PURCOMM Midterm Reviewer PDF

Learning Packet 01 8. Feedback – The response or reaction Nature and Elements of the Communication of the receiver to the message, which Process allows the sender to know if the...

Learning Packet 01 8. Feedback – The response or reaction Nature and Elements of the Communication of the receiver to the message, which Process allows the sender to know if the message was understood correctly. Communication Definition: 9. Context – The situation or environment Communication is the process of exchanging in which the communication takes thoughts, information, emotions, ideas, or place, such as a business meeting, a attitudes from one person to another. It classroom, or a casual conversation. involves using gestures, voice, facial 10. Noise – Anything that interferes with expressions, words, pictures, and symbols like the transmission or reception of the graphs or charts. message, such as physical noise, Meaning of Communication: distractions, misunderstandings, or The term "communication" comes from the language barriers. Latin word "communicare," meaning "to share" Types of Communication: or "to make common." It’s not just about Verbal Communication – talking or sending messages—it’s about Communication using spoken or creating a shared understanding between written words. people. Communication can be verbal (through Nonverbal Communication – speech) or non-verbal (through gestures, facial Communication without words, using expressions, or written text), and it can include body language, facial expressions, eye activities like thinking, dreaming, arguing, or contact, posture, gestures, and tone of negotiating. voice. Another definition that described what Paralinguistics – The non-verbal communication is; it is derived from the Latin elements of communication that word “communis” which means, “belonging to accompany speech, such as tone, many” and “communico” means to confer with pitch, volume, and emphasis, which others. It is the mutual exchange of add meaning to the spoken words. information, ideas, and understanding by any Communication Process: effective means 1. The Sender Has an Idea – The sender Key Elements of Communication: thinks of an idea they want to 1. Sender (Encoder) – The person who communicate, like a solution to a has an idea or information they want problem or a piece of information. to share. 2. The Sender Encodes the Idea as a 2. Message – The content (idea, thought, Message – The sender transforms the or information) that is being idea into a message, using symbols communicated. (words, images, or sounds) to 3. Encoding – The process of represent the idea. transforming thoughts or ideas into a 3. The Sender Produces the Message in form that can be understood, such as a Transmittable Medium – The words, symbols, or images. message is put into a form that can be 4. Medium – The form the message transmitted, such as writing an email, takes, such as spoken words, written making a phone call, or recording a text, or images. video. 5. Channel – The method or system used 4. The Sender Transmits the Message to transmit the message, such as a Through a Channel – The message is phone call, text, face-to-face sent using a communication channel conversation, or email. (such as face-to-face conversation, 6. Receiver (Decoder) – The person for phone call, email, or text). whom the message is intended. The 5. The Receiver Gets the Message – The receiver interprets (decodes) the receiver receives the message through message to understand it. the selected channel. 7. Decoding – The process of interpreting 6. The Receiver Decodes the Message – the encoded message. The receiver interprets the message, understanding its meaning based on  their own experiences, knowledge, and the sender and receiver that influence perspective. their expectations and understanding 7. The Receiver Responds (Feedback) – of current communication. The receiver provides feedback to the Non-Verbal Communication Examples: sender, indicating whether they 1. Facial Expressions – A smile, frown, or understood the message and how they raised eyebrow can convey emotions feel about it. Feedback could be verbal and reactions without speaking. Facial (spoken response) or non-verbal (a expressions often give more meaning nod, a smile, or body language). than words and can set the tone of the 8. Noise and Context – Throughout this interaction. process, noise or distractions may 2. Eye Contact – Shows interest, respect, interfere with the communication, or attentiveness in communication. while the context (such as physical Lack of eye contact might signal setting or social situation) influences disinterest or discomfort. how the message is sent and received. 3. Gestures – Hand movements or body Context is the circumstance or environment movements can emphasize parts of in which communication takes place. Such the message. For example, pointing circumstances may include the physical or might help explain directions, while actual setting, the value positions of a crossed arms might indicate speaker/listener, and the relevance or defensiveness. appropriateness of a message conveyed. 4. Body Language – The way someone stands or moves can reveal emotions or attitudes. For instance, slouching might show boredom, while an upright posture can indicate confidence. 5. Paralinguistics – The tone, pitch, volume, and speed of speech can change the meaning of a message. For example, speaking in a soft tone might Contexts in Communication: indicate sadness, while a loud, fast Physical Context – The actual tone can express excitement or environment or location where urgency. communication occurs (like a quiet Importance of Feedback: room vs. a noisy park). Feedback is essential in communication Cultural Context – The beliefs, values, because it lets the sender know if their and norms shared by a group of message was received and understood people that influence how messages correctly. Feedback can be verbal (a comment are understood (different cultures may or question) or non-verbal (nodding, smiling, or interpret the same message in frowning). It helps ensure effective different ways). communication and helps clarify Social Context – The relationship misunderstandings. between the people communicating Influence of Noise: (friends, boss and employee, teacher Noise refers to any interference in the and student), which affects how communication process. This could be physical messages are delivered and received. noise (like background sounds), mental Psychological Context – The mood, distractions (like stress or preoccupations), or emotions, or mental state of the even differences in language or culture. Noise people involved in the communication can distort the message and lead to (someone feeling stressed may misunderstandings. interpret messages differently than when they are calm). Historical Context – Previous interactions or experiences between  word or phrase. Misunderstanding can arise from jargon, complex language, or improper grammar that leads to confusion. Examples: A speaker using technical terms or slang unfamiliar to the listener, such as industry jargon 1. Physical Noise Grammatical errors or Physical noise refers to external, environmental mispronunciations that confuse the disturbances that block the transmission of a receiver of the message message. These are real-world sounds or visual Language differences between distractions that make it difficult for speakers from different cultural communicators to hear or focus on the backgrounds intended message. 5. Cultural Noise Examples: Cultural noise occurs when communication is Loud music, barking dogs, or the affected by differing cultural norms, values, or sound of traffic behaviors. Cultural misunderstandings arise Interruption from background when individuals interpret messages through conversations or machinery their cultural lenses, leading to The hum of electrical appliances like miscommunication. air conditioners or fans Examples: 2. Physiological Noise A handshake being refused due to Physiological noise stems from physical cultural norms against touching conditions that interfere with communication. between men and women in certain This includes anything from illness or fatigue to countries sensory impairments. Differences in non-verbal Examples: communication, such as eye contact or A headache that makes it hard for personal space preferences someone to listen attentively in class Ethnocentrism, where one assumes Hearing impairments or vision issues their cultural norms are superior and that prevent a person from receiving fails to understand other cultural the message accurately perspectives Speaking too fast or too slow, which Additional Types of Noise affects how a message is perceived There are several other forms of noise that can 3. Psychological Noise disrupt communication, especially in more Psychological noise involves mental or specialized or organizational settings. emotional barriers that affect the way Syntactic Noise (semantic): Results messages are received or interpreted. This type from improper use of grammar or of noise occurs when someone’s thoughts, structure, making a message difficult beliefs, or emotions distract them from the to understand. message. Emotional Noise: Emotions like anger, Examples: sadness, or joy can cloud judgment Being preoccupied with personal and comprehension. worries, such as financial troubles or Transmitting Noise: Issues with the missing a loved one medium of communication, such as Biases or preconceptions that prevent poor internet connections, unclear a person from understanding a phone lines, or a faulty microphone. viewpoint, such as religious or political Encoding/Decoding Noise: beliefs that trigger emotional Misunderstanding arises when the responses sender or receiver incorrectly encodes 4. Semantic Noise or decodes the message, possibly due Semantic noise occurs when the sender and to lack of familiarity with the topic or receiver do not share the same meaning for a the medium. External vs. Internal Noise  External Noise: Comes from outside ○ Decoder (Receiver) the communicator and is usually ○ Interpreter (Understanding) environmental, such as loud sounds or ○ Feedback distracting visuals. Example: A casual conversation where Internal Noise: Involves the both people exchange ideas, interpret communicator’s mental or emotional each other’s responses, and provide state, where thoughts and feelings feedback. interfere with understanding the 3. Roman Jakobson’s Model of message. Communication 1. Aristotle's Model of Communication Aristotle’s model, one of the earliest and most Jakobson’s model, while linear, adds well-known, presents communication as a complexity by identifying six key functions of linear process where the speaker delivers a communication. These components interact to message to an audience with the goal of make communication effective and emphasize achieving an effect. It focuses on the speaker, the roles of context, code, and contact in the message, and audience but lacks feedback, exchange. making it a one-way process. Key Elements: Key Elements: 1. Context: The situation or ○ Speaker environment in which ○ Speech (Message) communication takes place. ○ Audience 2. Addresser: The sender or ○ Effect (change in attitude or originator of the message. behavior) 3. Addressee: The receiver or Example: A politician delivering a intended audience of the speech where the only measure of message. success is whether the audience's 4. Message: The content or opinion is changed. information being 2. Osgood-Schramm Model of communicated. Communication 5. Contact: The medium or channel through which communication occurs. 6. Code: The language or symbols used to convey the message. Example: A radio host (addresser) delivering a news broadcast (message) to listeners (addressees) through the This model introduces the concept of radio (contact), using a specific communication as a cyclical process. Both language or jargon (code). communicators act as senders and receivers, Summary of Models creating a continuous loop of encoding, Aristotle's Model is linear and focuses decoding, and interpreting the message. The on delivering a message to the Osgood-Schramm model highlights feedback audience with no feedback and interaction, meaning that communication mechanism. is a two-way process. Osgood-Schramm Model is cyclical, Key Elements: emphasizing interaction and feedback, ○ Encoder (Sender)  portraying communication as a ○ Risks of terrorism. two-way process. ○ Job insecurity for workers. Roman Jakobson’s Model is linear ○ Price instability in markets. but highlights the importance of ○ Currency fluctuations. various elements that impact the Developing Countries communication process, such as Advantages: context, code, and contact. ○ Opportunities for poverty eradication. Learning Packet 02 ○ Increased employment Effects of Globalization on Communication availability. ○ Improved access to education Key Point and technology. Globalization affects communication ○ Attraction of foreign and vice versa. investments. Definition of Terms Adverse Consequences: 1. Globalization: This term describes the ○ Displacement of local workers. growing interdependence of the ○ Rising unemployment rates. world’s economies, cultures, and ○ Increased prevalence of populations. It is facilitated by lifestyle-related diseases. cross-border trade in goods and ○ Erosion of traditional cultures services, technology, and the flows of and practices. investment, people, and information. Embracing Globalization 2. Global Communication: This refers to Despite the challenges presented by how people connect, share, relate, and globalization, it is an inevitable aspect of mobilize across geographic, political, modern interaction. Nations must embrace economic, social, and cultural divides. changes with an attitude of diversity, 3. Cultural Difference: These are the openness, and a focus on growth and various beliefs, behaviors, languages, development. practices, and expressions considered Recent advances in communication technology unique to members of a specific have exponentially increased the speed and ethnicity, race, or nationality. scope of globalization. As globalization The Impact of Globalization on represents a merger of developed and Communication developing nations, communication technology Through communication, nations have plays a crucial role in facilitating this process, established a framework for worldwide impacting culture, society, economies, social integration that fosters economic, political, and life, and politics throughout the 21st century. social partnerships. This integration leads to The Future of Globalization interdependence regarding technology, goods, The future of globalization and the role of investments, information, and services. The communication technology hinge on finding a effects of globalization can be both positive balance between its advantages and and negative for developed and developing disadvantages. Achieving this balance may countries. require political sacrifices from all participating Developed Countries nations. If leaders recognize what is at stake, Advantages: they should be willing to make the necessary ○ Access to global markets. compromises to promote a more equitable ○ Opportunities for global landscape. cross-cultural management. ○ Enhanced competition. Learning Packet 03 ○ Potential reduction in the Multicultural Communication in the Context wealth gap. of World Englishes ○ Increased investments and advanced technology. Hazard Alerts: Effective Multicultural ○ Legal and regulatory impacts. Communication Adverse Consequences: To be an effective multicultural communicator, Cultural differences extend beyond language it is essential to remain attentive, sensitive, and to include gestures and expressions, which can free from biases during interactions. Consider have varying meanings across cultures. For the following barriers that may impact example, the "stop hand sign" has different intercultural communication: interpretations in different countries: Intercultural Communication Barriers Country Meaning 1. Discrimination: This refers to the unjust or prejudicial treatment of America Means "stop," "number 5," different categories of people based or "talk to the hand." on race, age, sex, and other characteristics. Discrimination can Greece and Known as "moutza," it is manifest as: Pakistan considered an insult. ○ Racism: Prejudice or discrimination based on race. Mexico and Can mean "hi," but if ○ Ageism: Stereotyping or Panama steady or repeated, it discrimination based on age. serves as a warning ("You'll ○ Classism: Discrimination see"). based on social class. ○ Sexism: Prejudice based on a Malaysia Used to call a waiter, say person's sex or gender. hi, or thank another driver. 2. Language and Cultural Differences: The meanings of verbal and non-verbal In communication, what is considered communication can vary significantly appropriate in one culture may be offensive or based on cultural background. incorrect in another. Recognizing that no Understanding the differences culture is inherently better or worse, or right or between your own culture and wrong, is essential. another's is crucial for effective Key to Effective Communication communication. The foundation for achieving effective Lesson on Cultural and Linguistic Contexts communication lies in deep respect for and Cultural context can significantly impact understanding of cultural differences. communication, even when the same language Awareness of these differences can prevent is spoken. For example, the cultural differences misunderstandings and foster better between the United Kingdom and the United relationships. States lead to variations in British and Observing World Englishes American English. Similarly, in the Philippines To further understand multicultural and Hong Kong, local cultures influence the use communication, observe the varieties of of English, resulting in unique dialects like English that have emerged worldwide, Filipino English and Hong Kong English. collectively known as "World Englishes." These Examples of Cultural Context Affecting variations reflect the unique cultural and Communication linguistic contexts of different regions, In the United Kingdom and the highlighting the rich tapestry of global United States, while both primarily use communication. English, the cultural nuances affect Three Concentric Circles of English word choice, idioms, and even humor. The model of the Three Concentric Circles of In the Philippines, English is often English, developed by Braj Kachru, categorizes used alongside Filipino, and the English language use into three distinct circles: cultural influences of Filipino traditions 1. Inner Circle (ENL): This circle includes shape the use of English. countries where English is used as a In Hong Kong, English coexists with native language, such as: Cantonese, leading to different ○ United States interpretations and uses of the ○ United Kingdom language. ○ Canada The Role of Gestures and Expressions ○ Australia  2. In these countries, English is the English is adapted and integrated into different primary language spoken by the cultures. majority of the population. Language Dominance and Control 3. Outer Circle (ESL): This circle consists Despite the rise of various English varieties, of countries where English is used as a dominant languages tend to overshadow second language, often due to others, particularly in sectors like government, historical colonization or significant business, education, and science and global influence. Examples include: technology. In the Philippines, for example, ○ India English serves as the primary language in ○ Nigeria these domains, even though Filipino is the ○ Philippines national language. This phenomenon is ○ Singapore referred to as the "language of controlling 4. In these nations, English plays an domains" (Sibayan, 1989). essential role in government, Language Registers education, and media, but is not the To prevent misunderstandings and first language of the majority. communication breakdowns, it is essential to 5. Expanding Circle (EFL): This circle consider the formality of language, which is includes countries where English is categorized into five distinct registers: taught and used as a foreign 1. Frozen Register: Language that is language. Examples are: fixed and does not change over time. ○ China Examples include: ○ Japan ○ Prayers ○ Russia ○ Biblical verses ○ Brazil ○ The Pledge of Allegiance 6. In these regions, English may be ○ National anthems learned for travel, business, or 2. Formal Register: This register is academic purposes but is not used in impersonal and appropriate for daily conversation. professional contexts, including: Structural Variations and Influences ○ Business letters According to Kachru and Nelson (2006), the ○ Research papers structural variations in these varieties of ○ Project proposals English are shaped by local languages and 3. Consultative Register: Used in cultures, resulting in distinct grammatical, situations where individuals seek lexical, syntactic, phonological, and discoursal guidance from experts, this register characteristics. For instance: involves a respectful tone, often Stress Patterns: In Nigeria, the word incorporating courtesy titles. For "success" may be pronounced as instance, speaking to a doctor or a suc'cess, while "recognize" may be specialist. pronounced as recog'nize. 4. Casual Register: Characterized by a Spelling Differences: British English conversational tone, this register is typically uses "our" in words like commonly used among acquaintances, "colour," whereas American English co-workers, and friends. uses "or," as in "color." 5. Intimate Register: This highly informal Acceptable and Legitimate English Varieties language is reserved for close When discussing what constitutes an relationships, such as those between acceptable and legitimate form of English, lovers or family members. standard varieties like Standard American English and Standard British English often Learning Packet 04 come to mind. However, the concept of "World Multimodal Texts Englishes" recognizes that new national varieties, such as Philippine English, are also What is a Multimodal Text? valid in formal and educated contexts. This A multimodal text is a type of communication acknowledgment reflects the diverse ways that integrates multiple modes or elements—such as images, sounds, and words—to convey meaning. This approach and organization into acknowledges that meaning is not only derived sentences and paragraphs. from written language but can also be 2. Visual: enhanced or altered through the combination ○ Involves the use of color, of various semiotic systems. layout, style, size, and Types of Multimodal Texts perspective in images—both 1. Low-tech Multimodal Texts: These can still and moving. include simple combinations of images 3. Audio: and text, such as: ○ Encompasses the volume, ○ Picture books pitch, and rhythm of music ○ Posters and sound effects that ○ Comics accompany the text. 2. Medium-tech Multimodal Texts: These 4. Gestural: may involve some digital elements but ○ Relates to body language, don't require advanced technology, facial expressions, such as: movements, and hand ○ Slide shows gestures that add meaning to ○ E-posters communication. 3. High-tech Multimodal Texts: These 5. Spatial: use advanced digital technologies and ○ Refers to the arrangement of can include: objects, their proximity, ○ Videos direction, and overall layout in ○ Animation physical or digital space. ○ Digital stories ○ Websites Learning Packet 05 Formats of Multimodal Texts Traditional Communication Aids Paper-based Multimodal Texts: These include physical formats like: Key Points on Traditional Communication ○ Textbooks Aids ○ Graphic novels Traditional aids are conventional ○ Posters means of communicating with others. Live Multimodal Texts: These are Definitions of Terms performances or presentations that Traditional Communication Aid: A utilize a variety of communication conventional technique for sharing modes: information. ○ Dance AAC (Augmentative and Alternative ○ Theatrical performances Communication): Techniques or tools ○ Oral storytelling that support or replace traditional Digital Multimodal Texts: These are forms of communication. created and shared in digital formats, Examples of Traditional Communication Aids including: 1. Artifacts: ○ Films ○ Human-made objects that can ○ Podcasts enhance presentations. ○ Websites that may incorporate ○ Important to ensure visibility hyperlinks to other resources and manage audience focus. Five Communication Modes 2. Charts: Multimodal texts utilize various modes of ○ Graphical representations of communication, which can include: data. 1. Linguistic: ○ Help clarify relationships and ○ Refers to the vocabulary, patterns, making data easier structure, and grammar of to understand. spoken or written language. It 3. Drawings: includes word choice, tone, ○ Created using various mediums (ink, graphite, etc.).  ○ Cost-effective and can illustrate points clearly. Types of Speeches According to Purpose 4. Flip Charts: 1. Informative Communication ○ Large sheets of paper on a Definition: Informative tripod. communication, also known as ○ Useful for real-time expository communication, aims to note-taking and audience convey information based on facts and engagement, suitable for clear explanations. Its primary goal is smaller groups. to educate the audience about a 5. Graphs: specific topic without injecting ○ Pictorial representations of personal opinions. quantitative data. Characteristics: ○ Various types (pie charts, bar ○ Simplicity: The language used charts, histograms) are used is straightforward and easy to based on the data type and understand, avoiding complex presentation context. terminology and jargon. 6. Models: ○ Brevity: Information is ○ Miniature representations of presented in a concise manner, objects or systems. ensuring the audience remains ○ Help audiences understand engaged without complex concepts visually. overwhelming them with 7. Objects: excessive details. ○ Tangible items used as visual ○ Specificity: Details are aids in presentations. provided to clarify the ○ Can enhance understanding information, ensuring that the by providing a concrete audience understands exactly reference. what is being communicated. 8. Paper Handouts: Purpose: The objective is to furnish the ○ Printed materials given to audience with explanations about participants for additional specific facts or to provide instructions information. on how to perform particular ○ Best used to supplement processes. presentations, not replace Guidelines for Effective Informative them. Communication: 9. Photographs: ○ Identify Your Audience: ○ Images captured by a camera. Understanding who the ○ Should be large enough for audience is helps tailor the clear visibility to avoid message effectively. For distracting the audience. example, if addressing the 10. Posters: general public, using local ○ Printed visuals that reinforce language translations (e.g., the main message. English to Filipino) can ○ Should be professional, visible, enhance comprehension. and follow design guidelines. ○ Adjust Language: Use plain 11. White or Black Board: and simple terms, particularly ○ Large boards for writing when speaking to a during presentations. non-specialized audience. ○ Useful for illustrating key When specialized terminology points but require careful is necessary, provide relatable planning to avoid distractions. examples to help the audience understand. Learning Packet 06 ○ Be Factual: Focus solely on Different Types of Communication According objective information backed to Purpose by evidence. Personal opinions  should be set aside to respect the audience's maintain credibility and clarity. existing beliefs and ○ Follow the S-S-S Guide: feelings. Simple: Short and Explaining Your clear sentences are Viewpoint: Clearly preferable to complex articulate your ones. This helps ensure position while being the audience can honest and easily grasp the transparent. content. Creating Resolutions: Specific: Offer Offer solutions or detailed information compromises that to avoid ambiguity. consider the For instance, when audience’s needs. discussing cooking TARES Test: This five-part test helps methods, specifying a guide ethical persuasion: time range (e.g., 10 to ○ Truthfulness of the message. 12 minutes for ○ Authenticity: of the persuader. hard-boiled eggs) is ○ Respectfulness for the clearer than vague audience. instructions. ○ Equity of the persuasive Straight-to-the-point: appeal. Avoid unnecessary ○ Social Responsibility for the words and jargon. common good Being concise helps Importance of Persuasive minimize Communication: misunderstandings. ○ Charisma: Strong persuasive 2. Persuasive Communication skills can enhance a speaker’s Definition: Persuasive communication presence and influence, is designed to convince, incite action, making them a compelling or enhance the belief of the audience. figure in their field. The aim is to get the audience to ○ Positive Manipulation: When support, believe in, and act upon the used ethically, persuasive speaker's viewpoint. techniques can motivate Characteristics: audiences or consumers ○ It often involves emotional toward beneficial actions. appeals, logical reasoning, ○ Relatability: Establishing a and a strong understanding of connection with the audience the audience's needs and makes the speaker more values. relatable and can enhance Ethics of Persuasion: receptivity to the message. ○ Not all persuasive techniques Designing Persuasive are ethical. Unethical Communication: persuasion aims for personal gain at the audience's expense. Examples of unethical methods include coercion, manipulation, and deceit. ○ Ethical Persuasion should focus on: Exploring the ○ Consider the audience’s Audience’s Viewpoint: characteristics and adjust the Acknowledge and  message accordingly to ○ Assertive Communication: maximize impact. Involves expressing thoughts ○ Processes of Persuasion: and beliefs openly while respecting others. Assertive speakers aim to achieve personal goals while fostering positive feelings among their audience. Characteristics include: Openness and honesty. Willingness to take a Shaping: Creating stand on issues. new attitudes by Ability to engage in associating positive constructive experiences with a disagreement. product or idea. ○ Aggressive Communication: Reinforcing: This involves attacking Strengthening existing another person's self-concept beliefs rather than or abilities rather than attempting to change engaging with their ideas. them. Characteristics include: Changing: Actively Use of hurtful working to alter an language and audience's perspective emotional on an issue. manipulation to 3. Argumentative Communication undermine the Definition: Argumentative opponent. communication focuses on reasoning Creating a hostile and evidence rather than emotion. It environment that can aims to persuade an audience by discourage healthy providing logical arguments and valid dialogue. evidence. Critical Listening: It's essential to be a Purpose: critical listener, evaluating arguments ○ To change points of view, carefully rather than accepting them encourage acceptance of new at face value. This helps avoid being ideas, or influence actions and misled by aggressive tactics and behaviors. ensures well-informed Characteristics: decision-making. ○ Debate: Engaging in discussions where reasons for Learning Packet 07 or against a particular theory Effective Communication in the Workplace are presented and examined. ○ Argumentation: The speaker Effective Learning and Communication in attempts to persuade the the Workplace audience to support their Learning Approach: The most effective way to perspective through logical acquire new skills and knowledge involves reasoning and evidence. actively listening, reading, understanding, and ○ Emphasis is placed on engaging in hands-on experiences that understanding the audience's reinforce these concepts. This foundational needs and concerns while approach is crucial for effective workplace articulating a clear stance. communication. Types of Argumentative 1. Minutes of the Meeting Communication: Definition: Minutes of the Meeting are concise Motion Tracking: Keep a clear record summaries that capture the essential details of motions made, especially those that and decisions made during meetings. They are lengthy. serve as official, permanent records, often Clarifications: If unclear about a required for legal documentation and future point, seek clarification during or after reference. the meeting. Importance: Business meetings are pivotal for Use Past Tense: Write minutes in the communication within organizations, making past tense to reflect completed accurate minute-taking essential. discussions. Functions: 2. Memo 1. Informational Resource: Serves as a Definition: A memo (short for memorandum) is reference for future discussions and a brief written communication used within an decisions. organization, typically focused and direct. 2. Accessibility: Allows members and Functions: stakeholders to access meeting 1. Announcements: Inform staff about outcomes easily, often available online. new policies, changes, or events. 3. Official Record: Acts as a formal 2. Instructions: Provide clear directives account of what occurred during for tasks or procedures. meetings for current and future staff. 3. Policy Clarifications: Explain company 4. Decision Documentation: Provides a policies or procedures. clear record of decisions made, serving 4. Problem Alerts: Notify staff of as authorization for subsequent potential issues or challenges. actions. 5. Recommendations: Suggest actions or Parts of a Minute: improvements. 1. Day, Time, and Place: Indicate when 6. Legal Records: Serve as documented and where the meeting took place. evidence for legal purposes. 2. Group Name: Specify the group or 7. Meeting Invitations: Request committee involved. attendance at meetings. 3. Presiding Officer/Chair: Name the 8. Policy Reminders: Reiterate existing person leading the meeting. policies and procedures. 4. Attendance: List present and absent Memo Protocol: members. 1. Timeliness: Send memos promptly, 5. Previous Minutes: Note any approvals well in advance of any events or or amendments to the last meeting’s actions. minutes. 2. Professionalism: Maintain a formal 6. Discussion Points: Summarize key tone and ensure the memo is discussions, decisions made, votes, well-structured and free of errors. and any motions passed or tabled. 3. Tactfulness: Use polite language, 7. Closure Time: Record when the especially in sensitive communications. meeting officially ended. 4. Correct Recipient: Ensure that memos 8. Secretary’s Signature: Validate the are addressed to the right individuals. document with the signature of the Format: minute-taker. Header: Essential information about Guidelines for Writing Minutes: the memo. Active Listening: Focus on capturing ○ To: Name and title of the significant points rather than recipient(s). everything said. ○ From: Sender’s name, which Avoid Verbatim: Summarize can be informal based on discussions instead of transcribing familiarity. word-for-word. ○ Date: Full date of the memo. Speaker Identification: Use initials or ○ Subject: Briefly summarizes shorthand to attribute points made the memo's purpose. during discussions. Message: Follows a structured format.  ○ Orientation: Introduce the 2. Work Completed: Summary of tasks purpose of the memo. accomplished to date, organized either ○ Information: Provide the chronologically or by category. necessary details and context. 3. Work Remaining: Overview of ○ Action: Outline any required outstanding tasks and priorities for steps or decisions. completion. 3. Incident Report 4. Problems: Highlight any issues Definition: An incident report documents encountered, including delays or unexpected events that cause harm or pose unexpected challenges. risks to individuals or property. 5. Conclusions: A summary of the Purpose: These reports help organizations project’s status and any manage risks, ensure safety, and learn from recommendations for moving forward. unforeseen events. 5. Proposal Key Information: Definition: A proposal is a persuasive 1. Involved Parties: Names and titles of document aimed at convincing stakeholders to everyone involved, including accept a particular course of action. bystanders. Types: 2. Incident Description: A step-by-step Solicited: Requested by a business or narrative detailing the incident. agency (often through an RFP). 3. Location and Cause: Exact location Unsolicited: Initiated by the writer, and reasons behind the occurrence. requiring convincing the reader of the 4. Time and Date: Specific timestamps proposal's merit. for significant developments. Guidelines for Writing a Proposal: 5. Medical Intervention: Document any 1. Summarize the Situation: Clearly medical assistance required. state the problem or opportunity the 6. Witness Statements: Include reliable proposal addresses. quotes or paraphrases from witnesses. 2. Project Description: Provide detailed 7. Outcome: Summarize what happened steps on how the proposal will resolve as a result of the incident. the issue. Avoiding Liability: 3. Feasibility: Confirm the practicality Use Qualifiers: Language like "may" or and benefits of the proposal, "possibly" helps avoid definitive addressing potential downsides of statements about causes. inaction. Limit Witness Commentary: Exclude 4. Counter Objections: Anticipate and unverified or exaggerated claims from refute any likely concerns or witnesses. objections. Stay Objective: Avoid personal 5. Establish Credentials: Highlight comments or judgments about the qualifications and expertise related to individuals involved. the proposal. Recommendations: Focus on 6. Resource Identification: List any preventative measures rather than necessary tools, support, or resources assigning blame. needed. 4. Progress Report 7. Timetable: Provide a realistic timeline Definition: A progress report outlines the for project completion. current status of ongoing projects, detailing 8. Cost Estimate: Present a transparent, accomplishments and remaining tasks. itemized budget. Purpose: These reports help management 9. Conclusion: Reinforce the proposal’s make informed decisions and adjustments to value, encouraging acceptance keep projects on track. through a cost-benefit analysis. Components: 1. Introduction: Overview of the project, including objectives and any relevant updates.