GE-4 Purposive Communication Review - PDF

GE- 4: PURPOSIVE COMMUNICATION REVIEWER - A native language or may also be referred to as first languages. Lesson 1: THE NATURE OF LANGUAGE Second languages What is Language?...

GE- 4: PURPOSIVE COMMUNICATION REVIEWER - A native language or may also be referred to as first languages. Lesson 1: THE NATURE OF LANGUAGE Second languages What is Language? - language usually learned at a later stage after a mother tongue, a non- native language and non-native tongue. - Together with the creation of human life is the creation of wonderful and dynamic human capacity – language. Animals are said to be able to communicate with each other. The sounds they produce often reflect the Language learning state of their emotions. While it may be true that animals communicate, only human beings are truly capable of producing language. - occurs in a more formal way. Grammar, vocabulary & language are taught explicitly. What exactly Language is? What happens if people visit another speech community that is different from their - Linguists agree that a language can only be called a language if it has: own? A system of rules (grammar) Americans and British speak English. However, they spell English differently. They A sound system (phonology) pronounce words differently. They have different ways of expressing the sane A vocabulary (lexicon) concepts. have exactly the same set of rules for their language - Therefore, animals may be able to signal to its partner that it’s sharing food, they can produce sounds & gestures but will not be able to organize the Language Contact sounds into a meaningful system with rules. - occurs when two or more languages or varieties interact. The study of - Humans on the other hand are able to communicate their desire to share language contact is called linguistic. food through several ways that are understandable to other human beings. Language Change Speech Community - All languages change in various ways, and any language is in a constant, - a group of people who share similar ideas, uses and norms of language. slow, not always steady process of alteration. Language Acquisition - the process of attaining a specific variant of human language. Language is indeed a complex human capacity. It is, therefore, important to be aware of its features and behavior to be able to use the language more effectively - The process of learning a native or a second language. Mother tongues - language that a person has grown up speaking from early childhood. Lesson 2: TYPES OF COMMUNICATION What is Communication? - A communication situation is interpersonal if it is meant to establish or deepen one’s relationship with others. However, Communication is generally defined as the exchange of thoughts, ideas, - if the objective is to achieve something at the end of the conversation, it concepts, and views between or among two or more people. becomes transactional. (talks aim to accomplish or resolve something at the Context end of the conversation) - is the circumstance or environment in which communication takes place. 3. Extended Communication Each communication type is governed by a particular circumstance. Thus, it is - involves the use of electronic media such as tele, audio, or phone essential to pay attention to the interplay of factors surrounding the context of conferencing; skype calls; and other technological means. communication which may be physical, cultural, social and psychological in nature. 4. Organizational Communication Communication may then be classified according to: focus is on the role that communication plays in organizational contexts. 1. Communication mode Organizations comprise individual who work for the company. 2. Context Two types of Organizational Structure: 3. Purpose and style Formal - Formal structure allows communication to take place via designated channels of message flow TYPES OF COMMUNICATION ACCORDING TO MODE between positions in the organization. This may make 1. Verbal use of four approaches: 2. Non-verbal 1. Downward communication 3. Visual 2. Upward communication TYPES OF COMMUNICATION ACCORDING TO CONTEXT: 3. Horizontal communication 1. Intrapersonal 4. Crosswise communication - the Latin prefix intra – means within or inside. Downward Communication – is the type that flows from upper to lower Communicating to oneself: inner talk, inner monologue or inner dialogue. positions i.e., president to a manager or supervisor, a manager to an ordinary staff. 2. Interpersonal - the Latin prefix inter means between, among and together. Upward Communication – it is bottom-up in which subordinates send Lesson 3: COMMUNICATION PRINCIPLES & ETHICS communication to their superior or bosses bearing their views/feedback on GENERAL PRINCIPLES OF EFFECTIVE COMMUNICATION organizational policies, issues related to their jobs and the like. Since Horizontal Communication – is lateral in approach as it takes place among people communication is a two- way process, it is important that you know the principles belonging to the same level but coming from different departments or units to to be observed to make it effective. facilitate performance of tasks through proper coordination. For both oral & written communication, you should be able to apply the following: Crosswise Communication – crosswise approach is diagonal in nature as employees from different units or departments working at various levels 1. Know your purpose in communicating. communicate with each other. 2. Know your audience. Each of these communication approaches has its own advantages and 3. Know your topic. disadvantages. Note that these structures are usually presented in the company’s organizational chart and policy manuals. 4. Adjust your speech or writing to the context of the situation. 2. Informal Communication 5. Work on the feedback given to you. - comes from unofficial channels of flow which is also known as ‘grapevine.’ This occurs due to the dissatisfaction of some employees accompanied by uncertainty, PRINCIPLES OF EFFECTIVE ORAL COMMUNICATION such as superiors playing favorites and unfavorable or unacceptable company rules & regulations. Some employees even resort to baseless gossips and rumors which Be clear with your purpose. they spread like wildfire. - You should know by heart your objective in communicating. TYPES OF COMMUNICATION ACCORDING TO PURPOSE AND STYLE Be complete with the message you deliver. Formal & Informal = According to communication setting & modes of delivery. - Make sure your claims are supported by facts & Formal communication employs formal language delivered orally or in written essential information. form. Lectures, public talks/speeches, research & project, reports and business letters. Informal communication involves personal & ordinary conversations with Be concise. friends, family members or acquaintances about anything under the sun. - You do not need to be verbose or wordy with your statements. Brevity in speech is a must. Be natural with your delivery. - Punctuate important words with the appropriate gestures & movements. - Communication is a process Exude a certain degree of confidence even if you do not feel confidence even - Communication occurs between two or more people if you do not feel confident enough. - Communication can be expresses through written or spoken words, actions Be specific & timely with your feedback. (nonverbal), or both spoken words and nonverbal actions at the same time - Inputs are more helpful when provided on time. Nature of Communication PRINCIPLES OF EFFECTIVE WRITTEN COMMUNICATION: - Systemic - Irreversible THE 7C’S - Proactive 1. Be clear – Be clear about your message. Always be guided by your purpose in communicating. - Symbolic 2. Be concise – Always stick to the point and do not beat or run around the - Dynamic bush. Be brief by focusing on your main point. - Involves communicators 3. Be concrete – Support your claims with enough facts. Your readers easily know if you are bluffing or deceiving them because there is nothing to - Meanings are formed by the participants substantiate your claims. Elements of Communication 4. Be correct. – It is important that you observe grammatical correctness in your 1. Source - imagines, creates, and sends the message writing. Always have time to revise and edit your work. Even simple spelling errors may easily distract your readers. 2. Message - is the stimulus or meaning produced by the source for the receiver or audience 5. Be coherent. – Your writing becomes coherent only when you convey a logical message. The ideas should be connected to each other and should be related 3. Channel - is the way in which a message or messages travel between source to the topic. and receiver. 6. Be complete. – Include all necessary & relevant information so that the 4. Receiver - receives the message from the source and interpreting the message audience will not be left wanting of any information. in ways both intended and unintended by the source. 7. Be courteous. – The tone of your writing should be friendly. 5. Feedback - is composed of messages the receiver sends back to the source 6. Environment - is the atmosphere, physical and psychological, where you send and receive message LESSON 4. COMMUNICATION 7. Context - involves the setting, scene, and expectations of the individuals 1. Completeness involved. The message must be complete and geared to the receiver’s perception of the world. The message must be based on facts and a complex message needs additional information and 8. Interference - anything that blocks or changes the source’s intended meaning of / or explanation. A good subdivision of subjects will clarify the message as a result of which there will be a complete overview of what is said. the message. 2. Concreteness Concrete business communication is also about clear message. This often supported by PROCESS OF COMMUNICATION factual material such as research data and figures. The worlds used as well as the Interchanges alludes to a lot of procedures utilized for communicating thoughts sentence structure can be interpreted univocally. Nothing is left to imagine. successfully and the innovation of transmission of data by print or telecommunication media. Communication is intended to be the conferring or trading of data by talking, 3. Courtesy composing or utilizing some other medium. It is the demonstration of passing on In addition to considering the feelings and pints of view of the target group, it is important to proposed importance starting with one substance or gathering then onto the next approach the audience in a friendly and courteous manner. Use terms that show respect for using commonly got signs or semiotic guidelines. the receiver contribute towards effective communication. The same goes for the manner in which you address someone. Not everyone will be charmed if you use familiar form of address and use of a formal address could come across as too distant. By using the word ‘they’ a larger audience is immediately addressed. 4. Correctness A correct use of language has the preference. In written business communication, grammatical errors must be avoided and stylistic lapses or a wrong use of verbs are not sufficient either in verbal communication. A correct use of language increase trustworthiness and the receiver will feel that they are taken seriously. 5. Clarity Clear or plain language is characterized by explicitness, short sentences and correct and concrete words. Fuzzy language is absolutely forbidden, as are formal language and cliché’ expressions. By avoiding parentheses and keeping to the point, the receiver will get a clear picture of the content of the message. Briefly worded information emphasizes the essence of the message. Coherence means the connection of ideas at the level, and cohesion means the connection of ideas at the sentence level. 6. Consideration Communicating with the target group (consideration). In order to communicate well. It is important to relate to the target group and be involved. By taking the audience into account, the message can be geared towards them. Factors that play a role in this are for example professional knowledge, level of education, age and interests. Ethical Principles of Communication 7. Conciseness A message is clear when the storyline is consistent and when this does not contain any COMPETITIVE - happens when a person listens to the speaker in order for inconsistency. When facts are mentioned, it is important that there is consistent, supporting them to give their own opinion to the speaker, he also promotes his/ her own information. Systematically implementing a certain statement or notation also contributes to clear business communication. ideas as if they are arguing each 2. Speaking - The process of conveying a message to a receiver verbally, or a Models of Communication process where the listener applies to him/herself the information he/she have heard. The manner of communication, however, isn’t as easy or barriers-unfastened because it seems. From its transmission to the recipient, the message might also additionally get 3. Reading - It is the process of analyzing symbols for you to understand the inferred or disturbed with at any level via way of means of many elements is terrible desire of message conveyed by the sender. It is the process of analyzing symbols for you communication method. In addition to a terrible desire of communication method, different to understand the message conveyed by the sender. boundaries to powerful communication encompass noise and different bodily distraction, 4. Writing - Writing takes time and practice for you to master the said skill. Writing language problems, and failure to understand nonverbal signals. can be practiced by knowing the strokes of each letter in the alphabet. Writing is Three Common Models of Communication also sa process in which a person can share his thoughts and feelings through symbols. Writing can also be a tool to develop and strengthen human 1. Aristotle Model of Communication connections and the society. This model focuses on speaker and its speech. It is divided into 5 primary elements, the Speaker, Speech, Occasion, Audience, and effects. This model centers on the Misconceptions About Human Communication delivery of the speaker and the audience feedback is not required. 2. Shannon-weaver Model “What we need is more communication.” As Claude Elwood Shannon was an Engineer, this model was crafted to improve the telephonic communication. This model is also known as the information theory. - Quality is better than quantity, is also correct in communication 3. Schramm’s Model process. Knowing the limits of communication will make us maximize its The models shows that knowledge play a vital role on the communication process. This indicates that communication is affected by the diversity of information including effectiveness. the schema, cultural and educational background. “Speakers is the only responsible for effective communication.” The 4 Macro Skills in Communication - Obviously not. As same as the speaker, the receiver also has an equal 1. Listening - The process of using the sense of hearing, in order for the person to responsibility in decoding and encoding the message to complete the process know what is happening around him. It may be the passive, active, and (effective) communication. competitive. “Communication is only consisting of words.” PASSIVE - happens when a person listens to the speaker without any response at it - Nonverbal communication is also important. ACTIVE - happens when a person listens to the speaker while also Verbal and nonverbal communication goes hand in hand to produce an acknowledging the information given by the speaker effective communication. “Meanings are in words.” - We cannot recreate a context, which means, we actively assign meaning to Language Registers words. 1. Static Register/ Frozen Register - This style of communications RARELY or LESSON 5. LANGUAGE VARIETIES AND REGISTERS NEVER changes. It is “frozen” in time and content. 2. Formal Register - This language is used in formal settings and is one-way in - Speech variety, a concept of domain, is important as it signifies the class of nature. This use of language usually follows a commonly accepted format. It is situation within which a certain speech variety is used. A domain is also referred to usually impersonal and formal. as “social situation as the implementation of the rights and duties of a particular role 3. Consultative Register - This is a standard form of communications. Users relationship. engage in a mutually accepted structure of communications. It is formal and societal expectations accompany the users of this speech. It is professional DIFFERENT KINDS OF LANGUAGE VARIETIES discourse. 4. Casual Register - This is informal language used by peers and friends. Slang, Pidgin – develops in situations where speakers of different languages need to vulgarities and colloquialisms are normal. This is “group” language. One must be communicate but don’t share a common language. member to engage in this register. EXAMPLE: “ Conyo “ 5. Intimate Register - his communications is private. It is reserved for close family members or intimate people. Creole – is a distinct language which has taken most of its vocabulary from another language, but it has its own grammatical rules. Multimodal - is a dynamic convergence of two or more communication modes EXAMPLE: Gullah, Jamaican within the same text. Creole, (patois or patwa) Spanish Creole (Chavacano) What is a multimodal text? Regional Dialect – is not a distinct language but a variety of language spoken in a - Combines two or more semiotic systems like picture book which textual and particular area of a country. visual elements are arranged or live performance in which gesture, music and Minority Dialect – a particular minority ethnic group have their own variety which space are main the main elements. they use as a marker of identity, usually alongside a standard variety. It can be delivered via different media and technologies such as: Indigenized variety – are spoken mainly second languages in ex- colonies with multilingual populations. This standard variety may be linked to English proficiency Paper or may be part of a range of varieties used to express identity. EXAMPLE: Singlish - books, comics, posters digital (spoken in Singapore) a variety came from Standard English. - slide presentations, e- books, blogs, e- posters, web pages and social media live - performance or an event trans media - media platforms, such as: book, comic, magazine, film web series, and video game Technology Based Communicating tools Five Semiotic Systems - is the backbone of social interaction 1. Written or linguistic meaning- vocabulary, generic structure, and Email grammar Texting Instant messaging 2. Audio Meaning- music, sound effects, noises, ambient noise, and silence Social networking 3. Visual meaning- still and moving images, use of color, saliency, page layouts, vectors, viewpoint, screen formats, visual symbols; shot framing, subject Tweeting distance and angle, camera movement , subject movement Blogs / blogging 4. Gestural meaning- body movements, hands and eyes, facial Video conferencing expression What is Culture 5. Spatial Meaning- environmental and architectural spaces and use of Culture is the "lens" through which you view the world. proximity direction, layout, position of an organization of objects in It is central to what you see, space How you make sense of what you see, Cultural Sensitivity in Multimodal Text How you express yourself. CULTURE comes in many shapes and sizes. It includesareas such as politics, history, mentality, behavior and lifestyle. Insensitivity in multimodal text may affect the products the Four Fundamental Patterns of Cultural Difference company is promoting, might offend people and will lead to miscommunication. What is different? LANGUAGE Communication Styles - poor translation may cause embarrassment and misinterpretations, the use Attitudes toward conflicts of appropriate language must be given importance. Decision making style Approaches to knowing  What is the difference between Multicultural and Intercultural Multicultural CODES USED IN COMMUNICATION - refers to a society that contains several cultural or ethnic groups. - refers to several cultural or ethnic groups living alongside one another but not necessarily engaging with each other. Verbal Communication Intercultural communication - Words, Voice - focuses on the mutual exchange of ideas and cultural norms and the development Non-Verbal Communication of deep relationships. - Gestures Postures Cross-cultural - Facial Expressions - deals with the comparison of different cultures. In cross-cultural Eye Contact, Vocal Characteristics communication, differences are understood and acknowledged, and can bring about individual change, but not collective transformations. In cross-cultural - Personal Appearance Touch societies, one culture is often considered “the norm” and all other cultures are compared or contrasted to the dominant culture. Multi-Cultural The Multicultural Communication concentration focuses on the dynamics of Globalization communication across cultures. the growing interdependence of the world’s economies, cultures, and Local Multicultural populations, brought about by cross-border trade in goods and services, technology, and flows of investment, people, and information. Filipinos are fond of non-verbal communications. They use hand gestures, pursing of lips, raising of eyebrows and their eyes to Global communication is directly affected by the process of globalization. communicate. They are less dependent on spoken words. They have a sharp It helps to increase business opportunities intuitive sense (called “pakiramdam”) for what is implied and not stated. Removes cultural barriers Develops a global village. Both globalization and global communication have changed the: 1. environmental, - A set of linguistic items with similar social (including geographical and cultural) distribution 2. cultural, - May refer to 3. political and a full-fledged language or dialect a small set of linguistic items (e.g. slang) 4. economic elements of the world. anything in between (e.g. sociolect, idiolect) World English / World English’s Blocks to Cultural Communication - refers to the emergence of localized or indigenized varieties of English, especially Ethnocentrism: Inability to accept another culture's world view; "my way is varieties that have developed in nations colonized by Great Britain or influenced by the best." the United States. Discrimination: Differential treatment of an individual due to minority status; - localized varieties of English as they are used or spoken in certain areas actual and perceived; e.g., "we just aren't equipped to serve people like - Classification of English’s that." Stereotyping: Generalizing about a person while ignoring presence 1. According to the group of users of individual difference, e.g., "she's like that because she's Asian – all Asians 2. According to the region are nonverbal." 3. According to the social status Cultural Blindness: Differences are ignored and one proceeds as though differences did not exist; e.g., "there's no need to worry about a person's culture According to the group of users Cultural Imposition: Belief that everyone should conform to the majority, e.g., "we know what's best for you, if you don't like it you can go elsewhere." 1. ENL- English as a native language Tone Difference: Formal tone change becomes embarrassing and off-putting in 2. ESL- English as a second language some cultures. 3. EFL- English as a foreign language Language Varieties Variant of Language Languages vary from one place to another, from one social group to another, and from one situation to another Language Varieties  The Inner circle- English is the native language or mother tongue - A new language which develops in situations where speakers of different The Outer circle- English is the second language languages need to communicate but do not share a common language. The Expanding circle- English is the foreign language Creole - A complete language used in a community and acquired by children as their native Three Circles and a Norm language ❖ The Inner circle is “norm providing” Indigenized Varieties ❖ The outer circle is “norm developing” - Are spoken mainly as second languages in ex colonies with multi lingual ❖ The expanding circle is “norm dependent” population Standard English Language Registers - the variety of a language which has the highest status in a community or nation and - A variety of language styles defined according to its use in social situation which is usually based on the speech and writing of educated native speakers of the language. The Universal Rule - Anyone can go from register to the next register Standard variety - is generally: Every Language has 5 Registers used in the news media and in literature. described in dictionaries and grammars; 1. Frozen Language that are rarely or never changes taught in school and taught to non-native speakers when they learn the language 2. Formal Language that focuses on form as a foreign language Interviews Academic language in classroom Accent Public speaking - a pronunciation characteristic of a particular group of people relative to another group 3. Consultative Used when speaking with colleagues, peers, boss, etc. A mix of formal and casual Regional Dialect register - A way of speaking a language that is used only in a particular area or by a particular group and characterized by systemic features, that distinguishes it from other 4. Casual language used by friends varieties of the same language. 5. Intimate Private Conversations, Husband and wife, Siblings, Use in sexual harassment Pidgin - a simplified language that develops as a means of communication between two or more groups that do not have a language in common.  ❖ Ageism - a form of discrimination against other people because of their age, or Evaluating Messages and or/Images of Different Types of Texts Reflecting Different assuming that older people are less physically, intellectually, or emotionally able than Cultures other age groups ❖ Disabilities - When referring to people with disabilities, the focus should be on the Text person, not the condition. (Arinto, 2009) -Avoid hurtful expressions such as: - isn't limited to something written down. A text can be a film, an artifact, anything in a language and culture that conveys meaning. retards the mentally retarded - One cause of misunderstanding is pronunciation (differences in phonology). the blind Texts can be categorized into the following groups: cancer patients Communication Aids and Strategies Using Tools of Technology For our purposes, texts can be categorized into the following groups: Sign language - any means of communication through body movements, especially of the hands Created texts: Texts authored by non-native speakers for non- native speakers and arms, used when spoken communication is impossible or not desirable. The to achieve pre-determined curricular goals. practice is probably older than speech. - sign language can be used to bridge the gap. Semi-authentic texts: Texts created by native and/or non-native speaker, based on original language materials, but adapted to fit curricular needs. Communication Gaps Authentic texts: Texts created by native speakers for native speakers for consumption in a native environment. Language Barrier - Communication becomes difficult in situations where people don't understand each Culturally Sensitive & Bias-Free Language other’s language. ❖ Racism- a form of discrimination against a person or persons of a different ❖ Race- One must be attuned to the current terminology by which racial and ethnic Inability To Speak groups refer to themselves. - Dysphasia (also called aphasia) is an impairment of language. They often co-exist. ❖ Sexism- the prejudice and discrimination based on sex or gender Strictly speaking, the words anarthria and aphasia mean a total absence of ability to form speech or language, but they are often used when dysarthria and dysphasia -GENDER-NEUTRAL WORDS would be more correct. Man-made < Artificial Manpower < Labor COMMUNICATION STRATEGY ❖ Class discrimination or Classism (Social Class) it is the blueprint or plan - a form of prejudice against a person or people because of their social class it maps the how’s to conveying a message ❖ Sensitive Vocabulary More it is designed to help people to communicate effectively and accomplish individual the owning class < the upper class or organizational objectives the underclass < the less privileged it is also defined as the choice of the most useful objectives of communication, and squatters < informal settlers recognition of a particular brand and its strategies in terms of attitude  Specific I want to collect at least P500 from each person in this meeting. I want my Kinds of Communication Strategies professor to give me one day per week and the help of a secretary to develop my idea. 1. Verbal communication strategy - can either be written and oral communication Audiences a. Written communication -comprises e-mails, chat, fax messages, and text - Identify the target audience to achieve the objectives messages - Questions to ask: a. Who are the key audience members? b. Oral communication - may involve phone calls, video chats, aside from face-to- b. How much do they know? face conversation c. What do they want to know? 2. Non-verbal communication strategy - is more on visual cues such as facial d. What are their personal preferences? reactions, body language, voice tone, and the physical distance between e. Which demographic characteristics are significant? communicators f. What size is the group? Examples: ✘Shaking hands ✘ Patting the back ✘ Eye contact ✘ Etc. g. What are the audiences’ attitude? 3.Visual communication strategy - provides documentation in school and in workplaces. Messages Examples: ✘Signages Memoranda ✘Illustrations ✘ Webpages ✘ Graphic designs - communication is all about sharing ideas; Thus, Adler, et al. (2012) suggest developing the thesis statement. A thesis statement is the central idea; it is a single sentence that summarizes the message. Factors to Consider in Developing an Communication Strategy 1. Objectives Context 2. Audiences - Influences what one says or how he says it. 3. Messages 4. Context Tools and Activities 5. Tools and Activities - Identify the most appropriate tools and activities to be used in communicating the 6. Resources and Time messages to the audience. 7. Evaluation Self-assessment questions - Example: a) Tables Objectives b) Diagrams - communication strategy should be aligned closely to the plan. c) Graphs - Classification of objectives or goals: d) Visual aids (objects and models, photographs, charts, pictograms, videos, General - general purpose is a broad indication of what you are trying to accomplish posters, handouts) Specific - specific objectives describe the outcome you are seeking - Pitfalls of computerized design programs o Poorly conceived messages, - Examples: o Design over content, and Vague I want to collect some donations in this meeting. I want to get my professor’s o Overly complex presentations support for my project. Resources and Time 3 THINGS TO CONSIDER IN COMMUNICATING IN THE WORKPLACE - ensure the availability of the resources and set an expected timescale for the PURPOSE communication strategy. a) Am I writing primarily to create a record, to request/provide information, or - remember to check if the equipment that that will be used are ready and working. to persuade? - be mindful of the allotted time. a. Was each point or claim that was made b) What am I trying to say? supported by at least one piece of verbal and/or visual support? b. Did each piece of supporting material make the claims more clear, interesting, AUDIENCE (SEARLES, 2014) and persuasive? c. Were there a variety of verbal support (definitions, examples, stories, statistics, a) who will read what I have written? and comparisons) to add impact to the presentation? b) what are their job titles and/or areas of responsibility? d. Did the visuals (charts, graphs, photos, videos, etc.) make the points more clear, c) what do they already know about the specific situation? interesting, and persuasive? d) why do they need this information? e) what do I want them to do as a result of receiving it? f) what factors might influence their response? Evaluation Self-assessment Question - Broad categories of workplace communication a. Was each point or claim that was made supported by at least one piece of verbal upward communication – from your position to an audience above you in and/or visual support? the job hierarchy example: a response to a letter from your manager b. Did each piece of supporting material make the claims more clear, interesting, lateral communication - between you and an audience within your level of and persuasive? hierarchy example: a phone call to/from a co-worker you are collaborating with c. Were there a variety of verbal support (definitions, examples, stories, statistics, downward communication - from your position to an audience below you and comparisons) to add impact to the presentation? in the job hierarchy example: an oral reminder to a trainee d. Did the visuals (charts, graphs, photos, videos, etc.) make the points more clear, outward communication - between you and a company that you do interesting, and persuasive? business with or an audience outside your workplace example: a letter of inquiry addressed to a supplier regarding a delivery to your office COMMUNICATION FOR WORK PURPOSES WORKPLACE COMMUNICATION TONE - It will set how your target audience will accept what you are trying to say. - is a discipline of its own that is unlike academic or scholastic writing. - You do not have to sound tough, demanding, or condescending in your - serves specific purposes for particular individuals, groups, organizations, or discourse especially in sensitive subjects or issues departments. WORKPLACE COMMUNICATION WILL FAIL THE ETHICS TEST IF IT IS CORRUPTED BY ANY OF THE FOLLOWING TACTICS (SEARLES, 2014) 1. Suppression of information. 2. Falsification or fabrication. 3. Overstatement of understatement. 4. Selective misquoting. 5. Subjective wording. 6. Conflict of interest. 7. Withholding information. 8. Plagiarism Business Writing - refers to memorandums, reports, proposals, e-mails, and other forms of writing used in organizations to communicate with internal and external audiences. Business writing is a type of professional communication. - also known as business communication and professional writing (Nordquist, 2017). Writing business correspondence like letters and memos is a skill or potential that must be developed and possess by a person regardless by his work, profession, or specialization (Mosura, et al., 199) business letters BUSINESS LETTER - Is a example of technical writing that usually a letter from one company to another or between such organizations and customers, clients and other external parties. Business letters can have many types of contents for example, t request direct information, to order supplies, to point out a mistake by the letters recipient, to apologize, or to convey goodwill. - A business letter sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than the other forms of communication.  ► Modified semi-block – all text is left aligned (except the author's address, date and closing) paragraphs are intended and the author's address date and closing are usually intended in the same position. TYPES OF BUSINESS LETTER ❖ Resignation letter -when an employee plans to leave the job, this letter is usually sent to the manager to give notice when the last employment will be. In many cases employee should detail the reason for leaving the company. ❖ Recommendation letter -This type of letter is usually from the previous employer and it describes sender's relationship with and opinion of the job seeker. ❖ Sales letter -Typical sales start off with a very strong statement to capture the interest of the readers, this letters includes strong calls action, detail the benefit to the reader, and INDENTATION FORMATS include information to help the reader to act, such as including a telephone number ► Standard – letter uses a colon after salutation and a comma after the w/ website link. complimentary closing. ❖ Inquiry letter ► Open – letter does not use punctuation after the salutation and no punctuation -Asking a question and elicit information from the recipient. It must be clear and after the complimentary closing. complete. Be sure that the contact information is include so that it is easy for the ► Block – all text is left aligned and paragraphs are not intended. reader to respond. ► Semi–block – all text is left aligned, paragraphs are intended and paragraphs ❖ Complaint letter are separated by double or triple spacing. -From the word itself, the words and tones used in this letter is complaining. Be direct ► Modified block – all text is aligned (except the author's address, date and but tactful and always use a professional tone if you want the company/receiver to closing) paragraphs are not intended and the author's address date and closing listen to you. begin at the center point. ❖ Order letter Letter of complaint: When not satisfied, it is important to try to keep a polite tone, even if you are very upset or have a lot of complaints to make. -Sent by consumers or businesses to a manufacturer retailer or wholesaler to order goods or services. Contain specific information like model number, product name, Letter of inquiry: Make a checklist with everything else you need to find out about, quantity and the expected price amount. so that you don’t forget some important points. ❖ Acknowledgement letter Cover letters: These are written by people who are applying for jobs. They are usually sent together with a resume. A good cover letter can get you a job, -This letter is act as a simple receipt. Businesses send them to let others know that they received a prior communication, but action may or may not have taken place. Application Letter ❖ Follow up letter Resignation Letter -Are usually sent after some type of initial communication. This could be sales Order letters: It is better to use simple and clear language. Long sentences can department thanking a customer for an order, a businessman reviewing the outcome be ambiguous (uncertain) and difficult to follow. for a meeting or a job seeker inquiring about the status for his application. These letters are a combination thank you note and sales letter. Other letters: There may be all sorts of other business situations in which people may be writing letters. For example, a person might write a letter... ❖ Cover letter 2. Write a short outline - usually accompany a package report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with a) What/ who is the source of information about the vacancy; What job you are it, if there is any action that needs to be take. These types of letters are generally very applying for. short b) Why you think you would be good for the job/why the company should hire you. ❖ Adjustment letter (Qualification) -Is normally sent in response to a claim or complaint. If the adjustment is in the c) Why the job would be good for you. (Experience) customers or complainant favor, begin the letter with that news. If not, keep your tone d) Who are your character references factual and let the customer/ complainant know that you understand the complaint. e) When you are available for an interview Different Ways to Communicate Effectively in the Workplace 3.Use the right format/layout and salutation 8 Essential Steps to Writing a Business Letter in English The Heading. The heading contains the return address with the date on the last line.... 1. Decide what type of letter need to be written Inside Address. This is the address you are sending your letter to.... The Salutation.... 8. Format the letter The Body.... - Leave formatting for the end; it is less time consuming. Most business letters use a block format and are left-justified and single-spaced. Use double spacing between The Complimentary Close.... paragraphs The most common font is Times New Roman 12, but Arial also works just The Signature Line....Signature over printed name fine. Enclosures.... 4. Use appropriate vocabulary for the type of letter being written Letters of complaint: I am writing to complain about... Letters of inquiry: I am writing to inquire about... Cover letters: I am writing to apply for the position of... Adjustment letters: Please accept our apologies for... Order letters: We would like to place an order for... 5. Check the Spelling - When writing a business letter, perfect spelling is essential. If possible, use spelling check to make sure if spelling is correct. 6. Check the grammar Your vs. you’re Its vs. it’s Possessive nouns 7. Check the punctuation Forgetting commas Using exclamation marks or emoticons