Purposive Communication (GE107)

• The sender encodes the message, which is transmitted and then decoded by the recipient
• Good communication skills are considered desirable by employers worldwide
• Every communication involves (at least) one sender, a message, and a recipient
• Communication Channels are the methods used to transmit messages
• Misunderstanding can occur at any stage of the communication process
• The desired outcome of any communication process is mutual understanding
• An effective communicator understands their audience, chooses an appropriate communication channel, and seeks feedback
• Communication is a complex subject affected by emotions, cultural situation, medium used, and location
• Categories of Communication

  • Spoken or Verbal Communication
  • Non-Verbal Communication
  • Written Communication
  • Visualizations
• Communication involves the sender, the message, and the recipient
• Communication Channels

  • Face-to-face conversations
  • Telephone calls
  • Text messages
  • Email
  • Internet
• In face-to-face communication, the roles of the sender and recipient are not distinct
• Receivers can use techniques like Clarification and Reflection to ensure correct understanding of the message
• Effective communication involves minimizing potential misunderstanding and overcoming barriers
• The Communication Process involves encoding, transmitting, and decoding a message
• Strengths and weaknesses of each communication channel

  • Different strengths and weaknesses
• Example of conveying complex, technical information

  • Easier via a printed document than a spoken message as recipients can assimilate the information at their own pace
• Communication channels available

  • Face-to-face conversations
  • Telephone calls
  • Text messages
  • Email
  • Internet (including social media)
  • Radio and TV
  • Written letters
  • Brochures and reports
• Decoding Messages

  Recipients need to decode the message received
• Encoding Messages


  All messages must be encoded into a form that can be conveyed by the chosen communication channel
• Recipients provide feedback to let the sender know they have received and understood the message
• Barriers to Effective Communication exist and may cause interpersonal communications to fail
• Communication channels


  The method used to transmit messages to a recipient or receive messages from someone else
• Choosing an appropriate communication channel is vital for effective communication
• Written communication is useful for recording what has been said, for example by taking minutes in a meeting
• Example of conveying news of an upcoming event via a written letter

  • Conveys the message clearly to one or two individuals but not a time- or cost-effective way to broadcast to a large number of people
• Feedback allows any confusion to be corrected and is the only way to assess whether the message has been understood as intended
• Successful decoding is a vital communication skill
• Effective communicators encode messages to fit both the channel and the intended audience, using appropriate language and anticipating causes of confusion
• It is important for communicators to seek feedback to ensure their message is clearly understood
• Physiological Barriers


  • Physiological barriers may result from the receiver's physical state
  • Reduced hearing can impact understanding in conversations, especially with background noise
• Common Barriers to Effective Communication

  • The use of jargon
  • Over-complicated, unfamiliar and/or technical terms
  • Emotional barriers and taboos
  • Lack of attention, interest, distractions, or irrelevance to the receiver
  • Differences in perception and viewpoint
  • Physical disabilities such as hearing problems or speech difficulties
  • Physical barriers to non-verbal communication
  • Language differences and the difficulty in understanding unfamiliar accents
  • Expectations and prejudices which may lead to false assumptions or stereotyping
  • Cultural differences
• Language Barriers

  • Language and linguistic ability may act as a barrier to communication
  • Terminology used in a message may act as a barrier if not fully understood by the receiver(s)
  • Regional colloquialisms and expressions may be misinterpreted or considered offensive
• Effective communication involves overcoming barriers and conveying a clear and concise message
• Psychological Barriers


  • The psychological state of the communicators influences how the message is sent, received, and perceived
  • Stress may preoccupy individuals and affect receptiveness to messages
  • Anger can hinder communication by leading to regretful statements and misinterpretations
  • Low self-esteem may result in less assertiveness and discomfort in communication
• Physical Barriers


  • Geographic distance between sender and receiver(s) can be a physical barrier
  • Communication is generally easier over shorter distances
  • Face-to-face communication is ideal
  • Technology can help reduce the impact of physical barriers
• Systematic barriers to communication


  May exist in structures and organizations due to inefficient or inappropriate information systems and communication channels, or a lack of understanding of roles and responsibilities for communication
• Language is a vital part of communication and can build bridges between people but also tear them down
• To improve communication skills, one should be aware of and attempt to minimize any barriers to communication
• Modern technology often helps to reduce the impact of physical barriers