Aklan Catholic College

Archbishop Gabriel M. Reyes St.

5600 Kalibo, Aklan, Philippines

CHAPTER 1
Introduction
Communication is an indispensable fact of human life. Firstly, a human being
communicates with his/her mother even while in the womb, through the placenta. In the
10th week, he/she communicates with people via his/her sense organs. Over time, the
effect and style of communication increase in complexity. As a social being, a human is
required to communicate with other people for survival. Humans are influenced by the
communication of the real world and vice-versa.
Everyone communicates in one way or another, but very few people have
mastered the skill of truly effective communication. Breakdowns in communication occur
all too often and usually lead to a wide range of social problems, from hurt feelings and
anger to divorce and even violence.
Communication is both an expressive, message-sending, and a receptive,
message-receiving, process. Failure to communicate effectively can be due to a
problem on either or both ends of the process.
In todays world, sometimes, called the communication era, educational
organizations are set up to integrate people into the new communicative world.
Effective communication in a school setting allows change and the proper shaping of
the world, as well as providing a great advantage for the school in reaching its
objectives. Maintaining an effective communication process in education depends on
the managers responsible for the educational settings, teachers, who play the most
fundamental role in the shaping of education, students, who have the potential to shape
the world, and families, which are important in shaping children as social beings.
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Statement of the Problem

This paper intends to answer the following questions:
1. What is communication?
2. What is effective communication in educational management?
3. How essential is effective communication in educational management?

Significance of the Paper

The discussion of this paper will benefit the following:
Students. The discussion of this paper will benefit the students on how to communicate
properly and to holistically understand what is effective communication in education.
Teachers. This paper will help teachers to fully grasp what is their tasks in honing
effective communication skills in the life of the students how they will be able to cater
the importance of communication in their day to day lives.
Educational Managers. The discussion of the paper will be of help to different
educational managers on how to handle their subordinates and on how to communicate
with them effectively. Also, the paper intends to further the understanding of educational
managers to be able to express themselves well to people they interact with in their
duties and responsibilities as managers.
Future Researchers. This paper will be of help to the people who will also research
about this study. It may serve as their reference.
Definition of Terms
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

The following terms are conceptually and operationally defined.

Communication.

It is a knowledge-conveying process between a source and a

receiver who understands the message correctly. (can, 2013).

In this paper, communication is the main topic that is being discussed and how
important it is to educational management.
Effective Communication. It is a key interpersonal skill and learning how we can
improve our communication to have many benefits. (Google)
In this paper, effective communication is discussed thoroughly to be able to give
information on how vital it is to educational management.
Management. It is the process of dealing with or controlling things or people. (Oxford
Dictionary)
In this paper, management is solely the place where personnel work. It will be the
basis of how managers treat and handle their people.
Educational Management. It is both a field of academic study and a collective group of
professionals that includes principals, teachers and other education professionals.
(Google)
In this paper, the discussion revolves on how effective communication affects
educational management of different educational managers. Also on how essential is
effective communication to educational management.
Essential. A thing that is absolutely necessary. ( Oxford Dictionary)
In this paper, the discussion revolves on how essential is effective
communication on educational management.

Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

CHAPTER 2
REVIEW OF RELATED LITERATURE
In this chapter, the major findings, ideas, generalizations, principles, or
conclusions in related materials relevant to the study are discussed, summarized,
paraphrased, or synthesized.

Communication

Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Humans seek to convey messages to each other in a family, school, classroom,

or indeed, in any social environment in order to pursue self-expression, establish their
perception of their surroundings, augment their awareness of others, and maintain their
existence as social beings.
The etymological origin of communication dates back to Latin, and the words
communs and communicare (Grz Einli, 2008). Communication affects peoples
thoughts and attitudes as well as leading to the sharing of knowledge, sensations, and
thoughts. In other words, communication is a system of relationships to convey
knowledge between people (Grz Einli, 2008).
Communication is simply the act of transferring information from one place to
another. Although this is a simple definition, when we think about how we may
communicate the subject becomes a lot more complex. There are various categories of
communication and more than one may occur at any time.

Different Categories of Communication

Spoken or Verbal Communication: face-to-face, telephone, radio or television

and other media.

Non-Verbal Communication: body language, gestures, how we dress or act -

even our scent.

Written Communication: letters, e-mails, books, magazines, the Internet or via

other media.

Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Visualizations: graphs and charts, maps, logos and other visualizations can

communicate messages.
The primary methods that are involved in the process of communication are:
Written, Oral and Non-Verbal.
Oral or face to face communication
It is the important form of organizational communication that involves direct talk
between the speakers and the listeners when they are physically present. It is the
process in that the receiver observes simultaneously the content of the message,
gestures, the changes in tone and the pitch connected with the spoken word. The
formal record of such communication does not exist, so the spirit of authority can not be
transmitted as it should be. At times, more or less or different meaning may be
communicated by manner of speaking, tone and facial expression. Nonetheless,
personal warmth and friendliness can be conveyed through verbal communication. It
enables the receiver to respond by opinions and reactions in case he or she is
indecisive of the message.
Written communication
This method of communication is of much value and relevance in the
organizations. It includes formal letters, memos, reports, company policy manuals and
so on. These areas, for the efficient functioning of the organization, are covered in
particular through written communication. It reduces the probabilities and perceptual
distortions while providing permanent records for future references. The message can
be stored for an indefinite period of time for use in the future. As a negative factor, it
leads to the excessive formalities. It is likely that the confidential written material may
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

leak out or may be disclosed unofficially before the proper time causing disruption.
Nevertheless, it is authoritative for the action and most effective as and when needed,
more specifically, when the communication is that of general informational nature.
In written communication the sender and receiver are more distinct. Until recent
times, relatively few writers and publishers were very powerful when it came to
communicating the written word. Today we can all write and publish our ideas on the
Internet, which has led to an explosion of information and communication possibilities.
Non Verbal Communication
Facial or non-verbal expressions reveal a lot about a persons usual mood or
temperament his behavioral tendency can also be envisaged. This way of
communication has considerable meaning to managers to interpret the behavior of the
employees. It enables to comprehend pretense or real situation it may be said that
however much one acts as if something were true or acts in a way intended to make
others believe something is untrue or misleading, but the reality is visible at his face.
The true or false countenance can be easily differentiated. Thus, body language plays a
vital role being diluted with non-verbal expressions. A handshake or a pleasant smile is
an example of most common form of body language. Moreover, some of the
environmental elements such as building, office space can convey a message about the
authority of the person. Facial expressions can be categorized as, excitement, fear, joy,
anger, unhappiness and distress etc. It is easy to know the persons arrogance,
boldness, shyness and other characteristics by means of his or her facial expressions.
Employees send and receive messages across the whole organizational levels
and departments by means of vertical communication or the informal communication
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

network. Non-verbal communication is also important and can be a part of

interpersonal, group and organizational communication.
Vertical Communication flows both up and down the organizational hierarchy. It is
amongst managers, their superiors and subordinates. Besides, there are upward and
downward communications. Upward Communication is composed of messages moving
up the hierarchy from sub-ordinates to superiors and its content usually includes
requests, suggestions, complaints and information that the sub-ordinate thinks is of
importance to the superior. The messages of downward communication move down the
hierarchy

from

superiors

to

sub-ordinates

including

directives,

assignments,

performance feedback and information that the superior sends to his sub-ordinates.
The process of interpersonal communication cannot be regarded as a
phenomena which simply 'happens', but should be seen as a process which involves
participants negotiating their role in this process, whether consciously or unconsciously.
Senders and receivers are of course vital in communication. In face-to-face
communication the roles of the sender and receiver are not distinct as both parties
communicate with each other, even if in very subtle ways such as through eye-contact
(or lack of) and general body language. There are many other subtle ways that we
communicate (perhaps even unintentionally) with others, for example the tone of our
voice can give clues to our mood or emotional state, whilst hand signals or gestures can
add to a spoken message.

The Communication Process

Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

A message or communication is sent by the sender through a communication

channel to a receiver, or to multiple receivers. The sender must encode the message
(the information being conveyed) into a form that is appropriate to the communication
channel, and the receiver(s) then decodes the message to understand its meaning and
significance.
Misunderstanding can occur at any stage of the communication process.
Effective

communication

involves

minimizing

potential

misunderstanding

and

overcoming any barriers to communication at each stage in the communication process.

An effective communicator understands their audience, chooses an appropriate
communication channel, hones their message to this channel and encodes the
message to reduce misunderstanding by the receiver(s).

They will also seek out

feedback from the receiver(s) as to how the message is understood and attempt to
correct any misunderstanding or confusion as soon as possible. Receivers can use
Clarification and Reflection as effective ways to ensure that the message sent has been
understood correctly.
Communication theory states that communication involves a sender and a
receiver (or receivers) conveying information through a communication channel.

Communication Channels is the term given to the way in which we communicate.

There are multiple communication channels available to us today, for example face-toface conversations, telephone calls, text messages, email, the Internet (including social
media such as Facebook and Twitter), radio and TV, written letters, brochures and
reports to name just a few.
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Choosing

an

appropriate

communication

channel

is vital

for effective

communication as each communication channel has different strengths and

weaknesses. For example, broadcasting news of an upcoming event via a written letter
might convey the message clearly to one or two individuals but will not be a time or cost
effective way to broadcast the message to a large number of people.

Encoding Messages
Effective communicators encode their messages with their intended audience in
mind as well as the communication channel. This involves an appropriate use of
language, conveying the information simply and clearly, anticipating and eliminating
likely causes of confusion and misunderstanding, and knowing the receivers experience
in decoding other similar communications. Successful encoding of messages is a vital
skill in effective communication.
Decoding Messages
Once received, the receivers need to decode the message, and successful
decoding is also a vital skill.

Individuals will decode and understand messages in

different ways based upon any Barriers to Communication which might be present, their
experience and understanding of the context of the message, their psychological state,
and the time and place of receipt as well as many other potential factors.
Understanding how the message will be decoded, and anticipating as many of the
potential sources of misunderstanding as possible, is the art of a successful
communicator.

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Feedback
Receivers of messages are likely to provide feedback on how they have
understood the messages through both verbal and non-verbal reactions.

Effective

communicators should pay close attention to this feedback as it the only way to assess
whether the message has been understood as intended, and it allows any confusion to
be corrected. Bear in mind that the extent and form of feedback will vary according to
the communication channel used: for example feedback during a face-to-face or
telephone conversation will be immediate and direct, whilst feedback to messages
conveyed via TV or radio will be indirect and may be delayed, or even conveyed
through other media such as the Internet.
Effective communication
In order that a balanced movement of diverse activities as well as a coordinated
structure may be formed in the workplace, it is necessary to establish effective
communication. Effective communication involves transmitting and understanding the
information existed in the atmosphere of openness and conviction. It is very important
for a management to recognize and overcome the barriers to effective communication.
Effective Communication involves diagnosing and analyzing situations, designing
proper messages, assisting receivers of messages in correct decoding and providing an
efficient feedback system. The receiver should be given the opportunity to ask for
clarifications and answers to any questions about the message. Good listening skills
lead to better understanding and good relationship midst colleagues.
Effective

communication deals with

emotions which

are significant to

interpersonal relationship. Developed writing skills bring about better understanding on

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

the message sent. Technical jargons must be carefully used. Well written messages can
help avoid semantic and perception barriers. Message should be precise and making
the meaning as clear as possible, so that it may accomplish the desired purpose.
Message will be lost if the words are complex. One should be better encoder and
decoder and should not get bogged down in the rules of composition, whilst the rules of
grammar must be respected. It is the responsibility of each employee in an organization
working for a common purpose to carry out effective communication. Whether the
communication has been effective is to be appraised and evidenced with the intended
results that an organization produces.
Effective expressive communication can usually be achieved by sticking to a few
important guidelines:
Make sure you have the attention of the person you wish to communicate with by
establishing and maintaining eye contact.
Try to send clear messages that are congruent in both verbal and nonverbal
dimensions.
Say what you mean and mean what you say. Be direct and honest; don't dance around
the issue or play games.
Ask for feedback to ensure the message you sent was accurately received.
Effective receptive communication is based on good listening skills:
Face the message sender and maintain eye contact.
Nod, smile, or occasionally make affirmative vocalizations or other responses that tell
the sender you're paying attention.

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Wait for the person to complete a thought without interrupting to express your own
ideas.
If you're not sure you understand the message, ask questions and seek clarification.
Paraphrase what you heard so the sender can be sure you got the right idea.

Barriers to Communication
Many a time the communication is blocked. Noise barriers, eleventh hour
communication or a given deadline may put too much pressure on the receiver and may
lead to aggrieved feelings and stress. Poor choice of channel can also be causative to
the misapprehension of the message. Any physical distractions, such as, telephone
interruptions or walk-in visitors can close down face-to-face communication process.
Communication may be chaotic or blocked if the channels are not clear. Out of the
professional jealousy in the closed channels, the messages may be indistinct. Role
overload occurs when individuals receive more information than they are capable of
processing, the result may be confusion or some important information may be laid
aside. Semantic barriers are due to misinterpretations of words and symbols. The wrong
choice of words or improper use of punctuation marks in written communication can
sometimes alter the meaning and convey different message from what has been
intended.
Different examples of Barriers in Communication:

Physical separation

Status differences

Gender differences
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Cultural diversity

Language

Essentials of Effective Communication

Effective communication is very essential not only in educational management
but also in our everyday lives. And to achieve effective communication, the following
might help.

Building Bridges
Please remember that the object of any communication is building a bridge to the
other. It's not just about speaking, it's making sure you provide the verbal links that join
you with the object of the influence you want to have.
What They Hear
It's not what you say, it's what they hear. It's not what you say, it's what they hear.
It's not what you say, it's what they hear. And always remember it's your responsibility to
make sure they hear what you want them to.
.Kindergarten
Everything you need to know about communication you learned in kindergarten.
The simple courtesies make such a big difference. Please, thank you, and I'm sorry can
have a huge impact.
Education

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Think of the process of communication as an educational experience. You are

teaching others what you see and want them to do, and they are doing the same.
Educating is much more important than winning
Differences
We often get into trouble when we forget that the people we are dealing with are
very different from who we are. There are a number of great instruments that measure
personal style difference: Meyers Briggs; Personal Style Inventory; DISC to name a few.
These instruments serve the purpose of showing us how we are different, and, more
important, how critical it is to FLEX your own style to build that bridge if you want your
communication to be effective.
Listening
I'm not alone in saying that the most important communication skill we have is
our ability to listen to others and to hear what they are saying - not just the words, but a
full understanding of the impact our communication is having on them. Most of us are
just impatiently waiting for them to finish before we start speaking and we end up talking
at each other, not talking too and with each other. If you want to find out how critical
listening is hang a sign around your neck and say: I'm not speaking today, just listening.
Then go about your regular day and notice how much of your environment you routinely
miss because most of the time we are listening to ourselves, waiting for the other to
stop speaking so we can get our words in.
Slow Down

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

We're all moving along at about 800 MPH. At that speed it's really very difficult to
take in new information and hear what someone is saying. Perhaps even more
important, we can't hear ourselves speaking.
Clarity
Think of speaking as an opportunity for clarity. Before you begin communicating,
weather it's spoken or written, ask yourself what do you want them to know, do, and feel
as a result of your message? Then put yourself in their shoes and ask what you would
need if you were them and design your communication accordingly. Make sure the
what, where, how, why and when is satisfied.
Jargon
Be careful of the way you use jargon. Unless you know do not assume they know
your jargon, so make sure you define the terms you use.
Win/Win
When negotiating always make sure THEY have incentive to continue
performing. Make sure they are motivated to keep promises otherwise they won't
perform When I say Win / Win I mean Win/Win, not win/win as long as I win a bit more.
Soften your communication
o

Smile - people naturally smile back. It relaxes people and takes away their need

to defend
o

Open Posture - demonstrate you have nothing to hide

Forward Lean - show you are interested by moving closer

Territory - as you move forward be respectful of their territory

Eye contact - about seven seconds other wise people will think you are staring
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Nod - show you are engaged, even on the telephone by saying yes, ahha and

the like
Platinum Rule
The Golden Rule is great, and very powerful to treat others as you would like to
be treated. But I have discovered that it's even more powerful to use the Platinum Rule:
Treat others as they would treat themselves. Find out what motivates them and honor
that Platinum is more valuable than Gold.

Character
The Chinese Character for communication consists of three separate symbols.
o

Eyes

Ears

Heart

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

SUMMARY AND RECOMMENDATION

Summary
This paper discussed that effective communication is an essential tool in
achieving productivity and maintaining strong working relationships at all levels of an
organization. In order that a balanced movement of diverse activities as well as a
coordinated structure may be formed in the workplace, it is necessary to establish
effective

communication.

Effective

communication

involves

transmitting

and

understanding the information existed in the atmosphere of openness and conviction. It

is very important for a management especially in education to recognize and overcome
the barriers to effective communication.
Educational managers who invest time and energy into delivering clear lines of
communication will rapidly build up levels of trust amongst employees, teachers, an
students, leading to increases in productivity, output and morale in general. Poor
communication in the workplace will inevitably lead to unmotivated staff that may begin
to question their own confidence in their abilities and inevitably in the organization.
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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

Recommendations
Based on the discussions of this paper, the following recommendations are
proposed:
1. It is recommended that educational managers make sure they have the attention of
the person they wish to communicate with by establishing and maintaining eye contact.
Also they have to try to send clear messages that are congruent in both verbal and
nonverbal dimensions.
2. It is also recommended that each manager should ask for feedback if the message
he conveyed was understood clearly.
3. The educational manager is also recommended to have an optimistic attitude when
communicating.
4. Another recommendation for educational managers that if they are not sure about the
message, they must ask questions and seek clarification.
5. Lastly, educational managers are recommended to always maintain good working
relationships through effective communication in the organization.

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Aklan Catholic College

Archbishop Gabriel M. Reyes St.
5600 Kalibo, Aklan, Philippines

BIBLIOGRAPHY
INTERNET SOURCES
Fareed,

K.

A.

Essentials

of

Organizational

Communication,

retrieved

at

http://fareedsiddiqui.com/index.php/2015/06/20/essentials-of-organizationalcommunication/
Habaci, Ibrahim and elik, Efraim Ezgin. Effective Communication in Educational
Administration,retrieved

at

http://www.davidpublishing.com/davidpublishing/Upfile/9/26/2013/2013092684838169.p
df
Stewart, Levine. February 2006. Essentials of Effective Communication, retrieved at
http://apps.americanbar.org/lpm/lpt/articles/mba02061.shtml
http://www.skillsyouneed.com/general/what-is-communication.html
https://www.psychologytoday.com/blog/think-well/201107/simple-keys-effectivecommunication

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