Purposive Communication - Modules

REGIS MARIE COLLEGE
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Bachelor of Science in Office Administration

Purposive Communication
Modules
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Purposive Communication Module 1
I. Communication Processes, Principles and ethics

The word Communication came from the Latin word, ‘communicare’ means ‘to share’.
It is the act of conveying meaning to a person or group of people using a mutually
understood symbols, gestures, behaviours and semiotic rules.
As much as Communication is acquired skills, not everyone can communicate properly
not unless they exert effort to develop and refine their communication skill.
It plays a significant role in a day to day basis since it is used to persuade, inform,
entertain and motivate. Developing variety of skills is imports purpose, as well as to
know how to interpret conversation and information coming from others.
As knowing ourselves, knowing your audience and understanding how they need to
receive information is equally important.
Purposive Communication
Is an intentional communication that happens within the bounds of specific
contexts. It is applied in a specific setting, environment, scene, social relations and
culture.The communication is a dynamic process that begins with the conceptualizing of
ideas by the sender who then transmits the message through a channel to the receiver,
who in turn gives the feedback in the form of some message or signal within the given
time frame.
Elements of Communication Process:

• Sender
The person who intends to convey the message with the intention of passing
information and ideas to others.
• Decoding
The person who receives the message from the communicator tries to convert
the same in such a way so that he may extract its meaning to his complete
understanding.
• Encoding
Transformation of an idea into a message. Since the subject matter of
communication is theoretical and intangible, its further passing requires use of
certain symbols such as words, actions, or pictures.
• Feedback
It is the response the receiver gives to the sender after the element of effect. It
can be negative or positive depending on how the message is encoded and
decoded by the sender and receiver respectively. This is an optional element of
communication that may or may not happen.
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• Message
Refers to the content that the sender passes on to the receiver. It is the core of
communication, consist of symbols and words. The idea, feeling, suggestion,
guidelines, orders, or any content which is intended to be communicated.
• Media
It is the medium, passage or route through which encoded message is passed
by the sender to the receiver. There can be various forms of media, face to face
communication, letters, radio, television, e-mail etc.
• Response
He is the person to whom the message has been sent. For example,
subordinates are receivers.
• Receiver
The person for whom the message is intended, the most important aspect of
the communication process which is a two-way process and incomplete without
the receiver.
• Channel
It is the medium through which a message travels from sender to receiver. The
selection depends on the message to be conveyed, availability of it, cost and
effectiveness of channel of distribution
There are 5 Cs in Principles of Communication:

• Courtesy/ Politeness
To be courteous, considerate communicators, one should be sincerely tactful,
and appreciative. You omit expressions that irritate, hurt, or belittle, grant and
apologize good naturedly.
• Clarity
Means getting your message across so the receiver will understand what
you are trying to convey. You want that person to interpret your words with
the same meaning you have in mind. A clear message will evoke the same
response from the other party. It should be kept in mind that the words do not
speak themselves but the speaker gives them the meaning.
• Conciseness
A concise message saves time and expense for both sender and receiver. You
have to say in the fewest possible words without sacrificing the other qualities.
“Our goal is to communicate and not to impress”
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• Concreteness
It means being specific, definite, and vivid rather than vague and general. Use
specific facts and figures, put action in your verbs, and choose vivid, image-
building words are some guidelines in composing concrete convincing messages.
• Completeness
Is necessary for the following reasons; first, complete message is more likely
to bring the desired results without the expense of additional messages; second,
they can do a better job of building goodwill.
D. Types of Speech
• Persuasive- the speaker is trying to prove why his or her point of view is right,
and convince the audience to embrace that point of view.
• Informative- aim is to help the audience understand and to educate them about
a certain topic.
• Entertaining- to amuse the audience, and entertain them.
• Debate- the main purpose is to justify your stance toward something rather than
convince the audience to share your views.
• Motivational- the speaker encourages the audience to pursue their own well-
being, guide them toward achieving the goals they set.
• Oratorical- it’s usually quite long and formal in nature, to celebrate a certain
event like a graduation, to address serious issues and how to deal with them.
• Impromptu- a speech given on the spot without any prior planning or
preparation.
• Special Occasion- these are usually short and to the point, whether the point is
to celebrate a birthday party or introduce the guest of honor to an event.
• Demonstrative- to demonstrate how something works, it utilizes the use of
visual aids and/or physical demonstration along with the information provided.
• Forensic- it’s styled like the competitions held in public forums, before the
speech.
E. Principles of Ethical Communication

• Be Truthful and Honest
• Active Listening
• Speak Non-Judgmentally
• Speak from Your Own Experience
• Consider the Receiver’s Preferred Communication Channel
• Strive to Understand
• Avoid a Negative Tone
• Do Not Interrupt Others
• Respect Privacy and Confidentiality
• Accept Responsibility
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Ethics
Deals with values relating to human conduct, with respect to the rightness and
wrongness of certain actions. It is a set of moral principles, a theory or system of moral
values. A principle of conduct governing an individual or a group.
Communication Ethics
The principle governing, the right and wrong aspect of it. The notion that human
beings are governed by their morals which in turn affects communication. It deals with
the moral good present in any form of human communication.
Ethics of Interpersonal Communication
The moral and/or immoral dimensions relevant to interpersonal communication. In any
interaction between two persons, as long as one of them has a good purpose, even if
they choose to hold some information.
Interpersonal Communication
It is an exchange of information between two or more people. It is also an area of
research that seeks to understand how humans use verbal and non-verbal cues to
accomplish a number of personal and relational goals.
Activity 1
1. Explain What is Communication? (10 Points)
2. How Relevant the 5c’s of Communication? (10 Points)
3. How will you going to uphold Morality in Communication of ethics?
(30 Points)
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GUIDELINES for EFFECTIVE COMMUNICATION
Characteristics of Effective Communication
• Clarity of Purpose: The message to be delivered must be clear in the mind of

sender.
• Completeness: The message delivered should not be incomplete. It should be

supported by facts and observations.
• Conciseness: The message should be concise. It should not include any
unnecessary details. It should be short and complete.
• Feedback: Whether the message sent by the sender is understood in same terms
by the receiver or not can be judged by the feedback received. It should be specific
rather than general.
• Empathy: The speaker should step into the shoes of the listener and be sensitive
to their needs and emotions. This way he can understand things from their
perspective and make communication more effective.
• Modify the message according to the audience: The information requirement
by different people in the organization differs according to their needs. The
message should be modified according to the needs and requirements of the
targeted audience.
• Multiple Channels of communication: The message is reinforced by using
different channels and there are less chances of deformation of message.
• Make effective use of Grapevine (informal channel of communication): The
employees and managers should not always discourage grapevine. They should
make effective use of grapevine. The managers can use grapevine to deliver
formal messages and for identification of issues which are significant for the
employees.
B. Four Different Communication Styles:

• Passive Communication Style
Style in which individuals have developed a pattern of avoiding expressing
their opinions or feelings, protecting their rights, and identifying and meeting
their needs.
• Passive- Aggressive Communication Style
A style in which individuals appear passive on the surface but they are
really acting out anger in a subtle, indirect, or behind-the-scenes way. They’ll
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mutter to themselves rather than confront the person or issue and deny there
is a problem.
• Aggressive Communication Style
A style in which individuals express their feelings and opinions and
advocate for their needs in a way that violates the rights of others. They will
often try to dominate others, criticize, blame or not listen well.
• Assertive Communication Style
A style in which individuals clearly state their opinions and feelings, and
firmly advocate for their rights and needs without violating the rights of
others. They value their time, feel competent and in control.
C. Effective Communication Skills

1. Listening actively
Learn to listen not only to the words being spoken but also the non-verbal messages that
come with it.
2. Nonverbal Communication
Pay attention to your body language, hand gesture or tone of voice that can reveal the
color of the conversation you are starting.
3. Clarity and Concision

The main goal is to deliver your message in as few words as possible. Say what you want
clearly, direct and concise.
4. Respect
Always target to communicate on an equal basis and avoid patronizing people. This path
will help you to build trust and respect. Encourage open and honest feedback from the
colleague or customer to ensure your message is understood.
5. Asserting Yourself
Being assertive means that you express yourself effectively and stand up for your point
of view, while also respecting the rights and beliefs of others.
6. Minimize stress
Some communication situations are, by their nature, stressful. In that case, all parties
should try to remain calm and focused.
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7. Feedback
Managers’ responsibility should be to continuously look for ways to provide employees
with constructive feedback. It can be through email, phone calls, or monthly status
updates. It can help to improve the working relationship between you and your colleagues
which will lead to more productivity, less stress and great success in overall. Be
confident, manage your time effectively, express your thoughts and ideas clearly and
you’re on your way to achieving goals.
Activity 2
1. Expound the meaning of communication? (10 Points)

2. Why does listening is relevant in communication? (10 Points)
3. What is an effective listening? (10 Points)
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1.3 COMMUNICATION and GLOBALIZATION

Discussion:
I. Local and Global Communication in Multicultural Settings

Local communication is being able to communicate with the members of
your local area.
II. Global communication the term used to describe ways to connect, share,
relate and mobilize across geographic, political, economic, social and cultural
divides.
III. Three kinds of Cultural Communication
• Multicultural refers to a society that contains several cultural or ethnic

groups. People live alongside one another, but each cultural group
does not necessarily have engaging interactions with each other.
Enhancing Oral Communication in Multicultural Setting:
1. Learn Foreign Phrases- foreign nationals appreciate speakers who know

how to speak their language greetings and expressions in their language.
2. Use Simple English
3. Speak Slowly and Enunciate Clearly
4. Observe Eye Messages
5. Encourage Accurate Feedback
6. Check Frequently for Comprehension
7. Accept Blame
8. Listen Without Interrupting
9. Smile When Appropriate
10. Follow- Up in Writing
• Intercultural- describes communities in which there is a deep

understanding and respect for all cultures
Body Language Used:

• Shaking hands
• OK Sign
• Thumbs – Up
• Sitting with Cross Legs
• Eye Contact
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• Nodding the Head

• Tugging the Earlobes
• Pointing Using the Lips
• Broad Arm Movement
• Cross-cultural- deals with the comparison of different cultures.

Communication differences are understood and acknowledged, and can bring
about individual change, but not collective transformations.
Multiculturalism refers to the presence of people with several cultures in a

specific setting. It is the co-existence of diverse cultures, where culture
include racial, religious, or cultural groups and is manifested in customary
behavior, cultural assumptions and values, patterns of thinking, and
communicative styles.
Barriers to local and Global Communication in Multicultural Settings
• Language
• Cultural
• Emotional
• Physical
• Perceptual
• Interpersonal
• Withdrawal
Impact of Global Communication
• Increased Business Opportunities
• Fewer Cultural Barriers
• Creation of a Global Village
C. Evaluating Messages and/or Images
Message- is a short communication seal communication not from one person to
another or the central theme or idea of a communication. An example of a message is
what you leave for someone on an answering machine when you have tried to call him
and he wasn’t there.
• Purpose of the Message- to inform, persuade or goodwill.
• Informative Images- convey a simple concept of information that can be
expressed in a short phrase or sentence.
• Text- convey the meaning or content that is displayed visually, which typically
isn’t a literal description of the image.
• Target Audience- is the group of people you hope to influence with your
message.
• Ways of Presenting Messages:
a. Keep the message simple.
b. Build behavior based on market and customer insights.
c. Use the discipline of the framework
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• Inspire
• Educate
• Reinforce
d. Think broader
e. Put on your real self
f. Tell a story
g. Use 21st century media
D. Varieties and Registers of Spoken and Written Language
• Language Varieties
a. Pidgin
b. Creole
c. Regional Dialect
d. Minority Dialect
e. Indigenized Varieties
• Language Registers
a. Frozen
b. Formal
c. Consultative
d. Casual
e. Intimate
• Classifications of Language Registers
a. Formal Language register
b. Informal Language register
c. Neutral Language register
Activity 3
1. Explain the difference between local communication and global communication

(10Points)
2. Enumerate how to enhance oral communication in multicultural settings (10 Points)
3. What are the barriers to local and global communication in multicultural settings? (10
Points)
4. Indicate the impacts of global communication (10Points)
Reference: Principles and Competencies in Purposive Communication

Sonia B. Sygaco, Great Books Publishing, 2018
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Communication Aids and strategies using tools of technology
I. Communication Aids and Strategies Using Tools of Technology
Communication Aids-it is anything that helps an individual communicate more

effectively with those around him. Selecting the right communication aid by an individual
will deepen on many factors such as the method of access and personal
preferences.
II. Choosing the Correct Communication Aid;
• you need a careful assessment

• proper communication and guidance
• consider support and help that the machine will be used effectively.
III. Effective Communication Strategies

• Identify your target audience.
• Focus on the issue, not the person.
• Be genuine rather than manipulative
• Empathize rather than remain detached
• Be flexible towards others
• Value yourself and your own experiences
IV. Types of Communication Strategies
Verbal Communication- within two categories;
1. Oral- phone calls, video chats, and face to face conversation

2. Written- e-mail, text, chat
Nonverbal Communication- consist of;
Body Language
1. Folded Arms
2. Poor Eye Contact
3. Gazing into Space
4. Open Posture- relaxed
5. Firm Handshake
6. Good Eye Contact
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Facial Expressions
1. Tense facial Expression
Tone of your Voice
Visual Communication- can be seen through;

1. Signs
2. Web Pages
3. illustrations
Types of Extralinguistic Aspects:

a. Kinetics- language of the Body
b. Haptics- language of Touch
c. Chronemics- language of Time
d. Proxemics- language of Space
e. Olfactics- language of Smell
f. Artifacts- language of Objects
g. Physical Appearance
Tools of technology in Communication:

• Phones- people used landlines as their primary communication tool are over.
• Email- 1965, Massachussetts Institute of Technology researchers and staffs first used
email.
• Social Networks- messages get spread to many recipients.
Ex. Friendster, MySpace, Facebook, Twitter etc.
• Instant Messaging and Skype- itpeak early 21st century before the rise of more interactive
social platforms.
• Radio- speech is changed into pulses of electromagnetic energy
• Cell phones - for mobile voice or data communication over network of specialized base stations
known as cell sites.
•
The Impact of Technology in Communication
• Easy Product Launch
• Product or Service Surveys
• Social Interaction with Consumers
• Video Conferencing
• Use of Digital Networks
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Activity
1. Explain what is communication aids?

2. How does communication emerge from technology?
3. What are the impacts of technology in Communication?
References: Principles and Competencies in Purposive Communication

Author: Sonia B. Sygaco, Great Books Publishing, 2018
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Communication for Work purposes
A. Reasons Why Communication is Important in a Workplace:

• Innovation- an organization that promotes communication is more likely to be
innovative. When employees have the opportunity to express their ideas openly,
they are more likely to present their ideas without fear of ridicule or retaliation.
• Growth- Each growth project is based on solid communication and the fact that
all internal or external stakeholders are on the same page.
• Effective Communication- when you are a strong communicator, it is much
simpler to delegate activities, manage conflicts, motivate and build relationships.
• Team Building- you will be effective in building effective teams by implementing
effective strategies to improve communication.
• Giving a Voice to All-employee satisfaction can be very much dependent on
their having a voice and being listened to.
B. Key Areas to Enhance and Improve Communication in Workplace:

• Include Everyone
• Listen and Show Empathy
• Define Objectives and Expectations
• Send your Message Clearly
• Choose your Medium Carefully
C. Work Places for Communication:

• Healthcare- if either the patient or healthcare provider lacks clear understanding
of the information conveyed, the delivery of care is compromised.
• Education- understanding how people use messages to generate meaning
within and across.
• Business and Trade- it is significant for managers in the organizations so as to
perform the basic functions of management
• Law- is meant to protect industries and consumers, including safeguards to
protect against obscene content and market failure.
• Media- the communication outlets or tools used to store and deliver information
or data.
• Science and Technology-it has changed our lives influencing major sectors of
the society
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Activity
1. Expand more! Why does Communication is important in a Workplace?
(50 points)

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Communication for Academic Purposes
2.3 Communication for Academic Purposes

Overview:
Academic communication involves presenting ideas effectively and formally in a

scholastic environment. Many people intuitively know the proper way to communicate
in different settings; for instance, the way you speak to your friend is usually different
than the way you speak to your parents. It is also called scholarly communication,
refers to the methods of communication that are highly structured and generally only
used in pedagogical settings.
Discussion:
A. Communication for Academic Purpose
• Research-based= in the field of communication, there are three main research
methodologies; quantitative, qualitative and rhetorical.
Types of Research Paper:
➢ Survey / Questionnaire / Quantitative
➢ Observation / Qualitative
Research Paper Involves:
➢ Gathering Data
➢ Forming Hypothesis
➢ Testing of Hypothesis
➢ Forming A New Theory
➢ Confirming an Existing One
Research Paper Structure:
➢ Literature Review
➢ Methodology
➢ Findings
➢ Analysis
• Journal- publishes articles and book reviews on a broad range in communication
theory and research.
• Magazine Articles- explore the processes, antecedents, and consequences of
communication in a broad range of societal system.
• Academic Writing
➢ Asking Yourself a Question
➢ Conceptualize the Problem
➢ Finding the Solution
➢ Arguing Your own Stand
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• Academic Paper
➢ Select a Topic
➢ Formulate a Statement
➢ Prepare Questions
➢ Look for Sources
➢ Create a Timeline
➢ Organize and Take Notes
➢ Outline Your Paper
➢ Develop Thesis Statement
➢ Revise
➢ Edit
➢ Check Documentation
• Academic Assignments
• Case Study Analysis
• Financial Analysis
• Reports
B. Facts on Academic Communication:
➢ Basic Skills- learn the advanced vocabulary, proper grammar, reading
comprehension and verbal expression.
➢ Special Circumstances- use special learning technique to ensure that
students learn to communicate academically in the easiest
way possible.
➢ Transmission of Academic Information- You can find academic information
disseminated in such places as scientific journal,
newsgroups, online course management system, and
research libraries.
➢ Internet Communication- the use of the internet has greatly affected

academic communication and has caused both advances
and complications in academic discussions.
Activity
1. How relevant communication is in academic purposes? What does it help us to

understand based on the provided module?

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Purposive Communication MODULE 7, 8 and 9

THE IMPACT of COMMUNICATION on SOCIETY and the WORLD
IMPORTANT in CONVEYING MESSAGES
UNDERSTANDING OTHER PEOPLE
BARRIERS to COMMUNICATION
3.1 The Impact of Communication on Society and the World

Overview:
Communication technology has helped revolutionize the communication process.
Electronic communication, like text messages, email and social networking websites, has
enabled society to become more connected. It helps to increase business opportunities,
remove cultural barriers and develop a global village. Both globalization and global
communication have changed the environmental, cultural, political and economic
elements of the world.
Discussion:
A. Impact to the Society

➢ Positive Influences- has made long-distance communication and mass
communication easy and convenient. Individuals use electronic communication
for personal tasks, like banking, paying bills and socializing.
➢ Social Influence- social networking website has simplified the process of
socializing. It enables you to easily keep in touch with friends and family.
➢ Mass Communication- it is communicating to a large number of people.
Schools and businesses are two types of organizations which use electronic
communication.
➢ Long-Distance Communication-the advancement of communication
technology has helped to make long-distance communication fast and
seemingly effortless.
➢ Communication for the Disabled- electronic communication boards and
specialized computer software, helps to give a voice to individuals who have
previously gone unheard.
B. Advantages (Pros) of Communication Technology
➢ Pro – Accessibility- has created many electronic communication tools that
made the world a more connected place.
➢ Pro – Mass Communication- it makes sharing of information with a large
group of people easily, businesses and academic institution.
➢ Pro – Social Relief- awkward person can interact easier with others through
electronic communication, like, chat rooms, and online forums.
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C. Disadvantages (Cons) of Communication Technology

➢ Con – Nonverbal Communication- in face to face communication, you can
reinforce your message, through body language and facial expressions. In
non-verbal communication it doesn’t allow any form of reinforcement.
➢ Con – Digital Divide- not everyone has the same level of expertise with
communication technology. This is the difference in communication
technology skills within groups of people.
➢ Con – Laziness- people who use electronic communication to talk to
somebody in the same room are displaying lazy behavior.
➢ Written Communication- it is a contributing factor to poor writing skills, poor
grammar, misspellings, and inappropriate use of abbreviations. This will
become a developing problem as a result of written computer-mediated
communication.
D. Impact of Communication to the World
• People Have Access to Knowledge and Information- it helps spread knowledge
and information among people. Authors write books to impart knowledge to people
from other countries and to the world.
• Share Ideas with Other People- people believe that the significance of
communication is like the importance of breathing. Friend, co-workers discuss their
ideas with each other, and companies exchange information with their subsidiaries
and customers. The sharing process cannot function without communication,
because it plays a vital role in human life.
• Easier and Faster to Connect People- humans communicate with others not only
by face-to-face but also via the internet and printed products such books and
newspapers. The advent of internet allows people to have better access to connect
their relatives and friends.
• Relationship Will Be Created- the importance of communication cannot be
underestimated, every day we communicate with a lot of people including our love
ones, friends, colleagues, or even strangers. We should learn to communicate
effectively to make our lives better, and also helps people to develop relationships
with others.
• Increase Business Opportunities- many companies today hire employees that
are located in other countries. Using communication vehicles such as video calling
make it simple to converse with colleagues across the world, almost making it feel
as if they are in the same room.
E. Various Forms of Global Communication
• Global Advertisements
• Political Speeches
• Journalistic News Stories
• Social Media Posts
• Press Releases
• Books and Print Publications
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F. How to Communicate Effectively in a Global World?

• Understand that each country has different business customs.
• Recognize that you are communicating with actual people.
• Communicate through phone or video conference.
• Keep others copied.
• Show interest.
3.2 Important in Conveying Messages
Overview:
Communication is the process of conveying messages like; facts, ideas, attitudes,
and opinions from one person to another. Communication flow charts were drawn for the
easy assessment of responsibilities and for the proper management. It is important to
define the direction of communication within the team for the better understanding. It is
the conveying of messages by exchanging thoughts or information via speech, visuals,
signals, writing, or behavior. You can convey a message or information, which mean that
you communicate it to someone directly or indirectly through your words or actions. In
law, the word convey means to transfer or pass property to someone.
A. Why Is the Message being So Important?

Communication skills are an essential part of success and happiness. You have to
be able to communicate effectively with those around you to get things done and have
good relationships. Effectively conveying the right message when communicating with
those around you is an essential skill. Being able to grab your audience’s attention,
convey the precise right message, and cause it to stick with them is important; you can’t
be an effective communicator without it. In order for you to start conveying the right
message, walk through the simple steps.
B. Simple Steps in Conveying Right Message

• Simplicity is the Key- be direct and to the point so that it is easier for those
you’re communicating with to understand what’s important in your message.
• Be Brief and Direct- be brief and direct with your message, rather than carrying
on and on, leaving greater opportunity for confusion to ensue.
• Ensure Your Message is Both genuine and credible- make sure your message
is fully credible, free from contradictions
• Focus on Your Message-. stay on the message and keep each statement clear
and focus.
• Visualization- construct your message in a way it triggers the audience to conjure
up mental images that will stick with them.
• Use Questions to Keep their Attention- questions are engaging and force your
listener to interact with you and your message.
• Contextualize Your Message- our brain needs to be able to make sense of
messages in order to stay invested in it and remember it.
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C . Conveying Message with IMPACT:

• I- Introduction- get the audience attention with a bang and make sure the
benefits are clear.
• M- Main messages- outline your purpose and your key messages, what do
you want the audience to take home so that you achieve
your purpose. Do you want to inspire, sell, persuade, or
inform?
• P- Points- what are your main points? How are you going to structure them?
Chronologically, most important to least important, geographically
or thematically? Remember to support your points with facts, data, and
stories.
• A- Associate- make sure your supporting examples are relevant to your
audience.
• C- Conclude and Recap- summarize and repeat your key messages.
• T- Take away- this can be a call to action – what do you want your audience
to do, feel or say as a result of your presentation.
“REPETITION IN SPOKEN COMMUNICATION HELPS MAKE
YOUR MESSAGES STICK.”
Two Ancient Methods in Transmitting Information in Communication
• Writing- which includes handwritten notes, typed memos, letters, and Email. It is
enabling you to use more of your potential to develop skills and abilities.
• Verbal- which utilizes the power of the “spoken word” including sending the
message (speaking the words) and receiving the message.
D. Modern Method of Information Transmission
• Writing method- this method is done by hand or by using computers or typewriter.
• Printing method- this is the producing of information on the through printing press
which has information on the paper.
• Telephone- the transmission of human voice from the sender to the receiver
through a telecommunication.
• Radio- a wireless transmission design to reach a large audience, it is the most
effective form of voice transmission over different geographical locations.
• Television- this is voice and vision mode of transmitting information to different
people at different location from a television station to their living location.
• Fax- using scanning technology to transfer text and graphics from one machine to
another
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E. Creating Key Message

• Brainstorm Key Message Concepts with Internal stakeholders
➢ Whenever possible, work with your organization communication staff
➢ Make sure the person facilitating has access to white boards etc.
➢ After identifying the communication goals, develop the key message
• Refine Draft Key Messages
➢ After the brainstorming session, refine the draft versions of the key message
by reviewing them with the following questions:
a. Do they support the communication goal?
b. Can your organization own them?
c. When read out loud, do they sound conversational?
d. Can you simplify the language
e. Do they motivate the target audience to act?
• Test, Finalize, and Routinely Update Key Messages
➢ After you refine, test those messages
➢ Incorporate feedback from internal and external audiences.
➢ Routinely revisit the key messages to ensure that they still meet your needs.
F. Effective Communication Is Vital for Success in Professional, Corporate, and
Academic Environments
We are evaluated daily on our ability to communicate efficiently in interactions that
take place at work, as well as in our personal lives. Communication is the process by
which we verbally or nonverbally convey a message to another person or a group of
people in a way that can be received and understood. The two types of communication
found to be most effective are verbal and nonverbal communication. As human beings
we use verbal type of communication frequently and nonverbal is expressed by facial
expression, eye contact or lack of eye contact.
Functions of Non-Verbal Communication

➢ Substituting functions- a word as replace or subtitled by an action or
movements to build sentences and communicating message.
Ex. Traffic officers, Traffic signs
➢ Reinforcing function- is the use of nonverbal communication to components or
add to the travel sounds.
Ex. The pointing of lips, the nodding of head while speaking
➢ Regulating functions- is the use of nonverbal signs to show interest or regulate
the flow of interaction.
Ex. Hand signs of drivers, raising of hands if you want to say something,
Traffic enforcer signals
➢ Contradicting Functions- can display an opposite nonverbal gesture.
Elements of Nonverbal Communication
➢ Vocalics / Paralanguage- refers to the use of volume, tone and pitch and rate
of speaking to give additional meaning or emphasis to what is spoken.
➢ Proxemics- refers to the use of space to convey an idea or image.
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➢ Chronemics- is an attitude of time which disclosed information with other

status and relationships with other. It is our self-concept.
➢ Artifacts- refers to the things a person owns, use, wear, and even discard
convey message about such a person.
➢ Movements- it is your posture, gesture, facial expression, body language, and
everything you do are perhaps the most obvious in communicating message.
G. Varieties of English
1. American English-
2. British English
3. Australian English
4. New Zealand English
5. Black English
6. Singapore English
7. Philippine English
3.3 Understanding Other People

This is very important because it helps us understand how others are feeling so
we can respond appropriately to the situation. People who are good at reading others’
emotions, such as manipulators, fortune tellers or psychics, might also use their excellent
empathetic skills. If we like to understand people better, we need to get better at
understanding emotions. It may be helpful to examine your communication patterns
around how you react when someone opens up to you about something ugly, scary,
painful, or serious.
A.Skills You Need in Understanding Others

• Pick up emotional cues- often from body language, tone of voice, and other
non-verbal elements of communication.
Attributes that Define Emotional Intelligence
a. Self- Management- you are able to control impulsive feelings and
behaviors, manage emotions in healthy ways, take the initiative, follow
through on commitments, and adapt to changing circumstances. You think
before you take an action. Characteristics of self-management are
thoughtfulness, comfort with change, integrity, resilience, and the ability to
say no.
b. Self-Awareness- you recognize your own emotions and how they affect
your thoughts and behavior. You don’t let your feelings rule yourself. You
know your strengths and weaknesses and have self-confidence. You know
when to trust your intuition, and don’t let your emotions get out of control.
This is how we see ourselves, and also how we perceive others to see us.
c. Social Awareness- you have empathy, and you can understand the
emotions, needs, and concerns of other people, pick up on emotional cues,
feel comfortable socially, and recognize the power dynamics in a group or
organization.
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d. Relationship Management- you know how to develop and maintain good

relationships, communicate clearly, inspire and influence others, work well
in a team, and manage conflict.
Emotional Intelligence Affects:
a. Your Performance at Work- high emotional intelligence can help you
navigate the social complexities of the work place, lead and motivate
yourself and others.
b. Your Physical Health- if you don’t manage your emotions appropriately,
you are probably not managing your stress either.
c. Your Mental Health- uncontrolled emotions and stress can also impact
your mental health, making you vulnerable to anxiety and depression.
d. Your Relationship-by understanding your emotions and how to control
them, you are better able to express how you feel and understand how
others are feeling.
e. Your Social Intelligence- being in tune, with your emotions serves a
social purpose, connecting you to other people and the world around you.
• Listen well to what people are saying- actively checking their
understanding. Most people do not listen with the intent to understand, they
listen with the intent to reply.
Active Listening Techniques:

a. Building trust and establishing rapport.
b. Demonstrating concern.
c. Paraphrasing to show understanding
d. Using nonverbal cues, such s nodding, eye contact and leaning forward
e. Brief verbal affirmations like, ”I see”, “I know”,”, sure”, “Thank you”
The Three “A”s of Listening:
a. Attitude
b. Attention
c. Adjustment
Tips to Become an Engaged Listener:
a. Focus on the Speaker
b. Don’t Interrupt
c. Listen for the key Messages
d. Show that You are Listening
e. Do your Research
f. Ask Smart Questions
g. Be Prepared
• Show sensitivity towards others- they are careful not to give offence by
saying or doing the wrong thing, and are aware that not everyone has the
same point of view
• Help other people appropriately- it is based on the understanding of
peoples’ needs and emotions.
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3.4 Barriers to Communication

Anything that prevents us from receiving and understanding the message
others use to convey their information, ideas, and thoughts. They can interfere with or
block the message you are trying to send. To communicate successfully in a team or
with others, at work or in the community, we have to understand the communication
environment and the barriers which prevent messages being sent and received
successfully. A common cause of communication breakdown in a workplace situation
is people holding different attitudes, values, and discrimination.
A. BasicTypes of Barriers
• Attitudinal- a common cause of communication breakdown in a workplace.
Effective communication is necessary no matter what level or position you
occupy. If you feel someone is trying to exert power or control over you,
communicate this to them.
• Behavioral- the behaviors like bias, generalizations and stereotyping can
cause communication barriers. Having these attitudes and not confronting them
is not just wrong, it’s bad for individuals. Open up the channels for
communication and overcome the barriers based on discrimination.
• Cultural-people of different cultures and backgrounds are becoming aware of
the differences in values, beliefs, and attitudes that they hold. Empathy is
important for overcoming barriers to communicaton based on culture. Empathy
means sensing the feelings and attitudes of others as if we had experienced
them personally.
Tips to Create Empathy:
• Respecting other’s feelings and attitudes
• Using active listening skills
• Encouraging other’s involvement by asking questions
• Using open body language
• Considered other fears and concerns
• Language- occurs when people do not speak the same language, or do not
have the same level of ability in a language. Sometimes barriers occur when we
use inappropriate levels of language or we use jargon or slang which is not
understood by one or more of the people communicating.
Tips to Overcome Language Barriers:
• Who we are communicating with
• What their language needs may be
• Prepare for a good communication
• Environment- Messages can be blocked by environmental factors, such as the
physical setting or the situation where communication takes place.
Tips to manage Environmental Factors
• Team meeting rooms should be cool but not cold. A warm room makes
participants sleepy; a cold room can make them very unhappy.
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• Make sure that the environment is comfortable and secure.

• Check that nothing behind or near team member will cause distraction.
• Turn off your mobile phone when you are communicatinfg with other
people.
Other Communication Barriers:

• Lack of eye contact- a sure way of raising doubt in listeners and losing their
attention and making them feel suspicious of you, not to mention invisible.
• Information overload and lack of focus- too much information can confuse
your audience and even make them wonder if you’re overwhelming them
with details to avoid telling them something else, they would rather know.
• Talking too much- when you talk, you’re not listening, and you need to listen
to the people you’re attempting to persuade.
• Lack of Enthusiasm- if you don’t believe in your position, product, service,
or whatever you’re trying to sell, they won’t believe in it either.
• Perceptual barriers-communicate something like extrasensory perception
that would take it place if we see the world differently.
• Emotional barriers- others lie in our childhood and infancy when we were
taught what we said to others. Many people hold back from communicating
their thoughts and feelings to others.
• Gender barriers- when a man speaks, he uses the left side of his brain but
not a specific area of it. When a woman speaks, she uses both left and right
sides, in two specific locations. It means that men speak in linear, logical
and compartmentalized way, while women speak more freely, mixing logic
and emotion.
Ways to Avoid Communication Barriers:
• Have clarity of thought before speaking out
• Learn to listen
• Take care of your body language and tone
• Build up your confidence by asking for feedback and observing others
• Communicate face to face on the important issues
• Communicate according to the need of the receiver
• Consult others before communication
• Convey things of help and value to the listener
• Consistency of the message
• Follow up communication
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Question:
• How can you explain the Advantage and Disadvantage of Communication in
our society? (10 Points)
• How important is conveying the messages? (10 Points)
• How can we understand other people in applying communication as main the
element of connection? (20 points)
• Explain what are the barriers to communication? (10 points)

END OF MODULE
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REGIS MARIE COLLEGE

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Bachelor of Science in Office Administration

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Purposive Communication Module 1

I. Communication Processes, Principles and ethics

Elements of Communication Process:

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There are 5 Cs in Principles of Communication:

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E. Principles of Ethical Communication

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Purposive Communication Module 2

Characteristics of Effective Communication

• Clarity of Purpose: The message to be delivered must be clear in the mind of

• Completeness: The message delivered should not be incomplete. It should be

B. Four Different Communication Styles:

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C. Effective Communication Skills

3. Clarity and Concision

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1. Expound the meaning of communication? (10 Points)

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1.3 COMMUNICATION and GLOBALIZATION

I. Local and Global Communication in Multicultural Settings

III. Three kinds of Cultural Communication

• Multicultural refers to a society that contains several cultural or ethnic

Enhancing Oral Communication in Multicultural Setting:

1. Learn Foreign Phrases- foreign nationals appreciate speakers who know

• Intercultural- describes communities in which there is a deep

Body Language Used:

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• Nodding the Head

• Cross-cultural- deals with the comparison of different cultures.

Multiculturalism refers to the presence of people with several cultures in a

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1. Explain the difference between local communication and global communication

Reference: Principles and Competencies in Purposive Communication

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Purposive Communication Module 4

I. Communication Aids and Strategies Using Tools of Technology

Communication Aids-it is anything that helps an individual communicate more

II. Choosing the Correct Communication Aid;

• you need a careful assessment

III. Effective Communication Strategies

IV. Types of Communication Strategies

Verbal Communication- within two categories;

1. Oral- phone calls, video chats, and face to face conversation

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1. Tense facial Expression

Tone of your Voice

Visual Communication- can be seen through;

Types of Extralinguistic Aspects:

Tools of technology in Communication:

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1. Explain what is communication aids?

References: Principles and Competencies in Purposive Communication