PURPOSIVE COMMUNICATION

The Communication Process

The goal of communication is to convey information—and the understanding of

that information—from one person or group to another person or group. This
communication process is divided into three basic components: A sender transmits a
message through a channel to the receiver. (Figure shows a more elaborate model.) The
sender first develops an idea, which is composed into a message and then transmitted to
the other party, who interprets the message and receives meaning. Information theorists
have added somewhat more complicated language. Developing a message is known
as encoding. Interpreting the message is referred to as decoding.

The other important feature is the feedback cycle. When two people interact,
communication is rarely one‐way only. When a person receives a message, she responds
to it by giving a reply. The feedback cycle is the same as the sender‐receiver feedback
noted in Figure 1. Otherwise, the sender can't know whether the other parties properly
interpreted the message or how they reacted to it. Feedback is especially significant in
management because a supervisor has to know how subordinates respond to directives
and plans. The manager also needs to know how work is progressing and how employees
feel about the general work situation.

The critical factor in measuring the effectiveness of communication is common

understanding. Understanding exists when all parties involved have a mutual agreement
as to not only the information, but also the meaning of the information. Effective
communication, therefore, occurs when the intended message of the sender and the
interpreted message of the receiver are one and the same. Although this should be the
goal in any communication, it is not always achieved.

Nature of Communication
• Communication is a process -The communication process is the steps we take
in order to successfully communicate.
Communication is systematic (involves method or plan)
4 systems of communication
1. Verbal communication is the use of sounds and words to express yourself.

2. Non-verbal Communication is the body language or tone of voice, that gives

meaning to much of our verbal communication. For example, if you've ever
 been in an argument with a significant other, how do you know that they're
upset with you? In some cases, they might actually tell you precisely why, but
more often than not, it is their non-verbal communication that is effectively
expressing their emotions.

3. Written Communication In contrast to verbal communications, written

business communications are printed messages. Examples of written
communications include memos, proposals, e-mails, letters, training manuals,
and operating policies. They may be printed on paper, handwritten, or appear
on the screen. Normally, a verbal communication takes place in real time.
Written communication, by contrast, can be constructed over a longer period
of time. Written communication is often asynchronous (occurring at different
times). That is, the Sender can write a Message that the Receiver can read at
any time, unlike a conversation that is carried on in real time.

4. Visual communication is the transmission of information and ideas using

symbols and imagery. It is one of three main types of communication, along
with verbal communication (speaking) and non-verbal communication (tone,
body language, etc.). Visual communication is believed to be the type that
people rely on most, and it includes signs, graphic designs, films, typography,
and countless other examples.

• Communication is symbolic - Language can be thought of as a system of

communication that uses symbols to convey deep meaning. Symbols can be
words, images, body language, sounds, etc.
For a simple example of symbolic language: the word cat is symbolic of the idea
of a cat, a dollar is a symbol of $1 of economic value, the word yes or a nod is a
symbol of confirmation, a grimace is a symbol of disapproval, and a smiley face
emoji is a symbol of happiness

• Communication involves meaning - Effective communication involves creating

meaning, transmitting meaning, and deciphering meaning.

PRINCIPLES OF COMMUNICATION

1. Principle of Clarity:
The idea or message to be communicated should be clearly spelt out. It should be worded
in such a way that the receiver understands the same thing which the sender wants to
convey. There should be no ambiguity in the message. It should be kept in mind that the
words do not speak themselves but the speaker gives them the meaning. A clear
message will evoke the same response from the other party. It is also essential that the
receiver is conversant with the language, inherent assumptions, and the mechanics of
communication.

2. Principle of Attention:
In order to make communication effective, the receiver’s attention should be drawn
towards message. People are different in behavior, attention, emotions etc. so they may
respond differently to the message. Subordinates should act similarly as per the contents
of the message. The acts of a superior also draw the attention of subordinates and they
may follow what they observe. For example, if a superior is very punctual in coming to the
office, then subordinates will also develop such habits. It is said that ‘actions speak louder
than words.
3. Principle of Feedback:
The principle of feedback is very important to make the communication effective. There
should be a feedback information from the recipient to know whether he has understood
the message in the same sense in which the sender has meant it.

4. Principle of Informality:
Formal communication is generally used for transmitting messages and other information.
Sometimes formal communication may not achieve the desired results, informal
communication may prove effective in such situations. Management should use informal
communication for assessing the reaction of employees towards various policies. Senior
management may informally convey certain decisions to the employees for getting their
feedback. So, this principle states that informal communication is as important as formal
communication.

5. Principle of Consistency:
This principle states that communication should always be consistent with the policies,
plans, programmers and objectives of the organization and not in conflict with them. If the
messages and communications are in conflict with the policies and programs then there
will be confusion in the minds of subordinates and they may not implement them properly.
Such a situation will be detrimental to the interests of the organization.

6. Principle of Timeliness:
This principle states that communication should be done at proper time so that it helps in
implementing plans. Any delay in communication may not serve any purpose rather
decisions become of historical importance only.

7. Principle of Adequacy:
The information communicated should be adequate and complete in all respects.
Inadequate information may delay action and create confusion. Inadequate information
also affects efficiency of the receiver. So adequate information is essential for taking
proper decisions and making action plans.

2 MAIN TYPES OF COMMUNICATION

BASIS FOR INTRAPERSONAL INTERPERSONAL

COMPARISON COMMUNICATION COMMUNICATION

Meaning Intrapersonal Communication Interpersonal Communication is

is one, that we have with the communication between two
ourselves, i.e. the or more person, through verbal
communication that occurs in or non-verbal messages.
our mind.

Persons One At least two

Involved

Occurrence Continuous due to human Regular, due to social needs.

nature.
 BASIS FOR INTRAPERSONAL INTERPERSONAL
COMPARISON COMMUNICATION COMMUNICATION

Media Only a person's internal senses Supported by a verbal and non-

are involved. verbal media.

Concerned with Thinking and Analysis Exchanging and sharing of ideas

or information

Types of Interpersonal Communication

A. Dyadic or Face-to-face Interaction
A conversation between two persons which usually occurs in an informal
interaction. This interaction provides a great deal of feedback as compared to other
types of communication.
B. Small Group Communication
This occurs when each member or participant speaks out or is actively participating
in the process to come up with a consensus. The degree of formality may range
from intimate to formal.
C. Public Communication
An enlarged form of group communication that involves a resource person
addressing a specific audience. The speaker or resource person has prepared
beforehand and delivers it before an audience. Feedback is limited.
D. Mass Communication
Has highly structured messages and able to reach a larger number of audience at
the same time through the use of electronic devices or print media like the
newspapers and magazine.
E. Technology-mediated Communication
Communication from electronic emails. Texting, instant messaging, social
networking, tweeting, blogs and video conferencing – they all share on thing in
common.

Concepts of Intrapersonal Communication

Intrapersonal communication takes place within a single person, often for the purpose of
clarifying ideas or analyzing a situation. Other times, intrapersonal communication is
undertaken in order to reflect upon or appreciate something.
Three aspects of intrapersonal communication are self-concept, perception and
expectation.
1. Self-concept determines how a person sees him/herself and is oriented toward others.
Self-concept (also called self-awareness) involves three factors: beliefs, values and
attitudes.
• Beliefs are basic personal orientation toward what is true or false, good or bad;
beliefs can be descriptive or prescriptive.
• Values are deep-seated orientations and ideals, generally based on beliefs, about
right and wrong ideas and actions.
 • Attitudes are tendency toward or against a topic and generally are consistent with
values. Attitudes often are global, typically emotional.
Beliefs, values and attitudes all influence behavior, which can be either spoken opinion
or physical action. Also, it includes body image as an aspect of intrapersonal
communication. Body image is a way of perceiving ourselves, positively or negatively,
according to the social standards of our culture
2. Perception: Whereas self-concept focuses internally, perception looks outward.
Perception of the outside world also is rooted in beliefs, values and attitudes. It is so
closely intertwined with self-concept that creating a harmonious understanding of both
oneself and one’s world.
3. Expectations: Expectations are future-oriented messages dealing with long-term
roles, sometimes called life scripts. These sometimes are projections of learned
relationships within the family or society.
Types of Intrapersonal Communication
Internal discourse: Internal discourse involves thinking, concentration and analysis.
Also, it include both daydreaming and nocturnal dreaming in this category. Prayer,
contemplation and meditation also are part of this category, negotiating with the inner
self. Example: Consciously appreciating the beauty of a sunset.
Solo vocal communication: Solo vocal communication includes speaking aloud to
oneself. This may be done to clarify thinking, to rehearse a message intended for others.
Example: Talking to yourself as you complain about your boss.
Solo written communication: Solo written communication deals with writing not
intended for others. Example: An entry in a diary or personal journal.

The 5 Functions of Non-Verbal Communication

There are five functions of non-verbal communication: reinforcement, contradiction,
substitution, accentuation, and regulation. All of these functions help the person sending
a message and the person receiving the message my making the substance of the
communication more understandable.

Reinforcement- “the amount of redundancy nonverbal communication adds to the verbal

message” for example if you say “Hi” or “Bye” you will probably wave your hand also, and
if you say you’re hungry you might rub your stomach. If something tastes bad you would
express your dislike accompanied with a disgusted look on your face.

Substitution- “using a nonverbal action or cue instead of speaking” for example instead
of actually saying “hi” or “bye” you might just wave a hand at someone. When we are not
able to speak to a person we use a nonverbal cue.

Contradiction- “the use of a nonverbal message to negate the verbal message” for
example if you ask how someone is and they say “good” but they roll their eyes or look
down at the floor and shrug their shoulders, you know they are actually not good and they
have just negated the verbal message they were sending.

Accentuation- “the use of nonverbal cues to intensify the verbal message” for example
if you speak louder and quickly you are adding intensity to the verbal message. We can
tell when a person is excited because they usually speak loud and their eyes widen,
making the message more clear.

Regulation- “the turn taking cues of conversational order” for example we use hand
signals to indicate that we are done talking and it is someone else’s turn to talk. We also
use nonverbal signals like looking at the other person as if to say “what do you think about
that” without actually speaking the words.

6 Functions of Verbal Communication

1.Sharing Meaning -the most obvious function of verbal communication

Denotative meaning-literal meaning of your words as agreed upon by
members of your culture
Connotative meaning- when verbally communicating, the deeper
understanding of words based on the situation, and the knowledge the partners
communicating share

2. Shaping Thought - language shapes how we think about things

Linguistic determinism- the idea that language quite literally defines the
boundaries of our thinking.
Linguistic relativity- people of different cultures perceive and think differently
about the same things

3. Naming - creating linguistic symbols for objects

allows use to communicate meanings about the things in our lives
EXAMPLE
for many years gays and lesbians were referred to as homosexuals. People then
shortened it to "homo" which was then used as a derogatory insult. The population then
began referring to themselves as gay, but no meaning "joyous and lively" as the term had
been previously used.

4.Performing actions - Everyday we make requests, issue invitations, command things,

and even taunt to try to influence others' behavior.

these are referred to as speech acts, meaning they call for an action

Pronouncement of event (ex. Marriage, or being fired)

5. Crafting Conversations - Language meanings, thoughts, names and acts don't
happen in the abstract, they occur within conversations
there are 4 characteristics fundamental to conversation
1. interactive- two or more people are involved
2. local management- we make decisions about who gets to speak, when, and for how
long
3. universal- forms the foundation of our interpersonal ties
4. scripts- rigid structures of talk patterns such as meeting for the first time

6. Managing Relationships - Declaring powerful, intimate feelings to others.