Purposive Communication PDF

PURPOSIVE COMMUNICATION - HOW TO WRITE ACADEMIC Topic is timely – it means the subject PAPER is timeless and can be a useful - DO’S AND DONT’S IN WRITING information today and tomorr...

PURPOSIVE COMMUNICATION - HOW TO WRITE ACADEMIC Topic is timely – it means the subject PAPER is timeless and can be a useful - DO’S AND DONT’S IN WRITING information today and tomorrow. ACADEMIC PAPER Topic is well-defined – it means the subject matter is narrowed with a very - TYPES OF ACADEMIC WRITING specific theme that will explore the PAPER entity of the topic. - PARTS OF AN ACADEMIC PAPER Topic has a high level of creativity – it - QUOTING, PARAPHRASING, AND means the subject matter is SUMMARIZING interconnected with other disciplines - THE USE OF YOU-VIEW that makes it very interesting. - WHEN DO WE USE MEMOS AND BUSINESS LETTERS PARTS OF AN ACADEMIC PAPER - POSITIVE WORDINGS INTRODUCTION - the writer states the - NON-VERBAL COMMUNICATION significance of the topic and the issues - COMMUNICATION IN THE that need to be addressed WORKPLACE - Attention-grabbing hook - HOW CAN WE USE - Gist of the topic - Objectives COMMUNICATION IN RESOLVING - Thesis Statement CONFLICTS IN A WORKPLACE - WORK ON FULL-BLOCK STYLE BODY - the writer discusses the PROFESSIONAL WRITING (DO methods of gathering information. The NOT USE COMMA AFTER writer presents the findings and SALUTATION) interprets them. - PARENTHETICAL CITATION - Supporting details - GUIDELINES IN WRITING - Cite credible sources PROFESSIONAL LETTERS - PREPARE FOR SITUATIONAL CONCLUSION - the writer reiterates the TYPES claim and asserts the stand, and may include insights and 4.1 COMMUNICATION FOR ACADEMIC recommendations for further studies. PURPOSES - Achieved the objectives - Restate your thesis statement WHAT IS YOUR TOPIC? - Call to Action - Writing an academic paper needs a lot of preparation. The first step in QUOTING, PARAPHRASING AND research writing is finding a topic. It is SUMMARIZING important to have a topic that is related to your course, something that QUOTING is interesting or writing themes that - Directly taking the author’s words, word per deal with social issues. (Sycago, 2018) word. Uses QUOTATION MARKS. ( “ “ ) - In case the phrase is too long, use ELLIPSIS (;) Characteristics of an ideal topic (WHAT - Uses BRACKETS ( [ ] ) to correct some words, MUST YOUR TOPIC BE) grammar, or spelling. 1  PURPOSIVE COMMUNICATION PRINCIPLES OF COMMUNICATION Words that end in –tion, -ment, and - PURPOSE –ance are some common examples of - AUDIENCE nominalization. - CONTEXT - CONTENT SPECIFIC - MODE Specific language as opposed to - MEDIUM general language refers to the use of - GENRE terms or concepts that are easier to identify and understand. 4.2 ACADEMIC WRITING STYLE For example, the term “move” is a general term. More specific terms for it FORMALITY are “walk”, “jump”, “run”, “glide”, etc. Choose the more formal one-word verb Being specific also means the use of over the two-word equivalent. concrete terms as opposed to abstract. Do not use abbreviated forms and Words which appeal to the senses of contractions. the readers are better used to attract Avoid idiomatic expressions. their attention and interest. For example, to say that “the girl is Informal vs Formal beautiful” can be more concretely If users know how search engines work stated by specifying the features that they can deal better with them. make the girl beautiful like having Formal: An understanding of the “smooth skin”, “pointed nose”, and fundamental operations of the search “pearly teeth”. engine will provide improved user Vague: I will submit my resume at interface. some future time. Specific: I will submit my resume on IMPERSONALITY Monday. Do not address readers directly by Vague: The car is not in good condition. using “you” Specific: The car has no gasoline. Avoid asking rhetorical questions. HEDGED STRUCTURED AND SPECIFIC Use cautious language. Choose passive construction to focus on the action. USE OF HEDGING Use noun forms instead of verbs. The main purpose of academic writing Use specific and concrete language. is to convey information that comes as a result of research and study. NOMINALIZATION Although you may be quite certain Nominalization refers to the process of about the accuracy of your data and changing verbs to nouns. soundless of your conclusions, It has an effect of making a sentence academic writing requires the use of become less active because the word cautious language or hedging. has been replaced by a noun. Language that uses hedging can Examples: solve - solution temper the strength of the claim you perform – performance make. 2  PURPOSIVE COMMUNICATION 2 reasons for using hedging turning points and share your views To be objective and impersonal with them. To provide greater interaction with your - The process of reflection entails readers recalling what happened to you in the past or looking at your present Modal Nouns The possibility of... The probability of... circumstance, unveiling what this The certainty of... event or condition means to you, and The presumption of... revealing what you have realized The likelihood of… because of this occurrence. - It is meant to enhance your perspective Modal Adjectives Possible... and inspire your readers to explore Probable... their own thoughts about the subject Certain... you have presented. Modal (auxiliary) Will verbs Would Guide questions May - Why do I consider this instance Might important? Can - How did I feel while it was happening? Could Must - Why did I react that way? Should - What lessons have I gained from it? - What have I learned about myself, Other Verbs Appear about other people, and about the Assume world? Indicate - The subject may range from daily Seem incidents to special episodes in your Suggest Tend life. It may be as simple as bumping into an old friend from high school on That clause + This indicates that... your way to your college class or as combination These studies suggest that... noble as helping out a family in their It seems probable that... time of crisis. What is important is that This would appear to be... you consider it as a striking incident or There might be a possibility... a turning point that made you pause and think about what it signifies. 4.3 TYPES OF ACADEMIC PAPERS Features of a Personal Reflective Essay - In your personal reflective essay, you The Personal Reflective Essay are not just narrating a story or an - The personal reflective essay presents event that happened to you, or your insights on a particular aspect of describing a person or object. You are life as you have observed and also reflecting on the significance of experienced it. this subject on your life. You want to - It can include a vivid description of share your insight/s on this subject what you have witnessed and gone with your audience because you through. recognize its significance and, in doing - When you write this type of essay, it is so, you are actually revealing the kind like inviting your audience to enter of person you have become. your mind as you narrate significant 3  PURPOSIVE COMMUNICATION - A personal reflective essay begins with devices) in order for you to understand an intriguing topic – something how a text means what it means. interests you, or stirs something in you. - Remember that writing a literary - The main body of the essay needs to be analysis paper is about writing your interesting to your audience. It can be interpretation of the literary work; your structured in various ways, as long as interpretation, in turn, has to have the ideas relate to one another and to basis in the text that you will provide the main insight of the essay. as evidence. - The most common structure you can use is that of a narrative – told from Features of a Literary Analysis the perspective of one who has learned - In literary analysis, you are arguing that or realized something from the subject. your interpretation of a literary work is You should also include vivid, valid. As such, it is important that you descriptive details to help your have a clear, arguable thesis audience visualize what you are writing statement. about and therefore understand the - Note, however, that your interpretation significance that you have reflected on. should pay attention to the language of - The heart of the personal reflective the literary work as well as the patterns essay – an expanded, if not better or themes that emerge in your analysis understanding of the world through of the component parts of the work. In your subject, an insight from analyzing a literary work, you need to pondering and probing, which you want do a close reading of the text. to share with the rest of the world. - Close reading means examining the words used, understanding the Writing the personal reflective essay references either to culture, history, or - When you write your personal reflective other texts, identifying the structure of essay, you have to consider your the texts, and additional features purpose and communication context. deemed relevant in contributing to the - You also have to consider your meaning of the literary work. You will audience and your mode and medium use these later as your evidence in in choosing the level of language you supporting your thesis statement. will use. - In writing the body of the your literary - Steps: brainstorming, writing the draft, analysis, remember to always go back revising the draft and presenting your to your thesis statement. This section work should develop your main argument and present evidence that support it. The Literary Analysis You may summarize, paraphrase, or - Literary analysis is written to show your quote directly from the literary work to understanding, evaluation, or prove your points. However, you need to appreciation of a literary work or an be judicious in deciding how much to aspect of it. quote directly. Quote only when - This may entail a breakdown of the necessary, and make sure you explain work into its component parts (e.g., your choice of quoted material. author’s choice of words, themes, - Remember as well to cite the source of motifs, and other literary elements and your quoted lines and phrases. Literary analyses usually follow the Modern 4  PURPOSIVE COMMUNICATION Language Association (MLA) style, it? Is this something you want which means you cite the surname of conveyed through your analysis, or are the author, and the page number where you expected to just give an objective you got the quote. If you are not using interpretation? any other sources apart from the literary work you are analyzing, your Steps in writing a literary analysis: professor may just ask you to cite the - Reading the literary work. page number where you got the quoted - Writing the literary analysis paper. materials. - Finally, make sure you conclude your The informative essay paper to give it a sense of - The informative essay is written to completeness. You may summarize the provide information on topics that are main points you discussed, restate not known to a vast majority of readers. your main idea or thesis or focus on - In this kind of writing, you are expected one major point you raised to tie to do some research since you need to everything together. give facts and evidence on your chosen topic. Writing the Literary Analysis - You are considered the expert, and your - Before you begin writing any paper, you end goal is to make sure your reader need to be clear about the following: will understand your topic better. purpose, audience context, mode and - Your readers will expect up-to-date medium, and stance. information, as well as explanations of - First, why are you writing the literary complex terms. analysis? What does your assignment - Once you have decided on a topic, then ask you to do? Is it to demonstrate your start by generating ideas about it. understanding of how the different - At this point, you can begin the elements work together in the text? Is research process and look for it to practice close reading and offer information that will first address the your own interpretation of the work? questions that you asked. Are you being asked to interpret one - You can also write a tentative thesis text only or are you expected to do a statement that generally states what comparison of several texts? your topic is and what you want to - Secondly, who is your audience? What discuss. are the circumstances surrounding - There are various ways to organize your your writing of the paper? If you are informative essay, and this will depend writing the paper for a literary festival, on what aspects of the topic you will for example, what can you assume that discuss. they know and do not know about the - Always begin with a “hook” or a literary work? What kind of discussion statement that will grab your readers’ and how much of it will convince your attention and make them want to reader that your interpretation is valid? continue reading your paper. - Next, are you expected to present your - As you write the body of your paper, analysis in a forum, or a written paper remember to keep referring to your is all that is asked of you? thesis statement. - Finally, how do you feel about the - Finally, make sure you have a clear literary work? What do you think about ending in your paper. You may 5  PURPOSIVE COMMUNICATION summarize the main points you - Your perspective in analyzing the discussed, identify the implications of problem and your proposed solution your paper, or pose a challenge to your determine your stance. readers. - Finally, determine the mode of delivery of the problem-solution paper (tables, The Problem-Solution Paper diagrams, visuals, etc). - A problem-solution paper analyzes a problem and then offers a solution to 5.1 COMMUNICATION IN THE WORKPLACE this problem. - Your analysis provides a way of looking at a challenging problem and a basis Benefits that can be derived from effective for proposing a feasible solution to the communication in the workplace problem. 1. Helps with diversity - Your analysis and proposed solution 2. Global business transaction increases should be supported by facts, details, 3. Team building or examples to convince your reader 4. Employee morale that the problem needs to be solved and that your proposed solution is a 3 Ways for a workplace to be productive and reasonable and viable option. operate smoothly using communication 1. Workplace communication improves workers Features of a problem-solution paper productivity - An important feature of a 2. Workplace communication can increase problem-solution is choosing a clearly employee job satisfaction. defined problem. This includes 3. Workplace communication can also have a describing why it is a problem in the positive effect on absenteeism and first place, and why it needs to be turnover rates addressed. - Once you have identified and described 20 Ways to communicate effectively in the the problem, you need to explain your workplace proposed solution and why it is the 1. Open meeting most feasible way to address the 2. Emails problem. 3. One on one - Remember that your objective is to 4. Use presentations persuade your reader that you are 5. Communication via training offering the best solution after 6. Display confidence and seriousness weighing all the options possible, so as 7. Use simple words. much as possible, adopt an objective, 8. Use visuals reasonable done. 9. Listen to your team members 10. Use body language Writing the Problem-Solution Paper 11. Act out your message - Before you begin writing your 12. Use the appropriate tone of voice problem-solution paper, your purpose 13. Avoid unnecessary repetition for writing should be clear. 14. Create a receptive atmosphere - It is also important to determine who 15. Be Humorous will read your proposal. 16. Be articulate 17. Avoid mumbling 6  PURPOSIVE COMMUNICATION 18. Encourage feedback - What matters more in professional 19. Gesticulate writing is the “clear and simple 20. Be appreciative organization of ideas in a format that meets the needs of busy readers” Corporate Culture and Professional (Pfeiffer, 2013). Communication (Uychoco & Santos, 2018) - The professional style of writing is - People shift their language depending meant to sound conversational, on a variety of social factors: Who they meaning it “sounds like a real person are talking to, the number of people talking” (Locker and Kienzler, 2013). they are addressing, and the general - Short and simple words may be used, social context. as well as occasional contractions, but - Physical factors such as the distance local expressions and slang are between speakers or the presence of a avoided. crowd - There is an attempt to sound friendly in - Chronological factor or when the this style and to make a personal utterance is made, such as a time of connection with the reader via the use day, a certain point in a week, or a of personal pronouns. season of a year - Sentences and paragraphs tend to be - Cultural conventions short, but Standard Edited English is - Corporate culture in Management is used, and attention is paid to the the “total sum of the values, customs, professional document’s visual traditions, and meanings that make a impact. company unique” (Montana & - There are, of course, many different Charnov, 2008). types of professional documents, each - One may also describe this culture with its own conventions. more simply as workplace or - There are basic principles that guide professional culture, which may vary those who prepare such workplace from organization to organization. communication. - The language of all forms of writing in the corporate or professional context, Professional purpose however, will be guided by several - All kinds of professional writing have basic principles. specific purposes related to the - The purpose of professional workplace setting. communication is to get something - Record important workplace done with – or within – an organization. information - Someone who writes a technical or - Give or ask information from people professional report or proposal may within the company via memos, know more about the subject than the outside the company via business intended reader or audience. letters, or either of the two via - This audience often consists of more professional reports. than just one person; often, several - Persuade readers to take action – pay a people with differing technical fee, buy something, accept changes, background will read memos, letters, give someone a job, etc. emails, resumes, and other - Build an individual or company’s professional documents. positive image to establish rapport – essentially to build goodwill. 7  PURPOSIVE COMMUNICATION Audience of Professionals For many years, researchers have - Professional writing targets a specific studied the phenomena of the broken heart audience, sometimes one reader, syndrome, or stress cardiomyopathy. This sometimes multiple readers. occurs when a highly stressful event, such as - What is important in any case is to the death of a spouse, results in a person consider the level of knowledge of the feeling like they’re having a heart attack. The single reader or of the audience. symptoms include the same ones that occur - The audience may be a homogenous when having a heart attack: shortness of one: a “discourse community” with the breath and chest pain. same level of technical knowledge: “a When an emotional event happens, group of people who share researchers suspect a surge of stress assumptions about what channels, hormones are released which causes this formats, and styles to use of feeling of having a heart attack. communication, what topics to discuss and how to discuss them, and The Style of Professional Writing what constitutes evidence” (Locker and - Effective professional writing is Kienzler, 2013). reader-centered, emphasized the - When writing for a specific discourse positive, and uses bias-free language community of professionals, like (Locker & Kienzler, 2013). lawyers, engineers, or architects, the - Adopting a professional style means writer may use technical terms that are adopting a reader perspective in familiar to the readers without having writing. This “you-attitude,” as Locker to explain what these mean. and Kienzler (2013) call it, is defined as a “style of writing which looks at things Sample of a Professional Writing from the reader’s point of view, The disease is characterized by transient emphasizing what the reader wants to systolic and diastolic left ventricular know, repecting the reader’s dysfunction with a variety of wall-motion intelligence, and protecting the abnormalities. It predominantly affects elderly reader’s ego.” women and is often preceded by an emotional or physical trigger, but the condition has also I-Attitude You-Attitude been reported with no evident trigger. In the acute phase, the clinical presentation, If I can answer any of If you have any electrocardiographic findings, and biomarker your queries, I’m questions, please ask. profiles are often similar to those of an acute perfectly willing to do so. coronary syndrome. Although the cause of We delivered the order to Your order was shipped takotsubo cardiomyopathy remains unknown, the provided address to your address this the role of the brain-heart axis in the this morning. morning pathogenesis of the disease has been described. I’m happy to tell you You’ll be happy to hear that… that... Sample of a Transformed Professional Writing to Layman’s Terms - The focus is on the reader’s benefits – what they can receive or do and what The Broken Heart Syndrome (Frederick, 2016) they need or want to know. 8  PURPOSIVE COMMUNICATION - The feelings and needs of the reader Negative Wording Positive Wording are placed ahead of those of the writer. - Only in negative situations should the We cannot process Your reimbursement word you be avoided; in fact, the writer your reimbursement request will be should “protect the reader’s ego by request because your processed as soon as using impersonal expressions and documents are not you submit all the passive verbs to avoid passing blame. complete. required documents. We do not reply on You may contact us via Reader focus extends to the amount and weekdays. email at any time from organization of information. The writer should Monday to Friday. give the reader exactly the information that he or she has requested or needs. When more We can’t give you the You will receive the information than what is asked is provided, its list of books because completed book we have not yet inventory by tomorrow importance should be clarified. This finished taking morning. information should also be arranged to meet inventory. the reader’s needs, with helpful headings, captions, labels, or lists so that the reader may - In the first example, not only is the easily find what he or she needs. Finally, reader focus shifted from the writer “we” to q the reader’s need “your request,” but the emphasis also shifts from why the - The second important aspect of a request is being denied to what the professional style is the emphasis on reader will gain if he or she completes the positive in order to build a positive the requirements. The second example image and goodwill. is similar in that it talks of the reader’s - All information should be stated ability to contact an office. Finally, in positively, which means that there is a the third example, a failure is focus on what the reader can do rather transformed into a promise. than on what the writer will not or - The third aspect of the professional cannot let the reader do. Negative style is its use of bias-free language. To information, if not, may be omitted. If it reiterate the context of workplace really needs to be said, it should be communication: It is unprofessional communicated briefly. Alternatively, and in very bad form to use language the reason for the negative news can that shows a bias against certain be given, it may be linked in some way people or groups of people. to a reader benefit, or the reader may - Professional writers and speakers be redirected to more positive should use language “that does not information. For example, a letter discriminate against people on the communicating the rejection of a basis of sex, physical condition, race, request may follow this rejection with age or any other category” (locker and information about the next round of Kienzler, 2013). applications. Whatever the case, the writer should also eliminate any words that sound harsh or have negative Biased Bias-free connotations. Set 1 Chairperson Chairman Sales representatives/ 9  PURPOSIVE COMMUNICATION poorly on the writer or speaker in the Salesman rep/ staff Stewardess Flight Attendance professional context. There are various Fireman Firefighter grammar manuals and language guides available to students and Set 2 professionals, so there is no need to Woman Lawyer Lawyer discuss all the rules here. Professional Woman Doctor Doctor writing should consist of Lady President President Male Nurse Nurse grammatically accurate and easy-to-read sentences. Set 3 Labor force/personnel Manpower Humankind Mankind Hours/worker hours Overly Personal Professional Man hours Staffing Hey, I’m not sure if I am writing to request a Manning you’ve heard, but I’ve three-day leave. I have Set 4 Managers and their been having a bunch of some urgent personal Managers and their spouses family problems lately. business to attend to, wives Faculty and their My son was recently and I would certainly Faculty and their wives spouses expelled, my daughter appreciate you will be Dear Sir: Dear Sir or Madam: is in rehab, and to top approving this request. it off, my wife hasn’t Thank you very much for spoken to me in days! your consideration. Professional Language So, I really need a few - Professional documents require days off to try to get my language that is appropriate to the home situation straightened out. workplace setting: polite, professional Please help me out by rather than overly personal, and approving this request. grammatically accurate. - Firstly, polite language is essential in a - Fourthly, professional writing can be context wherein there are power made clear and direct by the avoidance asymmetries. There are ranks and of what is called “business jargon.” hierarchies in any workplace setting, These are overly technical and and workers must ensure that there is overused expressions that both minimal conflict and disharmony in obscure the writer’s meaning and add the organization. This is where polite clutter to writing. words and phrases come in. - Locker and kienzler (2013) provide a Expressions like “please,” “kindly,” and guide to “Getting Rid of Business “thank you” soften impositions of Jargon” in which they dissuade writers power, create a positive writer image, from using convoluted and and convey gratitude. old-fashioned expressions like “as per - Secondly, both personal matters and your request” and “enclosed please overly friendly language should not find.” They suggest shortening these to appear in workplace correspondence. “as you requested” and “here is.” - Thirdly, it should go without saying Similarly, “hereto, herewith, and that professional writing should whereupon” are old-fashioned exhibit grammatical accuracy in the expressions that should be omitted, use of Standard English. Grammatical while the pompous “pursuant to” can and even typographical errors reflect be simplified to “according to.” 10  PURPOSIVE COMMUNICATION - The fifth and final point is that emojis among others, an inside address and a or emoticons and shortcuts that are signature block that specify the recipient and commonly used in text messages and sender respectively, along with their contact electronic communication have no information. place in professional writing. In A letter also contains standard formulas of general, overly emotive punctuation, opening and closing called the salutation and such as multiple exclamation points complimentary close. The standard salutation (!!!), combinations of question marks format consists of the word “Dear” followed by and exclamation points (?!), and the title (Mr., Ms., Dr., Prof., etc.) of the dramatic ellipses (...) should be avoided addressee or recipient, his or her last name, because these undermine the and a colon. professional writer’s tone. Conventional complimentary closes for - Emojis or digital icons that express business letters today are: Sincerely, emotions are also too playful and Respectfully, Best regards, Kind regards, and informal for the professional context. Yours truly. However, conventions change, so it Shortcuts such as AFK (away from is still best to keep this closing as neutral as keyboard), LOL (laugh out loud/lots of possible and to find out what is preferred in love), and NRN (no reply necessary) are each particular business or professional not only informal but they are not context. Finally, the letter is formatted in a way understood by all readers as they may that makes relevant information easy to see be generational terms or even localized and understand. terms as in the case of “NRN.” which is used in the United States but not in Memo the Philippines. A memo, on the other hand, which is internal communication, immediately gives the date, the addressee and sender, and the subject of 5.2 GENRES OF PROFESSIONAL WRITING the memo in a standard format. There is no There are different types or genres of need for a salutation, complimentary close, professional documents. and signature block. Each type of document follows specific When you send an official announcement, a generic conventions which are, simply put, directive, a guideline, or a reminder to your conventions for the formatting, layout, and colleagues within your department or across contents of the document. departments, you will have to write a Business letters and memos are two of the memorandum or, in short, a memo. Memos most common forms of professional may be used to: formally document a verbal correspondence. exchange; inform, notify, or update colleagues William Pfeiffer (2013) distinguishes between about certain concerns; request, remind, or the two: a letter is a “document that conveys recommend; and serve as an introduction to information to a member of one organization specific documents (Marsen, 2013). from someone outside of that organization,” while a memo (short for memorandum) is a For any type of professional document, the “document written by a member of an writer should also know the mechanics or the organization to one or more members of the conventions governing the writing aspects same organization. such as punctuation, capitalization, the use of Because a letter is a form of external numbers versus figures, and abbreviations. communication, it is formatted to contain, 11  PURPOSIVE COMMUNICATION Many academic and business organizations, the proper arrangement of content – not just especially in the corporate community, have the order of paragraphs, but the layout of this their own style guides. Members of an content on the page. organization may refer to these guidelines to Specific font sizes, font choices and effects ensure that written communication reflects (e.g., bold, italics), and line breaks should be the professionalism and values of the used to highlight and foreground key organization. It is best to find out what writing information. mechanics are followed by a company one is Typography choices also include applying to or joining, but students may also considerations of the legibility of the typeface look for general guides to mechanics online, or font’s design, basically how easy it is to read, which usually include the following tips: to tell one letterform from another. Spell out acronyms at first mention; It is best to choose typefaces designed for the afterwards, use the acronym for example, “The purpose of the professional document being De La Salle Lipa (DLSL) prides itself on written. For example, basic and simple fonts excellence. DLSL students are...” like Times New Roman, Arial, Calibri, and Spell out symbols such as ampersands, for Verdana are best for business letters. In fact, example, “and” not “&.” most word processing programs will default to In general, spell out numbers from one to nine these easy-to-read and professional choices. as words, and write the rest as figures. Guidelines in Business Meeting The Design Principles of Professional Writing Meetings allow employees to communicate One final feature of professional writing is within the institution and prompt them to that it is very attentive to design principles. have their assigned tasks done. Likely, through Consider this question: What aspects or business meetings, goals, and plans are placed features outside of language and content do before the team members where they you notice when you read a business letter, comment and share ideas on how to make the review someone’s resume, look at a poster for project feasible. Here are some steps to plan a an event, or browse through a company successful conference among co-workers: website? Good design elements are tied to the Step 1: Call the meeting to order according to purposes of professional writing: not only to the scheduled time. Introduce new workers or persuade readers to take action on something guests during the start of the meeting. Those (e.g., buy a product, hire the writer of a letter, co-workers who are late need to catch up and fund a project) but also to record during or after the meeting. information clearly so that when it is read or Step 2: Pass an agenda during the meeting so revisited, the key points will be easy to see. that co-workers will be guided step by step in For example, choices as simple as what size the discussion. (A4, short bond, US legal), type (board, bond, Step 3: Provide a summary of the previous craft), and quality (sybstance 20 or 24, 70 or 80 meeting as the secretary reads the gsm) of paper to use matter. undertakings. Another design element to consider is the use Step 4: End the meeting on time, an agenda of negative space or white space. Often should list all the points to be taken during the overlooked, this is essential for allowing the discussion. Time each segment of the audience to engage with the content in an discussion so chit-chats can be avoided. orderly, comfortable fashion. Also important is Step 5: Ask the secretary to take the minutes of the business meeting for the decisions 12  PURPOSIVE COMMUNICATION made, documentation and review in the next process and sending an erratum (a mistake in meeting. the content or attachment). Step 6: Prohibit members from insulting each other when the issue gets hot and intense. 5.3 WRITING TECHNICAL AND BUSINESS Instead, call them on a separate occasion to MESSAGES resolve the conflict. Step 7: End the business meeting with Technical Writing optimism. Assign what each member must do - is a type of writing used to explain and the issues to be tackled during the next complex or technical information in a assembly (Balle, L. n.d.). simple, clear, and easy-to-understand way. Distributing the Minutes of the Business - often used to help people use products, Meeting complete tasks, or understand new Once the minutes of the meeting have been technology. prepared, they should be distributed to - is commonly found in manuals, everyone on the team or committee involved. instructions, reports, and online help They will serve as a reminder to everyone in guides. attendance of what was discussed, the decisions made, and what the next steps May include: should be on the task or project in question. Technical communication deliverables include: If one of the participants notices something in How-to guides the minutes that was recorded in error, they Illustrations should contact the person who prepared them Instructions for use (IFU) to ask that they be revised. If an item was Instructor-led and eLearning overlooked, this should also be brought to the training materials attention of the person who prepared the Journal articles minutes so the item can be added. An updated Online help version can then be distributed to everyone Quick references and job aids who attended the meeting. Technical, training, and reference manuals How to Write an Effective Email in the User interface text Workplace Web-based product support Identify your receivers/recipients/addressee Webpages/sites and their position/s. Videos Give a formal yet warm greeting (e.g., “I hope you are well”). Technical Writing Tips (Savona, 2023) Identify the purpose of your correspondence. 1. Know your audience. You may end the email with a thank you and 2. Understand the content. your complete name and department. 3. Use simple language; avoid jargon unless Review your message before sending it, necessary. checking for the accuracy of the information as 4. Add images. well as the appropriateness of tone, word 5. Avoid longwinded sentences and choice, and language register. paragraphs; keep it short. Check again if you need to send an 6. Cite your references, and use credible ones to attachment to avoid having to repeat the make your point 13  PURPOSIVE COMMUNICATION Business Writing Tips: Negative Words and Business Writing Tone - is a type of writing used in professional - can make the message sound more settings to communicate information discouraging or confrontational, clearly and efficiently. damaging professional relationships - The purpose is often to inform, request, and making readers defensive. or persuade in a way that's polite, - advises avoiding overly negative professional, and easy to understand. language or a harsh tone when - is essential in workplaces because it delivering bad news or discussing helps people make decisions, take sensitive topics action, and maintain good - communicate difficult information in a relationships. way that is respectful, tactful, and constructive. Business Writing Tips: Subject Line - a subject line is the brief title or Business Writing Tips: Negative Words and summary that appears at the Tone beginning of an email or message, - Avoid Strong Negative Words: Replace giving the reader an idea of what to words like "can't," "won't," "failed," or expect. "unfortunately" with softer alternatives - Subject lines are crucial because they that are less likely to elicit a negative set the tone and encourage the reader reaction. to open and read the message. - Focus on What Can Be Done: Emphasize what is possible or Guide Questions for Writing the Subject Line: available rather than what isn't, which - Is the main idea apparent from the makes the message feel more subject line? solution-oriented and optimistic. - Is it more a phrase than full sentence? - Avoid words that may sound - Can the receiver judge the urgency with judgmental, critical, or disappointed. A respect to whether they must read the neutral tone helps the reader stay open message now or can leave it for later? to the message without feeling - Will the receiver be able to find this personally criticized. message again easily based on your - Choose polite, empathetic language subject line? that can help preserve a positive working relationship even when the Business Writing Tips: Creating buffers news is not ideal. - Buffers are introductory statements used to soften a message, particularly Business Writing Tips: You-View when delivering bad news or negative - focuses on creating messages that information. center on the reader's needs, interests, - A buffer helps to maintain a positive and perspective, rather than the tone and preserve the reader's goodwill writer's. by preparing them gradually for what's - By using "you" language, writers show to come, instead of delivering the that they value the reader and are negative news abruptly. addressing their specific concerns. - Use "You" More Than "I" or "We": While "you" is reader- focused, "I" or "we" 14  PURPOSIVE COMMUNICATION language can make the message seem - It relies on logical structure, evidence, self-centered. This shift helps the and clear reasoning to communicate reader feel that the message is tailored its message. for them. - Highlight Reader Benefits: Show how 4. Has a utilitarian purpose. the reader will gain from the - The primary goal: practicality and information or action, rather than only usefulness discussing what the company or writer - Designed to provide value, such as gains. offering solutions, guiding decisions, or enhancing understanding. 1. Enhances Engagement 2. Builds Goodwill 5. Is usually intended for readers who, 3. Improves Persuasiveness to some degree, have a special interest in the subject matter. 6.1 PURPOSIVE WRITING - This allows the writer to tailor content that aligns with the audience’s needs 1. Type of writing that is and expectations. reader-oriented, task-related, and the result of conscientious efforts. ELEMENTS OF PURPOSIVE WRITING - Reader-oriented and Task-related: - Purpose: provides useful information; Prioritizes the reader’s understanding directly informs the writer's ideas / and expectations. messages; gives instructions / - Conscientious efforts: The writer directions; serves as basis for decision invests deliberate thought and care to making ensure that the writing is clear, - Subject matter: focuses on the subject relevant, and effective. related to business, technology, hospitality management, tourism, 2. Emphasizes objectivity, accuracy, nursing, criminal justice and and restraint. multimedia - Objectivity: avoids bias and focuses - Language: employs specialized jargon on presenting facts or logical which includes technical or scientific arguments (3rd POV). terminologies - Accuracy: information is precise, - Point of view: the preference is the reliable, and backed by evidence. third person point of view (i.e., the - Restraint: avoids unnecessary proponent, the researcher, the writer, embellishments or overly emotional the author, etc.) appeals, maintaining a professional - Tone: it is objective, unbiased or and focused tone. impersonal 3. Appeals more to the reader’s mind STANDARD PRINCIPLES OF GOOD PURPOSIVE than to his emotions. WRITING - Instead of evoking emotions, purposive writing engages the reader - Mills and Walter (1980, p.13-14) intellectually. emphasized that a beginning purposive writer should follow and 15  PURPOSIVE COMMUNICATION apply the standard of good technical d. omit verbal deadwood; writing. These are: e. keep sentences short; f. shorten paragraphs; 1. Focus on a specific reader (real or imaginary) g. use specific concrete language; when you are writing an academic report - h. prefer the simple and concrete to the always assume that he/she is intelligent but complex and abstract; "uninformed." i. be positive j. use adjectives sparingly; 2. Decide what the exact purpose of your report k. revise and improve; is - be sure that every word, sentence, and l. write to express, not to impress. paragraph makes a clear contribution to the purpose. 6.2 WRITING AND FORMATTING LETTERS IN THE WORKPLACE 3. Use language that is simple, concrete and familiar. All corporate organizations need people who can write WELL. Whether you end up as 4. Check your report based on the principles broadcast journalist, multimedia design artist, learned, that is, tell your reader what you are film director, fashion designer, nurse, going to tell him/her, then you tell him/her computer application specialist, chief, tour what you have told him/her; and make your guide specialist, marketing / financial report/paper purposively attractive. management specialist or teacher, your writing helps you GET a job and DO your job (Ang, FUNCTIONS OF PURPOSIVE WRITING 2023). - As future professionals in your respective fields, communication skills Sebrenck, Meyer and Kemper (1996, p.373) are important for one's career assert that all business writing - no matter if advancement and success - thus, it is you are writing a letter, a resume, or a imperative that the functions of memorandum - share the following purposive writing be given utmost characteristics: attention. These are the following: a. Starting point 1. To serve as basis for management decisions b. Purpose 2. To furnish needed information c. Form 3. To give instructions d. Audience 4. To record business through proposals e. Voice 5. To procure business through proposals f. Point of view 6. To serve as basis for public relations 7. To provide report to stockholders of corporations The Purposive Letter: Some Prewriting Tips PRINCIPLES OF CLEAR AND EFFECTIVE a. Meyer, et.al (1996, p.374) points that "writing WRITING a letter should be like having conversation with a friend - it needs to be open and honest." a. think first, then write; b. Letters are workplace workhouses that help b. get to the point; you apply for a job, spell out a complaint, order c. use familiar words; supplies, or make a sales pitch. 16  PURPOSIVE COMMUNICATION c. Well written letters are true correspondence, recipient. Do not use endearing words if you do an exchange between people. not have an intimate relationship with the d. Poorly written letters are letter bombs, recipient. Always maintain formality until the exploding in the reader's face. end of the letter. e. How do you write effective letters? Simple, - Signature line - Write your complete name on pay close attention to the following: the first line and indicate your designation on the next line. 1. Pre-writing tips - Think first about your reader; think about your purposes; collect the 3. Style - Be conversational; be courteous; information you will need avoid formal, wordy, cliched, and insensitive 2. Organization - As a general rule, organize language. your letter into these parts: situation, 4. Formats - A letterLinks to an external site. explanation and action. must be professional and look professional - neatly typed or printed on good quality paper. Parts of a business letter 5. Layout and styles of letters - Heading - You can find the complete address of the sender in the heading. Usually 6.3 WRITING AND FORMATTING E-MAILS companies have customized papers with or IN THE WORKPLACE soft copy of their heading. - Date - A business letter is formal, so you Email is one of the most widely used must spell out the name of the month followed communication tools in the workplace. by the day and the year. Professional emails may be used to exchange - Inside address - In this part, you have three information, schedule meetings, ask quick lines. On the first line, you need to write the questions, share updates, or send memos complete name of the recipient. On the second (Adler, et.al., 2023). When composing and line, identify the position of the person. On the sending e-mail messages, follow this advice: third line, write the complete address of the company. 1. Do not use company channels for personal - Salutation - You are going to address the business. Use your own personal e-mail recipient on this line. You start by writing the account for private correspondence, chatting abbreviation for the appropriate designation of with friends, and other nonbusiness the person, followed by the surname. End it exchanges. One expert advised thinking of with a colon. e-mails as "giant, moving billboards, exposing - Introduction - This part is where you indicate our every thought to the cyber world." Your the purpose of the letter for the information of personal e-mails most likely would not be the the recipient. Remember that your letter is not best advertising for your company. the only letter he/she received every day, so state the reason for your letter at the start. - Body - The body contains all the supporting 2. Do not impose on others. Most professionals details for your letter. This part can utilize more are already overwhelmed with e-mail and than one paragraph depending on the message paperwork, so send messages only on a you want to impart, but remember that your "need-to-know" basis. Avoid the temptation to letter should be burdensome to read. send unnecessary messages to others or - Conclusion - This part shows your appeal or forward ones the recipient will not appreciate. call for action. - Complimentary close - You should end your letter according to your relationship with the 17  PURPOSIVE COMMUNICATION 3. Be cautious about putting delicate topics in This practice provides all the relevant writing. Do not write about topics that would information in a single document. better be handled by phone or in person. Written channels usually are not the best way 8. Consider using salutations. Salutations to send difficult messages such as negative ("Dear Dr. Santos," "Hi Gina") are an optional, appraisals, firings and resignations. An e-mail but often useful, element of e-mail messages. has the potential to be misunderstood, so As one expert pointed out, "Blunt is not avoid using it in a hurry or to convey sarcasm businesslike." Bulk or group e-mails can begin or humorous if the receiver is likely to with salutations like "Good morning" or "Dear misunderstand the message. Computer Policy Committee Members." 4. Think before sending problematic messages. 9. Include a closing line that expresses Stop, think, and wait before you send a gratitude to the recipient and serves as a message if you are angry or frustrated. The call-to-action (CTA). The CTA is used to scathing note you wrote in anger to oner motivate the recipient to respond ("Thank you person may be forwarded to many colleagues. for taking time to attend the virtual grant Once a message is sent, it is irretrievable and training seminar. I look forward to receiving the impact on your career could be disastrous. your project proposal."). Never send information you are not sure is 10. Append a signature block. You can set your accurate (e.g. canceled meetings, changed e-mail program to append a signature block to deadlines, budget figures). the end of each e-mail message. The signature 5. Treat every message as a public, permanent block should list your name, job title, document. Despite what you might assume, organization, phone number, fax (if applicable), e-mail is not private: It has the potential to be e-mail and physical addresses, and website forwarded (purposely or accidentally) without link. You may also opt to include your LinkedIn your permission or knowledge. Even if you handle to encourage professional networking. delete a message, it can remain available to This information allows others to reach you employers, other businesses, and courts for easily, regardless of where they are picking up years. In fact, e-mail has the same weight as a your message. Cute quotations and graphics in letter or memo sent on company letterhead. your signature are not advisable for business unless it is your company logo, slogan, or 6. Honor the chain of command. E-mail can be tagline indicating the work you do. a way to level hierarchies and reach important people, expedite projects, and reduce time 11. Think twice before using reply-all. Use of the otherwise spend in meetings. Despite these reply-all feature is only appropriate when your advantages, it is often important to follow the reply is relevant to every recipient of the regular chain of command. Pay attention to original e-mail message. Before clicking your organization's culture and your reply-all, ask yourself whether everyone in the communication goals. Sending an e-mail to previous message needs to see your response, your CEO suggesting a new procedure for your or if only the sender or certain individuals need division without first checking with your to see it. Reply-all may be necessary if the immediate supervisor could spell disaster for sender requests a group discussion, if there your career. are compliance or legal requirements to track conversations, or if the group needs to see your 7. Include relevant copy from earlier messages input on a topic. Other than these few when you forward them or reply to the sender. situations, it is rare that the use of reply-all is 18  PURPOSIVE COMMUNICATION warranted; rather, it may set off a barrage of notifications that frustrate all recipients of the email. 19