Purposive Communication

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

Communication
Communication is the process of passing information and understanding from
one person to another.

Nature of Communication
Communication has a symbolic nature and is an act of sharing one’s ideas,
emotions, attitudes, or perceptions with another person or group of persons through
words (written or spoken), gestures, signals, signs, or other modes of transmitting
images. The transmission of ideas always encounters barriers that reduce its
effectiveness.
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
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leasing or enjoyable idea or piece of information. Nonverbal communication is
helpful when trying to understand others’ thoughts and feelings.
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.
• Don’t 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 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
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nteresting, 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.

Basic Functions of Communication

1. Regulation/Control- functions to control one’s behavior.

Doctors’ Prescription
“Take your medicine 3 times a day.”
Parents’ Instruction to their child
“Wash the dishes now, or else I won’t allow you to go to the party later.”
Friends giving advice on what to do
“Move on. He doesn’t love you anymore”

2. Social Interaction- used to produce social relationships; used to develop bonds,

intimacy, relations,; used to express preferences, desires, needs, wants, decisions,
goals, and strengths; used for giving and getting information Encouragement.
3. Motivation- functions to motivate or to encourage people to live better.

4. Information- functions to convey information or giving information.

“Did you know that there’s a secret apartment at the top of the Eiffel tower?”

5. Emotional Expression- facilitates people’s expression of their feelings and

emotions.

Appreciation
“I’m so glad that you came into my life.”
“I like you so much!
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Are you false teeth? It’s because I can’t smile without you.”
Expressing one’s ambition
“I want to finish up my studies with good grades to be accepted in a good university.”
Expressing a need
“I need you in my life.”
Expressing prayers
“We pray for those who suffered a broken heart from their crush.”

Essential Characteristics of 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:

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.

REFERRENCES
Chaturvedi, P.D., Chaturvedi, M. (1995-2011). The Nature and Process of
Communication. Retrieved from
https://wps.pearsoned.com/chaturvedi_bizcom_1/186/47617/12190065.cw/inde
x.html
Functions of Communication
https://oralcom.wordpress.com/2016/10/14/functions-of-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
Characteristics of Effective Communication. Lumen.
https://courses.lumenlearning.com/suny-esc-
communicationforprofessionals/chapter/characteristics-of-effective-
professional-communication/
Davis, K. (2011). Communication(Meaning, Concept and Process). Retrieved
from
https://www.spit.ac.in/wp-
content/uploads/2011/02/Communication#:~:text=Definitions%3A,from%20one
%20person%20to%20another.&text=William%20Newman%20and%20Charles%
20Summer,of%20two%20or%20more%20persons.
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Prepared by:
Shaira Mae Magsucang
Ma. Angela G. Villegas
Angelo Pintuan
Laralyn Lamor