Purposive Communication Reviewer PDF

MODULE 1 - PURPOSIVE COMMUNICATION WHY DO WE NEED TO STUDY PURPOSIVE COMMUNICATION? - Develop communicative competence and INTRODUCTION...

MODULE 1 - PURPOSIVE COMMUNICATION WHY DO WE NEED TO STUDY PURPOSIVE COMMUNICATION? - Develop communicative competence and INTRODUCTION awareness through a variety of methods. Purposive/Purpose - means having or tending to fulfill a - Be able to connect to different audiences through conscious purpose or design. writing, speaking, and presenting. Communication - comes from the Latin word “communis” - This is a great tool before you become managers or which means “common”. business owners in the future. - To be common means “to come together” or “to commune” — “to share something in common”, MODULE 1.1 - a process of exchanging ideas, thoughts, feelings, Verbal Communication - is communicating to others that and emotions from one person to another with the involves words, both spoken and written. use of symbols which may be verbal and/or - Refers to any exchange that uses words to non-verbal and aims for understanding. communicate information. Purposive Communication - can be understood as attaining - It can be done through speaking and writing. a certain purpose through the exchanging of ideas and thoughts. KINDS OF VERBAL COMMUNICATION - A form of communication by speaking directly, Oral or Spoken Communication - is done through spoken writing, or explaining something to a certain words which includes face-to-face or in-person audience in a way that has been arranged in such conversation, speeches, phone conversation, a way as to achieve a goal. teleconference, webinars, etc. - Informal “No matter what job you have in life, your success will be - Synchronous determined 5% by your academic credentials, 15% by your - Unrecorded professional experiences, and 80% by your communication Written Communication - includes written words like emails, skills.” - Stephen Wang letters, memorandum, bulletin board announcements, etc. - Effective communication at work can influence Common in business communication. behavior, motivate people to take action, and - Formal create systemic change. - Asynchronous - Recorded GLOBALIZATION Diverse Connection - is the interaction and integration of Synchronous Communication - can be defined as different economies. communication that happens real-time between two or Mutualization - Is a term used to describe how trade and more people. technology have made the world into a more connected - Can immediately respond to the other and interdependent place. - Using two-way communication media such as telephone, video, or audio conferencing. GLOBAL COMMUNICATION Asynchronous Communication - is a communication that is - Jollibee - is a Philippine company that operates not not immediate and occurs over longer periods of time. only in the Philippines but in different countries as - When you send a message you don’t expect an well. immediate response. - Toyota - is a Japanese car manufacturer that has - Examples of this are letters, memos, and emails. been in different parts of the world where millions of - Open, delayed communication, mostly across people are using its cars. digital channels. - BPOs - Call centers in the United States and Australia are outsourcing their services to the Philippines. - Ikea - is a Swedish company that manufacturers furniture which are sold in different continents. SIGNIFICANT POINTS TO PONDER: Culture - is considered as one of the roots of communication challenges. Interpretation - different cultures interpret information exchange, way of speaking, body language, and mannerisms differently. DIRECTION OF COMMUNICATION Approach - the approaches people use in business can be - DOWNWARD COMMUNICATION - Downward influenced by culture. Be knowledgeable and mindful on communication is from the higher-ups of the interacting with people from different cultural background. organization to employees lower in the Key Factor - the ability to communicate more effectively organizational hierarchy, in a downward direction. with co-workers or clients across the worlds is a big help for It might be a message from the CEO and CFO to all people to understand each others culture. of their subordinates, their subordinates, and so on. VIRATA, DONNA YAP - HM1A  - UPWARD COMMUNICATION - Upward MODULE 1.2 communication flows upward from one group to - The diversity in culture makes communication another that is on a higher level on the difficult because the mindset of people from organizational hierarchy. Often, this type of different cultures are different. The language, signs, communication provides feedback to and symbols are also different. organizational leaders about current problems, or even progress on goals. 8 ASPECTS WHY CULTURE IS ONE OF THE ROOTS OF - HORIZONTAL COMMUNICATION - happens CHALLENGES IN GLOBAL COMMUNICATION between employees at the same level, whether or - Generational Gap - a generation gap is the not they're in the same departments. difference of opinions, skills, values, attitudes, and - DIAGONAL COMMUNICATION - involves people on beliefs between one generation and another. different teams across all positions—and can (baby boomers, generation X, generation Y or the supercharge your workplace productivity. millennials, and generation Z. - Language - language barriers are the most Non-Verbal Communication - is the sending and/or common communication barriers because they receiving of messages through a nonverbal platform or use could cause misunderstandings and of body language. misinterpretations between individuals or - Matters to any person especifically in a workplace. businesses. It is very important to become sensitive in our - Time Zones - with all the communication and nonverbal communication and those of our technology tools that are available today, the issue workmates or clients. about geographical distance has somehow been solved but what remains as a problem is, again, TYPES OF NON-VERBAL COMMUNICATION tme zones. - Facial expressions - these are configuration of - Technology - technology in business means the different micromotor or small muscle movements in electronic systems used for effective the face that indicate an individual’s discrete communication between individuals (colleagues or emotional state such as happiness, anger, sadness, customers) or business organizations. fear, or cynicism. - Stereotype/ Prejudice - when dealing with your - Eye contact - it is important in maintaining the flow international colleagues or customers, it is of conversation and for gauging the other person’s important to avoid prejudices and not to interest and response. The way you look at stereotype them especially on negative someone could mean interest, affection, hostility, or characteristics as it may offend them in any way. attraction, it aso has the power of persuasion. - Legislation - it is the making or giving laws - Gesture - a form of non-verbal communication addressing specific issues. In global which is visible bodily actions that communicate communication, majority of international particular messages. It is a movement of the hand, companies or employees are not affected. arms, or other body parts. - Religion - is a particular system or beliefs or - Body movement and Posture - it is the position in practices; a faith or worship of God or gods or any which we hold our bodies while standing, sitting, or superhuman believed to have controlling power. lying down. The way we move and carry ourselves One factor in globalization-religion connection is communicates so much information. The way we communication. sit, stand, or walk. - Manners/ Etiquettes - people with different cultural - Space - sometimes, space is associated with social background surely have different manners and rank or authority and is an important part of etiquettes which we need to consider when business communication. We all need physical dealing or woking with them. space and it differs depending on the culture, the situation, and the closeness of the relationsip. MODULE 1.3 - Voice - this is similar to paralanguage which is DEALING WITH INTERNATIONAL WORK COLLEAGUES OR non-verbal communication such as your tone, CLIENTS pitch, or manner of speaking. It happens together with facial expressions, gestures, or postures. It FILIPINOS includes verbal and nonverbal aspects of speech - More comfortable to address a superior or even that influence meaning, including tone, intensity, co-worker using “ma’am” or a “sir”, or “boss” as a pausing, and even silence. sign of respect. - Touch - it is called haptics. Is a type of nonverbal - Respect for elders and “pakikisama” communication between humas focused on - Shyness to express their work-related feelings and touching. Touch is the most effective means to thoughts to their supervisor. communicate feelings and emotions. - They tend to communicate by stating few words or phrases unless they are asked to talk. - Shyness to speak to disagree. VIRATA, DONNA YAP - HM1A AMERICANS - In China, it would be considered rude to go straight - Very direct in saying what they feel and think. into the core of the conversation. - They would also use first-name basis not only to their - Outside workplace, you should also be aware colleagues but to some of their bosses. about social hierarchies are heightened in China. - Americans might tell you immediately if they - Chinese are much more comfortable in tight disagree with your opinion, however it does not spaces compared to other nationalities. mean that they do not like you, they may only - In China, close family ties are much common and have another better idea. much more positive. - American students challenge the ideas or what is - You should be aware of the bluntness of many being presented by their teachers. Chinese people when they speak to foreigners. - They do not think that it is rude to decline an invitation for a lunch and dinner. BRITISH - American customers are so much into receiving - Some say that British person often say the exact customer service excellence whenever they buy a opposite of what he means, partly in jest to avoid good or a service. seeming rude. - Americans are okay to ask or to be asked for help. - After work, British workders usually go to a pub and Most Americans love and willing to help. drink. They make the most of these opportunities for building relationships; drinking with colleagues is a JAPANESE way of showing that you are part of the team. - Are known for their hard work in everything they do. - British generally avoid confrontations. They always want to perfect their craft and provide - If someone says “How are you” as part of a exceptional goods or service. greeting, it does not have any meaning. It is just a - Japanese sometimes ask someone to be an ritual phase which means “hi.” intermediary to provide feedback. - If you are already about to have a small talk, - There are times that a Japanese tend to speak in regardless of gender, it would be okay if it starts meeting. It is not only about lack of confidence in about weather or sport. speaking English, but they also think that it is - British are one of the most punctual people in the impolite to interrupt. The speakers in a meeting world. Be on time! should leave enough space for people to ask - British are very polite people; they show their questions and clarify. irritation and discuss other people’s mistakes, - Avoid pointing. Use a wedged hand aimed in a preferring to suffer in silence. direction. - Working in United Kingdom or dealing with a British - If you are a team of foreign nationals dealing with client or customer, you need to focus hard on Japanese businessmen or company, make sure customer service. A British customer has extremely your team agrees. You need to avoid showing high standards and expectations — and will not disagreement amongst yourselves in front of them. hesitate to take to social media if service is seen to - You mus keep your voice down. fall short. - When a Japanese ask for an update, it is important to respond as soon as possible. INDIANS - Alcohol has a special social status in Japan. The - They give a great value on relationships in business. “Aisatsu” (opening remarks) of congratulations or - Hierarchy is being observed in Indian culture. appreciation for the occasion are ended with a - They have a strong ethic. They are very flexible and “kainpai” (toast). take on last-minute projects without complaining. - Avoid pressing for an answer. With Japanese - Indians are argumentative by nature and given the people, a response will come wrapped politely. opportunity, they will debate and will express their Getting no answer or receiving one that appears thoughts and things that are being tackled. noncommittal or “hedging” most likely means “No.” - You must be sociable around and with them. - Bowing is an important communication ritual. - In social situations among themselves, Indians are Traditionally, the person of lesser social status bows personal and informal. lower, but even a small bow shows respect for the - When you have to touch someone, pass money or person and the culture. pick up merchandise, you have to use your right hand, The left hand is considered unclean. CHINESE - Never point with a single finger or two fingers. You - Chinese have the tendency to speak in vague and must point with your whole hand. roundabout manner. - Indian men shake hands with men when meeting - A lot of Chinese managers use a “do as I say” or leaving. model of leadership, relying much less on - If you want to discuss business during meals in colleagues and subordinates for ideas and support. restaurants or in hotel, it can be done but you must - Hierarchy in companies is also a factor on how a allow your host to initiate business conversation. Chinese communicate. For example, employees - Never refuse an invitation at home or to a dinner of should ensure that they phrase their words carefully a business counterpart, the host pays for guests; if when speaking to their superiors. you can’t make it, ooffer a plausible excuse. VIRATA, DONNA YAP - HM1A HOW TO WORK IN A GLOBAL SOCIETY? TYPES OF TEXT - Seek commonality between cultures. - IMAGINATIVE - represents ideas, feelings, and - Take your time when communicating to avoid mental images in words or mental images. misunderstandings. - INFORMATIVE - educates the reader about a - Be aware of a person’s title as well as his/her specific topic. It is a text to provide information education and experience. through explanation, description, argument, - You have to remember that response time varies analysis, ordering, and presentation of evidence greatly across the globe. and procedures. - Avoid using slang and abbreviations when - PERSUASIVE - it could be an argument, exposition, speaking or writing to an international colleague discussion, review, or even an advertisement. Its that are just commonly used in your country. primary purpose is to put forward a point of view - Try to always stay connected. and persuad a reader, viewer, or listener. - Have interactions with other subsidiaries or offices that are geographically distant. When a multimodal presentation is being created or has - Embrace positive differences. been created, there are two set of individuals who are connected to it: the one who produces the multimodal MODULE 2 - PURPOSIVE COMMUNICATION presentation and the one who engages to it. MULTIMODAL - means having or involving several modes of ENGAGING activity or occurrence. - Listening TEXT - is defined as book or other written or printed work, - Viewing regarded in terms of its content rather than its physical form. - Reading MULTIMODAL TEXT - It is a combination of two or more modes such as PRODUCING written language, spoken language, still or moving - Speaking image for visual, audio, spatial, and gestural. - Representing SEMIOTIC SYSTEMS - Writing - Is a way of communication and language with organization of signs and symbols that are used to CREATE A MULTIMODAL PRESENTATION convey. 1. Read and Analyze your texts EXAMPLES OF SEMIOTIC SYSTEMS 2. Unpack the question and task - LINGUISTIC - vocabulary, structure, grammar of 3. Plan your presentation oral/written language 4. Create the visual elements - VISUAL - color, vectors, perspective and viewpoint 5. Compose your speech in still and moving images. 6. Rehearse your presentation - AUDIO - volume, pitch and rhythm of music and sound effects. DELIVER MULTIMODAL PRESENTATION - GESTURAL - movement, facial expression and body - PACING - 100-150 words per minute is a language. comfortable pace when doing a presentation. - SPATIAL - proximity, direction, position of layout, Some say it is 120 - 140 wpm. organization of objects. - VOICE CONTROL AND MODULATION - your tone, pitch, and volume should vary whenever you do EXAMPLES OF MULTIMODAL TEXTS: presentation so you can convey your ideas better. - Booklets - Tone - conveys relevant emotions - Books - Volume of loudness - ensures that - Comics everyones hears you. - Text Messages - Pitch - vocal cues emphasize a word, - Tutorial Guides phrase or sentence - Blogging - BODY LANGUAGE - you may use hand gestures or - Posters other body movement to emphasize important - Videos parts in your report. Not be static and not be - E-Books exaggerated as well. Facial expression is also a - E-Mails body language. - Brochures - EYE CONTACT - when you keep eye contact with - Animations the person you are talking to it indicates that you - Presentations are focused. Making eye contact with your - Broadcasts audience gives them a sense of involvement in - Movies your presentation and helps you to convey your - Infographics objectives on a personal level. - Advertisements - Cards - Diagrams VIRATA, DONNA YAP - HM1A MODULE 2.2 WEB SHARING MODES OF PRESENTATIONS - Also known as screen sharing. TELECONFERENCING - Is appropriate when it’s more important for people - Is defined as meeting through a telecommunication to see documents, videos, or other kinds of files medium to hold discussions between participants than it is for them to see each other’s faces or in different locations. surroundings. - It is a telephone meeting with two participants or - Usually, screen sharing happens in conjunction with more that involves in technology, which is more an audio call or teleconferencing. In environments sophisticated than a two-way simple phone like Zoom, Google Hangouts, or Amazon Chime, connection. where it’s easy to switch from a video feed to a - Participants are only able to communicate by screen share where you can have audio, video, talking as they are unable to see their colleagues and screen sharing going on simultaneously, but who are located in different locations. this does take some practice/ - Examples are: VIDEOCONFERENCING - Delivering a PowerPoint presentation to - Is the version of a vastly improved remote colleagues teleconferencing. - Sharing spreadsheet data - It is also known as video conference means to - Showing videos related to the subject conduct a conference between two or more matter of the presentation participants located at different places wth the - Editing or marking up documents or visuals usage of computer networks in transmitting audio and video data. WEB SHARING ETIQUETTES - Enabled many business organizations not to stop - Make sure you have the correct file or site open operating by allowing employees to work from before the call starts. It’s impolite to keep your home teammate waiting while your Excel or PowerPoint revs up. HERE ARE SOME OF MANY SYSTEMS OR APPLICATIONS USED - Close any unnecessary tabs in your browser and FOR VIDEO CONFERENCE: tidy up your desktop. Remember that the people - Google Meet - free for everyone sharing your screen can see your whole screen, - Zoom - the most popular including sensitive email, personal photos — or the - GoToMeeting - smartphone-friendly fact that you have Facebook and Messenger tabs. - Microsoft Teams - exclusive hub for team collab - ClickMeeting - interactive display MODULE 2.3 TYPES OF AUDIENCE PRESENTATION DELIVERY USING VIDEOCONFERENCING CRITICAL - Send Details to the Participants Critical people usually believe they are very - Prepare/Arrive Early knowledgeable and like the thought of proving - Clear Video part of your presentation incorrect. - Look at Your Camera They are very critical especially if your topic or - Free from Distractions presentation contains data about sales, marketing strategies, or anything that has a lot of facts. ADVANTAGES OF VIDEOCONFERENCING - Optimizes attendances What should you do? - Improves employee retention - Prepare lots of evidence supported by strong - Simplifies management references. - Enables digital workforce - Keep to the facts and do not exaggerate. - Rallies cultural awareness - State the benefits and detriments of the important things you present. VIDEOCONFERENCING ETIQUETTES HOSTILE - Make sure the person speaking is finished before This type of audience may not have any plan of you start to speak. listening to you. - Watch faces to check whether anyone else looks It could be a colleague who dislikes you or a very like they're about to speak. competitive workmate vying for a promotion with - Stay on ‘mute' if you're not speaking. you. What should you do? - Make them feel that there is no conflict or any sort of discomfort between you and the other individual/s. - Like in previous audience types, use various and strong preferences to support your points. VIRATA, DONNA YAP - HM1A  - Ask questions and engage with them. ★ AUDIENCE SIZE - Create your presentation from an area of ○ Depending on the size of the audience, agreement or point of disagreement and properly your presentation will change. discuss points. ○ The larger the audience the more formal - Work hard in developing trust. the presentation should be. ○ When you have a small audience, you UNIFORMED may interact with them one by one by In a meeting with less than 20 or 10 participants, this making them to give suggestions or ask is the least common type of audience you will questions. encounter because most of the attendees will ★ DEMOGRAPHICS have a background or idea of what you will ○ The demographic factors of the audience present. may include: They might know a little about your presentation - Nationality topic but certainly not in great detail. - Age - Gender What should you do? - Job Position - Open up with questions so you can understand - Department their level of knowledge on your topic. ○ These factors sometimes underpin the - Spend a few slides going over the basics of your individuals’ experiences and beliefs, so you topic. should tailor your presentation accordingly. - Do not use languages that you think are not ○ We must be careful about stereotyping an common to the majority of your audience. audience based on demographic information. ★ SETTING SYMPATHETIC ○ The presentation setting, such as what time This type of audience is very willing to listen and you are presenting as well as the style, wants to be present at your presentation. temperature, or size of the conference These people can be interested in your topic, room, will influence your audience’s ability excited to see you talk or have an emotional and desire to listen. attachment with you because part of the ○ This includes the environment of individuals audience could be your boss, staff, or a colleague who will participate remotely, on other who was transferred to another department. sites, or even in their homes. These people are the easiest to persuade. ○ You may need to find out ahead of time the different factors going into the setting What should you do? as it will allow you to adapt you - Make connections with them to increase the level presentation appropriately. of engagement. - Still present with facts and supporting references to GAUGING THE AUDIENCE LEVEL OF INTEREST IN YOUR maintain their trust and commitment. PRESENTATION - Do not be complacent. Prepare your presentation Gauging the level of interest your audience has in well. your presentation is essential for keeping them engaged and adjusting your delivery as needed. KEY FACTORS IN AUDIENCE ANALYSIS Greet your audience before your presentation ★ AUDIENCE EXPECTATIONS - This is a great way to perform early ○ The audience tends to bring with them audience analysis. expectations about the meeting, your - This can be done even if your presentation topic, and you as the speaker or presenter. will happen through videoconferencing. ○ Ignoring these can affect your presentation You may see their facial expression or speech negatively. immediately which is a big to determine ○ They will definitely expect your presentation how to handle them and do your to be well-prepared and very insightful. presentation. - If participants are all in conference room, ★ AUDIENCE KNOWLEDGE OF TOPIC you may greet them and give a firm ○ You need to find out how much your handshake at the same time. audience already knows about your topic Perform call-and-response technique as an audience’s knowledge can vary - You may carefully ask your audience with widely. prepared questions at the beginning of ○ Never overestimate the audience’s your presentation to understand the mood knowledge of a topic. and experience of the audience. ○ Try to do some research to find out what - You may ask how much knowledge they the audience already knows about the have about your presentation. topic. VIRATA, DONNA YAP - HM1A  SIGNATURE MODULE 3 - PURPOSIVE COMMUNICATION ○ Again, depending on your audience, your email signature can be formal or informal. INTRODUCTION ○ There are some instances where a social “The most important thing in communication is to link is also included but it should be hear what isn’t being said.” — Peter Drucker professional like LinkedIn, and sometimes EFFECTIVE COMMUNICATION PROVIDES: Twitter. It provides purpose ○ Limit your signature to three or four lines of It avoids confusion text. It creates a positive company culture ○ Your Name It generates accountability Title/Position Company MODULE 3.1 Phone Number EMAIL ○ There are times that a photo of the sender, Email or electronic mail can be identified as logo of the company, or the company’s messages that are sent electronically from one tagline are also included. computer user to one or more recipients. ○ You may also include your website if you have one. SIMPLE WAYS HOW TO PROPERLY CREATE OR COMPOSE A ○ Stop using your default email signature GOOD EMAIL: from your smartphone. KNOW YOUR AUDIENCE ○ Use professional message closing. The email style you use determines your email Best regards, opening and closing and this is based on the Sincerely yours. recipient of the email. Kind regards, EMAIL FORMAT IF FORMAL With appreciation ○ It is required in your department or in the ○ Your email signature is more than just your whole company name and title. It needs to encourage ○ If the recipient if not well-known to you reader response, provide contact ○ If the recipient is above you in authority information, and catch the reader’s eye in ○ If you represent your department or a way that’s positive and impressive. company to another company. EMAIL FORMAT IF INFORMAL PROOFREAD ○ If your manager/boss in your department When it comes to writing emails, clear and precise of company allows you communication is essential which is why ○ The recipient is a colleague or someone proofreading is necessary. who is well-knwon to you Here are some reasons why you should do it before ○ If the email is personal that contains sending your email: business and non-business matters ○ Professionalism ○ Tone LEARN THE BUSINESS EMAIL STRUCTURE ○ Attachments SUBJECT LINE ○ Clarity ○ It is the first part of your email that your ○ Accurateness recipient sees. ○ When your email is still in the email inbox MEMO and not yet opened, the subject line Memorandum provides a gist of what your email content Is an announcement in your company is. A business memo is the ideal way to address a ○ It would be better if it only has six to ten specific audience in a formal context. words. SALUTATION THREE BASIC TIPS THAT YOU NEED TO CONSIDER BEFORE YOU ○ This is how you greet the individual/s who CREATE AND SEND MEMO TO YOUR COLLEAGUE: will read your email. 1. Identify your purpose ○ Knowing your audience is very important To issue an order or request because you will have an idea on how you To provide a report need to address the recipient/s. To propose an idea of solution BODY 2. Know your audience ○ It contains and conveys the message of Content the email. Style ○ For something that is very important and Tone informative, it should have an introduction 3. Get to the point and conclusion. A memo should be brief and ○ The content of the email should be written straightforward. in short paragraphs VIRATA, DONNA YAP - HM1A  COMPLETE MEMO SAMPLE: MEMO STANDARD HEADING TO - include each recipient’s name nad job title. FROM - the name and title of the one who created the memo. DATE - the date on which the memo is distributed. SUBJECT - concise statement of the memo’s topic. Make the subject brief and descriptive. “Re:” which is short for regarding. MEMO SAMPLE: FAX COVER SHEET A fax is a short term for facsimile and sometimes called telecopying. A cover sheet’s intended purpose is to identify the sender and provide some information, as well as to mention the intended recipient and their information. HOW TO MAKE A GOOD FAX COVER LETTER? ➔ Offer sufficient details about the fax ➔ Consider the recipient’s working hours ➔ Keep it short and to the point ➔ Make it professional ➔ Maintain confidentiality WHENEVER YOU ACCOMPLISH A FAX COVER SHEET, YOU ALWAYS REMEMBER THAT: You may create a fax cover sheet using Microsoft Word There are different templates available in different sites that are free. Again, the cover sheet can be colorful depending on the type of business the company is engaged into. You may send the recipient a text or personal message for him to know that you are sending a fax. The way you will create and handle the sending of the fax can represent the level of your professionalism. VIRATA, DONNA YAP - HM1A MEETING MINUTES 1. Analyze the purpose - a persuasive message Meeting minutes or minutes of the meeting keep a requires careful analysis of the purpose for writing. record of what was done or talked about at a 2. Adapt to audience - an effective persuasive meeting, including any decision made or action message focuses on the needs or goals of the taken. audience. BEFORE THE MEETING 3. Arrange collected data - arranging collected data ❖ You need to prepare or create a meeting minutes means organizing the message based on research template information. ❖ You have to have a clear idea about the purpose of the meeting PERSUASIVE MESSAGE COMPONENTS ❖ You are familiar with the meeting lead - There are four components or steps to have a ❖ Think of any possible assigned action items. persuasive message. AIDA MODEL: DURING THE MEETING Which is commonly used in advertising, and is also very ❖ Date and time of the meeting applicable to creating a persuasive message. ❖ Names of the participants and those who were ATTENTION / ATTRACT - Get the attention of your unable to attend audience with a brief, relevant, and engaging ❖ Updates or corrections to previous meeting minutes statement without revealing what your main ❖ Agenda or topic/s to be discussed message is. ❖ Issues raised along with the names of the speakers INTEREST - Build interest buy retaining your ❖ Suggestions with the names of the speakers audience attention and convince them that your ❖ Decisions or the outcome of the meeting message is reasonable. ❖ Tasks list and the names the individuals whom the DESIRE - You need to reduce the resistance of your tasks were assigned audience. Make them think that your message is ❖ Future meetings which includes the date and the what they want and need. topic ACTION - Encourage your audience to take the action by accepting or agreeing with your AFTER THE MEETING message. ❖ Review notes and add additional comments ❖ Types notes on the template ATTENTION ❖ Send the finalized meeting minutes to all ➔ You have to have an opening statement that is concerned employees brief and relevant to catch the attention of your audience and make them engaged. ADDITIONAL TIPS ON HOW YOU CAN MAKE YOUR MEETING ◆ Strike with a stimulating question MINUTES BETTER: ◆ Compliment your audience Finish the finalized or documented meeting minutes ◆ Describe a problem and send it to the participants as soon as possible ◆ State a related fact When everyone is arriving, you may check off attendees as they enter the room INTEREST Ask for clarification especially during important ➔ Persuasive message like proposals, parts of discussion. recommendations, ideas can be a longer request Do not try to capture all or every word that the that any direct request as your audience needs to participants are saying. be convinced and they cannot be simply Take note of the important parts only. instructed to follow or agree. You may practice notes-taking using your laptop so ◆ Advantages and benefits it will be a lot easier for you to finalize the minutes. ◆ Facts and proven historical data ◆ Experts opinions MODULE 3.2 ◆ Appropriate examples Develop and present ideas persuasively to different levels of employees in a workplace. DESIRE PERSUASION ➔ You can make your audience desire or want your Moving or motivating your audience by presenting message by reducing resistance from them. arguments that convince them to adopt your view ➔ You can do it by addressing “What if?” questions. or do as you want. ➔ Giving them the perception that you are incredible Remember, successful persuasion results from in what you present. reasonable request and a well-presented argument. ACTION The ability to persuade is something that you need ➔ You can motivate your audience to take action to to enhance because it is one of the most important what you are presenting by specifying exactly what skills in life. should be done and also by repeating the benefits of your message. FOUNDATION OF PERSUASION - 3’As VIRATA, DONNA YAP - HM1A