Lesson 2: Functions of Communication

Objectives
At the end of this lesson, you should be able to identify two of the functions of communication (i.e., for regulation/control
and for social interaction), recognize a speaker’s purpose, and ascertain the verbal and nonverbal cues that each speaker
uses to achieve his or her purpose.

Why do people communicate?

How do you identify the speaker’s purpose in a conversation?

Learn about it!

Communication is an essential means of understanding yourself and others. Through your words, voice, and actions,
you share your thoughts, ideas, knowledge, beliefs, values, attitudes, and feelings with others. Without communication,
you will not be able to enhance your sense of self, and there will be no personal and social relationships formed.

For a successful communication, it is important to have a clear purpose in mind. Communication may fail because you
give little attention to its purpose. The five primary functions or purposes of communication are:

 for regulation or control,

 for social interaction,
 for motivation,
 for information, and
 for emotional expression.

In this lesson, you will learn two of the functions of communication: regulation/control and social interaction.

1. Regulation or Control
Examples

Consider the following situations. Which do you think is an example of communication?

1. You are discussing global warming with your partner. You look at your partner and nod your head.
2. You are brainstorming with your group mates about your stage play. You lean forward and open your mouth, signaling that
you want to speak.

Explanation

If you answered “both,” then give yourself a pat on the back. Although no words are spoken, the given situations illustrate
communication. Recall the two modes of communication: verbal and nonverbal. The situations involve nonverbal cues
that are used to regulate or control conversational flow. When you nodded your head, you were signaling to your partner
that he or she can continue speaking; when you leaned forward and opened your mouth, you were signaling to your
groupmates that you wish to speak.

Communication is used to regulate or control the pace and flow of conversations or the speaking of a participant so
constant interruptions and awkward silences between or among speakers are avoided.

Verbal and nonverbal cues help achieve this purpose.

Some verbal cues:

 “That’s it” and “Thank you” − signal that a speaker is finished speaking
 “Yeah” and “Uh-huh” − encourage a speaker to continue speaking
 “Um . . . ” and “Well . . . ” − indicate that a speaker is not done talking or is not exactly sure what to say next
 “Do you follow?” and “Is that clear?” − check the continuous flow of conversation

Other nonverbal cues:

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  Eye contact − (1) When a speaker looks at a listener, the speaker is signaling that he or she is requesting feedback or wants
the listener to take the floor; (2) when a listener looks at and slightly up at the speaker, the listener is signaling that he or
she wants the floor; and (3) when a speaker looks away or avoids eye contact from a listener who wishes to take floor, the
speaker is suppressing the listener’s attempt to take the floor.
 Head-shaking − indicates that the listener wants the speaker to stop talking
 Index finger raised − signals that the speaker is not done talking
 Leaning back − signals that the speaker is finished talking and is now yielding the floor

Such verbal and nonverbal cues are used to maintain, regulate, or control the flow of conversations.

2. Social Interaction
Communication has five primary functions or purposes: for regulation/control, social interaction, motivation, information,
and emotional expression. Communication is used to regulate or control the pace and flow of conversations or the
speaking of a participant so constant interruptions and awkward silences between or among speakers are avoided. Verbal
and nonverbal cues are used to achieve this purpose. Communication is also used for social interaction, an exchange
between two or more persons for social fulfillment.

You, by nature, are a social being. You belong to a group or society to fulfill your needs. You have this innate desire to
form social relationships with other human beings. Simply, you need to interact with others for your existence.

Social interaction occurs through communication. In a social interaction, an exchange takes place between two or
more persons for social fulfillment. Some purposes of social interactions include the following: making social calls,
introducing oneself, and inviting someone/accepting invitations.

Read the following dialogue.

Situation: Jose goes to the mall to buy materials for his school project. He sees his friend from junior high school, Edgar,
whom he has not seen for quite some time.

Jose: Hi, Edgar! How have you been? (smiles at Edgar)

Edgar: Hello, Jose! It's good to see you! I'm good. How about you?
Jose: I'm fine. It's been a while since the last time we saw each other. What's new with you?
Edgar: Well, not much. I'm here to buy ingredients for a cake I'm baking. I'm taking up HRM. You?
Jose: I'm taking up Architecture. I'm actually here to buy some art supplies for my project.
Edgar: Cool! We should get together sometime.
Jose: Yeah! I'd like that. Here, let me give you my number.
Edgar: Thanks! Here's my number, too.
Jose: Great! Let's catch up soon, okay?
Edgar: That’d be nice!
Jose: It was nice seeing you again. Bye!
Edgar: Bye!

The given dialogue shows an interaction between two high school friends. It is clear that the purpose of communication in
the situation is for social interaction.

Suppose you and your friend are to role-play the given situation. What nonverbal cues will you use to enhance the verbal
exchanges?

Summary
Communication has five primary functions or purposes: for regulation/control, social interaction, motivation, information,
and emotional expression. Communication is used to regulate or control the pace and flow of conversations or the
speaking of a participant so constant interruptions and awkward silences between or among speakers are avoided. Verbal
and nonverbal cues are used to achieve this purpose. Communication is also used for social interaction, an exchange
between two or more persons for social fulfillment.

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Lesson 2: Functions of Communication (cont.)
Objectives
At the end of this lesson, you should be able to identify another function of communication (i.e., motivation), recognize a
speaker’s purpose, and ascertain the verbal and nonverbal cues that a speaker uses to achieve his or her purpose.

What do you usually tell someone when he or she is faced with a difficult task?
What oral communication activities or speech situations aim to motivate others?

Learn about it!

3. Communication and Motivation
Communication is a cooperative activity. You engage in and maintain conversations to achieve a particular goal. Through
communication, you build social relationships with other people.

Communication also functions to motivate yourself and others. Motivation is the driving force that enables you to take
action in order to accomplish a desired goal. You use communication to motivate yourself and others in various situations.
For example, you sometimes engage in an introspective self-talk (or “talking to oneself” by examining one’s own
thoughts) when you are faced with a difficult decision-making situation. You also talk to a friend who is having a hard
time understanding the lessons in your class.

Motivation is important for various reasons which include the following:

 It increases productivity. When a person is excited or stimulated to do something, he or she can easily carry out a
task.

 It empowers people. A person who is motivated feels a sense of personal achievement, contributing to his or her
confidence in performing a task.

How can you motivate others through communication?

Motivating Others through Communication

There are many ways on how you can motivate others. The following are simple steps you can do:

1. Walk the talk. You cannot motivate others if you are not motivated yourself. Know and understand what
motivates you. Then, find ways on how to better motivate yourself.

2. Be an active listener. Listen attentively and genuinely to what the other person has to say. Find out what the
person’s goal is, or what he or she wants to do.

3. Remind the person that he or she makes a difference. Every small contribution or action makes a difference. Let
the person know that his or her effort is recognized and appreciated.

4. Communicate clearly and with compassion. Clearly state your intention to avoid misinterpretation. Focus on the
quality, not quantity, of communication. Learn to adapt your communication style to the person you are speaking.

Read the following dialogue between best friends.

Rina: Hey, Carla! Why do look so sad?

Carla: Oh, is it that obvious? I got a poor mark for my essay despite the hard work I put into it. (looking glum)
Rina: Oh . . . (gives Carla a pat on the shoulder) Well, what’s important is that you did your best. I’m sure you can do
better on your next essay.
Carla: You think so?
Rina: I know so. You can do it! I can check your next essay before you submit it if you want.

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Carla: That’d be great! Thanks, Rina. You really are the best! (smiles and hugs Rina)
Rina: It’s nothing. You’re welcome!

In the dialogue, notice the verbal (e.g., “You can do it!”) and nonverbal cues (e.g., pat on the shoulder, hug) that were
used to show encouragement and appreciation.

Motivation in Various Situations or Settings

Motivation is observable in different situations or settings. In a classroom, a teacher motivates the class to study harder to
get good grades and to graduate. In school club or organization meetings, the president or leader motivates the members to
do their best in any of their projects or activities. In a workplace, an employer or manager encourages the employees to
perform well in their jobs.

One of the most popular ways of motivating others is by delivering a speech. A motivational speech is given to
encourage personal or professional growth in the audience. It is also designed to move an audience to make a positive
change.

Example:

Steve Jobs, CEO of Apple and Pixar Animation Studios, was one of the most influential people of the 20th century. He
delivered a motivational commencement speech at Stanford University in 2005. Below are paragraphs taken from his
speech.

Again, you can't connect the dots looking forward; you can only connect them looking backward. So you have to trust that
the dots will somehow connect in your future. You have to trust in something

your gut, destiny, life, karma, whatever. This approach has never let me down, and it has made all the difference in my
life.

Your time is limited, so don’t waste it living someone else’s life. Don’t be trapped by dogma

which is living with the results of other people’s thinking. Don’t let the noise of others’ opinions drown out your own
inner voice. And most important, have the courage to follow your heart and intuition. They somehow already know what
you truly want to become. Everything else is secondary.

The full speech aims to inspire and motivate the audience “to pursue their dreams and see the opportunities in life’s
setbacks.” Steve Jobs ended his speech with these statements: “Stay hungry. Stay foolish.”

Summary
Another function of communication is for motivation or to motivate others. Motivation is the driving force that enables a
person to take action in order to accomplish a desired goal. It increases productivity and empowers people. Motivation
occurs in different situations or settings such as in the classroom, a meeting, and in the workplace.

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Lesson 2: Functions of Communication (cont.)
Objective
At the end of the lesson, you should be able to demonstrate understanding of how communication is used to provide and
get or receive information.

What kinds of information do you share with your family or friends?

How do you share this information with them?
How do you usually obtain information from other people?

Learn about it!

Information is generally defined as knowledge or facts about a certain subject (e.g., event, person, situation). Information
sharing is an important component in communication. Recall that oral communication is a process whereby information
(e.g., knowledge, ideas, observations, thoughts) is transmitted from a sender to a receiver through verbal and nonverbal
means. By sharing information with others, you bring valuable knowledge to others; you build, foster, and maintain
relationships with others; you shape how others perceive you; and you influence others.

4. Providing Information
You provide information to others in various speech situations like when delivering an informative speech, when someone
asks for directions, and when getting to know someone. Here are some tips when giving information to others:

1. Make eye contact and speak clearly. To show interest and sincerity, establish and maintain eye contact with the
person you are talking to. Do not mumble or garble your words. Enunciate words.

2. Use variations in speech. Vary the intonation and volume of your voice, and use appropriate pauses to enhance
meaning.

3. Focus on the needed information. Decide what information is needed and give direct and precise information.
Do not overwhelm the person you are talking to with too much information or with information that is irrelevant
to the topic.

It is also important to note the quality of information you provide. When delivering an informative speech, for instance,
the information you present must be well-supported with details. These details should be based on facts and
reliable evidence. Good information must also be relevant, accurate, clear or easy to understand, and complete.

Getting or Receiving Information

You obtain different kinds of information every day as you communicate with others. You can know more about a person
when you talk to him or her; you can become aware of the current events or issues when you discuss them with your
friends; and you can learn new concepts, terms, or ideas when you listen to your teacher discussing in class.

Here are some tips when obtaining or receiving information from others:

Write down pertinent information. Take down notes to remember key concepts or information you received. Do not
write down everything you hear or word for word. Make notes of only those which you think are useful or relevant.

Ask questions. Wh-questions (e.g., who, what, when, where, why) and phrases or expressions can be used to obtain
information. Examples of such phrases or expressions include the following:

 Can you tell me . . . ?

 I'd like to know . . . .
 Do you have an idea on. . . ?
 Would you happen to know . . . ?

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Ask for clarification and verification. When you think that you did not understand something clearly, ask for
clarification. Phrases like “Could you repeat . . . ?” and “What did you mean when you said that . . . ?” can be used to ask
for clarification. Clarifying ensures that the information you received is interpreted or understood correctly. You can also
use polite phrases to verify the information you heard, such as “So, you would like me to . . . . ” and “In other words, you
are saying that . . . . ” Verify if you got the information right and be prepared to be corrected.

When getting or receiving information, remember to be aware of not only the verbal messages but also the nonverbal
messages. Nonverbal messages convey information that is likely more genuine because nonverbal behavior cannot be
controlled as easily as spoken words. Nodding, leaning forward, and maintaining eye contact indicate that you (or the
listener) are interested or paying attention to what the speaker is saying.

Example:

Read the following dialogue between a student and a school librarian.

Tim: Good morning, ma’am.

Librarian: Good morning. How may I help you?
Tim: I need some information about early airplanes.
Librarian: Have you looked on the shelves under “Aviation?”
Tim: Yes, but I couldn’t find anything.
Librarian: Let me check our database. (types on the computer) It looks like the books are out. It’s a very popular subject.
We have several sets of encyclopedia though. I’m sure you’ll find some relevant information there.
Tim: Where are they located?
Librarian: You’ll have to go to the reference section.
Timm: Thank you, ma’am. You’ve been very helpful.
Librarian: You’re welcome.

Explanation:

Tim obtained information by engaging in a conversation with the school librarian. The school librarian, in turn, provided
helpful information to Tim. As can be observed, communication was used to give and acquire information.

Summary
Another function or purpose of communication is for information. People communicate with others or engage in
conversations to provide information and/or to obtain information. When informing others, it is important to make eye
contact and speak clearly, use variations in speech, focus on the needed information, and give accurate and reliable
information. When getting or receiving information, it is helpful when you write down only the pertinent information, ask
questions, and ask for clarification and verification.

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Lesson 2: Functions of Communication (cont.)
Objectives
At the end of this lesson, you should be able to identify emotional expressions in different communication situations and
demonstrate emotions to convey meaning.

Think of a moment when you were really happy or sad. How did you share your happiness or express your sadness with
others?

5. Expressing Emotions to Communicate

One of the characteristics that distinguish humans from animals is their ability to communicate through emotional
expression. Unlike animals, humans can express their emotions through verbal and nonverbal means. As humans interact
with one another, they experience different types of emotions. These emotions, when not managed, expressed, and
responded to appropriately, can lead to misunderstanding and miscommunication. Here are some important points to
learn:

 The ability to effectively express and manage emotions when interacting with others is important in communication. An
emotion is a mental state or feeling toward something and is marked by physiological and behavioral changes in the body.
 Recent scientific studies suggest that there are four basic human emotions: happy, sad, afraid/surprised, and
angry/disgusted.
 Emotions can be conveyed verbally and nonverbally. Nonverbal expression of emotions can be shown by changes in the
following: voice (e.g., pitch, volume, tone), facial expressions, and body movements.
 Emotions help humans communicate their ideas and feelings toward certain situations.

Understanding Emotions in Communication

 A speaker’s or a listener’s emotions can significantly affect the communication process.

 Emotions can vary from time to time depending on the situation, the participants, and even the environment in
which the communication occurs.

Saying and Showing One’s Feelings

Every day, you feel a variety of emotions as you deal with others or even as you reflect on yourself. It is important to
learn how to express your emotions appropriately to get your message across.

Read the following dialogue aloud with expression.

Kris: Hey, May! Are you all right? Why do you look so gloomy?

May: Oh, Kris . . . My mom scolded me last night.

Kris: What for? Tell me what happened.

May: Well, I received a failing grade in my major subject. I was too focused on my extracurricular activities that I didn't
get to study hard for my exam. It’s really depressing me.

Kris: Hey, cheer up! It’s not the end of the world. Come on, I’ll help you study and prepare for your class.

May: Really? That's so kind of you! I appreciate your help.

Kris: It’s my pleasure. What are friends for, right?

May: Thanks, Kris. I’m really lucky to have you as my friend. Thanks for making me feel better.

What emotions were reflected in the dialogue? How were these emotions expressed?

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As can be inferred from the dialogue, May was feeling sad because she got reprimanded by her mom for having a failing
grade. This mood was expressed nonverbally through May’s gloomy or sad face, which her friend Kris noticed. However,
toward the end of the conversation, May was feeling better because Kris lifted her spirits by offering to help her study and
prepare for her class. Her happy mood was expressed verbally through statements such as “That's so kind of you! I
appreciate your help” and “I’m really lucky to have you as my friend. Thanks for making me feel better.”

Expressing the Basic Types of Emotions

Happy

This is usually experienced when a person is excited, pleased, content, or delighted. Receiving an award, celebrating a
birthday, eating your favorite food, seeing a longtime friend, and visiting a new place are some situations that usually
make a person happy.

In a conversation, happiness can be expressed nonverbally through a person’s voice, facial expressions, and gestures.
When a person is happy, his or her tone of voice is enthusiastic and pitch is elated. Laughing, smiling, and even crying
also express happiness. Hand signals like V for the victory sign and the “high five” also suggest happiness.

There are also common expressions to show happiness. Here are some of them:

 That is good news! I am so excited!

 I feel so blessed!
 Congratulations! I am so proud of you!
 I feel like I am on top of the world!

Sad

This is usually characterized by feelings of loss, despair, sorrow, hopelessness, disappointment, or depression.
Hearing a bad news, having a broken heart, and losing a loved one are some situations that make a person sad.

Sadness can be signaled by a loose posture, lowered or drooping eyes, slight pout, low pitch of voice, and long
pauses. Sighing and crying also indicate sadness.

The following expressions are commonly used to show sadness:

 I am a little down today.

 I feel so sad about it.
 I am so devastated to hear that.

Expressing the Basic Types of Emotions

Surprised

This is usually felt when something unexpected happens. It is also characterized by a feeling of shock or amazement.
The feeling of surprise can be seen in situations such as getting a promotion, seeing a celebrity, and winning a lottery.

Surprise, unlike other emotions, is usually difficult to conceal. When a person is surprised, the following physical
signs are common: mouth opens or jaw drops, eyes widen, and eyebrows raise.

Here are some common expressions that show surprise:

 Really? I can’t believe it!

 Wow! I did not see that coming.
 I am speechless.
 Oh my gosh!

Angry

This is usually experienced when a person feels an intense frustration. It is also felt when he or she feels offended,
irritated, humiliated, threatened, disrespected, or provoked. Insult, betrayal, and disrespect are some triggers of anger.

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Gestures such as clenching of the fists, grinding of the teeth, tapping of the feet, and pacing are signs of anger. Raising of
the voice or screaming, rising of body temperature, and rapid breathing also indicate anger.

The following are some common expressions that show anger:

 I am sick and tired of the situation!

 What were you thinking!
 That totally sucks!
 I am so pissed right now!

Key Points
 An emotion is a mental state or feeling toward something and is marked by physiological and behavioral changes in the
body.
 Emotions can be conveyed verbally and nonverbally.
 Emotions help humans communicate their ideas and feelings toward certain situations.
 Humans experience different types of emotions. Recent scientific studies suggest that there are four basic human emotions
—happy, sad, surprised, and angry.
 Emotions must be managed, expressed, and responded to appropriately to avoid misunderstanding and miscommunication.

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