncertainty when meeting others, often through
communication.
 Key Elements:
o Uncertainty: Lack of info about a person causes discomfort.
o Axioms:
 Verbal Communication & Nonverbal Expressiveness: Both reduce
uncertainty.
 Information Seeking & Reciprocity: People seek information and disclose
to minimize uncertainty.
 Similarity & Liking: Increases familiarity and reduces uncertainty.
o Strategies: Questioning, observing, or using third parties to gather info.
4. Relational Dialectics Theory (Baxter & Montgomery, late 1980s)

 Concept: Relationships involve managing opposing tensions.

 Key Dialectical Tensions:
o Autonomy vs. Connection: Independence vs. closeness.
o Openness vs. Closedness: Transparency vs. privacy.
o Predictability vs. Novelty: Stability vs. excitement.
 Management Strategies:
o Integration: Balancing needs.
o Segmentation: Keeping certain areas separate.
o Selection: Choosing one need over another.
o Cyclic Alternation: Alternating between needs over time.
Effective Presentation Strategies

1. Understand Your Audience

 Know their level of knowledge on the topic.

 Adapt content and language to match their background and expectations.

2. Plan and Organize

 Outline your presentation with an intro, main points, and conclusion.

 Ensure a logical flow so each point follows naturally.

3. Use Visuals Wisely

 Add visuals like slides, images, and graphs to clarify points.

 Keep visuals simple and uncluttered with key ideas emphasized.

4. Practice, Practice, Practice

 Rehearse your presentation to refine content and pacing.

 Present to a mirror, record yourself, or get feedback from friends.

5. Engage Your Audience

 Start with a captivating hook or story.

 Encourage interaction through questions or discussions.
 Use eye contact and confident body language.

6. Speak Clearly and Concisely

 Avoid jargon unless familiar to the audience.

 Moderate your pace and vary your tone to maintain interest.

7. Time Management

 Practice pacing to stay within the allotted time.

 Use a timer to keep track of your duration.

8. Provide Context

 Clearly state the purpose and significance of your presentation.

 Offer background info to set the stage for understanding.
9. Use Stories and Examples

 Incorporate real-life examples or anecdotes to enhance relatability.

10. Anticipate Questions

 Prepare for possible questions; if unsure, offer to follow up.

11. Visual Aids and Technology

 Test technology and visuals beforehand.

 Have a backup plan for any technical issues.

12. Feedback and Evaluation

 Seek peer feedback for improvement.

 Reflect on performance to identify areas for growth.

13. Handouts and References

 Provide handouts or further reading for interested listeners.

 Include a source list for any research or data used.

14. Stay Calm and Confident

 Nervousness is normal; rely on practice and preparation.

 Remember, you are the topic expert.

15. Follow-Up

 Be open to post-presentation questions or discussions.

 Thank your audience for their time and attention.
Understanding the 4 Types of Communication Styles in the Workplace

1. Passive Communication

 Characteristics: Passive communicators avoid conflict, don’t express strong opinions, and may
agree to things they don’t want to do. They’re usually apologetic, prioritize others' needs, and
often use phrases like:
o “I’m fine with whatever the team decides.”
o “I don’t care one way or the other.”
 Tips for Collaboration:
o Engage them one-on-one to reduce pressure.
o Create a safe space for sharing opinions without judgment.
o Be clear and concise so they can respond without translating subtle cues.

2. Passive-Aggressive Communication

 Characteristics: Passive-aggressive communicators struggle to express their feelings directly,

often using sarcasm or indirect cues like sighing or silent treatment. They may say things like:
o “If you really want to.”
o “Per my last email.”
 Tips for Collaboration:
o Stay calm and avoid defensiveness.
o Use clear, direct language to prompt honest responses.
o Acknowledge their message by rephrasing it positively to clarify intent.

3. Aggressive Communication

 Characteristics: Aggressive communicators are vocal, direct, and may dominate conversations,
ignore input, or use confrontational language. They may say things like:
o “I am right and you are wrong.”
o “End of discussion.”
 Tips for Collaboration:
o Remain calm and assertive without matching their energy.
o Set boundaries with clear expectations to prevent escalation.
o Define roles to keep the conversation respectful and constructive.

4. Assertive Communication

 Characteristics: Assertive communicators balance honesty and respect. They speak confidently,
maintain calm, and validate others’ perspectives. Typical phrases include:
o “I understand your point, but have you considered …?”
o “I believe the best way to move forward is to …”
 Tips for Collaboration:
o Mirror their positive and open communication style.
o Practice active listening to show engagement and respect.
o Use open-ended questions to encourage dialogue.
How to Handle Different Communication Styles in Various Situations
Dealing with Different Communication Styles Virtually

 Written Communication: Be clear and intentional in your messaging to avoid

misunderstandings.
 Virtual Meetings: Participate confidently without interrupting; look into the camera for a more
personal connection.
 Balancing Input: Encourage contributions from quieter colleagues to ensure all voices are heard.

Effectively Communicating with Management

 Assert Needs Respectfully: Politely express boundaries and provide alternative solutions to
meet requests without overcommitting.
 Ask Directly for Career Goals: Use assertive communication when discussing salary or career
advancement, clearly stating your goals to ensure they are understood.
Verbal and non-verbal communication (with reference to the key terms), and
their impact on personal and professional life

Verbal Communication: The use of spoken or written language to convey information,

thoughts, and emotions. This form of communication includes both the words we use and how
we structure them in sentences to express ideas directly.

Nonverbal Communication: The transmission of messages without the use of words. This
includes body language, facial expressions, gestures, eye contact, posture, tone of voice, and
other physical cues that convey emotions and attitudes, often complementing or contradicting
verbal messages. Nonverbal communication plays a significant role in expressing emotions and
establishing connections.

Key Nonverbal Communication Terms:

1. Haptics: Communication through touch (e.g., handshake, hug).

2. Proxemics: Use of personal space in interactions (e.g., standing close vs. keeping distance).
3. Kinesics: Body language, gestures, facial expressions (e.g., nodding for agreement).
4. Chronemics: Timing and punctuality (e.g., arriving on time shows respect).
5. Vocalics: Tone, pitch, and speed of voice (e.g., calm tone indicates control).
6. Artifacts: Personal items that convey identity (e.g., professional attire).
7. Oculesics: Eye contact and gaze (e.g., direct eye contact shows engagement).
8. Posture: Body stance (e.g., open posture shows openness).
9. Appearance: Personal grooming and attire (e.g., dressing professionally).
10. Silence: Absence of speech (e.g., silence in negotiations for emphasis).

Impact on Personal Life:

 Enhances Relationships: Nonverbal cues like tone and gestures complement words, building
trust.
 Expresses Emotions: Facial expressions and touch (haptics) convey empathy and affection.
 Builds Cultural Sensitivity: Understanding proxemics and eye contact varies by culture, which
can prevent misunderstandings.
 Strengthens Bonds: Nonverbal cues (e.g., smiles, touch) create a sense of closeness and
comfort.

Impact on Professional Life:

 Projects Professionalism: Appearance, punctuality (chronemics), and vocalics impact

perceptions of competence.
 Builds Authority and Trust: Confident gestures, eye contact, and clear vocal tone support verbal
messages.
 Facilitates Teamwork: Open posture and positive vocal tone encourage collaboration and
openness.
 Enhances Negotiation Skills: Reading body language (kinesics) and timing (chronemics) can
indicate readiness to compromise or confidence.