Purposive Communication PDF

**[Intellectual Competencies: Purposive Communication]** **[English]** **Purposive Communication in English** is about writing, speaking, and presenting to different audiences and for various purposes. ***CHAPTER 1 UNDERSTANDING 21ST CENTURY COMMUNICATION*** **Lesson 1: Communication Processes,...

**[Intellectual Competencies: Purposive Communication]** **[English]** **Purposive Communication in English** is about writing, speaking, and presenting to different audiences and for various purposes. ***CHAPTER 1 UNDERSTANDING 21ST CENTURY COMMUNICATION*** **Lesson 1: Communication Processes, Principles and Ethics** **What is Language?** \- method of human communication, either spoken or written, consisting of the use of words in a structured and conventional way **Language Acquisition** \- the process whereby children learn their native language subconsciously **Language Learning** \- Learning a new language involves listening, speaking, reading, writing, sometimes even a new alphabet and writing format **Language Contact** \- occurs when speakers of two or more languages or varieties interact and influence each other **What is Communication?** \- comes from the Latin word "communicare" "to share" or "to make common" \- the process of understanding and sharing meaning \- relational process of creating and interpreting messages that elicit a response **Communication** is the exchange of information, ideas, thoughts, and feelings by one individual to another **Nature of Communication** \- It is much more than words \- It is a process \- It is between two or more people **Components of the Communication Process** Technically, communication happens in a systematic process to achieve its success. Communication process is important particularly among professionals because of the following notable reasons according to Bhasin (2021): It develops coordination for people to understand the thoughts, and ideas of one another. Its function in an organization is elemental for the smooth and proper functioning of each member of the organization. It contributes to effective and efficient decision making among people. It increases the managerial efficiency and leader potentials in organizations. It promotes the overall organizational peace and cooperation among all employees who are holding different places in the hierarchy. It boosts the morale of all employees and promotes a healthy working environment in the organization. **Elements of Communication** \- **Sender** one who crafts a message, idea, or information \- **Encoding** process of converting idea or thoughts of the information into symbols \- **Message** the information, idea, thought, etc. that the speaker wants to convey \- **Channel** means of transmission or distribution of the message \- **Interference** a hindrance that prevents effective communication \- **Decoding** receiver's mental processing of interpreting message into meaning \- **Receiver** for whom the message was created and one who receives it \- **Feedback** the receiver's response or reaction to the sender's message \- **Environment** physical and psychological space where the communication happens \- **Context** common and shared understanding of the situation **Classification of Communication** **1. According to Mode** \- Verbal (Oral and Written) \- Non Verbal (Body Language, Hand Gestures, Facial Expressions) \- Visual (Illustrations, Charts, Photo, Drawings, Maps) **2. According to Context** \- Intrapersonal -- within an individual \- Interpersonal (Dyadic and Small Group) \- Extended Communication -- with the use of technological tools \- Organizational Communication -- business environments \- Intercultural Communication -- among people of diverse cultures \- Mass Communication -- to large audience through different modes **3. According to Purpose and Style** \- Formal -- it is carefully thought to selected audience to inform, persuade, and entertain \- Informal -- casual and takes place in ordinary conversation to socialize **Forms of Nonverbal Communication** 1\. **Kinesics** -- body movement 2\. **Oculesics** -- eye movement 3\. **Haptics** - touch 4\. **Proxemics** - distance 5\. **Chronemics** -- time **Grapevine Communication (Organizational)** **1. Single Strand Chain** - passing information through a line of persons to the ultimate recipient **2. Gossip Chain** -- only one person seeks and tells the information to everyone **3. Probability Chain** - random process in which someone transmits the information from person to person **4. Cluster Chain** - a person tells the information to the selected people who will pass the information to other selected people **Principles of Effective Communication** **9 communication principles into operation as suggested by Kapur (2020):** 1\. Trustworthiness 2\. Effective Speaking Skills 3\. Active Listening 4\. Good Writing Skills 5\. Good Reading Skills 6\. Objective Judgement 7\. Value Difference 8\. No Assumptions 9\. Authenticity **Ethical Considerations in Communication** 1\. Respectful of their audiences. 2\. Considerate of the consequences of their communication. 3\. Truthful 4\. Efficient in using information 5\. Watchful of falsified information. 6\. Respectful of the rights of others to information. **Models of Communication** **1. Linear Model** -- one way process with no external feedback A. **Aristotle's Model (300 B.C.)** -- It is a communication model which can be used to develop public speaking skills or to create propaganda. B. **Lasswell's Model (1948)** -- It is the "In which channel" as It describes an act of communication by defining who said it, what was said, in what in what channel it was said, to whom, it was said, and with what effect it was said. C. **Shannon and Weaver's Model (1949)** -- It is also known as the "Mathematical Theory of Communication" that argues that human communication can be broken down into 6 key concepts. D. **Berlo's SMCR Model (1960)** -- It represents the process of communication according to Sender, Message, Channel, and Receiver. **2. Interactional Model** -- two-way process but more mechanical and has more delayed feedback. It also deals with exchange of ideas and messages taking place both ways from sender to receiver and vice versa. A. **Schramm's Model (1949)** -- It views communication as a process wherein the message is transmitted using a medium by a sender to a receiver. He added the notion of field of experience in his theory. Field of experience assimilates a mutual understanding of both the parties. B. **Osgood-Schramm's Model (1954)** -- It is known as a circular model because it indicates that messages can go in two directions. Also, the two parties decode, interpret, and encode the message of each other. **3. Transactional Model** -- two-way process and more simultaneous as it has direct and immediate feedback A. **White's Model (1960)** - There are eight stages of the oral communication process: thinking, symbolizing, expressing, transmitting, receiving, decoding, feedbacking, also monitoring. So, communication is a sequential interaction process B. **Dance's Helical Model (1967)** -- It disagrees with the concept of linearity and circularity individually, and introduces the concept of time and continuous communication process. C. **Barnlund's Transactional Model (1970)** -- It emphasizes a multi-layered feedback system for all parties involved and recognizes that anyone can be a sender and receiver anytime. Shared field of experience is also its strength. **Lesson 2: Communication and Globalization** **- Globalization** Globalization is not only the mobility and trade of goods across countries, but all that go with it such as people, services, knowledge, culture, etc. Historically, globalization has opened borders and modernization from one country to another. Thus, the inevitable globalization is now intertwined not only in the economy but also in human communication. As communicators, we need to recognize and understand the features, dimensions, and impact of globalization to human communication. **- Cultural Barriers to Effective Communication** 1\. Language 2\. Stereotypes and prejudices 3\. Behaviors and beliefs 4\. Norms and values 5\. Ethnocentrism 6\. Body language and gestures **- Strategies to become an effective global communicator**. (www.books forbetterliving.com): 1\. Mindful Presence 2\. Mindful Listening 3\. Mindful Speech 4\. Unconditional Friendliness 5\. Mindful Responsiveness **Lesson 3: Local and Global Communication** **- Communication in Multicultural Settings** **Multicultural** refers to a society that contains several cultural or ethnic groups. People live alongside one another, but each cultural group does not necessarily have engaging interactions with each other. **Socio-Cultural Aspects of Communication (Dapat, et al, 2016)** 1\. Cultural identity 2\. Gender role 3\. Age identity 4\. Social class 5\. Religious identity **Cultural Factors in Multicultural Settings (Cotton, 2013)** 1\. Mother tongue and secondary languages 2\. Race 3\. Ethnicity 4\. Gender 5\. Local culture 6\. Religion 7\. Regional attire 8\. Ancestry, Parents and Families 9\. Teachers 10\. Friends 11\. Neighborhood 12\. Education 13\. Profession 14\. Experience 15\. Politics 16\. Physical features 17\. Media **Intercultural Communication** People from different backgrounds often encounter difficulties in processing meanings and understanding messages due to the difficulties in understanding certain factors of communication such as language, context, and meaning. Communication problems often occur when there is a lack of understanding about how certain cultures \"work.\" **Forms of Intercultural Communication** **a. Interracial communication** -- communicating with people from different races **b. Interethnic communication** -- interacting with people of different ethnic origin **c. International communication** -- communicating between representatives from different nations. **d. Intracultural communication** -- interacting with members of the same racial or ethnic group or co-culture **Improving Intercultural Communication Competence (Dapat, et al, 2016)** 1\. People should be mindful of other communicators who have different cultures. 2\. People should mindfully choose the suitable words and actions that are culturally acceptable to others. 3\. People should be skillful and tactful in communicating in multicultural settings. 4\. People should be observant of the connection among communication patterns. 5\. People should open their minds to dissimilar cultures because it can give them fresh options to try a new approach in life. **Lesson 4: Varieties and Registers of Spoken and Written Language** **Varieties of Spoken and Written Language** Written language is carefully organized and explanatory. Words of choice are deliberate and follow a particular structure. Spoken language is spontaneous and momentary; it is mostly maintained in the form of a dialogue. **Characteristics of Written English and Spoken English:** **Written English** **Spoken English** ---------------------- -------------------------- -------------------------------- **Flow of language** Steady Pauses -- utterances **Organization** Structured Less particular with structure **Register** Both formal and informal Mostly informal **Different Registers in different Forms and Functions** 1\. Frozen or "static" register 2\. Formal register 3\. Consultative register 4\. Casual register 5\. Intimate register **Concentric Circles of English** **A. Inner Circle** English as a NATIVE LANGUAGE USA, UK, Canada, Australia, New Zealand **B. Outer Circle** English as a SECOND LANGUAGE Bangladesh, Ghana, India, Kenya, Malaysia, Nigeria, Pakistan, Philippines, Singapore, Sri Lanka, Tanzania, Zambia **C. Expanding Circle** English as a FOREIGN LANGUAGE China, Caribbean Countries, Egypt, Indonesia, Israel, Japan, Korea, Nepal, Saudi Arabia, South Africa, South America, Taiwan, Zimbabwe **Lesson 5: Evaluating Messages and/or images of different types of texts reflecting different cultures** **Text Types** **A. Linguistic Landscape** This is the language in the environment, words and images displayed and exposed in public spaces, that is the center of attention. **Features of Linguistic Landscape** **- top-down** (public signs, created by the state and local government bodies) **- bottom-up** (created by shop owners, private businesses, etc.) **B. Geosemiotics** It is the study of social meaning of the material placements of signs and discourses and of our actions in the material world **Principles of Geosemiotics** **Indexicality** - The meaning was given to a sign by a place the sign was put in **Dialogicality** - Signs have double meaning and they correspond to each other Selection - One does not see all signs **Kinds of Signs** **Regulatory Signs** - These are used to indicate or enforce traffic laws, regulations or requirements which apply either at all times or at specified times or places **Infrastructural Signs** - It is defined as the basic physical systems of a business, region, or nation and often involves the production of public goods or production processes. **Commercial Signs**- These are signs, displays, or devices designed, intended or used to encourage or promote purchase or use of goods or services. **Transgressive Signs**- These are signs which violate (intentionally or accidentally) the conventional semiotics at that place **C. Online Landscape** mode used to display wide-screen content, such as a Web page, image, document or text **Key Concepts of Media Literacy** **Media** refers to all electronic or digital means and print or artistic visuals used to transmit messages. **Literacy** is the ability to encode and decode symbols and synthesize and analyze messages. **Media literacy** is the ability to encode and decode the symbols transmitted via media and the ability to synthesize, analyze and produce mediated messages. **Media education** is the study of media, including 'hands-on' experiences and media production. **Media literacy education** is the educational field dedicated to teaching the skills associated with media literacy. **Skills as Media Literate Communicator** 1\. Understand and respect the power of mass communication messages. 2\. Understand content by paying attention and filtering out noise. 3\. Understand emotional versus reasoned reactions to mass communication content in order to act accordingly. 4\. Develop heightened expectations of mass communication content. 5\. Understand genre conventions and recognize when they are being mixed. 6\. Think critically about mass communication messages, no matter how credible their source. 7\. Understand the internal language of mass communication to understand its effects, no matter how complex. ***CHAPTER 2 COMMUNICATION AIDS AND STRATEGIES USING TOOLS OF TECHNOLOGY*** **Lesson 1: Preparing Multimedia Presentation** **Characteristics of Multimedia Presentations (brainly.ph)** - Multimedia systems must be computer controlled. - Multimedia systems are integrated. - The information they handle must be represented digitally. - The interface to the final presentation of media is usually interactive **Steps in Making Effective Communication Presentations** [Elements to consider:] - Create visual aids with purpose. - Strive for quality. [Developing Effective Visuals] - Visual aids are clearly integrated with the content of the presentation - Photographs and illustrations suit the overall tone of the presentation - Images and text are large and clear enough for the viewer to see or read - Images are shown with explanatory text or a caption - Informational graphics include clear, easy-to-read labels and headings - Text within informational graphics is easy to read (Watch out for wordiness and crowded text or a font that is too small and hard to read.) - Formatting choices (color, different fonts, etc.) organize information effectively - Any text within graphics is free of errors - Hyperlinks within slides function properly - Display text for hyperlinks is concise and informative (Never paste a link into a slide without modifying the display text.) **Lesson 2: Preparing Pecha Kucha Presentation** **Topics:** **Pecha Kucha definition** Pecha Kucha is a presentation method that calls for telling a story using images rather than reading text from slides during a PowerPoint presentation. Pecha Kucha presentations use 20 slides and allow only 20 seconds of commentary per slide. That keeps a total presentation to just 6 minutes and 40 seconds. **Steps on how to make a Pecha Kucha Presentation** 1\. Topic in a Sentence 2\. Keep Slide text to a Minimum 3\. Find the story in your topic 4\. Tell story with images 5\. Use just few points 6\. Timing 7\. Visual Cues **Lesson 3: Blogging** **What is Blog** A blog (a shortened version of "weblog") is an online journal or informational website displaying information in reverse chronological order, with the latest posts appearing first, at the top. It is a platform where a writer or a group of writers share their views on an individual subject. **Effective ways of introducing a Blog** 1\. Be Short and Direct 2\. Quirky/Funny Opening Sentence or Paragraph 3\. Ask a Thought-Provoking Question 4\. Ask a Multiple Choice Question 5\. Share a Shocking Fact or Statistic 6\. Share Something Personal 7\. Withhold a Compelling Piece of Information 8\. Debunk Conventional Wisdom 9\. Lead With a Success Story 10\. Start With a Reader's Question ***CHAPTER 3 COMMUNICATION FOR VARIOUS PURPOSES*** **Lesson 1: Informative, Persuasive, and Argumentative Communication** **Informative Communication** focuses on talking about people, events, processes, places, or things; however, informing an audience about one of these subjects without being persuasive is often a difficult task to complete. **Persuasive Communication** act of presenting arguments to move, motivate, or change your audience **Argumentative Communication** used to settle disputes and discover truth **Lesson 2: Public Speaking** **- Reading from a Manuscript** - word-for-word iteration of a written message **- Memorized** - rote recitation of a written message that the speaker has committed to memory. **- Extemporaneous Speaking** - carefully planned and rehearsed speech, spoken in a conversational manner using brief notes **- Impromptu** - presentation of a short message without advance preparation. **3. Making Inquiries** **Topics:** **Inquiry Letter** A letter of inquiry is mainly about requesting, asking, or obtaining specific information to another party whom it addresses. This letter intended to pose a request or question to the reader and persuade it to respond. There are three types of inquiry letters, the solicited, unsolicited and inquiries asking for a favor. Solicited letter of inquiry is a letter used when a business is advertising its product or services, unsolicited letter of inquiry is a letter that inquiring regarding something thus it is a formal letter if the sender doesn't know the receiver, and the latter is seeking information with or without commercial proposition and must be clear with their objectives. It is very useful when seeking information but be mindful of asking too much information especially if that information you can obtain easily. **Context and Organization of Letter of Inquiry** 1\. Write the sender's name and address, you may also include phone number and email if it is required. 2\. Leave one space below the address then write the date. 3\. Include the receiver's address. 4\. Subject of the letter; state what is your main reason in writing this letter. 5\. Below the subject, write a salutation to address the person being written to. If not sure on the gender of the recipient, you may write Sir/Madam. 6\. The body of the letter, it is divided into three (3) paragraphs; First Paragraph -- Introduce yourself and include the purpose of the letter; Second Paragraph - Inform the recipient about the details of your inquiry and the other information you wanted to know; Third Paragraph - Conclusion and end of the paragraph, you may include here that you are expecting or waiting to have their response. And don't forget to include gratitude in the letter. 7\. Below the body of the letter, write the sender's name and signature, including also the designation of the sender. **Emails** Internal operational communication is a system where members of an organization communicate with one another to implement the business goals which has become increasingly important. It has many forms such as supervisors giving orders, oral exchanges among employees about work matters, assembling and distributing reports, and composing and sending e-mail messages to other workers within the company, other companies in and outside the country. **Interview** A job interview is a conversation which occurs between a potential employer and a job applicant. During the job interview, the employer has the opportunity to appraise the applicant\'s qualifications, appearance and general fitness for the job opening. **Tips in Conducting an Interview** 1\. Display a sense of responsibility by coming to the scheduled interview on time and prepared. 2\. Exhibit research skills by conducting a study about the employer, hiring manager and job opportunities. 3\. Suggest a sense of loyalty by verbalizing an intention to stay longer with the company. 4\. Insinuate leadership skills by articulating that you can work with less supervision. 5\. Show creativity by answering difficult questions with style and ease, 6\. Demonstrate professionalism and proper work ethic by dressing up corporately during the interview. 7\. Be natural, optimistic, focused, confident, candid, and precise. 8\. Flaunt your sensibility by asking insightful questions. 9\. Illustrate confidence by positively selling yourself. 10\. Exemplify social graces by thanking the interviewer for his or her time. ***CHAPTER 4 COMMUNICATION FOR WORK PURPOSES*** **Lesson 1: Communication for Nurses: Writing Basic Patient Notes** A patient note is the primary communication tool to other clinicians treating the patient, and a statement of the quality of care. **Topics:** **Patient Notes** **Initial notes**: refer to the first or earliest assessment **Interim or progress note**: refer to the assessment reports done in order to monitor the condition of the patient **Discharge notes**: are the reports given once medication is discontinued or the patient is release from the hospital **Way of Organizing Patient Notes** **Subjective** (assessment given by the family member or patient himself) **Objective** (assessment seen by you or reflected in laboratory or other medical reports) **Assessment** (diagnosis) **Plan** (procedures to be done to address the diagnosis) **Firming** **up**: it becomes clearer, stronger, or more definite. **Concretizing**: make something concrete, Become specific; \"the idea concretized in her mind\" **Introspecting**: Consider one\'s own internal state or feelings. To look into or examine (one\'s own mind, feelings, etc.). **Lesson 2: Communication for Journalists: Writing a Lead** **Writing opening paragraph of a News Article or Lead** The Five W's and H: News writing strives to answer "The Five W's and H:" that is, Who, What, When, Where, Why and How. Good leads answer as many of these questions as possible in a single sentence. When writing a lead, it helps to think about which of these facts is the most vital for readers to know. **Keep It Short**: A good lead provides all the information the reader requires in just a few words. Ideally, a lead should be between 25 and 40 words. **Keep It Simple**: Don't clutter up the lead with unnecessary adjectives or adverbs. Also make sure that your lead only discusses one idea to avoid confusion. **Write in Active Voice**: Avoid all forms of the verb "to be." Common exceptions include writing about fatalities ("two people were killed Thursday") and when discussing police activity ("two people were arrested"). Passive voice is often the result of incomplete reporting. **Structure Your Lead Properly**: Put your most crucial information at the very beginning of the sentence. Important secondary information can go in subsequent sentences. Not following this practice is called "burying the lead." If you need attribution in your lead, make sure it goes toward the end of the sentence because it is less important than the information itself. **Understand the Context**: Keep in mind what your readers may already know about your story based on previous media coverage. Write in a way that speaks to these realities and adds relevant, useful information. **Be** **Honest**: Never mislead the reader. If you promise a certain type of information with your lead, you should be ready to deliver. **Types of Lead** **Summary Lead or Straight Lead** - brief summary, containing most of the Five W's and H in one sentence. **Question Lead** - ask a question. Although they are effective in sparking interest, use them sparingly because they generally do not provide the main points of a story as concisely. **Quotation Lead** - use direct quotation used in first paragraph **Funny Lead** - lead written in a funny way **Anecdotal Lead** - quick, relevant story to draw in the reader. The anecdote must help enhance the article's broader point, and you must explain the connection to that point in the first few sentences following the lead. **Descriptive Lead** - describe how an event happened rather than simply telling what the event is about **Lesson 3: Tour Guiding** **- Tourism** To inform, remind and advise **- Communication Tasks for Tour Guides** giving directions and commentaries; explaining procedures and itineraries; providing advice on safety and security; and describing tourist attractions. **- Communication Techniques in Dealing with Complaints** 1\. Set a complaints handling policy 2\. Respond quickly to complaints 3\. Be patient, empathetic, and fair with customers 4\. Research the customer's situation 5\. Involve customers in the solution 6\. Keep customers updated 7\. Touch base with the customer afterward Lesson 4: Communication for Teachers: Storytelling **Storytelling** - interactive art of using words and actions to reveal the elements and images of a story while encouraging the listener's imagination. **Image Description** - a detailed explanation of an image that provides textual access to visual content; most often used for digital graphics online and in digital files; can be used as alt text in coding to provide access to more complete information. **Lesson 5: Communication for Business and Trade** A **SWOT** analysis is a compilation of your company's strengths, weaknesses, opportunities and threats. The primary objective of a SWOT analysis is to help organizations develop a full awareness of all the factors involved in making a business decision. **Strengths (Internal)** Financial resources Technical resources and capabilities Human resources Product lines **Threats (External)** Technology innovations and changes Competition Economic trends Government policies and legislation Legal judgments Social trends A SWOT analysis pulls information from internal sources (strengths or weaknesses of the specific company) as well as external forces that may have uncontrollable impacts to decisions (opportunities and threats). **Benefits of SWOT Analysis** (managementstudyguide.com) 1\. It is a source of information for strategic planning. 2\. Builds organization's strengths. 3\. Reverse its weaknesses. 4\. Maximize its response to opportunities. 5\. Overcome organization's threats. 6\. It helps in identifying core competencies of the firm. 7\. It helps in setting objectives for strategic planning. 8\. It helps in knowing past, present and future so that by using past and current data, future plans can be chalked out. **How to make SWOT Analysis** (business.qld.gov.au/) 1\. Decide on the objective of your SWOT analysis 2\. Research your business, industry and market 3\. List your business\'s strengths 4\. List your business\'s weaknesses 5\. List potential opportunities for your business 6\. List potential threats to your business 7\. Establish priorities from the SWOT 8\. Develop a strategy to address issues in the SWOT **Lesson 6: Writing Business and Technical Reports** A report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. (owll.massey.ac.nz/) **Characteristics of a Report** (University of Lucknow) \- An ideal report should be Clear, concise, accurate and well organized with clear section headings. \- Easy for the audience to understand. \- Presentation is a key element in successful report writing. Formatting, revising and Proofreading is an important process for good report writing. \- All reports should have an executive summary that presents the essential elements of the report from the introduction through to the recommendations and outcomes. \- Reports should be visually appealing and easy to read. Diagrams, figures, charts, tables and graphs can all add interest to a report. **Report Categories** (qsstudy.com) **Formal Report** - reports that are prepared in prescribed forms Form of the report: Formal report is highly structured and is prepared in a prescribed format. Most Formal reports are always written in a manuscript (narrative style) format. Purpose: Formal report is written to help management in making long term and strategic decisions. Objective: Objective of the formal report is to assist decision making by providing an effective recommendation. Length: It is long in size. Size of a formal report is large. It generally includes some particular pages (e.g. prefatory page) that do not appear in short reports. Distribution: In most cases, formal reports are circulated to top-level executives and outside parties. Nature of problem: Formal report deals with complex and non-recurring problems. It is analytical and systematic in nature. It deals with key complex problems. Frequency of writing: Formal report is written very infrequently. Writing responsibility: This type of report is usually written by internal or external experts. Use of visual aids: This type of report makes extensive use of visual aids to present the facts and findings. Writing Style: This report follows inductive (indirect) and impersonal writing style. A formal report on the other hand, after analyzing and interpreting the conclusion of the draw and makes recommendations. Recommendation: Recommendation is an essential part of a formal report. **Informal report** - prepared not by following any prescribed rule or formality. Form of the report: Informal report is less structured and it is less important to follow the prescribed format. Most Informal reports are written in memorandum and letter formats. Purpose: The main purpose of an informal report is to present the facts that help managers in making thee-to-thy business decisions. Objective: Conveying routine messages and to help routine functions are the basic objectives of the informal report. Length: It is short in size. An informal report is short in size. This report writing is generally complete in a page or two. Distribution: Short report is usually circulated within the organization. Nature of problem: Informal report deals with less complex and recurring problems. It is not methodical in nature. This report deals with the schedule matters. Frequency of writing: It is written very frequently, even daily and weekly. Writing responsibility: These reports are usually written by a subordinate. Use of visual aids: This type of report seldom uses visual aids. Writing Style: This report follows deductive (direct) and personal writing style. Informal reports follow deductive writing styles. A short report highlights facts and specific recommendations. It avoids analysis and inclusion of supporting information. Recommendations: Recommendations are not required in an informal report. **Lesson 7: Communication for Employment: The Resume** **Business Writing** **Basic Parts of a Business Letter** \- Letterhead \- Dateline \- Inside Address \- Salutation \- Body of the Letter \- Complimentary Close \- Signature **Format of a Business Letter** **a. Full-block Style** All parts of the letter flushed on the left margin. This is considered the most popular, most formal, and easiest of all the styles or formats of business letters. **b. Modified Block Style** In this type format of the business letter, the body of the letter is left justified. The Dateline and Complimentary Close begin near the center going to the right margin **c. Semi-Block Style** It is much like the modified block style except that each paragraph is indented instead of left justified. It is the most balanced of all formats of business letters. Resume - where you can display your top skills and qualities it consists of one to two pages. it is the most required tool for every company when looking for a job because it will be a way to help you get your interview and it will be easy for the employer in hiring decisions. Structuring your resume and deciding what to include matters the most. There are characteristics that must be included in your resume. For example, communication skills, openness, creativity, commitment, etc. To have a good resume, it must include the same keywords that can be seen to the job description. There are three most popular formats that are used when writing Resume. These are: Chronological, Functional and Combination. All of these types are useful for every person who has different backgrounds and objectives when applying for a company. These are the Guidelines that help us write a resume correctly. **Lesson 8: Communication for Employment: The Application Letter** The **application letter** is a clear link between the position the applicant is searching for and the qualifications mentioned in the resume. To put it another way, the letter fits those credentials with the specifications of the position, illustrating how correct an applicant is for that role. It addresses details in the resume selectively, as needed. Working with information, examples, information about relevant aspects of your educational and job history is one of the best ways to make an application letter perfect. However, so little interest might be created by a letter that is too general and ambiguous that the reader may not even want to turn to the resume. Working in a selective detail in the application text, which makes the person stand out, makes it unforgettable, and completes the statements making about their abilities and experience. It is very important for an applicant to design a successful cover letter before applying for a new job and make adjustments to their resume to accommodate the organization to which they are applying. People searching for jobs too often overlook their cover letters, leaving them until the last minute, particularly not taking adequate time to provide valuable and relevant information that is really important for a good first impression to be made. When applying for a position, the cover letter is something that introduces the applicant and their resume, which is responsible for a first impression. The cover letter is a prospective employer \#39;s first impression of the applicant. This single document offers the initial insight into who the applicant is as a professional and a person to potential employers. Writing a letter for an application letter is somewhat different from a short email to a friend or a message of thanks to a parent. When it comes to the letter \'s presentation and appearance, potential employers and prospective interviewers have some standards, from length (no more than a page) to font size and design to letter spacing. When it comes to length in an application letter should be no longer than one page long. Style and page margins provide a single-spaced application letter that must have a space between each line that uses margins of around one and match the text to the left, which for most documents is the standard layout. Font varies on a conventional font such as Times New Roman, Arial, or Calibri and the font size must be around ten to twelve. The rules for the parts used in the letter are also laid down, from greeting to sign-off, to how the letter is arranged. Here\'s a short lowdown on the key parts used in a letter demanding a job: In the heading, both the applicant's name and the employer\'s contact details (name, address, phone number & email) accompanied by the date should begin with a letter of application. Include your contact information at the end of the message, after the applicant\'s signature. For the salutation, the applicant must have a friendly greeting for this. The most frequent salutation is \"Dear Mr./Ms.\" followed by the last name of the user. The applicant must find out all about acceptable cover letter greetings, and what to do if the applicant does not know the name of the recipient, or are uncertain of the gender of a communication. The applicant should note the position he or she is applying for in the first line and where the applicant has seen the job description. The most critical part of the applicant's letter is the next paragraph. This is where the applicant can share the related knowledge about his or her experience and achievements. The applicant must show gratitude to the employer for the third and last portion of the body of the letter; the applicant may also provide follow-up information. For the complimentary close: With a friendly close, such as \"Favorite\" or \"Sincerely,\" followed by the applicant's signature, signing off the applicant's account. Lastly, for the signature, the applicant must finish with its handwritten signature followed by the name of the applicant that must be typed, lastly followed by the applicant's contact details. **Lesson 9: Communication within a Company: The Memorandum** A **Memorandum**, or commonly known as a memo, is a short concise message or record that is bused for internal communication in a business, administration, or an institution. A \- a note, document or a form of communication intended to issue a directive, execute a policy, present an information report, convey information, rebuke errors, give warnings, solve problems or make requests. This communication can be between or among administrators, and subordinates or may suffice subordinates coordinating with co-employees to carry out a task or activity. This communication is an interoffice tool. **Basic Principles and Characteristics of Memorandum according to Sharma, 2014:** Necessary and Sufficient Information Do not Assume that Everyone knows Everything related to the issue discussed in the Memo Be Clear, Concrete and Specific Easy-to-Understand Explain with Ease and Co-operation NO Emotional Appeal **The following are the uses of Memorandum according to Sharma, 2014:** To Provide Information To Issue Instruction To Convey Policy Decision To Offer/Invite Suggestion To Record/Report an Agreement To Establish Accountability Helps you to avoid meeting personally, when necessary **These are the guidelines in making Memorandums:** Short as possible and concise. Use simple English. Avoid using jargon. Use a captivating Heading by bolding or using different colors for the heading. Be aware of the important information that needs to be included in the memorandum. Be aware of the grammar and spelling. Anticipate any questions your readers might have. **Lesson 10: Writing Minutes of Meeting** **Meetings** are set and conducted in different ways by different companies and organizations to discuss different agendas and matters that affect the surrounding area and the people involved. Being in a meeting, one must keep record of the meeting's agendas, suggestions, and actions requested by the group; a list of what happened during the meeting, the Minutes of the Meeting. A written record of the meeting that lets the attendees be reminded, and the absentees be informed of what happened in the meeting. A written record that serves as detailed notes reflecting all actions done within the meeting; A record that also serves as a reminder to the task that must be completed after the discussion. **Before the meeting:** Choose your recording tool. One may choose to use it in recording the meeting, from a pen and paper to a laptop or a recorder. Always check your tools as one will need it for future references. Reading the meeting's agenda may also help your outlining of the meeting where one can easily pinpoint what are the important points within the meeting. **During the meeting:** Passing the attendance is a sign that the meeting is starting, to know who is involved within the meeting, to know who they are and what their main point is. One may not include all comments instead the important notes are enough. Write all motion and who made them, and its results. Always remember to keep your own biases. **After the meeting:** Encode the notes you have taken during the meeting. Include the participants and the different key points they added. Add to your final record the organization, the title of the committee, the type of meeting, and the purpose of it. Always proofread your record and avoid lapses of important discussion within the meeting, if needed a second opinion do not hesitate to ask to fully verify your work. Submit it to the person who ran the meeting unless instructed to do another way or otherwise. ***CHAPTER 5 COMMUNICATION FOR ACADEMIC PURPOSES*** **Lesson 1: Avoiding Plagiarism** **Topics:** **- Quoting** **- Plagiarism** **- Paraphrasing** **- Summarizing** **Lesson 2: Writing a Research Proposal: The Topic Proposal** **Research** Research involves a scientific method which uses logical and systematic procedure for the acquisition of new knowledge or for the verification or confirmation of previous and existing knowledge to answer problems and to apply in practical life. **Types of Research** **Pure Research** The researcher tries to find the truth The research meant to seek knowledge simply for knowledge's sake Also termed as library or desk research **Applied Research** Practical application of knowledge to everyday situations. Also termed as action research **Quantitative Research** Associated with positivist tradition (there is reality out there that can be studied and known) Gathers numerical values as its data Investigates concepts, constructs, variables Use deductive reasoning Use control (imposing condition so that biases are minimized and validity and precision are maximized) Gather empirical evidence (from objective reality collected through senses) **Qualitative Research** Associated with Naturalistic inquiry (reality is not a fixed entity but rather a construction of individuals participating in research.) Gathers narrative description as its data Investigates phenomena, and concepts Use inductive process Use subjectivity that enriches the analytical insights Gather information, insights that lead to search for further evidence (subjective) takes place in the field **Lesson 3: Writing a Research Proposal: The Introduction** **- How to Write Research Introduction** The introduction is a generalized discussion which should lead to actually stating and clearly articulating the research problem. Thus, the introduction provides a background that establishes the status of the problem in context. The background of the study that functions in terms of the following: 1\. It establishes the problem by describing its nature, and narrating its development, occurrence or existence. 2\. It situates the problem by describing the setting where the problem is conceived. This actually refers to the local setting where the respondents have directly experienced the problem. It sets the status of the problem. 3\. It explains the rationale of the problem by justifying the necessity for conducting the study. Study the following sample introduction to determine how they are developed. The introduction is a generalized discussion which should lead to actually stating and clearly articulating the research problem. Thus, the introduction provides a background that establishes the status of the problem in context. The background of the study that functions in terms of the following: 1\. It establishes the problem by describing its nature, and narrating its development, occurrence or existence. 2\. It situates the problem by describing the setting where the problem is conceived. This actually refers to the local setting where the respondents have directly experienced the problem. It sets the status of the problem. 3\. It explains the rationale of the problem by justifying the necessity for conducting the study. Study the following sample introduction to determine how they are developed. **Lesson 4: Writing a Research Proposal: The Method** **The Questionnaire** Is a form prepared and distributed to secure responses to questions that are intended to obtain information about conditions or practices on which the respondent is presumed to have knowledge Questionnaire can be provided as paper-and-pencil device, a telephone survey, or a structured document uploaded onto the internet The questionnaire format could be: - Dichotomous (yes/no) - Multiple choice - Cafeteria - Rank order - Forced choice ratings - Checklists - Calendar - Visual analogue Two Types of Questionnaire Items 1\. The free response questions or "open-ended" or unstructured Questionnaire The questions frequently asked are why, what and how 2\. The "close-ended" or structured form of Questionnaire Has the response already prepared, the respondents merely checks, underlines or ranks the responses as directed **The Interview** Is the second most common method for data collection It is a purposeful face to face relationship between two persons, one of whom called the interviewer who asks questions to gather information and the other called interviewee or respondent who supplies the information asked for **Purposes and Uses of Interview** 1\. The researcher may interview knowledgeable people to enable to gain insight into his problem 2\. The researcher may interview knowledgeable people about the proper construction and validation of questionnaire 3\. In case when the subject has some signs of abnormality, the interviewer may wish to gain physical and emotional reactions of the subjects 4\. Interview can be used as a principal tool in gathering data or just to supplement data collected by other techniques **What to Avoid in Interviews** 1\. Avoid exerting undue pressure upon a respondent to make him participate in an interview 2\. Avoid disagreeing or arguing with or contradicting the respondent 3\. Avoid unduly pressing the respondent to make a reply 4\. Avoid using a language well over and above the ability of the respondent to understand 5\. Avoid talking about irrelevant matters 6\. Avoid placing the interviewee in embarrassing situations 7\. Avoid appearing too high above the respondent in education, knowledge and social status 8\. Avoid interviewing the respondent in an unholy hour **Observation** Is the most direct means of studying the subjects when the researcher is interested in their behavior Perceiving the data through the senses **Recording the Results of Observation** Checklist Is a device which contains the items to be observed and a space for number or check marks or short verbal entries Rating scale Is a checklist with an evaluation standard Anecdotal forms Is a checklist that provides for less breakdown of dimensions or factors hence, much space is provided for writing Mechanical Recording Stenographic Recording **Records** Provide a readily available and valuable source of data Three major criteria necessary to establish authenticity and accuracy of records: - Authorship- the identity of the person who conceived the material - Body- the outward form of the material - Function- purpose for which it was compiled **Lesson 5: Writing Literary Analysis** The review of related literature is a written summary of the existing knowledge base on a research problem obtained from an in-depth search on non-research references and research references. The review includes a statement indicating what the present study will add to what is already known. It is a written, analytic summary of research findings on a topic of interest. It is a comprehensive compilation of what is known about the phenomenon. It provides the background and the context on which the research is conducted **1. Conceptual Literature/Related Literature** It is composed of discussions of facts and principles to which the present study is related These materials are usually printed and found in books, encyclopedias, professional journals, magazines, newspapers, and other publications Also referred to as non-empirical references Are classified as local and foreign **2. Research Literature/Related Studies** These are studies, inquiries, or investigations already conducted to which present proposed study is related or has some bearing or similarity These are usually unpublished materials such as manuscripts, theses, and dissertations Also referred to as empirical references Are classified as local and foreign **Sources of Literature** Empirical References may be of primary and secondary sources: **1. Primary Source** Description of studies written by the researchers who conducted them It is ideal to rely heavily on primary sources of data The researcher's oral discussion of his study in research forums, seminars, conferences, and even competitions, may also be considered primary sources **2. Secondary Source** Descriptions of studies prepared by someone other than the original researcher Secondary source documents are a good way to start a literature review with because they provide a quick summary and a good bibliography **Lesson 6: Writing Political Analysis Paper** **Political Science analysis paper** start from the premise that politics does not consist merely of human actions and interaction involves rational planning, motives, principles and beliefs **Requirements for a decent political analysis paper** 1\. Topic and research question. 2\. Preliminary research 3\. Substantial research 4\. Thesis 5\. Impartiality 6\. Quotations and references 1\. Remember to cite all references you used, with either the MLA (Modern Language Association) or the APA (American Psychological Association) writing style. 2\. Use a minimum of three (3) scholarly sources: e.g., Taking Sides: Clashing Views on Political Issues, academic books, journals, newspapers and magazines, etc. 3\. Use subheadings as you begin each section. 4\. Have a separate title or cover page, and just staple all the pages together **Lesson 7: Academic Presentation** **Academic Presentation** 1\. Determine the purpose for presenting your research at the forum. 2\. Focus on Forecasting what you want to share with the audience about your research; on Explaining the key findings of your study; Synthesizing your research in relation to the statement of the problem 3\. Know your audience in terms of their background knowledge, research interests or experience. 4\. Get ready with your outline and cue cards. **The Three P's of an Academic Presentation** **1. Prepare** Organize one's content. Relevant to audience's needs **2. Practice** Great delivery of the presentation **3. Present** Well thought speech Must be comfortable when presenting