Purposive Communication 1

LECTURE 1 Communication Concepts
Communication
- the process of sending and
receiving messages
- shared understanding is the key
to effective communication
Communication Process Model

 Communication process model breaks
down communication into parts
 Sender – originates a communication
message
 Receiver- destination of the
communication
 Encoding- sender changes thoughts
into symbols
 Decoding – receiver assigns meaning
to symbols.
 Message – idea, thought, feeling, or
opinion to be communicated (clear or
unclear)
 Channel – medium through which the
message travels form sender to receiver
 Feedback – receiver’s response to the
message/ indicates the message is
seen, heard, and understood.
 Sender (encoder)
 Initiates the communication
 If both good and bad news will be
given, the good news should be
given first
 If both a simple and a complex
message will be given, the simple
one should be given first.
 Message
 Verbal (part of the message that is
heard) and;
 nonverbal (body language and the
surrounding environment)
 Channel
 Means used to convey the message
External communication There is a loss of information
 Letters
 fax
b. Upward channels: provides
 Direct mail subordinates to convey information to their
 Internet superiors to;
 Video telephone
 Advertising - gain feedback and learn about
 Websites problems that affect efficiency,
- evaluate employee attitudes and
Internal Communication perceptions
 Team briefings Subordinates feel their superiors are
 Notices not that open and encouraging
 Reports
c. Lateral Channels: conveying information
 Memos
between individuals and units on the same
 Face to face
hierarchical level for;
 Email
- The coordination of tasks
- Sharing of information
Communication Process/ Channel
- Problem solving
a) Immediate feedback  oral - Conflict resolution
communication
This type of communication is
b) other party may not be understand 
persuasive and suggestive rather than
verbal channels
directive or authoritative
c) other party may be reluctant  verbal
channels d. Informal channels: grapevine
d) need to document the communication 
written channels Single-strand: each person receives
e) message should have detailed accuracy information form one person and passes it
 written channels on to one more
f) message must be delivered to many Gossip: one individual passes the news to
people  written channels all others
d. Informal channels:
Types of Channels within an Probability: information is passed on
Organization randomly
a. Downward channels: passing Cluster: channel members selectively
information from superior to subordinate to; choose their informal communication links
- give instructions Communication barriers if they carry
- bring about understanding of the job rumor, gossip, inaccurate information
- provide information about
procedures
- provide feedback about COMMUNICATION PRINCIPLES
performances of subordinates
 Communication occurs within a - Words can strain relationships,

context (when, where, why, and with destroy trust or land you in jail
whom) - Plagiarism, falsify records,
- Chronological context: time a harassment, etc
which communication occurs
- Physical context: location or setting  Communication has its limitations
of your communication - Communication cannot resolve all
- Functional context: purpose of the your interpersonal problems
communication - Many other skills are needed (ex:
 Practical: job, apartment, flexibility, forgiveness, open to
health and safety change)
 Social: establish connections, - Other factors threaten stability of
building ties relationships
 Decision-making: how to dress - Workplace relationships can be
for the weather, where to live demanding.
- Relational context: race, ethnicity,
gender, age, sexual preference,
disabilities, etc COMMUNICATION BARRIERS
 Communication is unavoidable  Internal Noise
- Try not to communicate - Occurs inside the sender and
- Intrapersonal: Internal monologue receiver
that judges, comments, worries, - Beliefs and values
dreams, and analyzes
- Faulty assumptions can lead to
 Communication occurs at different
emotion
levels
- Trigger or hot button words can
- No two relationships are alike
evoke emotion
- Small talk: establish contact with
- Defensiveness
others and build rapport
 External Noise
- Information talk: hobbies and
- Occurs outside the sender and
interests, likes and dislikes, personal
receiver
preferences
- Can be easier to control than
- Opinion talk: riskier than the other
internal noise
levels; you open yourself up to
- Includes technology
criticism and disagreements can
 Semantic Noise
lead into conflict
- Occurs when the receiver doesn’t
- Feelings talk: most challenging
understand a word or gesture
because you expose parts of your
- Can happen with different cultures
inner self
- Technician using jargon with
 Communication requires ethical laypeople
choices  Gaps
- Freedom of speech doesn’t mean - Results from people being different
you can say anything you please - Gender
- Words can nurture, resolve - Age
misunderstandings or create - Ethnicity
intimacy - Race
- Status  Receiver may not understand some

- Sexual orientation of the words used
- Generation  Personal interests
 Emotional responses
BARRIERS TO COMMUNICATION/
PROBLEMS CAUSED BY THE DEALING WITH COMMUNICATION
SENDER BARRIERS
 The amount of information the  Focus on the objective
individual has about the subject of  Understand the other party
the message  Be organized
 Not much information  Seek feedback
 Too much knowledge  Know yourself
 Indecision regarding how to
present the information The process by which meanings are
 The order of the presentation exchanged between people through the use
 Lack of familiarity with the of common set of symbols is called
audience COMMUNICATION.
 Emotional conflict
 Lack of experience in speaking or
writing
PROBLEMS IN TRANSMISSION
 Illegible material as a result of poor
typing, poor photocopying, poor
handwriting
 Poor acustics
 Use of too many transmission links
 Transmission of conflicting
messages
PROBLEMS IN RECEPTION
 The surrounding environment
 The receiver’s physical condition
 Receiver’s failure to pay attention to
the message
- Simultaneous receipt of two or more
messages
- Receiver is bored
PROBLEMS IN RECEIVER
COMPREHENSION

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LECTURE 1 Communication Concepts

Communication Process Model

External communication There is a loss of information

 Communication occurs within a - Words can strain relationships,

- Status  Receiver may not understand some

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