Republic of the Philippines

CAPIZ STATE UNIVERSITY

BURIAS CAMPUS
Burias, Mambusao, Capiz
Website: www.capsu.edu.ph
Email Address: [email protected]

BACHELOR OF PHYSICAL EDUCATION

HANDOUTS IN GE 106– Purposive Communication

Edrian Arrobang PROF. Mary Jean Apuhin PhD.

Jasmine Alyka N. Paguio Course Facilitator
Deze mae Soriano
Helena Mae Benedicto
Reporter

I. LEARNING OUTCOMES

II. TITLE

Unit 1. Fundamentals of Communication

III. DISCUSSION

1. What is Communication
Communication is the process of exchanging messages or information between two or
more parties. Organizations today are heavily dependent on information to meet
organizational needs. Effective communication plays a key role in fulfilling these needs and
contributes significantly to organizational success. Despite its importance, communication
has not been given enough attention and grown as it should have between civil and military
entities.
According to McQuail (2005), communication is a vital process of sharing
information that forms the foundation of societal interactions and relationships. Similarly,
Schramm (1954) emphasized that communication serves as the bridge linking individuals and
their shared understanding of the world. Berlo (1960) highlighted the significance of
encoding and decoding in the communication process, asserting that clarity in these stages
ensures message effectiveness. Rogers and Kincaid (1981) suggested that communication is
not merely linear but rather a dynamic, cyclical process involving constant feedback. Adler
and Proctor (2017) focused on interpersonal communication, emphasizing how empathy and
active listening foster deeper human connections. DeVito (2019) further explored how
cultural and social contexts shape the way messages are perceived and interpreted. Tubbs and
Moss (2008) argued that communication is the cornerstone of organizational success,
enabling collaboration and goal achievement. Shannon and Weaver (1949) introduced the
concept of noise, showing how external factors can distort communication. Katz and
Lazarsfeld (1955) underscored the role of media in influencing mass communication and
opinion formation. Finally, Craig (1999) proposed seven traditions of communication theory,
offering a comprehensive framework for understanding the discipline's breadth.

Importance of communication
Effective communication is crucial for the success of individuals as well as
organizations. This is true within the individual organization itself as well as how that
organization communicates with other organizations within its sphere of contact, influence
and competition. Communication is a complex two-way process, involving the encoding,
translation and decoding of messages. Effective communication requires the communicator to
translate their messages in a way that is specifically designed for their intended audience.
Creating and delivering an effective message requires a basic understanding of the
communication process. Most aviation related proposals or presentations require the clear and
unambiguous communication of a message in a way that can be clearly understood by the
recipient. It is human nature to assume that when we communicate we are doing so
effectively, and that if anything goes wrong consequently the responsibility for that must rest
with the recipient. It is critically important to understand that civil and military organizations
have drastically different funding streams, daily mission requirements and bottom line
benchmarks for determining success.
Communication is a skill and like any skill it requires practice. It is improvement
through practice that differentiates a skill from other forms of knowledge. Understanding the
theory of communication and effective presentation will not in itself make you a brilliant
communicator or presenter but should make you aware of how to maximize the impact of
your presentations The most important thing to remember is that the message that you intend
to communicate is likely to be misunderstood. Therefore, in addition to carefully preparing
and presenting your message, stayalert for any signs that your audience are mis-interpreting
it. It is up to you, the presenter, to continually check that your message has been received,
understood, correctly interpreted and filed in the receivers mind.

The Role of Communication

1. Personal Life: Communication fosters strong relationships by allowing individuals to
express their emotions, needs, and thoughts effectively. It helps in resolving conflicts,
building trust, and nurturing bonds with family and friends. Active listening and empathy are
key aspects of personal communication.
2. Academic Life: In education, communication is essential for collaboration, understanding,
and sharing ideas. Students use communication to interact with peers, convey their ideas to
teachers, and participate in discussions, which enhances critical thinking and learning. Good
communication skills also contribute to effective teamwork in academic projects.
3. Professional Life: Effective communication in the workplace facilitates collaboration,
increases productivity, and ensures clarity in goals and expectations. It helps in networking,
leadership, and decision-making. Both verbal and nonverbal communication skills are vital
for professional success, especially in presenting ideas, negotiating, and managing teams.

2. Elements of Communication
1. Sender (Communicator):
The person or entity that initiates the message and conveys information, thoughts, or ideas.
2. Message
The content or information being communicated, such as ideas, feelings, or instructions.
3. Receiver (Audience):
The individual or group for whom the message is intended.
4. Channel
The medium used to transmit the message, such as spoken words, written text, emails, or
body language.
5. Encoding:
The process by which the sender translates their ideas or information into a message (e.g.,
using language, visuals, or gestures).
6. Decoding
The receiver’s interpretation and understanding of the message.
7. Feedback
The receiver's response to the message, which helps the sender know if the message was
understood correctly.
8. Noise:
Any interference or distraction that distorts the message, such as physical noise, language
barriers, or misunderstandings.
9. Context:
The environment or situation in which communication occurs, influencing how messages
are sent and received.
3. The Communication Process
1. Idea Generation
The sender formulates the concept or idea they want to communicate.
Example: A teacher decides to explain a new math concept to their students.

2. Encoding
The sender translates the idea into words, symbols, or actions.
Example: The teacher writes the math problem on the board and explains it using simple
terms.

3. Transmission
The message is delivered through a chosen channel or medium.
Example: The teacher speaks and points to the board while explaining.

4. Decoding
The receiver interprets the message based on their understanding and context.
Example: Students listen and try to understand the explanation.

5. Feedback
The receiver responds to the message, confirming understanding or asking for
clarification.
Example: A student asks a question if they do not understand the concept.

6. Context
The environment or situation that influences how the message is sent, received, and
understood.
Example: A classroom environment helps focus the communication on learning.

How Communication Flows in Different Contexts

1. Formal Context
Flow: Structured and follows predefined rules (e.g., workplace or school).
Example: A manager sends an official memo to employees about a policy update.

2. Informal Context
Flow: Casual and spontaneous, often between friends or family.
 Example: Friends chatting about weekend plans over coffee.

3. Cultural Context
Flow: Influenced by cultural norms and practices.
Example: In some cultures, bowing is a formal way of showing respect during
communication.

4. Technological Context
Flow: Digital platforms enable communication over distances.
Example: A video conference with colleagues in different countries.

5. Social Context
Flow: Affected by social roles and relationships.
Example: A parent discussing responsibilities with their child

Types of communication
1. Verbal Communication
The use of spoken words to convey messages.
Example: A manager giving instructions to a team during a meeting.

2. Nonverbal Communication
The use of body language, facial expressions, gestures, and tone of voice to communicate.
Example: Nodding to indicate agreement or crossing arms to show defensiveness.

3. Written Communication
The use of written symbols, such as letters, emails, and text messages, to share information.
Example: Sending an email to a colleague summarizing a project update.

4. Visual Communication
The use of visual aids like graphs, charts, images, and videos to communicate ideas.
Example: A teacher using a bar chart to explain trends in a classroom lesson.
6. Forms of Communication
Formal vs. Informal Communication.
Informal
Usually used with friends and family. Contains shortened version of words. Contains slang
words
Formal
Used in a Professional Setting. No Slang. Pronounce words correctly

Synchronous vs. Asynchronous Communication.

Synchronous Communication
Real time communication between linked devices communication between sender and
receiver is transmitted via synchronized clock. There are no spaces in between characters sent
Examples include chat rooms, telephone conversations, video conferencing

Asynchronous Communication
Communication occurs in delayed time between linked devices communication between
sender and receiver does not require synchronized clock. There may be spaces in between
characters sent Examples include emails, forums, letters, etc.

7. Barriers to Communication
The word barrier means an obstacle, a hindrance or simply a problem that comes in a
way of transmission of a message and blocks the process, either completely or partially.
Different types of barriers are as follows:

1. Physical or environmental barriers:

a. Noise - The noise created by external factors like traffic, playing of loud music, trains and
airplanes, or by crowds of people, affects our communication.
b. Time & distance - Time becomes a physical barrier when people have to communicate
across different time zones in different countries. The physical distance between people who
need to communicate can also cause problems because it does not allow oral or face-to-face
communication.
c. Defects in communication system – Mechanical problems and defects in instruments of
communication also create physical barriers, as in a faulty fax machine or typewriter.
Similarly, a computer that hangs, or a dead telephone line can lead to non-transmission of
messages. eg. No range in mobile, technical problem in mike or speakers.

2. Language or Semantic barriers:

Language is the main medium of communication and words are its tools. Language proves to
be a barrier at different levels, such as semantic (meaning), syntactic (grammar),
phonological (pronunciation, intonation, pitch etc.) and finally linguistic (across languages)
Thus, language barriers can arise in different ways:
a. Jargon or unfamiliar terminology - There are some special terms or technical words used
by people belonging to a certain group or field of work such as doctors, lawyers, computer
software engineers or college students. They use words which are their own, specialized
jargon which cannot be understood by anyone outside their group.
b. Difference in language – Unfamiliar language becomes a barrier when people do not know
each other‘s language. This barrier can be overcome by using a common medium of
communication, as in a classroom. Translation is also an important way of overcoming this
barrier.

3. Psychological barriers:
Psyche means mind. Psychological barriers are created in the mind. Communication is a
mental activity and its aim is to create understanding. But the human mind is complex and
not all communication can result in understanding. There are several kinds of psychological
barriers which can come in the way of understanding.
(a) Emotions: Emotions are among the most common psychological barriers to
communication. The emotion may be connected to the communication received or it may be
present in the sender‘s or receiver‘s mind, even before the communication takes place. In
both cases, it acts as a barrier. Emotions can be positive, like happiness and joy, or negative,
like fear, anger mistrust etc. Both positive and negative emotions act as barriers, if they are
not kept in check.
(e) Closed Mind: A closed mind is one which refuses to accept an idea or opinion on a
subject, because it is different from his idea. Such persons form their opinion on a subject,
and then refuse to listen to anyone who has something different to say about it. A closed mind
may be the result of some past experience or just habit. It is very difficult to remove this
psychological barrier.
(g) Inattentiveness and Impatience: Sometimes the receiver may not pay attention to the
sender‘s message, or he may be too impatient to hear the message fully and properly. Such
barriers are common in oral communication.

8. Effective Communication Skills

 Effective Communication is a two way process - sending the right message and to the
right person. It is important to know the psychology of the people you are interacting with for
communication to be effective. For communication to be effective it is necessary to know the
circumstances of the counter entity. Effective communication includes all the aspects of
visual, auditory and kinaesthetic language to appeal the listener.
"Effective communication is the communication which produces intended or desired result"

Completeness
The information conveyed in the message should be complete for the communication
to be effective the sender must take into consideration the receiver's mind set and convey the
message accordingly. Complete communication enhances the reputation of the organization.
It always gives additional information wherever required, it leaves no question in the minds
of the receiver. It also helps in better decision making as it serves all the desired and crucial
information. Lastly, complete information persuades the audience.

Conciseness
Conciseness means communicating what you want to convey in least possible words.
It is necessity for effective communication. Concise communication provides short and
essential message in limited words. It was also more appealing, and comprehensive to the
audience. Concise messages are non-repetitive in nature.

Consideration
Effective communication must take audience into consideration by knowing the
viewpoints, back ground, mindset, educational level, etc. Consideration implies stepping into
the shoes of others'. It ensures that the self-respect of the audience is maintained and their
emotions are not harmed. Consider the needs and requirements of the audience to achieve
effective communication.

Clarity
Clarity implies emphasizing on a specific goal or objective at a time, rather than
trying to move away from track. Clarity helps to understand the message easily. Complete
clarity of thoughts and ideas enhances the meaning of message. Clarity comes with the use of
exact, appropriate and concrete words.

Concreteness
Concrete communication implies being particular and clear rather being fuzzy and general.
Concrete communication shows good level of confidence. It helps to strengthen the
reputation of the organization. Concrete information cannot be misinterpreted.

Courtesy
Courtesy means being polite, kind, judicious, enthusiastic and convincing. Courtesy is
an important element of effective communication. It reflects the nature and character of the
sender of the message. It is the same as give respect and then expect the same. Courtesy is not
at all bias in nature.

Correctness
Correctness in the communication implies that the correct information is conveyed
through message. Correct communication boosts up the confidence level of the sender. It also
has greater impact on the audience. Free from grammatical errors and use of appropriate and
correct language. Correct information includes the precision and accurateness of facts and
figures used in the message.

9. Non-verbal Communication
Importance of body language.
Body language is a form of non-verbal communication, which consists of body
posture, gestures, facial expressions, anal eye movements. Human send and interpret such
signals almost entirely subconsciously, John Borg attests that human communication consists
of 93 percent body language and paralinguistic cues, while only 7th of communication
consists of words themselves, however, Albert Mehrabian, the researcher whose 1960s work
is the source of these statistics, has stated that this is a misunderstanding of the finding (see
Misinterpretation of Mehrabians rule). Others assert that "Research has suggested that
between 60 and 70 percent of all meaning is derived from nonverbal behavior." Body
language may provide clues as to the attitude or state of mind of a person For example, it may
indicate aggression, attentiveness, boredom, relaxed state, pleasure, amusement, and
intoxication, among many other sues.
Good communication is the foundation of successful relationships, both personally
and professionally. But we communicate with much more than words. In fact, research shows
that the majority of our communication is nonverbal. Nonverbal communication, or body
language, includes our facial expressions, gestures, eye contact, posture, and even the tone of
our voice. The ability to understand and use nonverbal communication is a powerful tool that
will help you connect with others, express what you really mean, navigate challenging
situations, and build better relationships at home and work

Types of nonverbal communication and body language

There are many different types of nonverbal communication. Together, the following
nonverbal signals and cues communicate your interest and investment in others

Facial expressions
The human face is extremely expressive, able to express countless emotions without saying a
word. And unlike some forms of nonverbal communication Facial expressions are universal.
The facial expressions for happiness, sadness anger, surprise, fear, and disgust are the same
across cultures

Body movements and posture

Consider how your perceptions of people are affected by the way they sit, walk stand up, or
hold their head the way you move and carry yourself communicates a wealth of information
to the world. This type of nonverbal communication includes your pasture, bearing, stance,
and subtle movements

Gestures
Gestures are woven into the fabric of our daily lives. We wave, point, beckon, and use our
hands when we're arguing or speaking animatedly-expressing ourselves with gestures often
without thinking. However, the meaning of gestures can be very different across cultures and
regions, so it's important to be careful to avoid misinterpretation.

Eye contact
Since the visual sense is dominant for most people, eye contact is an especially important
type of nonverbal communication. The way you look at someone can communicate many
things, including interest, affection, hostility, or attraction. Eye contact is also important in
maintaining the flow of conversation and fur gauging the other person's response.

10. Communication Models

Linear Model
In this linear communication model, communication is like giving an injection: a sender
encodes ideas and feelings. Into some sort of message and then conveys them by means of a
channel (speech, writing, and so on) into a receiver, who decodes the message
Interactive Model.
This model makes the importance of feedback clear. It shows that most communication is,
indeed, a two way affair in which we both send and receive messages.

Transactional Model.
A transactional model reveals that we usually send and receive messages simultaneously, so
that the images of sender and receiver should not be separated as if a person were doing only
one or the other, but rather superimposed and redefined as 'communicators.

IV. References/Bibliography:
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Lumen Learning. "Types of Communication." Retrieved from

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McLean, S. (2018). *Business Communication for Success*. University of Minnesota

Libraries Publishing.

Lumen Learning. "Communication Cycle and Flow." Retrieved from [lumenlearning.com]

(https://www.lumenlearning.com)

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(https://www.skillsyouneed.com)

Shannon, C. E., & Weaver, W. (1949). *The Mathematical Theory of Communication.*

University of Illinois Press.

Berlo, D. K. (1960). *The Process of Communication: An Introduction to Theory and

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McLean, S. (2018). *Business Communication for Success*. University of Minnesota

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