Purposive Communication

Lesson 1
COMMUNICATION
involves acts of speaking, listening, reading, and writing.
incorporates the transmission of non-verbal language, sign language, codes
transmitted electronically, physically and messages communicated through
music, and by other means.

THE DIFFERENT ELEMENTS IN THE PROCESS OF COMMUNICATION

Sender The very foundation Message is the heart of communication.

of the communication Message is referred to as the information
process is laid by the conveyed by words as in speech and write-ups,
person who transmits or signs, pictures or symbols depending upon the
sends the message. situation and the nature and importance of
The sender is therefore the information desired to be sent.
initiator of the message
that needs to be
transmitted. Encoding is putting
the targeted message
into the appropriate
Channel
medium which may be
Channel(s) refers to the way
verbal or non-verbal
or mode the message flows or
depending upon the
is transmitted through.
situation, time,
The message is transmitted
space, and nature of
over a channel that links
the message to be
the sender with the
sent.
receiver.
Decoding
refers to interpreting
Receiver
The receiver is the person or group for who the or converting the sent
message is meant for. He may be a listener, a message into
reader, or a viewer. intelligible language.
The receiver is as significant a factor in the It simply means
communication process as the sender is. It is the comprehending the
other end of the process. message.

Feedback is the ultimate aspect of communication

process. It refers to the response of the receiver as
to the message sent to him/her by the sender.
Feedback is necessary to ensure that the message has
been effectively encoded, sent, decoded and
comprehended.
Consider the following points related to the feedback involved
in the process of communication:
-It enhances the effectiveness of the communication as it
permits the sender to know the efficacy of his message.
-It enables the sender to know if his/her message has been
properly comprehended.
-The analysis of feedbacks helps improve future messages.
Feedback, like the message, can be verbal or nonverbal and
transmitted through carefully chosen channel of communication.
-We can represent the above steps in a model as the model of
communication process.
 FUNCTIONS OF COMMUNICATION

Physical Needs – Personal Ego Needs – Communication is the only

communication is essential for our way to learn who we are. If we are to
wellbeing. Sufficiency or absence be deprived of the chance to
of communication has a bearing on communicate with others, we should
one’s state of physical health. have no sense of identity

Social Needs – We relate socially What Is Ethical Communication?

with others through communication
THREE TYPES OF SOCIAL NEEDS: is a type of communication that is
1. Inclusion is the need to belong predicated upon certain business
to a personal relationship. values, such as being truthful,
Inclusion needs may be satisfied concise, and responsible with one’s
from formal relationships and words and the resulting actions
informal relationship. understands that one’s thoughts must
2. Desire for Control is each one’s be conveyed and expressed
desire to have an influence on effectively and concisely, and that
others and to feel a sense of the resulting actions or
domination or power over the world. consequences will [potentially] be
3. Affection is the desire for based solely on how the message was
others to care for us and a desire communicated.
to care for others.

FUNDAMENTALS OF ETHICAL COMMUNICATION

1. Openness and Transparency 2. Consideration for Any Potential
Truthfulness & honesty is the most Roadblocks
core principle of ethical
communication. This means that If there are any known roadblocks,
speaking 99 percent of the truth in then ethical communication principles
a matter - while leaving out one dictate that the speaker/communicator
percent of the facts - is not utilize whatever means possible to
ethical communication, as omitting mitigate or attenuate the roadblocks
any detail (intentionally) changes and ensure that the recipients of the
the way that a listener will information are able to fully
perceive an event. understand what is being communicated.
Thus, being 100 percent open and a. Language Use - ethical communication
transparent, and hiding nothing, is dictates that speakers utilize the language
key in order for all business that listeners understand.
relationships - whether within a b. Jargon - When speaking to a layperson, it
business between its members, or is ethical to speak with simple, easy-to-
with business and their partners, or understand words, while avoiding the use of
even customers - to succeed in the heavy jargon, resulting in portions of the
short term and long term. presentation/communication being
incomprehensible to a portion of the
audience.
c. Language Fluency - Ethical communication
takes into account the level of fluency as
3. Accessibility to Technology well as the language spoken by listeners so
In this information and digital that recipients of the communication
age, some take accessibility to (whether it be spoken or written) are able
advanced technology for granted. to fully understand what is being
communicated.
For instance, while smartphones are
readily available, and translation
apps are abundant, not everyone is
able to access such applications or
platforms.
4. Development of Relationship
The art of communication allows people to express themselves in order to
develop relationships. In business, this can be an employee dealing with a
manager, executives communicating with stakeholders, or managers talking
with other business representatives

PRINCIPLES OF ETHICAL COMMUNICATION

1. Be Truthful and Honest - 2. Active Listening - In order for
Being honest means communicating ethical communication to be effective,
what is known to be true (only it is necessary for the recipient to
100 percent the facts) to a pro-actively listen to the speaker, and
listener, with no intent to to not just hear what they want to hear,
deceive or present only parts of or to hear only parts of the
the truth conversation.

3. Speak Non-Judgmentally - Ethically 4. Speak from Your Own Experience

and concisely communicating means - Bringing your personal
speaking in a non-judgmental manner experience into a dialogue with
with every recipient, negating business listeners is important,
unnecessary conflict, which typically providing backup for your
creates a breakdown in communication arguments with something more
and causes misunderstandings. tangible

5. Consider the Receiver’s Preferred 6. Strive to Understand - While

Communication Channel - To effectively it is important to be proactive
communicate with your listeners, use the in listening, it is important
most preferred communication channel, for listeners to also strive to
whether that be face-to-face, email, fully understand what is being
conference call, phone call, messenger said before responding.
app, etc.

7. Avoid a Negative Tone - 8. Do Not Interrupt Others -

Ethically communicating assumes the Interrupting others results in
speaker will avoid rudeness, be misunderstandings and unnecessary
polite and professional, and have conflicts and a breakdown in
tact. The ethical communicator workplace communications, which only
knows that it’s not only important hinders corporate progress and
what you say, but how you say it. creates problems.

9. Respect Privacy and 10. Accept Responsibility - As

Confidentiality - Most businesses noted before, a core tenant within
should include a clause in their code any ethical communication
of ethics defining what is framework is taking responsibility
appropriate when it comes to honoring for the actions that result from
client and employee confidentiality one’s words, whether they be good
and privacy. or bad.
 TYPES OF COMMUNICATION
1. Verbal communication - refers to 2. Non-verbal communication is a
a form of communication that uses very wide concept and it includes
spoken and written words for all the other forms of communication
expressing and transferring views which do not use written or spoken
and ideas. words.
Characteristics of Non-verbal
Two Types of Verbal Communication Communication
Oral Communication -Non-verbal communication gives
- spoken words are used; hints of how people feel.
- it includes face to face -Non-verbal communication makes it
conversations, speech, video, voice- impossible for people not to
over, internet; and communicate.
- influenced by pitch, volume, speed, -Non-verbal communication primarily
clarity of speaking as a fault involves attitudes not ideas.
Advantages: -Non-verbal communication behavior
1. It brings quick feedback. provides clues, not facts.
2. Facial expression and body language is
visible. -Non-verbal communication provides
Disadvantages: much more information than verbal
1. In a face to face discussion, the communication.
speaker unable to deeply think about what
he/ she is delivering.
Written Communication Three Elements of Non-verbal:
- written words, signs, or symbols are 1. Appearance
used to communicate. a. Speaker – clothing,
- messages can be transmitted via hairstyle, neatness, use of
email, letter, report, memo, etc. cosmetics
Advantages: b. Surrounding – room size,
1. Messages can be edited and revised. lighting, decorations, furnishings
2. Written communication provides records 2. Body Language
and backup. a. Facial Expression/Display -
3. A written message enables the receiver
to fully understand it and send appropriate
refers to the way our facial
feedback. muscles are set to indicate
Disadvantages: emotions or feelings of
1. It doesn’t bring immediate feedback. happiness, sadness, fear,
2. It takes more time in composing a anger, surprise, excitement,
written message as a number of people indifference, and disgust,
struggles with their writing ability. among others.
b. Gesture - is a purposive
LEVELS OF COMMUNICATION movement of our fingers hands,
1. Intrapersonal Communication is arms, head, or shoulders to
communication that occurs in your own describe, to suggest, or
mind. It is the basis of your emphasize something.
feelings, biases, prejudices, and c. Posture - means our manner of
beliefs. bearing the body, while we are in
2. Interpersonal communication is the a standing or sitting Posture
communication between two people but indicates self-confidence, status,
can involve more in informal friendliness, and mood.
conversations. 3. Sounds – tone of voice, volume,
3. Small Group communication is pitch, rate.
communication within formal or
informal groups or teams. It is group 5. Mass communication is the
interaction that results in decision electronic or print transmission
making, problem solving and discussion of messages to the general public.
within an organization. Outlets called mass media to
4. One-to-group communication involves include things like radio,
a speaker who seeks to inform, television, film, and printed
persuade or motivate an audience. materials designed to reach large
audiences.
 PRINCIPLES OF COMMUNICATION
Principles consist of the validated guidelines that are used in performing
different tasks or functions to achieve pre-defined goals.

The Seven (7) Cs of Communication:

1. Conciseness 2. Courtesy
- Concise in communication means -True courtesy involves being aware
that one should stick to the point not only of the perspective of others,
and keep it brief. but also their feelings.
-The message or information should -The sender should show respect to the
be articulated completely in such audience or receiver.
way that it is forwarded to the -Avoiding expressions that might hurt,
desired audience or receivers in irritate or insult the receiver.
fewer words or signals. -Courtesy stems from a simple “You”
-Avoiding “filler words” attitude.

3. Correctness 4. Clarity
- The core of correctness is proper - The message being conveyed must
grammar, punctuation, and spelling. be clear.
- Using the right level of language and - Getting the meaning from your
acceptable writing mechanics. head to the head of your reader.
- Choose a non-discriminatory language. - Choose short, familiar, and
- Accuracy of facts, figures, and conversational words depending on
words. the situation.
5. Completeness 6. Coherence
- The message is complete when it -The communication should be both
contains all the facts the reader or consistent and in logical.
listener needs for the reaction you -All terms of the message should be
desire. interconnected and relevant to the
- Able to answer all the questions. message being conveyed.
- Providing extra or additional -The flow of the message should be
information and elaboration if in order to be able to understand by
necessary. the receiver.

7. Concreteness
- Being specific, definite, and vivid rather than vague and general or
unclear in conveying the message.
- Use specific facts and figures to strengthen the message or idea.
- The clear and particular message defines a concrete message.
BARRIERS OF COMMUNICATION
In any communication model, noise is interference with the decoding of messages
sent over a channel by an encoder.
1. Environmental noise. 4. Syntactical noise. Mistakes in grammar can
- Noise that physically disrupt communication, such as abrupt changes in
disrupts communication, such verb tense during a sentence.
as standing next to
5. Organizational noise. Poorly structured
loudspeakers at a party.
communication can prevent the receiver from
accurate interpretation.
2. Physiological-impairment
noise. Physical maladies that 6. Cultural noise. Stereotypical assumptions can
prevent effective cause misunderstandings, such as unintentionally
communication, such as actual offending a non-Christian person by wishing them a
deafness or blindness prevent "Merry Christmas".
messages from being received
as they were intended. 7. Psychological noise.
- Certain attitudes can also make
3. Semantic noise. Different communication difficult. For instance, great
interpretations of the meanings anger or sadness may cause someone to lose
of certain words. focus on the present moment.