Functions of Communication

Abstract

Communicating with other individuals is an integral part of the lives of the individuals. Throughout one’s lives, communication is regarded as the fundamental aspect that facilities implementation of various tasks and activities, achievement of personal and professional goals and enrichment of the overall quality of lives of the individuals. Communication has important functions to play. The main objective of this research paper is to understand the functions of communication. The primary function of communication is to share ideas, viewpoints, perspectives and exchange information with others. Apart from this function, there are other functions as well. When the individuals, belonging to various age groups, occupations, categories and backgrounds are communicating with each other in an effectual manner, they generate the feelings of pleasure and contentment. In order to put into operation all the functions of communication in an efficacious manner, the individuals need to make sure, they are well-aware in terms of methods and approaches, which are needed to make these functions meaningful and advantageous. Therefore, it is of utmost significance to conduct research in terms of these methods and approaches on a continuous basis. The main areas that have been taken into account in this research paper include, meaning and significance of functions of communication, functions of communication and measures to improve functions of communication.

Keywords: 

Communication, 

Effectiveness, 

Functions, 

Improvements, 

Knowledge, 

Measures, 

Understanding

To communicate means to share. The primary function of communication is to exchange ideas and perspectives with each other. It is a mechanism for transferring meaningful information to others. When the communication processes take place in an effective manner, the individuals are not only able to acquire knowledge and understanding ina well-organized manner, but they are also able to create amiable terms and relationships withothers. On the other hand, when the communication processes are not put into operation in aneffective manner, then it may lead to occurrence of conflicting situations. Research studies have indicated that human beings spend nearly 70 percent of their waking hours in communicating. The various tasks and activities of communicating are, writing, reading, 

speaking and listening. Therefore, when they are communicating through the use of any of these activities, they need to ensure that it proves to be useful to them (What is Communication, and Functions, 2018). Communication would take place in a perfect manner, when the thought or an idea was transmitted, so the receiver perceived exactly the same mental picture as the sender (What is Communication, and Functions, 2018). In other words, the senders are usually well-aware in terms of the information that they are imparting to the receivers. Whereas, it is vital for the receivers as well to possess complete knowledge as the senders. When the senders are able to generate adequate information among the receivers, then the communication processes are stated to be implemented in a perfect manner. In order to promote communication in a perfect manner, the senders are the ones, who need to take initiative and put into operation various methods and approaches. Another important area, in terms of which both the senders and receivers need to be aware of are the functions of communication.When research is conducted in terms of functions of communication, they are able to identify that apart from exchanging of ideas and perspectives, there are other functions of communication as well. Functions of communication are important concepts, which are vital to understand in order to carry out communication in an effectual manner. When the individuals are pursuing educational programs in communication, they are able to generate information in terms of functions of communication. It is comprehensively understood that communication is sharing of ideas and viewpoints. But apart from sharing of ideas and viewpoints, there are number of other functions as well. The instructors make provision of adequate knowledge to the individuals in terms of functions of communication. Research has indicated that in some cases, the individuals do not communicate with each other in an appropriate manner and depict the feelings of anger, frustration and stress. In some cases, the individuals are overwhelmed by the feelings of antagonism and hatred against others. In cases, when the individuals possess these feelings, the communication processes cannot take place in an effective manner. Hence, when one is conducting research or generating information in terms of functions of communication, they ensure, they possess positive viewpoints and not any kinds of negative feelings against anybody. Furthermore, oneneeds to put into operation, conflict resolution methods in a peaceful manner to alleviate conflicts and disagreements. Therefore, it is of utmost significance for the individuals to possess knowledge in terms of functions of communication. 

Meaning and Significance of Functions of CommunicationThe functions of communication have meaning and significance. In order to acquire an understanding of meaning and significance of functions of communication, there are various objectives, which need to be understood. These have been stated as follows: 

Informing – 

Informing messages to others is regarded as the principle function of communication. It is done verbally or non-verbally. Verbal messages can be oral or written. Whereas, non-verbal messages are conveyed through the use of body language, gestures, postures and so forth (The Business Communication, 2020). When the individuals are informing others, they may do so in a rapid manner or leisurely. Informing can be done by superiors to the subordinates or vice-versa. When the messages are negative, then they may not be informed rapidly, whereas, positive and pleasant messages are informed in a rapid manner. Therefore, it is an important objective, which imparts information in terms of meaning and significance of functions of communication. 

Persuading – 

Persuading is referred to making someone do or believe something, by giving them a valid and genuine reason to do it. Persuading can be encouraged through effective communication (Persuade, 2020). It is implemented among individuals within homes, educational institutions and employment settings. In this case, the superiors persuade their subordinates to carry out their job duties in an effective manner, so they are able to achieve the desired goals and objectives. The subordinates also persuade the superiors to accept their ideas and perspectives. Particularly, when the individuals have worked diligently and conscientiously, they desire that their instructors and supervisors accept their ideas and viewpoints. This objective is put into operation in most cases. Therefore, it can be stated, persuading is an important objective, which conveys information in terms of meaning and significance of functions of communication.

Integrating – 

It is comprehensively understood that individuals cannot work in seclusion. In order to carry out one’s job duties in a well-organized manner and achieve the desired goals and objectives, the individuals need to work in integration with each other. When they work in integration, they are able to benefit in number of ways. These include, obtaining help and assistance from others in providing solutions to their problems, exchanging ideas and perspectives, creating amiable terms and relationships with others and forming a sociable working environment. This needs to be taken into account by the individuals, throughout their job duties. Therefore, it can be stated, integrating is an important objective, which conveys information in terms of meaning and significance of functions of communication.

Creating Relationships – 

Relationships are not only created among the individuals within the households, but individuals are also required to form terms and relationships with each other in educational institutions and employment settings. From the stage of early childhood, individuals are provided information in terms of significance of creating relationships. Creating relationships are regarded as the key that would facilitate in the achievement of desired goals and objectives. Effective communication is regarded as the foundation for the creation of relationships. When the individuals will communicate with each other in respectful and polite manner, they will be able to render a significant contribution in creating relationships. Therefore, it can be stated, creating relationships is an important objective, which conveys information in terms of meaning and significance of functions of communication.Help in Making Selections between Alternatives – In some cases, the individuals have more than one alternative available and they need to make selection of one. When the alternatives are selected, it needs to be ensured that they prove to be beneficial to the individuals. When the individuals need help in making selections between alternatives, they usually are required to obtain help from others. Obtaining help from others require the implementation of communication processes in an effective manner. Therefore, it can be stated, obtaining help in making selections between alternatives is an important objective, which conveys information in terms of meaning and significance of functions of communication.

Improving Connections – 

Through communication, the individuals contribute in improving connections with others. Improving connections is vital not only with family members, but also with other individuals, within educational institutions, employment settings and community. From the stage of early childhood, the individuals realize that outside their home also there is a world, with which they need to communicate. One of the important benefits of improving connections is, it leads to improvement in one’s overall lives.Hence, throughout their lives, the individuals need to pay attention towards improving connections with others. Therefore, it can be stated, improving connections is an important objective, through which information is imparted in terms of meaning and significance of functions of communication.

Reducing Misunderstandings –

In some cases, misunderstandings takes place among individuals and they are required to solve them. These are regarded as major impediments within the course of formation of sociable relationships. Effective communication is regardedas one of the indispensable aspects that is used to cause a reduction in misunderstandings. When one feels that he or she is being misunderstood by others, they provide them explanations and eliminate misunderstandings. Furthermore, it is vital for the individuals to establish positive thinking and generate adequate awareness. Therefore, causing a reduction in misunderstandings is also regarded as one of the important objectives, through which information is conveyed in terms of meaning and significance of functions of communication.

Solving Problems – 

Problems are regarded as an integral part of the lives of the individuals, irrespective of their occupations, status, categories and backgrounds. In some cases, they are minor, which one is able to solve on their own. Whereas, in other cases, they are major, which require the individuals to obtain help and assistance from others. When the problems are major and require the individuals to obtain help and assistance from others, theyneed to ensure, they implement the communication processes in a well-organized manner. When the individuals are providing assistance, it is vital to put into practice the suggestions ina sufficient manner. Hence, communicating in order to provide solutions to problems is regarded as one of the indispensable objectives, which imparts information in terms of meaning and significance of functions of communication.

Evaluating – 

Evaluating is referred to implementation of measures and strategies, which are necessary to assess the performance of the individuals. In educational institutions as well as within employment settings, the teachers, instructors and supervisors put into operation the methods to evaluate the performance of the students and employees. When evaluation methods are put into operation, the individuals need to communicate with each other. It has the main objective of identifying the flaws and inconsistencies and bring about improvements. In educational institutions, the main evaluating methods are, class assignments, homework assignments, tests, competitions, quizzes and so forth. Whereas, in organizations, these are, job duties, presentations, projects, reports and so forth. Therefore, evaluating is regarded as one of the important objectives, which conveys information in termsof meaning and significance of functions of communication.

Making Decisions – 

The individuals, who are in leadership positions are vested with the authority to make decisions. When they need to make decisions, which prove to be meaningful and advantageous to organizations on the whole, they need to seek ideas and suggestions from others as well. In such cases, there are organization of discussion meetings, which enable the individuals to obtain ideas and suggestions from others. Therefore, in order to make worthwhile and meaningful decisions, the individuals communicate with each other in order to obtain ideas and suggestions. As effective communication will facilitate in the making of wise and productive decisions, which would be worthwhile and useful to the individuals and organizations as a whole. Therefore, it can be stated, making decisions is an important objective, which conveys information in terms of meaning and significance of functions of communication.

Functions of Communication 

There have been attempts made to systematise the functions of communication, beginning with Harold Lasswell. He summarized them as, surveillance, correlation and transmission of cultural heritage. The functionalist perspective distinguishes between those consequences that are useful to the maintenance and well-being of the system and the factors that impose detrimental effects. The positive consequences are known as functions, whereas, the factors that are unfavourable are termed as dysfunctions. When the communication is put into operation, the individuals aim to make it meaningful. Furthermore, they make an attemptto cause a reduction in all the factors, which would lead to dysfunctions. 

Surveillance – 

The function of surveillance obliges the media to alert the society to any factors, which would impose detrimental effects upon the health and well-being of the individuals. The individuals are warned to make use of resources in an appropriate manner to avert the crisis situation. In this case, the communication takes place through warning individuals. When there are certain risks and perils, the individuals are communicated in terms of preventive measures and approaches, which are needed to curb the risks and the unfavourable effects that are associated. When the individuals are communicated in terms of detrimental factors, then they would devise various methods and approaches, which would enable them to carry out their tasks and activities. For instance, warning in terms of strike of buses would enable them to plan their transportation through other ways. Therefore, the surveillance function of communication contributes in warning individuals and enabling them to devise other useful measures. 

Correlation –

The function of correlation includes the selection, evaluation and interpretation of events. It imposes order on the overpowering course of information by packaging them in units. Media has established events in the historical framework, source theinformation, so the reader can make complete sense of the information provided. This function takes the form of a comment and interpretation to make sense of the fragments of information and also the formation of consensus. The role of media is regarded as indispensable in imparting information to the individuals in terms of number of areas. The function of correlation is carried out in a well-organized manner through the media. When theindividuals receive the information, it is vital for them to make use of it in an appropriate manner for the well-being of themselves as well as the communities. Therefore, the correlation function of communication contributes in generating information among the individuals in terms of various aspects (Unit 1 Meaning, Concept and Functions of Communication, n.d.).

Transmission of Culture – 

It is comprehensively understood that when individuals are communicating with each other, particularly, belonging to different cultures, categories and backgrounds, they generate awareness in terms of each other’s cultures. In particularly, educational institutions, employment settings, neighbourhood and public places, transmissionof culture takes place as the basis of communication. When the individuals, who are different from each other in terms of factors, such as, caste, creed, race, ethnicity, religion, cultures andsocio-economic background are communicating with each other, they impart information in terms of norms, values, cultures, principles and standards. The function of transmission of culture is referred to as the socialization process. Socialization is regarded as an important function that enables the individuals to create amiable terms with each other, form a social circle and enrich ones quality of lives. Therefore, it can be stated, transmission of culture is regarded as one of the indispensable functions of communication. 

Entertainment – 

Entertainment is regarded as an important function of communicationand is desirable to a major extent. In one’s daily lives, the individuals are required to carry out number of tasks and activities, within as well as outside the home. In addition, they are required to experience number of problems and challenges as well. In order to relieve their mind-sets and alleviate the psychological problems of stress, anxiety and pressure, they look for various means to entertain themselves. One can put into practice various methods for entertainment. These include, watching television, listening to radio, playing games, communicating with family members and friends, going for outings and so forth. When the individuals are engaged in various types of entertainment activities, they are communicating with others. Therefore, it can be stated that the function of entertainment is regarded as vital in alleviating psychological problems of stress, and anxiety and enabling the individuals to feel pleasurable and contented.

 Mobilization – 

Mobilization is a comprehensive term, which is put into operation by the individuals in all areas, these include, homes, educational institutions, employment settings, community and public places. There are number of meanings of this term. These include, organization, utilization, deployment, distribution and enlistment. When the individuals are putting into operation this function, they need to communicate with others. In the implementation of communication processes in an effective manner and carry out this function in a well-organized manner, the individuals need to be aware in terms of how this function is to be implemented. When the individuals are to carry out the activities of organization, utilization, deployment, distribution and enlistment, it is apparent that they cannot work in seclusion and need to establish effectual and useful communication terms with others, individuals, who are family members and community members. Therefore, it canbe stated that mobilization is a crucial function of communication. 

Devising Schedule – 

Within the working environment, the individuals, who are in leadership positions need to communicate with other individuals to devise schedules. The individuals, who are heads, directors and CEOs, have assistants and secretaries. These individuals, usually are required to devise their daily schedules. In this case, normally the tasks and activities are listed, such as, discussion meetings, lectures, presentations, field-visitsand so forth. The assistants or secretaries have the task of devising the schedule, in which they specify all the activities, locations and timings. Schedules are made on daily or weekly basis. But in most cases, they are made on daily basis. When the individuals are devising schedules, they need to communicate them to their bosses. When they are communicated, feedback is given to them. It can be positive or it may require any kinds of changes. Therefore, devising schedule is regarded as an important function of communication. 

The Functions of a Communications Department

In most organizations, the communications department is responsible for overseeing a wide range of communications activities. One of the simplest ways of understanding these different activities is to group them according to the role that they play within an organization, as below.

1. Media and Public Relations

This refers to the way in which a company or organization communicates with the general public, including the media, by:

Organizing news conferences, product launches, and interviews, and creating materials (banners, flyers, etc.) 

Writing and distributing press releases to the media to garner coverage

Monitoring the news for mentions of the organization, its product, and key employees such as stakeholders and members of management

Devising a plan to address unfavorable press coverage or misinformation .

2. Customer Communications and Marketing. Though most businesses still differentiate between their marketing and communication departments, the lines between the two have begun to blur in recent years. Corporate communication strategy often impacts marketing strategy, and vice versa, which has increased cooperation and collaboration between the two functions. 

It is not uncommon, therefore, for members of the communication department to help generate various marketing materials and general customer communications, including:

Marketing emails

Brochures

Flyers

Newsletters

Website copy

Social media strategy 

-Sarvesh SJB Rana

PhD in Political Science