Oral Communication in

Context
Quarter 1 – Module 3:
Strategies to Avoid Communication
Breakdown

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 Quarter 1 – Module 3:
Strategies to Avoid Communication Breakdown
Welcome to the Oral Communication in Context Grade 11/12 Alternative Delivery Mode (ADM) Module on
Strategies to Avoid Communication Breakdown!

This module consists of lesson/s, namely:

 Communication Breakdown
 Strategies to Avoid Communication Breakdown
 Features of an Effective Communication

After going through this module, you are expected to:

1. identify the features of effective communication;
2. identify the different kinds of barriers to effective communication;
3. explain the causes of communication breakdown; and
4. use appropriate strategies to avoid communication breakdown and achieve the goals of relationship
and community building.
Code: EN11/12OC-Ia-3

LESSON 1: Features of Effective Communication

Communication can be defined as the combination of the processes we implement to share and
convey information. However, effective communication only happens if the sender (i.e. the person
prompting the communication process) is aware of specific elements which cater for an effective
transfer of the message to the recipient.

Effective communication is not just sending and receiving messages. It is also not as simple as saying what
you mean and expecting a positive feedback from the listener. It is about delivering all the contents of the
message clearly and unambiguously, so that the recipient can evaluate and react to them properly, and achieve
mutual understanding.nkadndD’IbdBD’bf’OFB’iofbf’bfbSAIFBviKEBV
In this part, we’ll be exploring the 7 Characteristics of Effective Communication, as outlined by University of
Wisconsin professor Scott M. Cutlip in his book Effective Public Relations (1953). Over time, his listing of
features of effective communication has become one of the key concepts in advertising and PR theories, and is
now known as the 7 C's of communication.iohioh
1. Completeness
It is important to whole communication process. The speaker should include everything that the receiver
needs to hear, respond, react, or evaluate properly. S/he should be able to convey all pertinent details so
listener or audience will be able to grasp the intended message.
2. Conciseness
The message should be direct or straight to the point and should be expressed in the least possible
number of words. It is not about making the message short, but rather keeping the message content on point.
Conciseness in communication happens when the message does not include any irrelevant information.
Redundant messages should be eliminated to help the receiver focus on what is important, speeds up the
processing of information and caters improved understanding.
3. Consideration
When engaging in any communication process, the speaker should always consider relevant information
about his/her receiver such as mood, background, race, preference, education, status, and needs for this
affects the entire process of communication. It will be easier for your audience to understand the information
when you tailor the message according to their situation or background. This will result in building rapport or
connection with the audience.
4. Courtesy
Courtesy in communication means being respectful of the recipient's culture, values, background and
beliefs as well as the similarities and the differences of everyone involved in the process . Being well-mannered
at all times creates a positive impact on the audience and on the overall communication, as it prompts a more
positive and constructive approach to the conversation. This also implies good choice of words and language
and a consideration of the audience’s perspectives and feelings on the part of the sender.
5. Concreteness
Concreteness in communication means the message is specific, tangible and vivid. Effective
communication is backed up by facts, figures, and real-life examples or situations. This will make the receiver
to understand the message better. It is also about answering the questions timely and consistently, and
developing your argumentations based on real-life examples and situations rather than on general scenarios
or theories.
6. Clearness/Clarity
Every communication should be clear, having no ambiguity and sending the message with the same
sense and meaning. The clearer the message, the easier it gets for the receiver to decode it. Most pitfalls in
communication originate from lack of clarity. So to be effective, the communicator should be clear in his mind
about the objective of his communication. It is also achieved when the speaker focuses only on a single
objective in his/her speech so as not to confuse the audience. Use simple and specific words to express ideas
and build on exact terminology and concrete words. The language used in the communication should be
simple and understandable.
7. Correctness
Avoiding mistakes in grammar helps to boost the credibility and effectiveness of the message, and at the
same time it eliminates negative impact on the audience. It’s difficult to understand a message that is full of
 grammatical errors and will negatively impact the sender in the end. Communicators should also use the
proper/appropriate medium to effectively transmit the message.

Breakdowns in communication may arise because of several factors. But these factors may be avoided if we
follow strategies put forward by experts in the field. By following the 7 Cs of communication, we may achieve
understanding in communicating with others and avoid confusion and misinterpretations.

Additional Features
 Consistency
 Components like the message should not be conflicting with the plan and purpose of communication
 The process should be in accordance with the intended meaning and message
 Credibility
 Message in communication should be believable and faithful, valid, verified and true

LESSON 2: Communication Breakdown

What is communication breakdown?
 What causes communication process to breakdown?

Communication is a process of exchanging thoughts, ideas, and opinions in order to connect with other people.
Its goal is to achieve a clear and effective understanding resulting to good relationships in the community.
However, there are times when this goal is not reached due to certain factors. When this happens, there is
communication breakdown.
Why communication breakdown occurs?
Communication is fruitful if and only if the messages sent by the sender is interpreted with same
meaning by the receiver. When the intended message of the sender is not understood exactly by the receiver,
communication breakdown occurs. A breakdown in communication (communication gaps) arises when the
message or the feedback is not sent or received properly- at least in the way that the sender intends—or is not
received by the concerned party altogether. If any kind of disturbance blocks any step of communication, or the
message sent is misinterpreted, the message will be destroyed and might cause misunderstanding between the
speaker and the receiver. It can also happen from time to time in any communication process.
What causes breakdown in communication is commonly termed as noise or barrier. The elements
involved in the communication process also plays an important role in the success or failure of any
communication exchange. These very same elements (sender, message, receiver, feedback, etc) can pose a threat
to the efficiency or effectiveness of the process and can become barriers twhen problems in any of them arise.
Example of communication breakdown.
 When your phone conversation with someone is cut off just as you are about to tell the important details
of the message.
 You cannot clearly understand the salient points your teacher is making because your seatmates are
distracting you.

BARRIERS TO EFFECTIVE COMMUNICATION

Barrier (Noise) pertains to something that can distort the sending and receiving of messages. These are
factors that can block effective communication process and is also known as hindrance to effective
communication. Any interference in the communication process can also be classified as barriers.
Here are some of the barriers that may cause communication failure.
 Physical Barriers are the natural or environmental condition that act as a barrier in communication in
sending the message from sender to receiver. Any visible disruptions in the environment that make it
difficult to hear or listen or transmit the message.
Examples: People talking too loud, Noise from a construction site
 Psychological Barriers are called as mental barriers/interference. These refer to social and personal
issues of a speaker towards communicating with others. The psychological condition of the receiver such
as emotions, mood, knowledge, or other mechanisms within the speaker influences how the message is
attained.
Ex: trauma, depression, fear, stage fright, shyness, lack of confidence, close-mindedness
 Cultural Barriers pertain to communication problems encountered by people regarding their intrinsic
values, beliefs, and traditions in conflict with others. People’s culture affect the way they communicate
and relate to others
Examples: different beliefs, traditions, and customs, manners of dressing, political views
 Linguistic Barriers (Language Barriers) pertain conflicts with regard to language and word meanings.
Because words carry denotative and connotative meanings, they can sometimes cause confusion and
misunderstanding. Meaning of words and symbols also vary depending on culture.
Examples: difference in language, accent and dialect, use of jargon and slang
 Physiological Barriers may emanate from the receiver's physical condition. Any bodily conditions you
feel that make you lose concentration.
Examples: a receiver with a defective hearing may not grasp the entirety of spoken words, hunger, and
stomach ache, speech defects or impairments
Verderber (1991) gives a similar idea of barrier when he classifies noise into three kinds: External, Internal
and Semantic noise.
 External noises/barrier are the “sight, sound and other stimuli that draw people’s attention away from
intended meaning.” These are outside factors that can affect the speaker/ receiver’s reception of the
message.
 Internal noises/barrier are the “thoughts and feelings that interfere with meaning.” This usually
happens WITHIN the speaker.
 Semantic noises/barrier Occurs when the speaker and listener have different meaning
system/interpretation. This idea means that a word may have another meaning in the minds of the
 communicators. This is affected by the language in which they grew and the culture in which they are
exposed.

Barrier Classification Example Solution

Use of jargon Semantic You are a scientist discussing a Jargon refers to the set of specialized
barrier: certain weather phenomenon vocabulary in a certain field. To avoid
Linguistic with your neighbour who does communication breakdown due to lack of
not know much about the topic. clarity, adjust your language; use layman’s
terms or simple words.
Lack of Internal barrier: You are asked to share Develop self-confidence by joining
confidence Psychological something about your day or organizations where you can share and
weekend, but you are hesitant develop your interests. Look for opportunities
because you are shy. in your school or community that will help
you find your strengths and improve your
abilities.
Noisy External barrier: You are having a conversation Recognize that noise is a common barrier.
environment Physical with some friends when a song Make some adjustments by asking someone
was played loudly. to minimize the volume or by looking for a
quiet area where you can resume the
conversation.

OTHER FACTORS THAT MAY AFFECT COMMUNICATION

 Sincerity-foundation of all communication. Without sincerity and honesty, all attempts at
communication will surely fail
 Empathy-ability to put oneself into someone else’s shoes or situation. Seeing the world through the eyes
of the others
 Self-perception-how we see ourselves
 Role-perception-how we see our own roles as a person in the communication or in the society
 Listening ability- how one listens attentively.

To become an effective communicator, you should recognize these barriers. This will enable you to control the
situation, reset conditions, and start anew

LESSON 3: Strategies to Avoid Communication Breakdown

How can we avoid and address communication breakdown?
Here are the possible strategies to avoid communication breakdown;
1. Have Clarity of thought before speaking
 Arrange your thoughts before verbalizing them this can help you communicate much more clearly and
succinctly. It's a better idea to say something like, "I've got a few ideas here. Let me go through them one
at a time. We can treat each one on its own merit."
2. Learn to Actively Listen
 Pay attention to verbal and non-verbal message. Effective communication depends on what people say
and how they say it. As simple as it sounds, you’ll be surprised how many people out there don’t know
how to listen well. Not understanding those who you are trying to communicate with will lead to a
conversation fraught with misunderstandings. Don’t be afraid to ask them to repeat or explain further in
polite manner once you don’t understand the point.
3. Take Care of your Body Language and Tone
 Keep your emotions in check, try to maintain eye contact, and adopt a relaxed tone when conversing with
others.
4. Build up your confidence by asking for feedback and observing others
 Focus on improving your skills by practicing in front of those who you may feel more comfortable with.
You can also ask those whose advice you value to give you feedback and critique your communication
style after a discussion.
5. Communicate Face to Face on the important issues
 Having that face to face dialogue means you can convey your point more clearly, with your body language
as well as your tone of voice. It can also help to clear up any misunderstandings or distortion of the
message that could occur through other mediums.
6. Keep Focused
 One way of being focused is to put in mind the purpose communication. As a speaker identify your
purpose for speaking and as a listener find the speaker’s purpose thru his/her verbal and non-verbal
cues.
7. Speak Intelligibly
 Speaking intelligibly or clearly means using the appropriate speaking volume, pitch rate, proper
enunciation, stress, and acceptable pronunciation. We speak in order to be understood.
8. Minimize Distractions
 Look for a place where you can minimize distractions or noise like closed area, empty room, or quiet
places. Lessening the cause for confusion means giving more room to focus and concentrate.
9. Be Specific
 Use simple and concise words as much as possible in delivering a message. Being specific means being
particular and direct to the point.
10. Do not Jump to Conclusions
 Before you give your comments and judgement, be sure that you have listened attentively to the speaker.
Conclusions should be drawn after a thorough analysis of point given or information received.
11. Use helpful expressions to gain time to think, give positive remarks or comments, Ask for repetition and
check for understanding
 Remember, becoming an effective communicator takes time and practice. Over time, using these strategies
can lead to better communication in your personal relationships, and more productive workplace environments as
well.
Directions. Read carefully and follow the instructions for each activity. Use yellow paper
READ in answering the activity and write legibly. Do not forget to LABEL your output.

NAME: ______________________________________Grade Level/Section/Specialization: _____________________

TEACHER: _____________________ SUBJECT: Oral Communications in Context Date: ___________

MODULE 3: Strategies to Avoid Communication Breakdown

Activity 1. Identification
What features of effective communication is described in each statement? Write your answer
in CAPITAL LETTERS.
1. The communicator includes everything that the receiver needs to hear for him/ her to
respond, react, or evaluate properly.
2. The communicator eliminates insignificant or redundant information that will be sent
to the recipient.
3. The communicator keeps the message direct or straight to the point.
4. When the communicator considers relevant information about the receiver.
5. The communicator considers the mood, background, race, preference, education,
status, and needs of the audience
6. The message is supported by facts, figures, and real-life examples and situations.
7. The communicator respects the culture, values, and beliefs of his/her receivers.
8. The communicator is well-mannered at all times no matter who the audience are.
9. The communicator use of simple and specific words to express ideas.
10.The speaker focuses only on a single objective in his/her speech so as not to confuse
the audience.
Activity 2. Complete the Table
Identify the type of barrier/interference demonstrated by the following situations.
Write the letter and the type of barrier.

A. Physical
A. Internal B. Psychological
Barrier/s B. External C. Linguistic
C. Semantic D. Physiological
E. Cultural
1. Headache
2. Noise from a busy construction site
3. Missing someone
4. Disliking the speaker
5. Noise from moving vehicles
6. Speaker’s ambiguous words
7. Excited to do something else
8. Grumbling of the stomach
9. Poor ventilation of the venue
10.Lack of interest in the topic

Activity 3. FORMULATE YOUR THOUGHTS

What is the best thing to do on the following situations? Copy the situation and write your
strategy after each number.

1. The DOH officer uses technical words in explaining Covid-19 to your barangay which
resulted to confusion among the participants.
2. You learned from a friend that she/he saw your boyfriend/girlfriend with someone
other than his usual friends in the lobby of your school.
3. Your classmate accused you of stealing his mobile phone and announced it to the
class.
4. Your group mate is not participating in the activity given by your teacher.