PC Midterm

**Communication for Work Purposes (Lesson 3)** **Workplace Communication** - refers to the exchange of information and ideas within an organization. **3 Things to Consider in Communicating in the Workplace** **Purpose** - Am / writing primarily to create a record, to request/provide information,...

**Communication for Work Purposes (Lesson 3)** **Workplace Communication** - refers to the exchange of information and ideas within an organization. **3 Things to Consider in Communicating in the Workplace** **Purpose** - Am / writing primarily to create a record, to request/provide information, or to persuade?; what am I trying to say **Audience** - why do they need this information; what do I want them to do as a result of giving it; what factors might influence their response **Broad Categories of Workplace Communication** a\) **Upward Communication** - from your position to an audience above you in the job hierarchy *Example: a response to a letter from your manager* b\) **Lateral Communication** - between you and an audience within your level of hierarchy *Example: a phone call to/from a co-worker you are collaborating with* c\) **Downward Communication** - from your position to an audience below you in the job hierarchy *Example: an oral reminder to a trainee* d\) **Outward Communication** - between you and a company that you do business with or an audience outside your workplace *Example: a letter of inquiry addressed to a supplier regarding a delivery to your office* 3\. **Tone** - has 2 kinds of approaches ----------------------------------------------- ------------------------------------------------------ Writer-Centered Reader-Centered I'd be happy to assist you with your concern. If you have any concern, I'd be happy to assist you. We will send you a copy of your request. The copy you requested has already been sent. ----------------------------------------------- ------------------------------------------------------ \- based on writer's point of view. - writer puts his self in the readers' pov ----------------------------------------------------------------------------- ------------------------------------------------------------------------------ Negative Contents Positive Contents I cannot process your request for a credit in your account unless it has... Your request for a credit in your account will be processed after it. We are closed after 5:00 pm daily. You may visit us daily before 5:00 pm. Wait for our call regarding your concern. Please be advised that you can expect a call from us regarding your concern. ----------------------------------------------------------------------------- ------------------------------------------------------------------------------ B. **Business Letter** **Parts of a Business Letter** **Heading** - includes the return address and the date on the last line. It also includes the name of the sender, address of the sender, telephone number, email, and date. **Recipient's address/Inside address** - contains the name to which the letter is written and addressed. Name of recipient, position of recipient, what company, and address to send to. **Salutation** - greeting part written in a polite and courteous manner followed by a comma or colon. (*Dear Ms., Mr. (name))* **Body of the Letter** - contains the main purpose of the letter, the very reason for writing. It is very important that the body of the letter be written in a straightforward, simple, and coherent manner. **Complimentary Closing** - the polite yet business-like ending of the letter; ends w/a comma. *Sincerely yours, Much obliged, Truly yours,* 6\. **Signature Block** - name of sender on 1st line, position on next line, and signature above the name. **Different Formats of Business Letter** **Block letter format** - the letter is on the left side. **Modified Block letter format** - the heading and signatory part is on the middle only and first sentences of the paragraph are indented. **Semi-block letter format** - the heading and signatory part is on the right side; first sentences indention C. **Interview** - structured conversation where one party asks questions, and the other party provides answers **Types of Interviews:** **Job Interviews** - done in a company or business **Media Interviews** - interviewers are journalists, or reporters **Research Interviews** - researchers interviews people to collect data **Informational Interviews** - conversations from people; example is seeking advice **Conducting the Interview:** **Opening** - first impression last, give 30-60 introduction carefully as this is the time the interviewer makes 50% of her decision whether to hire you or not. 25% is placed during the first 15 mins and the remaining 25% is difficult to recover if bad in the first couple mins. **Greeting and building rapport** - a good introduction should begin with a greeting and self-introduction. You should build rapport with your interviewee. An informal conversation can help both parties feel comfortable with each other; thus, the result is more likely to be better.Set the rules, and inform the length of time of the interview. You can start by asking one\'s own opinion about a popular movie or television show, a national event, or any interesting political, social, health, and economic issues. In building rapport, you must also be ready with sincere remarks like those words of encouragement (e.g., Oh, that is a good start!, Wonderful!, That\'s pretty amazing!). **Orientation** - In this stage, the interviewer is the one in control the most. S/He sets the agenda and prepares the interviewee for whatever it is that may arise during the conversation. This lessens the interviewee\'s apprehension of the unknown. To do this part successfully, you may do the following: Explain why you are doing the interview. Describe the purpose of your interview to make your interviewee feels at ease. If you are being called to report to the dean\'s office, you may feel uneasy about it but to be informed of the reason beforehand will save you from feeling anxious. Discuss the information you need to get and why you need it. Advise your interviewee ahead of time about the kind of information you need so she could prepare. Equally important is informing the person **Body** - this is the stage where questions and answers are exchanged. As an interviewer, you must do the following tasks: **Do not drift from the main agenda** - as an interviewer, you have to focus on the discussion. You may start the conversation with small talks to loosen up. But this should not take long because it might use up the time intended for the interview. **Give your full attention** - you listen, jot down notes, budget time, think of the next question, keep an eye contact, ask follow-up questions, respond to responses and so on. **Use secondary questions when needed** - give the other person the chance to elaborate and explain in details. **If you are the interviewee, consider doing the following:** \> **Give your full attention**. Only when you listen attentively will you be able to connect your responses to the questions of the interviewer. Careful listening will help you understand the questions. \> **Supply the information that is needed from you.** Put yourself on the situation of the interviewer. Think about what kind of information you would like to have. Then, supply that information. Interviewees who give off-tangent remarks may not actually know the answer to the question, or they may be hiding information that they do not want to share. It is better not to push the matter. \> **Clarify any misunderstanding**. If you said something and you are not sure if the interviewer got it correct, you may ask the other person Did you get exactly what I said? Or you may simply ask him to retell what you told him so that there will be no chance that you will be misinterpreted. **Closing** - do not end your interview with the last answer to the last question. Plan a satisfactory way to close it. You may consider the following tasks: a\. **Review and clarify main points of the interview.** - this can be done by both the interviewer and the interviewee. But in most cases, it is the interviewer (the one with the greater power) who becomes more concerned in clarifying issues. The interviewer may restate what has been agreed upon to conclude the conversation. b\. **Make future plans of action.** - if you think that you need another meeting with the interviewee, you may close by saying, Oh, why don\'t I give you a call next week to see what you\'re thinking? Or you may also say, I\'m glad you gave me the opportunity to interview you. Could I see you again next month to see how things are going? c\. **Express appreciation** - thank your interviewees for spending her/his precious time with you as well as giving you her/his knowledge about your topic. **GUIDELINES FOR BOTH THE INTERVIEWER AND INTERVIEWEE IN THE CONDUCT OF AN INTERVIEW:** A. Formally inform that you will be conducting or attending an interview. B. Being punctual is key in making a good impression. C. Dress to impress. D. Always start with a strong handshake. E. Color your words with kindness. F. Avoid unnecessary stories. G. Do not lose eye contact during the interview. H. The magic word is thank you. **Communication Aids & Strategies Using Tools of Technology (Lesson 1)** called augmentative or alternative communications aids (AAC). There are broad range of AAC devices: charts with pictures, symbols, letter/words. simple single message voice output devices. applications that run on tablets and mobile phones. **3 Types of Communication Aids** **Augmentative and Alternative Communication (AAC) Devices** - uses systems or devices to supplement natural speech **Assistive Listening Devices (ALDs)** - personal technology that can help you communicate in one-to-one conversation; for hearing **Text-to-Speech Software (TTS)** - type of assistive technology that reads digital text aloud, it converts text to spoken words aiding those with visual impairments or reading difficulty **Types of AAC** **Speech Generating Devices (SGDs)** - helps with speech impairment to communicate by generating spoken language **Symbol-Based Communication Boards** - uses pictures or symbols to individuals express themselves **Types of ALDs** **Hearing Aids** - amplify sound for individuals with hearing loss **FM Systems** - use radio signals to transmit sounds directly to a person's hearing aids; helps the hearing aid to function **Major Types of Communication Aids** **Computer Based Media** - encompasses any form of media (socials, technology) **Key Aspects of Computer Based Media** **Digital Format** - materials that are stored and presented in a digitized or electronic form allowing for easy distribution, preservation, and access through digital means such as the Internet and Web technologies **Interactivity** - many forms of digital media allow for user interaction, making the experience more engaging. Examples include interactive websites, video games, and virtual reality environments **Multimedia Integration** - the integration of multiple forms of content such as text, audio, images, video, and interactive elements into a single digital platform or application Examples of Computed Based Media *Websites and Blogs* *Social Media* *Streaming Services* *E-books and Digital Magazines* *Online Courses and E-learning Platforms* *Interactive Media* 2\. **Audio-Visual Media** - content that combines both sound and visual component to convey information, tell stories, or provide entertainment **Key Aspects of AV Media** **Combination of Audio and Visual Elements** **Formats and Platforms** **Technological Integration** 3\. **Low-tech Media** - refers to communication tools and aids that do not rely heavily on advanced technology. These are often simple, easy-to-use, and cost-effective solutions that can be very effective in various settings. *Printed Materials, Posters and Charts, Whiteboards, and Chalkboards, Flipcharts, Bulletin Boards, Handwritten Notes* **Communication Tools** - essential for facilitating effective interaction and collaboration, especially in today's digital age. ***Messaging and Chat Tools*** ***Video Conferencing Tools*** ***File Sharing and Document Collaboration Tools*** ***Email and Calendar Tools*** **Impact of Technology in Communication to Individuals** **Text messaging services** **Social networking platforms** **Parental security apps** **Free internet calls** **Use of emails** **Communication Serves a Multitude of Purposes (Lesson 2)** each essential for different aspects of our personal and professional lives. Some key purposes of communication: **Informing** - sharing information, facts, and data. *For example, a teacher explaining a new concept to the students* **Educating** - providing knowledge or skills. This can be seen in *training sessions or educational workshops.* **Entertaining** - engaging and amusing an audience. Think of a *comedian performing a stand-up routine.* **Persuading** - influencing others' attitudes or behaviors. *Advertisements and political speeches are common examples.* **Expressing Emotions** - conveying feelings and emotions. This can be through verbal communication, like *telling someone you care about them*, or nonverbal cues, *like a hug or a smile.* **Building Relationships** - establishing and maintaining connections with others, includes *everyday conversations with friends and family.* **Resolving Conflicts** - addressing and solving disagreements. Effective communication is crucial in mediation and conflict resolution scenarios. Each type of communication---verbal, nonverbal, written, and visual---can be used to achieve these purposes. For instance, *verbal communication is often used for informing and educating, while nonverbal communication can be powerful in expressing emotions and building relationships.* **Purposeful Uses of Communication** There are many purposeful uses of communication. According to **Beverly Vicker**, we always communicate with purpose each day. People communicate with a variety of reasons, in a variety of ways. While effective communication is extremely broad, there are basic components for everyone to consider in order to communicate with purpose. Have an objective. Is the purpose of your communication to obtain information, to persuade, to request action? Consider your audience. Take a moment to assume your audience's perspective and reflect upon why your message is relevant to them. Identify the method of communication that would be most effective in delivering the message to the audience (example e-mail, phone call, meeting, memo) Consider what level of details is needed for the audience. Consider what concerns of questions the audiences may have related to the topic. Be clear. Communicate your message as directly and concisely ad possible. Be sure to offer appropriate background so that your audience understand the context of the message, but do not overwhelm them with irrelevant information. Avoid using jargon, unfamiliar acronyms and ambiguous terminology. For complex communication or presentations, structure your message with a beginning (introduction), middle (detail), and ending (summary). Be specific when requesting action from your audience. Make sure you define what/when/how/why you want something. Check for understanding. Whenever possible, make the communication "two-way!" Provide an opportunity for your audience to react to your message and seek clarity if needed. Submit feedback from your audience and ask questions to ensure comprehension of your message. If communicating in writing, provide a contact or identity, a resource to which an audience can learn for further information. ---(?)--- idk the title Develop your listening skills - focus on the message being received. Many students commit (?) practice. Instead of listening to what the teachers are saying, they listen to what their seat mates are saying, to what music is being played through their earphones, or busy texting, or imagining what their boyfriends, girlfriends are doing etc. Pay attention to non-verbal messages - both those that you send and receive to be able to respond immediately. Likewise, make sure that your expressions and gestures support the tone of the message you are trying to convey. Take note of the body language used by others to get an indication of the level of their understanding, agreement, and comfort with your message. Use positive language - make sure that your message is presented in such a way that it sounds familiar, encouraging, and positive. Be deliberate in using words and phrases that seek to build connections between you and your target audience, rather than create barriers or hindrances. Think before you speak - recognize that it is difficult to retract words once they have been said. Pause a moment before responding or replying to collect your thoughts, calm your emotions and reflect upon the most courteous way to convey your message. Finally, ask your teachers, deans, or school officials, including your classmates what your strongest or weakest communication skills are. Improve your weakest points and maintain and sustain your strongest points. Set a development plan for those that needs a little polishing. Commit to communicating with purpose---and see the amazing results you can achieve. **Types of Speech** **Informative Speech** - aims to educate the audience about a specific topic. It provides facts, data, and information to help the audience understand the subject better. Examples include *lectures, presentations, and briefings.* **Persuasive Speech** - goal is to convince the audience to adopt to a particular viewpoint or take a specific action. This often includes arguments, evidence, and emotional appeals. Examples include *political speeches, sales pitches, and motivational talks.* **Entertaining Speech** - designed to amuse and engage the audience. They often include humor, anecdotes, and stories. Examples include *after*-*dinner speeches, wedding toasts, and stand-up comedy routines.* **Demonstrative Speech** - also known as "how-to" speeches, these involve showing the audience how to do something. They often include step-by-step instructions and visual aids. Examples include *cooking demonstrations, DIY tutorials, and training sessions.* **Special Occasion Speech** - given on special events or ceremonies. They can be informative, persuasive, or entertaining, depending on the occasion. Examples include *eulogies, award acceptance speeches, and graduation speeches.* **Impromptu Speech** - delivered without prior preparation which require speakers to think on their feet. They are often given in response to unexpected situations or questions. Examples include *answering questions in a meeting or giving a toast at a spontaneous celebration.* **Manuscript Speech** - written out in full and read verbatim to the audience. It ensures accuracy and precision, often used in formal settings. Examples include *news broadcasts, and official statements.* **Memorized Speech** - similar to manuscript speeches, but the speaker memorizes the entire speech and delivers it without notes. This type requires a lot of practice and is often used in competitive speaking events. **Extemporaneous Speech** - carefully prepared and practiced but delivered with the help of brief notes or an outline. It allows for a more natural and conversational delivery. Examples include *business presentations and classroom lectures*. **Delivering an Impromptu Speech** This can be challenging but having a pattern or structure can help you stay organized and confident. Here's a simple pattern you can follow: **Understand the topic**. Take a moment to grasp the topic or question. If it's a broad topic, narrow it down to a specific angle you feel comfortable discussing. **Think of a Structure:** **Introduction**: Start with a hook to grab attention. This could be a quote, a question, or a surprising fact. **Body**: Organize your main points. Aim for 2-3 key points to keep it concise and clear. Point 1: State your first point and provide a brief explanation or example. Point 2: Move to your second point, again with an explanation or example. Point 3: if time allows, add a third point with supporting details. **Conclusion**: Summarize your main points and end with a strong closing statement or call to action. **Use Transition Words**: Words like "*firstly*", "*next*", "*in addition*", and "*finally*" help guide your audience through your speech. **Stay Calm and Confident**: Take deep breaths, maintain eye contact, and speak clearly. Confidence can make a big difference in how your message is received. **Practice**: Even though it's impromptu, practicing speaking on various topics can help you get better at thinking on your feet.