Purposive Communication

Lesson 2: The Nature, Basic Functions, and Essential Characteristics of

Communication

The Nature of Communication

- is about sharing information with another, who has something in common with
you. It is a process by which two systems (or people) exchange information
because they have enough things in common for this exchange to be relevant
and possible for them to happen.
- It can be a group discussion, a face-to-face interaction, a meeting, a phone
call conversation, an interview, class recitation, and others.
Types of Communication
1. Verbal
Verbal communication is the use of language to transfer information through
speaking or sign language. It is one of the most common types, often used during
presentations, video conferences and phone calls, meetings and one-on-one
conversations. Verbal communication is important because it is efficient. It can be
helpful to support verbal communication with both nonverbal and written
communication.
Here are a few steps you can take to develop your verbal communication skills:
Use a strong, confident speaking voice. Especially when presenting
information to a few or a group of people, be sure to use a strong voice so that
everyone can easily hear you. Be confident when speaking so that your ideas are
clear and easy for others to understand.
Use active listening. The other side of using verbal communication is intently
listening to and hearing others. Active listening skills are key when conducting a
meeting, presentation or even when participating in a one-on-one conversation.
Doing so will help you grow as a communicator.
Avoid filler words. It can be tempting, especially during a presentation, to
use filler words such as “um,” “like,” “so” or “yeah.” While it might feel natural after
completing a sentence or pausing to collect your thoughts, it can also be distracting
for your audience. Try presenting to a trusted friend or colleague who can call
attention to the times you use filler words. Try to replace them by taking a breath
when you are tempted to use them.
2. Nonverbal
Nonverbal communication is the use of body language, gestures and facial
expressions to convey information to others. It can be used both intentionally and
unintentionally. For example, you might smile unintentionally when you hear a
pleasing or enjoyable idea or piece of information. Nonverbal communication is
helpful when trying to understand others’ thoughts and feelings.
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If they are displaying “closed” body language, such as crossed arms or

hunched shoulders, they might be feeling anxious, angry or nervous. If they are
displaying “open” body language with both feet on the floor and arms by their side or
on the table, they are likely feeling positive and open to information.
Here are a few steps you can take to develop your nonverbal communication
skills:
Notice how your emotions feel physically. Throughout the day, as you
experience a range of emotions (anything from energized, bored, happy or
frustrated), try to identify where you feel that emotion within your body. For example,
if you’re feeling anxious, you might notice that your stomach feels tight. Developing
self- awareness around how your emotions affect your body can give you greater
mastery over your external presentation.
Be intentional about your nonverbal communications. Make an effort to
display positive body language when you feel alert, open and positive about your
surroundings. You can also use body language to support your verbal
communication if you feel confused or anxious about information, like using a
furrowed brow. Use body language alongside verbal communication such as asking
follow up questions or pulling the presenter aside to give feedback.
Mimic nonverbal communications you find effective. If you find certain
facial expressions or body language beneficial to a certain setting, use it as a guide
when improving your own nonverbal communications. For example, if you see that
when someone nods their head it communicates approval and positive feedback
efficiently, use it in your next meeting when you have the same feelings.
3. Written
Written communication is the act of writing, typing or printing symbols like
letters and numbers to convey information. It is helpful because it provides a record
of information for reference. Writing is commonly used to share information through
books, pamphlets, blogs, letters, memos and more. Emails and chats are a common
form of written communication in the workplace.
Here are a few steps you can take to develop your written communication skills:
Strive for simplicity. Written communications should be as simple and clear
as possible. While it might be helpful to include lots of detail in instructional
communications, for example, you should look for areas where you can write as
clearly as possible for your audience to understand.
Do not rely on tone. Because you do not have the nuance of verbal and
nonverbal communications, be careful when you are trying to communicate a certain
tone when writing. For example, attempting to communicate a joke, sarcasm or
excitement might be translated differently depending on the audience. Instead, try to
keep your writing as simple and plain as possible and follow up with verbal
communications where you can add more personality.
Take time to review your written communications. Setting time aside to re-
read your emails, letters or memos can help you identify mistakes or opportunities to
say something differently. For important communications or those that will be sent to
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a large number of people, it might be helpful to have a trusted colleague review it as

well.
Keep a file of writing you find effective or enjoyable. If you receive a
certain pamphlet, email or memo that you find particularly helpful or interesting, save
it for reference when writing your own communications. Incorporating methods or
styles you like can help you to improve over time.
4. Visual
Visual communication is the act of using photographs, art, drawings,
sketches, charts and graphs to convey information. Visuals are often used as an aid
during presentations to provide helpful context alongside written and/or verbal
communication. Because people have different learning styles, visual communication
might be more helpful for some to consume ideas and information.
Here are a few steps you can take to develop your visual communication skills:
Ask others before including visuals. If you are considering sharing a visual
aid in your presentation or email, consider asking others for feedback. Adding visuals
can sometimes make concepts confusing or muddled. Getting a third-party
perspective can help you decide whether the visual adds value to your
communications.
Consider your audience. Be sure to include visuals that are easily
understood by your audience. For example, if you are displaying a chart with
unfamiliar data, be sure to take time and explain what is happening in the visual and
how it relates to what you are saying. You should never use sensitive, offensive,
violent or graphic visuals in any form.

Functions of Communication
1. Control - Communication can be used to control human behavior. It can be
used to regulate the nature and amount of activities humans engage in. It
ranges from simple requests to laws governing countries and large territories.
Basic Forms of Regulation/Control
• Doctors’ prescriptions
• Parents’ instructions to their children
• Friends giving advice on what course of action to take
• Scolding
• Employers orders to their employees
• Customers making orders

2. Social interaction as a function of communication refers to the use of

communication to socialize or interact with other people.

Basic Forms of Social Interaction

• Invitations
• Greetings
• Appreciations
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• Encouragement
• Marriage proposals etc.

3. Motivation - Communication fosters motivation by clarifying to employees

what they must do, how well they are doing it, and how they can improve if
performance is subpar. The formation of specific goals, feedback on progress
toward the goals, and reward for desired behavior all stimulate motivation and
require communication.

Basic Forms of Motivation

• Expressing one’s ambitions (I dream of…)
• Talking about preferences (This is good over the other)
• Ordering in a fast food restaurant (I want…)
• Asking for milk (Can I…?)
• Making petitions
• Expressing a need (I need…)

4. Emotional Expression - Communication is a fundamental mechanism by

which members of group shows their satisfaction and frustrations.
Communication, therefore, provides for the emotional expression of feelings
and fulfillment of social needs.

Basic Examples of Emotional Expression

• Yes!
• Oh no!
• Ouch!
• Expletives
• Really?

5. Information- Communication provides the information individuals and groups

need to make decisions by transmitting the data needed to identify and
evaluate choices. Thus communication helps to facilitate decision making.

Basic Forms of Information

• I have three sisters
• For every action, there is a reaction.
• Did you know that some earphones can be used as microphones?
• Where is Mrs.Ching?
• Show me how to tie a knot.

Essential Characteristics of Effective Communication

Effective communication is a message that is understood as the communicator

meant it to be understood. In order to help ensure understanding, communicators
need to understand and apply the 7 Cs of Effective Communication. An effective
communication should be:
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1. Clear—main ideas easily identified and understood

2. Concise—gets to the point without using unneeded words or images
3. Concrete—includes specific examples or explanations
4. Correct—in information, word choice, and grammar
5. Coherent—information presented in a logical sequence
6. Complete—enough information so the audience can understand
7. Courteous—polite, professional tone

References:
Characteristics of Effective Communication. Lumen.
https://courses.lumenlearning.com/suny-esc-
communicationforprofessionals/chapter/characteristics-of-effective-
professional-communication/
Keiling, H. (2021). 4 Types of Communication and How to Improve Them. Career
Guide. Retrieved from https://www.indeed.com/career-advice/career-
development/types-of-communication
Lim, J.M., Hamada,I., & Alata, E.J. (2019). A Course Module for Purposive
Communication. Rex Book Store. Manila, Philippines.