Functions of Communication

You have learned that oral communication is nurtured by great ideas. However, an idea, no
matter how great, is no value until it is conveyed to others and understood. If the sender of the idea
does not have the skill to effectively transmit the mental picture, he or she becomes “misunderstood.”
As you have in the first lesson, poor communication is the primary source of interpersonal conflict.
Your goal as a communicator is not only to convey ideas but to convey valuable ideas that will
make important contributions. People will listen to you if they sense in you the values of honesty,
respect for self, respect for others, and respect for human potential. A communicator becomes
valuable when the idea he or she imparts meets the needs of others, enables them to take positive
action, and adds value to their world.
Communication functions refer to how people use language for different purposes. Also refers
to how language is affected by different time, place, and situation. Used to control the behavior of
people and to regulate the nature and amount of activities people engage in.
 REGULATION AND CONTROL
Regulation
 “is a rule or directive made and maintained by an authority”
 “a means of limiting or regulating something”

Control (Theme: Respect for others)

 this is used in order to literally regulate or control the behavior of people. It is also utilized to
regulate the nature and number of activities that people engage in. It happens to you all the
time. Either you are being controlled by someone or something or you are the one controlling.
For example:
 “Clean the room, then you can go to the mall.”
 “She’s single now. Go for it”
 “Can you please tone your voice down? It’s too loud.”

 In a formal setting, control comes from authority hierarchies that give guidelines for you to
follow. For instance, your teacher can control what you do inside the classroom by giving you a
schedule of activities or instructions to comply with.

 On the other hand, an informal setting sets the stage for various casual conversations that may
influence the mood and behavior of the recipient. An insightful comment, a greeting, or a
compliment may boost the morale of the person you are conversing with. This is an informal
way of controlling behavior.

 Control is needed to assert authority or express ideas confidently. However, effective

communication balances authority or confidence with understanding to avoid perceived as
aggressive. There is a difference between assertiveness and aggressiveness.

 If used properly, your spoken words can control the behavior of the recipient in a positive way.
It can then be beneficial to the sender and the recipient. It can sort out duties and
responsibilities, making it possible for both parties to take decisive action.
 Practice saying words with positive meaning to make your speech more valuable.
 Example:
Destructive Constructive
You do it. Please do it.
You’re a failure. You can improve.
What’s the point of…? That’s a good point.
You don’t I can explain in another way.
understand.
It won’t succeed One possibility is …

Language Forms for Regulation and Control

 Communication as a means of regulation and control can come in the form of commands
(imperatives) such as:
 Please come in.
 Get a chair.
 Run!
 Continue what you’re saying.

 Another form in which it can take as a form of control would be questions that influence human
behavior. They are called rhetorical questions because they are not intended to get
information.
 Why don’t we go to the dining room now?
 Can you pass the salt?
 Don’t you think you need a haircut?

 Statements (also known as declaratives) may also be a form in which communication may be
for regulation/control. The idea is that when a person says something, he or she wants the
listener to do something.
 I want to be alone.
 You need to hurry.
 That’s not the right thing to do.

 SOCIAL INTERACTION
The most familiar and the primary reason why people communicate is to produce social
interaction.
 this function is utilized to make social relationships. This is also used to form bonds, intimacy,
relations, and connections with others.
For example:
 “Let’s go out to have some coffee”
 “It’s nice to meet you. How do you do?”
 “I am thankful that you are all here in this trip.”

 Social interaction is one of the remarkable benefits of being human. It adds meaning and color
to your otherwise humdrum existence. It enhances your life by “connecting” you with other
people. The communication that takes place within a group provides a release of frustrations,
satisfaction, or other forms of emotion.

 Social interaction allows humans to be connected.

  A family becomes close not because they live under the same roof but because each member
interacts with each other.
 This is why a young man trying to develop a romantic relationship with a woman spends a lot
of time with her.

 It is also evident when parents spend time with their children or friends hang out together.

 As Bronislaw Malinowski says, “ties of union are created by mere exchange of words.”

 MOTIVATION (Theme: Respect for Human Potential)

 this is used to power up preferences, desires. needs, wants, decisions, goals, and strengths.
For example:
 “I need you in my life”
 “I must trim down my weight for her”
 “We need to be proactive and stop procrastinating.”

 Motivation is defined as the power that derives a person to accomplish a desired goal. It is an
internal process, something that takes place in a person’s intellect, will, and emotions. It is
also a personal thing, meaning, that nothing can “do” it to a person except the person himself.
However, the interplay of different forces surrounding the person will have an impact on his or
her ability to make choices.

 Communication fosters motivation by clarifying for individuals what is to be done, how well they
are doing, and what can be done to improve performance. A constructive and positive
feedback will stimulate individual to “level up.” Highly motivated individuals work harder,
dream higher, and become more productive.

 There are at least two requirements to consider in motivating a person. First, you must be
willing to communicate. Second, you must be skilled at giving feedbacks and practical
recommendations for improvement. Both can be learned.

GIVING CONSTRUCTIVE FEEDBACK

 Your next goal is to communicate your observations to the person you are trying to motivate.
Start with an honest compliment of the strengths that you see in him/her. Compliments may be
as simple as liking an “endearing smile” for as long as it is true. This will earn you the trust of
the person you are trying to help.

 Having earned the person’s trust, you may now give suggestions for improvement. Once you
have delivered your message effective, you may conclude by giving some words of hope,
encouragement, or approval.

 INFORMATION (Theme: Respect for Truth)

 This function is used for grabbing and sharing information.
For example:
 “Where can I get my license?”
 “Is there any other way for me to break free from this pain?”
 “You can find the bathroom right next to this door’’
  Giving and receiving information is called “information exchange.” It is considered to be the
principal function of communication because all the other functions involve information
exchanges.

 In oral communication, the roles of giver and receiver of information may occur to an individual
at any time at any given time. In more formal setting, these roles may come at a more
predictable time such as when someone is called upon to recite in class or asked to give a
comment after listening to a speech.

 In informal setting, the time for these roles may vary depending on the context of the
conversation. For instance, the roles of giver and receiver shift more quickly and constantly in
social interactions than when controlling or motivating. Whether you are the giver or receiver
of the information, you will need to give or receive the right kind of information

HOW TO GIVE CORRECT INFORMATION

Giving correct information requires choosing the most effective language so the receiver will
not be confused. The information must be correct, clear, specific, and short yet complete.
A. Always tell the truth
 If your goal is to help the receiver make the right decision about something, he or she should
know the facts as they really are, not as they appear to be.
B. Be specific
 Specificity is clarity. Give every important detail whenever possible to help the receiver create
a clear mental picture of the information you are trying to convey.
C. Be brief and to the point
 Use language that is straight forward and concise. Avoid being verbose.
HOW TO AVOID VERBOSITY
1. Eliminate redundant words
2. Eliminate filler words
3. Use contraction
D. Avoid using jargons
Jargons are special words used by a particular group of professionals. Oftentimes, these
words are unfamiliar and difficult for others to understand.
E. Be precise
Precision in language means using the exact words at the right time for the right kind of
receiver. The more precise our language, the fewer possible interpretations there would be for
a message.
 EMOTIONAL EXPRESSION
 An emotional expression is a manifestation of one’s internal emotional state.
 It is an important signal that conveys a variety of information regarding a person’s state of mind
and his or her intentions.
 Humans always need to express their emotions both verbally or non-verbally. Emotions are a
central part of who we are.
 Generally, the closer the relationship or the tighter the familiar circle you are in, the easier it is
for you to communicate how you feel.
 You will, for instance, show love or anger differently to different people depending on how
close you are to them.
 Similarly, the degree of emotion you will express will vary with the type of social relationship
you have with others.
 Emotional expression through language may come in the form of interjections or exclamations:
 Yes!
 Ouch!
  Oh no!
 Really? (expletives)
 Aside from being expressed verbally, it is the function which is most commonly expressed non-
verbally.