The Functions of Communication

Dr. Radhika Kapur

Abstract

Communicating with other individuals is an integral part of the lives of the

individuals. Throughout one’s lives, communication is regarded as the fundamental aspect
that facilities implementation of various tasks and activities, achievement of personal and
professional goals and enrichment of the overall quality of lives of the individuals.
Communication has important functions to play. The main objective of this research paper is
to understand the functions of communication. The primary function of communication is to
share ideas, viewpoints, perspectives and exchange information with others. Apart from this
function, there are other functions as well. When the individuals, belonging to various age
groups, occupations, categories and backgrounds are communicating with each other in an
effectual manner, they generate the feelings of pleasure and contentment. In order to put into
operation all the functions of communication in an efficacious manner, the individuals need
to make sure, they are well-aware in terms of methods and approaches, which are needed to
make these functions meaningful and advantageous. Therefore, it is of utmost significance to
conduct research in terms of these methods and approaches on a continuous basis. The main
areas that have been taken into account in this research paper include, meaning and
significance of functions of communication, functions of communication and measures to
improve functions of communication.

Keywords: Communication, Effectiveness, Functions, Improvements, Knowledge,

Measures, Understanding

To communicate means to share. The primary function of communication is to

exchange ideas and perspectives with each other. It is a mechanism for transferring
meaningful information to others. When the communication processes take place in an
effective manner, the individuals are not only able to acquire knowledge and understanding in
a well-organized manner, but they are also able to create amiable terms and relationships with
others. On the other hand, when the communication processes are not put into operation in an
effective manner, then it may lead to occurrence of conflicting situations. Research studies
have indicated that human beings spend nearly 70 percent of their waking hours in
communicating. The various tasks and activities of communicating are, writing, reading,
speaking and listening. Therefore, when they are communicating through the use of any of
these activities, they need to ensure that it proves to be useful to them (What is
Communication, and Functions, 2018).

Communication would take place in a perfect manner, when the thought or an idea
was transmitted, so the receiver perceived exactly the same mental picture as the sender
(What is Communication, and Functions, 2018). In other words, the senders are usually well-
aware in terms of the information that they are imparting to the receivers. Whereas, it is vital
for the receivers as well to possess complete knowledge as the senders. When the senders are
able to generate adequate information among the receivers, then the communication
processes are stated to be implemented in a perfect manner. In order to promote
communication in a perfect manner, the senders are the ones, who need to take initiative and
put into operation various methods and approaches. Another important area, in terms of
which both the senders and receivers need to be aware of are the functions of communication.
When research is conducted in terms of functions of communication, they are able to identify
that apart from exchanging of ideas and perspectives, there are other functions of
communication as well. Functions of communication are important concepts, which are vital
to understand in order to carry out communication in an effectual manner.

When the individuals are pursuing educational programs in communication, they are
able to generate information in terms of functions of communication. It is comprehensively
understood that communication is sharing of ideas and viewpoints. But apart from sharing of
ideas and viewpoints, there are number of other functions as well. The instructors make
provision of adequate knowledge to the individuals in terms of functions of communication.
Research has indicated that in some cases, the individuals do not communicate with each
other in an appropriate manner and depict the feelings of anger, frustration and stress. In
some cases, the individuals are overwhelmed by the feelings of antagonism and hatred
against others. In cases, when the individuals possess these feelings, the communication
processes cannot take place in an effective manner. Hence, when one is conducting research
or generating information in terms of functions of communication, they ensure, they possess
positive viewpoints and not any kinds of negative feelings against anybody. Furthermore, one
needs to put into operation, conflict resolution methods in a peaceful manner to alleviate
conflicts and disagreements. Therefore, it is of utmost significance for the individuals to
possess knowledge in terms of functions of communication.
 Meaning and Significance of Functions of Communication

The functions of communication have meaning and significance. In order to acquire

an understanding of meaning and significance of functions of communication, there are
various objectives, which need to be understood. These have been stated as follows:

Informing – Informing messages to others is regarded as the principle function of

communication. It is done verbally or non-verbally. Verbal messages can be oral or written.
Whereas, non-verbal messages are conveyed through the use of body language, gestures,
postures and so forth (The Business Communication, 2020). When the individuals are
informing others, they may do so in a rapid manner or leisurely. Informing can be done by
superiors to the subordinates or vice-versa. When the messages are negative, then they may
not be informed rapidly, whereas, positive and pleasant messages are informed in a rapid
manner. Therefore, it is an important objective, which imparts information in terms of
meaning and significance of functions of communication.

Persuading – Persuading is referred to making someone do or believe something, by

giving them a valid and genuine reason to do it. Persuading can be encouraged through
effective communication (Persuade, 2020). It is implemented among individuals within
homes, educational institutions and employment settings. In this case, the superiors persuade
their subordinates to carry out their job duties in an effective manner, so they are able to
achieve the desired goals and objectives. The subordinates also persuade the superiors to
accept their ideas and perspectives. Particularly, when the individuals have worked diligently
and conscientiously, they desire that their instructors and supervisors accept their ideas and
viewpoints. This objective is put into operation in most cases. Therefore, it can be stated,
persuading is an important objective, which conveys information in terms of meaning and
significance of functions of communication.

Integrating – It is comprehensively understood that individuals cannot work in

seclusion. In order to carry out one’s job duties in a well-organized manner and achieve the
desired goals and objectives, the individuals need to work in integration with each other.
When they work in integration, they are able to benefit in number of ways. These include,
obtaining help and assistance from others in providing solutions to their problems,
exchanging ideas and perspectives, creating amiable terms and relationships with others and
forming a sociable working environment. This needs to be taken into account by the
individuals, throughout their job duties. Therefore, it can be stated, integrating is an important
objective, which conveys information in terms of meaning and significance of functions of
communication.

Creating Relationships – Relationships are not only created among the individuals
within the households, but individuals are also required to form terms and relationships with
each other in educational institutions and employment settings. From the stage of early
childhood, individuals are provided information in terms of significance of creating
relationships. Creating relationships are regarded as the key that would facilitate in the
achievement of desired goals and objectives. Effective communication is regarded as the
foundation for the creation of relationships. When the individuals will communicate with
each other in respectful and polite manner, they will be able to render a significant
contribution in creating relationships. Therefore, it can be stated, creating relationships is an
important objective, which conveys information in terms of meaning and significance of
functions of communication.

Help in Making Selections between Alternatives – In some cases, the individuals have
more than one alternative available and they need to make selection of one. When the
alternatives are selected, it needs to be ensured that they prove to be beneficial to the
individuals. When the individuals need help in making selections between alternatives, they
usually are required to obtain help from others. Obtaining help from others require the
implementation of communication processes in an effective manner. Therefore, it can be
stated, obtaining help in making selections between alternatives is an important objective,
which conveys information in terms of meaning and significance of functions of
communication.

Improving Connections – Through communication, the individuals contribute in

improving connections with others. Improving connections is vital not only with family
members, but also with other individuals, within educational institutions, employment
settings and community. From the stage of early childhood, the individuals realize that
outside their home also there is a world, with which they need to communicate. One of the
important benefits of improving connections is, it leads to improvement in one’s overall lives.
Hence, throughout their lives, the individuals need to pay attention towards improving
connections with others. Therefore, it can be stated, improving connections is an important
objective, through which information is imparted in terms of meaning and significance of
functions of communication.
 Reducing Misunderstandings – In some cases, misunderstandings takes place among
individuals and they are required to solve them. These are regarded as major impediments
within the course of formation of sociable relationships. Effective communication is regarded
as one of the indispensable aspects that is used to cause a reduction in misunderstandings.
When one feels that he or she is being misunderstood by others, they provide them
explanations and eliminate misunderstandings. Furthermore, it is vital for the individuals to
establish positive thinking and generate adequate awareness. Therefore, causing a reduction
in misunderstandings is also regarded as one of the important objectives, through which
information is conveyed in terms of meaning and significance of functions of
communication.

Solving Problems – Problems are regarded as an integral part of the lives of the
individuals, irrespective of their occupations, status, categories and backgrounds. In some
cases, they are minor, which one is able to solve on their own. Whereas, in other cases, they
are major, which require the individuals to obtain help and assistance from others. When the
problems are major and require the individuals to obtain help and assistance from others, they
need to ensure, they implement the communication processes in a well-organized manner.
When the individuals are providing assistance, it is vital to put into practice the suggestions in
a sufficient manner. Hence, communicating in order to provide solutions to problems is
regarded as one of the indispensable objectives, which imparts information in terms of
meaning and significance of functions of communication.

Evaluating – Evaluating is referred to implementation of measures and strategies,

which are necessary to assess the performance of the individuals. In educational institutions
as well as within employment settings, the teachers, instructors and supervisors put into
operation the methods to evaluate the performance of the students and employees. When
evaluation methods are put into operation, the individuals need to communicate with each
other. It has the main objective of identifying the flaws and inconsistencies and bring about
improvements. In educational institutions, the main evaluating methods are, class
assignments, homework assignments, tests, competitions, quizzes and so forth. Whereas, in
organizations, these are, job duties, presentations, projects, reports and so forth. Therefore,
evaluating is regarded as one of the important objectives, which conveys information in terms
of meaning and significance of functions of communication.
 Making Decisions – The individuals, who are in leadership positions are vested with
the authority to make decisions. When they need to make decisions, which prove to be
meaningful and advantageous to organizations on the whole, they need to seek ideas and
suggestions from others as well. In such cases, there are organization of discussion meetings,
which enable the individuals to obtain ideas and suggestions from others. Therefore, in order
to make worthwhile and meaningful decisions, the individuals communicate with each other
in order to obtain ideas and suggestions. As effective communication will facilitate in the
making of wise and productive decisions, which would be worthwhile and useful to the
individuals and organizations as a whole. Therefore, it can be stated, making decisions is an
important objective, which conveys information in terms of meaning and significance of
functions of communication.

Functions of Communication

There have been attempts made to systematise the functions of communication,

beginning with Harold Lasswell. He summarized them as, surveillance, correlation and
transmission of cultural heritage. The functionalist perspective distinguishes between those
consequences that are useful to the maintenance and well-being of the system and the factors
that impose detrimental effects. The positive consequences are known as functions, whereas,
the factors that are unfavourable are termed as dysfunctions. When the communication is put
into operation, the individuals aim to make it meaningful. Furthermore, they make an attempt
to cause a reduction in all the factors, which would lead to dysfunctions (Unit 1 Meaning,
Concept and Functions of Communication, n.d.). The functions of communication have been
stated as follows:

Surveillance – The function of surveillance obliges the media to alert the society to
any factors, which would impose detrimental effects upon the health and well-being of the
individuals (Unit 1 Meaning, Concept and Functions of Communication, n.d.). The
individuals are warned to make use of resources in an appropriate manner to avert the crisis
situation. In this case, the communication takes place through warning individuals. When
there are certain risks and perils, the individuals are communicated in terms of preventive
measures and approaches, which are needed to curb the risks and the unfavourable effects
that are associated. When the individuals are communicated in terms of detrimental factors,
then they would devise various methods and approaches, which would enable them to carry
out their tasks and activities. For instance, warning in terms of strike of buses would enable
them to plan their transportation through other ways. Therefore, the surveillance function of
communication contributes in warning individuals and enabling them to devise other useful
measures.

Correlation – The function of correlation includes the selection, evaluation and

interpretation of events. It imposes order on the overpowering course of information by
packaging them in units. Media has established events in the historical framework, source the
information, so the reader can make complete sense of the information provided. This
function takes the form of a comment and interpretation to make sense of the fragments of
information and also the formation of consensus. The role of media is regarded as
indispensable in imparting information to the individuals in terms of number of areas. The
function of correlation is carried out in a well-organized manner through the media. When the
individuals receive the information, it is vital for them to make use of it in an appropriate
manner for the well-being of themselves as well as the communities. Therefore, the
correlation function of communication contributes in generating information among the
individuals in terms of various aspects (Unit 1 Meaning, Concept and Functions of
Communication, n.d.).

Transmission of Culture – It is comprehensively understood that when individuals are

communicating with each other, particularly, belonging to different cultures, categories and
backgrounds, they generate awareness in terms of each other’s cultures. In particularly,
educational institutions, employment settings, neighbourhood and public places, transmission
of culture takes place as the basis of communication. When the individuals, who are different
from each other in terms of factors, such as, caste, creed, race, ethnicity, religion, cultures and
socio-economic background are communicating with each other, they impart information in
terms of norms, values, cultures, principles and standards. The function of transmission of
culture is referred to as the socialization process. Socialization is regarded as an important
function that enables the individuals to create amiable terms with each other, form a social
circle and enrich ones quality of lives. Therefore, it can be stated, transmission of culture is
regarded as one of the indispensable functions of communication.

Entertainment – Entertainment is regarded as an important function of communication

and is desirable to a major extent. In one’s daily lives, the individuals are required to carry
out number of tasks and activities, within as well as outside the home. In addition, they are
required to experience number of problems and challenges as well. In order to relieve their
mind-sets and alleviate the psychological problems of stress, anxiety and pressure, they look
for various means to entertain themselves. One can put into practice various methods for
entertainment. These include, watching television, listening to radio, playing games,
communicating with family members and friends, going for outings and so forth. When the
individuals are engaged in various types of entertainment activities, they are communicating
with others. Therefore, it can be stated that the function of entertainment is regarded as vital
in alleviating psychological problems of stress, and anxiety and enabling the individuals to
feel pleasurable and contented.

Mobilization – Mobilization is a comprehensive term, which is put into operation by

the individuals in all areas, these include, homes, educational institutions, employment
settings, community and public places. There are number of meanings of this term. These
include, organization, utilization, deployment, distribution and enlistment. When the
individuals are putting into operation this function, they need to communicate with others. In
the implementation of communication processes in an effective manner and carry out this
function in a well-organized manner, the individuals need to be aware in terms of how this
function is to be implemented. When the individuals are to carry out the activities of
organization, utilization, deployment, distribution and enlistment, it is apparent that they
cannot work in seclusion and need to establish effectual and useful communication terms
with others, individuals, who are family members and community members. Therefore, it can
be stated that mobilization is a crucial function of communication.

Devising Schedule – Within the working environment, the individuals, who are in
leadership positions need to communicate with other individuals to devise schedules. The
individuals, who are heads, directors and CEOs, have assistants and secretaries. These
individuals, usually are required to devise their daily schedules. In this case, normally the
tasks and activities are listed, such as, discussion meetings, lectures, presentations, field-visits
and so forth. The assistants or secretaries have the task of devising the schedule, in which
they specify all the activities, locations and timings. Schedules are made on daily or weekly
basis. But in most cases, they are made on daily basis. When the individuals are devising
schedules, they need to communicate them to their bosses. When they are communicated,
feedback is given to them. It can be positive or it may require any kinds of changes.
Therefore, devising schedule is regarded as an important function of communication.
 Gate Keeping – The limit on the number of pages in the newspaper or the time
available on the television or radio demands that a large amount of information reaches the
media from various types of sources. The function of gate keeping enables the individuals to
take into account various factors. These include, what should be selected for publication and
what should be rejected, who performs the job duties, how the job duties are to be performed
and the reasons behind the implementation of various tasks and activities (Unit 1 Meaning,
Concept and Functions of Communication, n.d.). Gate keeping is regarded as one of the
major job duties of desk individuals. When the individuals are in office jobs in various kinds
of organizations, they need to pay attention towards the function of gate keeping. In the
effective implementation of this function, the individuals are required to communicate with
each other. In order to carry out their job duties in an efficacious manner, they need to work
in collaboration and integration with each other. Therefore, the function of gate keeping is
regarded as an important function of communication.

Counselling and Guidance – Counselling and guidance are regarded as important

factors that individuals need at some point in their lives. When the individuals are
overwhelmed by problems and need solutions, they need counselling and guidance from
others. These include, family members, supervisors, instructors, employers, or professional
counsellors. In one’s lives, there are number of areas, in terms of which individuals need
counselling and guidance. These include, careers, jobs, education, family relationships, home
environment, finances, and psychological problems. The individuals, who are counselling and
guiding need to ensure they impart adequate knowledge to others, so they are able to provide
solutions to their problems. It needs to be ensured that the communication processes take
place in an effectual and productive manner. The receivers need to implement the methods
and strategies in a well-organized manner. Therefore, it can be stated, counselling and
guidance are regarded as vital functions of communication.

Instructing – Instructing is referred to teaching, training, coaching and tutoring.

Within educational institutions and organizations, when the teachers, professors, supervisors,
and trainers are instructing the individuals, they need to implement effective communication
processes. The instructing can take place in an oral as well as in a written form. In some
cases, the instructors make use of technologies and other materials, such as, articles, reports,
documents and so forth, whereas, in other cases, they may not make use of technologies or
other materials. In order to make this function productive, it is necessary for the instructors to
possess satisfactory knowledge in terms of lesson plans and concepts that needs to be
imparted. Furthermore, they need to be well-aware in terms of instructional strategies. The
instructional strategies need to be put into practice on the basis of concepts and needs and
requirements of learners. Therefore, instructing is regarded as an indispensable function of
communication, which contributes effectively in enhancing the structure of the organizations
as well as the overall system of education.

Motivating – Within the organizations and educational institutions, when the

employers, supervisors, or instructors have an aim to accomplish a particular task with the
assistance and support of their employees and students, then they usually implement methods
and approaches, which would render a significant contribution in motivating the individuals.
Motivating is referred to stimulating the mind-sets of the individuals towards the achievement
of goals and objectives. It is referred to arousing interest and enthusiasm among individuals,
so they are able to carry out their job duties wholeheartedly. There are number of factors,
which are put into operation to motivate. These include giving of rewards, increase in pay,
promotional opportunities, participation in other tasks and activities and so forth. These
factors are stated to render a significant contribution in development of motivation among
individuals. In order to motivate, the communication processes need to be efficacious and
meaningful. Therefore, it can be stated, motivating is also referred to as an important function
of communication.

Measures to Improve Functions of Communication

The individuals, belonging to various categories and backgrounds need to augment

their understanding in terms of measures, which are necessary to bring about improvements
in the functions of communication. There are four important measures, which lead to
improvements in the functions of communication. These are, control, information, emotional
expression and stimulus (Gupta, 2014). Control is referred to control of any types of
negativities and psychological problems. When the individuals are communicating with each
other, in some cases, they are overwhelmed by psychological problems of anger, frustration,
depression and anxiety. But they need to ensure that they do not assume a major form and
measures need to be formulated to curb them. Therefore, control is regarded as an important
measure. The individuals need to possess adequate information, when they are
communicating with others. Possession of sufficient information is regarded as indispensable
in making the communication processes effectual and worthwhile. Therefore, it is also
regarded as an important measure to improve functions of communication.
 Emotional expression is referred to as the expressions of the individuals, which are
influenced by emotions. When the individuals communicate with each other, they have
expressions on their face, related to emotions. These are, happiness, surprise, worry, fear,
anxiety, pressure, depression, sadness, trauma, anger, and frustration. The way of
communication is influenced by these emotions to a major extent. It is recommended that
when individuals are communicating with others, they need to express positivity, but in some
cases, they express negativities as well. Therefore, emotional expression is regarded as an
important measure to bring about improvements in the functions of communication. Stimulus
is referred to incentive or motivation that needs to be developed in order to carry out ones job
duties in a well-organized manner and achieve personal and professional goals. When the
individuals are motivated towards their tasks and activities, they are able to bring about
improvements in the communication processes. Therefore, stimulus is regarded as an
important measure to bring about improvements in the functions of communication.

Conclusion

The functions of communication are important concepts, which are vital to understand
in order to carry out the processes of communication in an effectual manner. To acquire an
understanding of meaning and significance of functions of communication, there are various
objectives, which are, informing, persuading, integrating, creating relationships, help in
making selections between alternatives, improving connections, reducing misunderstandings,
solving problems, evaluating and making decisions. The functions of communication are,
surveillance, correlation, transmission of culture, entertainment, mobilization, devising
schedule, gate keeping, counselling and guidance, instructing and motivating. The four
measures, which lead to improvements in the functions of communication are, control,
information, emotional expression and stimulus. Finally, it can be stated, in order to
implement the functions of communication in an effective manner to generate the desired
outcomes, the individuals need to ensure they possess adequate knowledge in terms of
various factors, inculcate the traits of morality and ethics and form positive viewpoints in
terms of other individuals as well as the environmental conditions.
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