Purposive Communication Notes PDF

PURPOSIVE COMMUNICATION Communication: DEFINITIONS, ELEMENTS, PURPOSES AND IMPORTANCE IN IMPROVING COMMUNICATION SKILLS Importance of Communication “Communication is the most important skill in life. We spend most of our waking hours communicating.” – Stephen Covey Questions to...

PURPOSIVE COMMUNICATION Communication: DEFINITIONS, ELEMENTS, PURPOSES AND IMPORTANCE IN IMPROVING COMMUNICATION SKILLS Importance of Communication “Communication is the most important skill in life. We spend most of our waking hours communicating.” – Stephen Covey Questions to be answered: What is communication and purposive communication? What are the elements of communication? To whom do we communicate? Why do we communicate? What is the importance of improving your communication skills? The word “communication” first appeared in the Late Middle English from the Old French word communicacion from the Latin communis meaning “to share”. Definitions of Communication: Communication is “a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior”. Communication is “the imparting or exchanging of information by speaking, writing, or using some other medium.” Definition of Purposive Communication Purposive Communication is “a type of communication that takes place with a purpose in mind. Communications generally take place for serving five purposes such as informing, expressing feelings, imagining, influencing, and meeting social expectations.” Kinds of People We Communicate to: Internal ○ People whom you can communicate immediately External ○ People whom you cannot communicate immediately and they usually require formal permission Why do we communicate? 1. To inform 2. To persuade 3. To instruct 4. To document 7 Benefits of Effective Communication in Personal and Professional Settings 1. It lets you understand people way better and also be more understandable, not only verbally but also by your facial expressions and other signals that you send while having nonverbal communication. ○ If you want to communicate with a person from another country, what would you do? 2. It shows you how to remain good relationships with people all the time, even during an argument.* ○ HOUSE OF REPRESENTATIVES ‘Faggot, bansot’: Villafuerte, Teves resort to name-calling in House Viber group SEP 18, 2020 6:08 PM PHT The word war over the 2021 budget got a little too personal and ugly between Deputy Speaker Luis Raymund “LRay” Villafuerte and Negros Oriental 3rd District Representative Arnolfo “Arnie” Teves Jr. The two Duterte-allied congressmen decided to bring their spat to the Viber group of House members late Thursday night, September 17. They accused each other of being gay – as if being a homosexual is supposed to be wrong. 3. It saves your time and energy that you would have wasted on poor communication followed by misunderstandings, guilt, and anxiety.* 4. It boosts your grades by making both your studies and your interactions with your professors [and classmates] easier.* 5. It helps with developing your leadership skills and getting a better position among your friends, co-workers, or any other team members.* ○ You are a leader in a group tasked to finish a project. One of your group members is not doing his/her assigned job well. What would you do? 6. It increases your chances of getting the job you want on your terms.* 7. It eases your pain while interacting with organizations and institutions, no matter which level of bureaucracy they are at.* Types of Message Flow in Business Communication: Upward communication refers to the source of information originating from the lower levels of the pyramid, such as employees, supervisors and team leaders. Downward communication refers to the flow of information from senior management and executives to middle management and employees Lateral communication is the transfer of information between individuals at the same hierarchal level. External communication is when a business and its workforce communicate with external stakeholders, such as suppliers, customers and investors. Business Communication depends on the audience and the flow of communication: Formal communication  ○ It is structured and professional, often used in the workplace or any environment where clear and organized communication is needed. ○ It adheres to professional norms, procedures, standards, and regulations established by the company and has a hierarchical command structure. Informal communication ○ It is more relaxed, open, and casual, and doesn't adhere to any predefined channel. Verbal and Nonverbal Communication What is verbal communication? Verbal communication is like building a bridge made of words to connect your thoughts and feelings to someone else’s mind. Each word you choose is like a step on that bridge, helping your message move across to the other person. For example, when you’re talking to a friend about your day, each sentence is a step that brings your ideas and feelings closer to them. The clearer and more precise your words, the smoother and more reliable the bridge becomes, making sure your message reaches the other person just as you intended. What is nonverbal communication? Nonverbal Communication is like using a hidden bridge that connects your thoughts and emotions to someone else without needing words. Instead of a bridge made of words, this bridge is built from your gestures, facial expressions, and even the tone of your voice. Imagine it as a secret code—your body language, eye contact, and the way you pause or pace your speech all work together to send messages that words might miss. For example, if you’re looking at someone while smiling, you’re laying down a step on that bridge that may show appreciation or warmth, letting the person know you value them without needing to say a word. But when you roll your eyes or cross your arms while someone’s talking, you're sending a strong message of disagreement or frustration. This secret code, or hidden bridge, lets you communicate on a deeper level, often saying more than words ever could. The better you understand and use this code, the more effectively you can express yourself and understand others. What are the kinds of nonverbal gestures? Describe each and give an example. Emblems are a kind of nonverbal cues that carry specific, universal meanings within a particular culture. These gestures are like a shared language of movements that everyone in a society understands, but they can vary widely from one culture to another. This cultural coding means that what’s perfectly normal in one place might be confusing or even offensive in another. Take, for example, the Filipino habit of pointing with the lips. In the Philippines, it’s common to use a subtle lip gesture to indicate something instead of pointing with a finger or speaking directly. It’s a quick, almost playful way of saying, "Over there!" But to someone unfamiliar with Filipino culture, this gesture might be puzzling or even misinterpreted. In some cultures, such a gesture could be mistaken for something inappropriate, like an invitation for a kiss, leading to awkward or uncomfortable situations. So, while these nonverbal emblems can be powerful tools for communication within a culture, they also remind us of the importance of being mindful of cultural differences. Understanding how our actions might be perceived by others helps us navigate the world more smoothly, avoiding misunderstandings and maintaining better connections across diverse cultures. Illustrators are like the real-life version of emojis—they naturally pop up as we speak, adding color and clarity to our words without us even realizing it. Just like how we use emojis to give our texts more emotion and meaning, illustrators help us paint a picture of what we’re saying. They’re not something we consciously learn or that are tied to a specific culture; instead, 🤙 they’re unique to each person, moment, and conversation, emerging spontaneously to bring our words to life. For example, among us teenagers, there’s this hand symbol we call the “eyy” ( ). When someone in our group says something cool or impressive, instead of just nodding or agreeing verbally, we flash the “eyy” sign. It’s our way of saying, “That’s awesome!” without needing to spell it out. We also use it to remind each other to stay cool. Instead of saying, “Just chill out,” we might flash the “eyy” and say, “Mag-eyy ka muna!” Another example is how we use different hand symbols to express the level of closeness with someone. If my friend Grace 🤞 wants me to treat her somewhere, instead of arguing that we’re best friends to convince me, she’ll say, “Bilihan mo ako, ‘di ba ganito tayo?” while showing the “ ” sign, which represents 🤘 how tight and close we are. On the other hand, if I ask her to talk to a teacher for me and she doesn’t want to, she might say, “Ganito kami” and show the “ ” sign, signaling that she’s not that close to the teacher. These little symbols are like our own shorthand, making our conversations not just easier but more fun and expressive. What are the different ways that nonverbal and verbal communication interact in real life? Define and give an example of each. Repeating is when your body mirrors what your words are saying, reinforcing your message through nonverbal cues. It’s like giving your words a visual subtitle, making it clearer and more impactful. For example, during speeches, when someone mentions their own name or says "I," "me," or "yours truly," they might point at themselves or touch their chest. Another example could be when you’re giving directions and say, "Turn left here." You might instinctively point to your left, matching your words with the direction you want the person to go. This alignment between what you say and what you do helps make sure your message is received as intended, making communication smoother and more effective. The second one, substituting. It is like using a variable in math to represent a number. Instead of writing out the number each time, you use a symbol to stand in for it. In the same way, with substituting in communication, you use a gesture or nonverbal cue to stand in for words. For example, if you want to apologize for unintentionally offending a friend, instead of saying "I'm sorry," you might simply show the peace sign, letting the gesture stand in for your apology. In the Philippines, a similar concept applies when showing one’s good looks. Instead of saying, “I look handsome,” we use the "Mr. Pogi" sign, which involves making a checkmark with your finger and resting it under your chin. Number three, turn-taking. It is like passing a microphone during a speech or performance. You use nonverbal signals to indicate when it’s someone else’s turn to speak or join in. For example, if a friend at lunch is quiet and not participating, I might gently nudge their foot under the table. This nudge is like handing over the microphone,  encouraging them to start speaking and share their thoughts, helping keep the conversation balanced and engaging for everyone. Number four, complementing. It is like using a visual aid to back up what you’re saying. It enhances or clarifies what you're saying, making your point clearer. For example, if you’re full and don’t want to eat more when someone’s offering, you might rub your stomach to show that you’re already satisfied. This gesture complements your words, helping others understand exactly how you feel. Number five, emphasizing. Emphasizing is about using strong gestures, tone of voice, and pacing to make your point stand out. It’s like adding extra flair to your message to make sure it’s noticed. For instance, during a miting de avance, politicians use a confident, loud voice and speak slowly with a deliberate tone to make their message more impactful. They might also clench their fists to show their determination and firmness. These techniques help them deliver their key points and make their message memorable. And the last one, contradicting. It happens when your nonverbal cues say one thing while your words say another, creating mixed signals. It’s like when someone says they're fine but their frown and teary eyes tell a different story. Another example, if your friends see their crush and say they're not affected, but they can’t stop smiling and blushing, their body language contradicts their words. In a card game of Uno, if someone says they’re not worried about losing but keeps looking anxiously at their hand. Similarly, if a teacher asks if everyone understands the lesson and the whole class says “yes”, but after the class ends, everyone will look at one another entirely looking confused. These are just some examples of how a nonverbal cue may reveal the truth. What is nonverbal leakage, and what does it look like? Nonverbal leakage looks like those moments when your body language, facial expressions, or tone betray you and unintentionally give away your true feelings. For instance, if you’re trying to appear calm but your hands start to fidget, or if you’re saying something positive but your eyes show frustration, that’s nonverbal leakage. It’s when your true emotions slip through despite your best efforts to keep them hidden. I realized that I personally experience nonverbal leakage all the time, as I find it hard to hide my emotions. For example, if someone bothers me and I get annoyed, even if I say, "It's okay" when they apologize, my true feelings often slip through. My face and eyebrows reveal this, like when my eyebrows furrow or I give a tense look, showing that I'm still upset despite my words. What are microexpressions? What are their 7 types? Microexpressions are quick, subtle facial expressions that reveal our true emotions in what may only be a tenths of a second. They’re like fleeting glimpses into what we’re really feeling, and you need to pay close attention to catch them. The 7 types of microexpressions include happiness, surprise, fear, anger, sadness, disgust, and contempt. For instance, happiness can flash as a brief smirk that lights up the face, while surprise might show up as a quick jaw drop. Fear often appears as wide-open eyes. Anger might be revealed through a rapid eye roll or tight jaw, whereas sadness can be seen in a quick pout. Disgust often shows as a wrinkled nose, and contempt might appear as a half-smile.  Communication Models Transmission Model The transmission model of communication was first proposed in 1948 by Claude Shannon and Warren Weaver in their article while working at Bell Telephone Laboratories at the time. They evidently approached a technological angle, where they envision a one-way process where a sender encodes a message, transmits it through a channel, and a receiver decodes it on the other end–much like how a telephone system works. According to this model, a communication is considered successful only once the message has been received by its receiver. Other than that, the concept of “noise” has also been introduced in this communication model, which refers to any interference that might distort or disrupt the message at any point in the communication process. A practical example of this model that I can think of are the notifications we receive from mobile service providers like Globe or Smart, and emergency alerts from the NDRRMC. Their message is sent out via SMS, and once it reaches our phone, the communication is considered complete, even if we don't respond. An example of noise in these scenarios could be when we're playing a game on our phone when receiving a message, because it can disrupt our ability to fully receive and process the message as intended. Furthermore, this model’s lack of feedback is a major weakness because it oversimplifies human communication that involves continuous feedback through verbal and nonverbal cues like facial expressions, tone of voice, and body language. Additionally, the Transmission Model is also called the "Container Model" because it views words as containers that hold the exact meaning the sender intends to convey. Therefore, it doesn’t take into account the possibility of differences in interpretation or context in every communication. Transactional Model In 1967, Paul Watzlawick and his colleagues developed the Transactional Model of Communication, three years after, Dean Barnlund further refined these ideas. In this model, communication is viewed as a transaction, meaning that it is a mutual exchange, where both parties work together to shape and guide the communication. Unlike the Transmission Model, this model is more than just about sending and receiving messages but also about creating shared understanding through continuous feedback and nonverbal cues. Therefore, in this model, communicators swap roles of sender and receiver almost seamlessly. Imagine a student sharing their thoughts about wanting to explore life to their counselor, while the counselor listens carefully and responds with feedback. Both parties listen and respond, adjusting their communication based on each other's reactions and may use nonverbal cues to convey understanding and encouragement. But before arriving at those shared understandings, “Context” may very much be an integral part as it is the setting and nature of the interaction, plus the “Field of Experience” which are the different attitudes, beliefs, values and influences that shape how we see the world and form our interpretations. In addition, there is the relationship dynamics, specifically how we perceive ourselves and others that also plays a role in interpreting our messages. But beyond words spoken, it may also include the way we express ourselves, through our tone, pace, and body language, which allows communicators to read between the lines. Because of that, I truly believe that this model captures the essence of face-to-face communications more than the first one, however, it just requires people to be on the same level for effective communication to happen, which actually is an obvious one. Constitutive Model The Constitutive model, supported by Robert Craig (1999), Manning (2014), and Carl Weick (1979), asserts that communication is the driving force behind all social structures and interactions. It states that socializing is built from communication, holding a supreme role over other social forces that include psychological factors, cultural factors, economical factors or sociological factors. This theory suggests that communication is so fundamental to the functioning of society that if it were to completely stop, the entire social structure would be disrupted. Being the backbone of all social interactions and systems, it is responsible for organizing and maintaining relationships, institutions, and processes within a society. Without it, people wouldn't be able to share information, coordinate activities, or build connections, which would cause the breakdown of social systems and our day-to-day operations. For example, in the broadcasting industry, if communication were to stop—whether through interruptions in broadcasting signals, or breakdowns in production—the entire industry would collapse. Similarly, in education, effective communication between teachers and students is crucial. Without it, knowledge transfer would be severely hindered, disrupting learning and academic progress. All in all, this model focuses more on the importance of communication and how essential it is for the continuity and functionality of our society. Communication Principles Communication can be intentional or unintentional. Communication can be intentional when individuals consciously choose their words, actions, or nonverbal signals to convey a specific message or achieve a certain point. However, communication can also occur unintentionally through nonverbal cues or behaviors that are not consciously intended to convey a message; proving the point that communication is not solely dependent on our intentions. Even if people do not always consciously send messages, communication can still occur because we all use nonverbal cues that others can interpret, whether we intend it to or not. For instance, on the first day of classes, if you want to appear sociable, you might deliberately engage with other students and use welcoming nonverbal gestures to send a message that you are approachable. On the other hand, if you choose to keep to yourself and avoid interaction, others might still interpret your behavior as disinterest in socializing, or even see you as a loner, even if that wasn’t your intention. It is impossible not to communicate (You cannot not communicate) It's impossible to escape communication today because even silence sends a message. Since communication isn't solely based on our intentions, every action or inaction can be interpreted in some way. Whether you choose to act or remain passive, it will still be perceived as communication—there's no avoiding it. Our posture, gestures, mannerisms, and even the smallest sounds can often convey more than words. For instance, leaving a friend on read without replying can easily be seen as disinterest or avoidance, even if you don't directly engage in the conversation. Communication is irreversible. Once a message is communicated, there’s no "control + z" button to undo it. When a message has been sent and interpreted by the receiver, it cannot be taken back, modified, or erased. Whether verbal or nonverbal, the impact it has is already in motion. For instance, if you drunk dial someone, even if you weren’t in your right mind at the time, everything you said has already been interpreted by the other person, potentially affecting how they view you or the situation, regardless of any apologies the next day. This is why it's crucial to be mindful of what we communicate, as our words and actions may have lasting consequences. Communication is unrepeatable. Communication is unrepeatable because each interaction is unique and cannot be exactly replicated. Even if you repeat the exact same words or message, the context, emotions, and vibes will always vary. For instance, when you first hear a juicy piece of gossip, it can be thrilling and captivating due to its novelty and the circumstances at that moment. However, if the same gossip is shared again the next day, it loses its excitement and impact because the initial context and your reaction have changed. Communication is contextual. Communication can vary greatly depending on the social setting because it is shaped by the rules and expectations of different cultures, environments, and societies. For example, politicians often communicate differently on a big stage compared to how they interact with friends. On the big stage, they follow formal rules, use specific language, and maintain a polished demeanor to appeal to a broad audience and address serious topics. In contrast, when they are with friends, their communication is more relaxed, informal, and personal, reflecting their true selves and expressing emotions and opinions more freely. This difference shows how communication adapts to fit the context and audience, influenced by the social and cultural expectations of each setting. Communication Misconceptions Meanings Are in Words The misconception that "Meanings Are in Words" assumes that words alone convey a fixed and complete message. In reality, words are just tools or symbols we use to express ideas, but their meaning can also be shaped by more than just the words themselves. Nonverbal signals, for example, like tone, gestures, and facial expressions can heavily influence how a message is received. Additionally, the meaning of words can shift depending on the context and perspective of the receiver. Therefore, true understanding can also emerge from the interpretation of the receiver, shaped by both verbal and nonverbal elements. More Communication is Better  Some believe that the more you talk, the more effective your communication will be. However, this isn’t always true. Overloading a conversation can cause confusion, diversion from the main point, or even lead to misunderstandings. For instance, as a teacher, giving an overly detailed explanation of a concept can confuse students rather than clarify it. Same with a heated argument, saying too much can escalate tension rather than resolve it. Thus, being concise and deliberate with your words often enhances understanding and prevents unnecessary complications. Communication Will Solve All Problems This misconception suggests that communication alone can fix every issue, as communication helps us understand each other. However, even when we fully grasp each other’s viewpoints, disagreements can still exist. For example, two people might understand each other's perspectives perfectly but still have differing opinions on a topic. So, while communication is crucial, it’s not a cure to all—it doesn’t always bridge every divide, yet we can always learn how to agree to disagree. Communication is Simple The notion that "Communication is Simple" misses how complex it really is. Communication involves various elements and processes, such as those outlined in the transmission, transactional, and constitutive models we discussed, which include senders, receivers, and different communication channels. Because of this complexity, communication can easily go awry or be misunderstood in ways we might not expect. As we have learned, effective communication is not just about delivering a message; it’s also about how it's received, with influences from context and nonverbal signals. Therefore, communication is far more intricate and requires careful attention to all these factors to work well. Communication Is a Natural Ability This misconception suggests that everyone is born with the ability to communicate effectively. However, for me, communication is a skill that can be developed through learning and practice, not just an innate ability. As a former humanities and social sciences student, I learned that effective communication involves specific techniques and strategies that are taught and refined over time. For instance, we practiced various methods for clear and persuasive writing, as well as techniques for strong public speaking skills. That is why, while we may have natural tendencies or apprehensions about communication, it’s our education, and practice that truly determine how effectively we communicate. Barriers of Communication Noise ○ an element in communication that interrupts or distorts the message sent by the sender to the receiver Barriers Between People Physical Distractions  ○ This is usually on the channel used by the sender and even by the receiver that interrupts or distorts the message Technical Distractions caused by the kind of technology we use They include things such as slow internet connections, distorted audio, unclear video, etc. Human Distractions caused by people They include shouting, table slamming, talking, and more. Natural Distractions produced by nature and they are outside of human control They include the sound of rain, thunder, birds chirping, wind, etc. Poor Listening ○ Listening ability decreases when information is difficult to understand and when it has a little meaning Emotional Interference ○ It is difficult if the sender or the receiver, or both of them are too emotional especially with negative feelings such as anger, hostility or frustration. ○ To the sender, his/her ideas and feelings often get in the way of being objective ○ To the receiver, he/she may ignore or distort the message Differences in Perception and Language ○ Perception is people’s individual interpretation of the sensory world around them ○ Your definition of words may differ dramatically from those of other people Cultural Differences ○ Age, education, social status, economic position, religion, country of origin, and life experience differ substantially between the sender and the receiver. Barriers Within Organizations Information Overload and Message Competition ○ Too many messages received that determining which should be prioritized becomes a burden to both the administrators and subordinates Incorrect Filtering ○ Filtering is screening out or abbreviating information before passing the message to someone ○ One information theory states “every relay doubles the noise and cuts the message in half.” Types of Message Flow in Business Communication: Upward communication refers to the source of information originating from the lower levels of the pyramid, such as employees, supervisors and team leaders. Closed or Inadequate Communication Climate ○ A management style that is directive and authoritarian blocks the free and open exchange of information ○ Having too few channels will block communication ○ Having too many channels will distort messages Types of Message Flow in Business Communication: Downward communication refers to the flow of information from senior management and executives to middle management and employees