PURPOSIVE COMMUNICATION REVIEWER

COURTESY: SIR
PLEASE DO NOT SEND IT TO OTHERS!!

Communication is the process of passing information and understanding from one person to
another.

THE COMPONENTS OF THE COMMUNICATION PROCESS

• Sender - The one who sends the message.

• Message - Idea, information, and facts.

• Channel - Medium/Mode of communication.

• Listener - The one who receives message.

• Feedback - The response or reply of the receiver.

• Noise - The barrier or hindrance.

Kinds of Interference/Noise

a. Psychological Barriers are thoughts that hamper the message to be interpreted correctly by
the receiver.

b. Physical Barriers include competing stimulus, weather and climate, health and ignorance of
the medium.

c. Linguistic and Cultural Barriers pertain to the language and its cultural environment. Words
may mean another in different cultures.

d. Mechanical Barriers are those raised by the channels employed for inter-personal, group or
mass communication. These include cellphones, laptops and other gadgets used in
communication.

THE NINE PRINCIPLES OF EFFECTIVE COMMUNICATION

Michael Osborn (2009) claims that communication must meet certain standards for effective
communication to take place.

1. Clarity
2. Concreteness

3. Courtesy

4. Correctness

5. Consideration

6. Creativity

7. Conciseness

8. Cultural Sensitivity

9. Captivating

ETHICAL CONSIDERATIONS IN COMMUNICATION

Ethics is a branch of philosophy that focuses on issues of right and wrong in human affairs.

Ethical Communicators:

1. Respect audience.

2. Consider the result of communication.

3. Value truth.

4. Use information correctly.

5. Do not falsify information.

Functions of Communication

1. Regulation or Control - is used in order to literally regulate or control the behavior of people. It
is also utilized to regulate the nature and number of activities that people engage in.

2. Social Interaction - is utilized to make social relationships. This is also used to form bonds,
intimacy, relations, and connections with others.

3. Motivation is used to power up preferences, desires, needs, wants,

decisions, goals, and strengths. 4. Information is used for grabbing and sharing information
ARISTOTLE'S MODEL OF COMMUNICATION

This communication model is a speaker-centered model, as the speaker has the most important
role in it and is the only one active. It is the speaker's role and responsibility to influence the
audience through public speaking. The role of the audience is passive, influenced by the
speech. This makes the communication process one way, from speaker to receiver.

Speaker -> Speech-> Occasion ->Audience-> Effect

THE PERSUASION TRIAD
Ethos

Ethics

Establishing personal credentials

Getting your audience to Irust you

Pathos

Pity

Inspiring an emotional response

Getting your audience to feel

Logos

Logic

Arguing based on reason and facts

Getting your audience to think

SHANNON-WEAVER'S MODEL OF COMMUNICATION

The model was created by American engineer Claude Shannon & American scientist Warren
Weaver (both were also mathematicians) in 1948 through an article in the Bell System
Technological Journal entitled "A Mathematical Theory of Communication".

SCHRAMM'S MODEL OF COMMUNICATION

The Schramm Communication Model, proposed by Wilbur Schramm based on the theories of
Charles Egerton Osgood, is a cyclical communication model containing all the basic principles
of communication.

EUGENE WHITE'S STAGES OF ORAL COMMUNICATION

Proposed by Eugene White in 1960, his model is that of a cyclical process composed of eight
stages.

EUGENE WHITE'S STAGES OF ORAL COMMUNICATION

1. Thinking - this is spurred by a stimulus to communicate.

2. Symbolizing - the coding of ideas into the oral language.

3. Expressing - the use of the vocal mechanism to produce sounds of language, accompanied
by facial expressions, gestures, and body stance.

4. Transmitting - the sound waves carry the sender's message to the receiver.

5. Receiving the sound waves reaches the receiver's ears, after which the resulting

nerve impulses reaches the brain through the auditory nerves.

6. Decoding - the interpretation of the language symbols received.

7. Feedbacking the receiver's response to the message.

8. Monitoring paying attention to signs on how your listener understands yo message.

WHAT IS GLOBALIZATION?

Globalization (glo-ba-la-za-shan)

The spread of the flow of financial products, goods, technology, information, and jobs across
national borders and cultures.

is the process by which people and goods moves easily across borders.

It A term implying the growth of economic, political, and cultural assimilation and
interconnectedness of a different cultures which result in the integration of people across the
globe (Gamble, et al 2013).

Due to this globalization, the more we exposed to diversity.

WHAT IS COMMUNICATION IN RELATION TO GLOBALIZATION?

Communication is the lifeblood of any organization and globalization poses new challenges to
communication in any organization. One immediate effect is the increase in intercultural
communication. Communication in the21st century is increasingly transnational and
intercultural. Consequently, effective global communication proves to be a challenge to many
people since cultural diversity increases the possibility of miscommunication.

IMPACTS OF GLOBALIZATION ON COMMUNICATION

1. Virtual Interaction

communicating via online setting to other people that does not necessarily required in face-to-
face interactions

2. Cultural Awareness in Speech

Two people are speaking the same language, cultural differences can affect vocabulary,
colloquial expressions, voice tone and taboo topics.

3. Cultural Awareness in Body Language

To understand acceptable speaking distances, conflict styles, eye contact and posture in
different cultures, accepting that the physical expressions of their own culture are not universally
accepted

4. Time Differences

the need to communicate and share information with people across several time zones. When
people collaborate with others on the other side of the globe, their counterparts are usually at
home asleep while they themselves are at work.

What are the Challenges in Communicating Globally?

Cultural relativism means the ability to understand a culture on its own terms and not to make
judgments using the standards of one's own culture;

Lack of knowledge:

Discrimination and Harassment; and Language Differences

What are the strategies to communicate globally?

• Analyze the message received:

•Accept other's culture:

•Learn about cultures and apply what is learned; and

•Consider language needs

WHAT IS INTERCULTURAL COMMUNICATION?

-refers to interaction with people from diverse cultures (Jandt, 1998).

In today's era of increased global communication, it is imperative to understand intercultural

communication for us to enhance our intercultural awareness and competence.

Forms of Intercultural Communication

Interracial Communication - communicating with people from different races.

Interethnic Communication - interacting with people of different ethnic origins.

International Communication-communicating between representatives from different nations.

Intracultural Communication - interacting with members of the same racial or ethnic group or co-
culture.

Low-Context

Good communication is sophisticated, nuanced, and layered. Messages are bath spoken and
read between the lines. Messages are often implied but not plainly expressed.

High-Context

From Erin Mayer's The Cultural Map

IMPROVING INTERCULTURAL COMMUNICATION COMPETENCE

•Recognize the validity and differences of communication styles among people.

•Learn to eliminate personal biases and prejudices.

•Strive to acquire communication skills necessary in a multicultural world.

Language Varieties

Refers to a distinguishable variant of a language. The grounds for such differentation may be
social, historical, spatial or a combination of these.

Language

Method of human communication, either spoken or written the use of involving the words in a
structured and conventional way.

There are various languages in the world

Speakers of two languages will have trouble understanding each other

Dialect

A particular form of a language which is unique to a specific region or social group

Languages have various dialects

Speakers of two dialects can understand what each other is saying

PIDGINS

A pidgin is a language that does not have any native speakers. It is a new language which
develops in situations where speakers of different languages need to communicate but don't
share a common language.

CREOLES

When children start learning a pidgin as their first language and it becomes the mother tongue
of a community, it is called a creole. Like a pidgin, a creole is a distinct language which has
taken most of its vocabulary from another language,

Types of Dialect

REGIONAL DIALECT

Variations in language associated with a particular geographic area of For exar example, there
are man sample United States such any recognizable regio jonal dialects in the as New England
English, Southern American English African American Vernacular English (AAVE), etc.
SOCIAL DIALECT

Variations in language influenced by social class or group membership For example, different
social dialects may exist between working class and upper class groups.

id-i-o-lect

/'idēə lekt/

noun

the speech habits peculiar to a particular person.

LANGUAGE

REGISTERS

defined as the way a speaker uses language differently in different circumstances.

Frozen

refers to historic language that is intended to remain unchanged, e.g., the bible, the United
States constitution, etc.

Formal

used in professional, academic, or legal settings where communication is expected to be

respectful, e.g., business presentation, graduation ceremony, etc.

Consultative

when speaking with someone who has specialized knowledge or who is offering advice, e.g., an
annual physical examination, a service provider like a plumber. use when they are with friends,
close acquaintances, colleagues, and family, e.g., birthday party, a backyard BBQ, etc.

• Casual

usually only between two people and often in private, e.g.. inside jokes between two best
friends, a word whispered in a lover's ear.

• Intimate
Register meaning depends on who's using it.

Example: The word "beat."

Dancers a rhythm of the music.

Cook an act of mixing ingredients together.

Police Officers an area that an officer

patrols.

Jargon - specialized language used by a particular profession.

Examples:

Lawyer uses the word "Dictum", a statement

made by a judge in a legal opinion. Doctor uses the word "latrogenic", a medical condition
caused by a medical intervention.

FEAR OF PUBLIC SPEAKING

GLOSSOPHOBIA

Jerry Seinfield was quoted saying: "According to most studies, people's number one fear is
public speaking. Number two is death. Death is number two. Does that sound right? This means
to the average person, if you go to a funeral, you're better off in the casket than delivering the
eulogy"

Fear of public speaking is, therefore, common to most people, but despite this fact, many have
turned public speaking into their ticket to success. Brian Tracy phrased this idea in his
statement below. Your ability to communicate with others will account for fully 85% of your
success in your business and in your life.

What apparently matters is your reaction to fear of public speaking. How should you handle
fear? Mark Twain suggests: "Courage is resistance to fear, mastery of fear not absence of fear."

PUBLIC SPEAKING

Public speaking (also called oratory or oration) is the process or act of per- forming a speech to
a live audience. Public speaking is commonly understood as formal, face-to-face, speaking of a
single person to a group of listeners.
What is a Speech?

The term used to refer to the body spoken expressions of information and ideas. A speech may
be delivered in any of the following modes: read from a manuscript, memorized and delivered
extemporaneous or impromptu.

Parts of the Speech

Introduction

Attention Getter
Thesis Statement
- Preview

Body

3 main points
- Supporting data

Conclusion

Restate thesis
Summarizes main points
Clinches

TYPES of SPEECHES

INFORMATIVE

Informs the audience about a particular topic aiming The listeners to educate

PERSUASIVE

Delivered to persuade the audience in order to leave an Impact on their views or opinions

ENTERTAINING

Purely an entertaining speech to amuse the audience

using humor

DEMONSTRATIVE

Explains the working of a particular thing Also known as a fow to speech

FOUR METHODS OF SPEECH DELIVERY

IMPROMPTU SPEAKING

Impromptu speaking it

the presentation of a

short message without advance preparamon Example self- introductions in group settings

MANUSCRIPT SPEAKING

Manuscript speaking is the ward-for-word iteration of a written message.

Example: a statement of an organization's legal responsibilities

EXTEMPORANEOUS SPEAKING

Extemporaneous speaking is the delivery of a carefully planned and rehearsed speech in a

conversational marer saing brief noites Example: a speech for SPCH 2713

MEMORIZED SPEAKING

Memorized speaking is the rote recitation of a written message that the speaker has committed
to memory Example: actor reciting from a script

TIPS TO IMPROVE YOUR PUBLIC SPEAKING

1. Prepare

2. Practice

3. Have a positive mindset

4. Involve your audience

5. Start with a story

6. Dress for the occasion

7. Be yourself

8. Ask for feedback

What is an inquiry letter?

An inquiry letter is written when a person needs more information about products, services,
internships, scholarships, or job vacancies offered by companies, associations, or individuals.
Often, inquiry letters are sent when a person has specific questions that are not addressed by
the general information available provided by brochures, websites, advertisements, classified
ads, etc.

An inquiry may also be in the form of telephone or personal interview. Depending on the
immediacy and specificity of the need, one of these modes may prove more responsive to your
need.

Both interview and letter require correct and appropriate language use. Both require
correctness, conciseness, clarity of language, and courtesy. While letters require correctness of
spelling, punctuations, capitalizations, indentions, margins, etc., interviews require clarity of
words, correct pronunciation, intonation and pauses, spontaneity, pleasing personality, and
confidence.

CONTENT AND ORGANIZATION OF LETTER OF INQUIRY

Content and Organization of Letter of Inquiry Just like any business letter, letter of inquiry. has
the following basic parts:

A. Heading or Letterhead

B. Inside address

C. Salutation

D. Body of the letter

First Paragraph: It provides a background of your inquiry such as how, where and when you first
learned of the information. State your purpose in one or two sentences.

Middle Paragraph: This section should specify the information you are seeking.

Final Paragraph: Express your expectation from your addressee and thank him in advance for
his favorable action.

E. Complimentary close
F. Signature

For more effective email communications (and also letters), remember the following:

1. Be courteous. Courtesy does not only mean greeting, thanking, or using polite expressions.

It also means considering the feelings of the receiver, thus, the writer needs to use the
appropriate or positive tone.

2. Keep messages as concise and clear as possible.

3. Proofread and spellcheck before sending.

4. Provide a short but descriptive subject line.

The subject line will help the receiver readily identify the content type and the urgency of the
message.

5. Although some parts of the email are optional, it is enabling to know all the other parts.

From: Name of person sending the email

Sent: Date and time

To: Name of person receiving the email

CC: Other person receiving the message

Bcc: Another person receiving the email without the

other recipient knowing Subject: Content (title) of the email

Attachment: Document sent separately, not included in the email (but attached)

Salutation: Greeting or opening Body of the email: message

Closing: ending

Name/signature of the sender name and title

heiow the name of the sender, the following intermation may be included company and address,
telephant sumber, UFL or website
INTERVIEW

A special type of purposive conversation. Interviews are classified into different types according
to purpose, but basic to all types of interview is to obtain desired information. It requires real
time for both the interviewee and interviewer. Whatever your specific purpose is, it is always
advantageous to consider the following tips in conducting an interview.

Before the interview

1. Remember that if you are seeking for information from people (e.g. interview for research),
you are asking them a favor; thus make appointments with your interviewee at their most
convenient time.

2. Prepare the list of questions.

INTERVIEW

During the interview

1. Be punctual.

2. Wear appropriate attire.

4. Observe good manners.

5. Speak clearly and be attentive.

6. If you have follow-up questions, ask politely. Ask the interviewee to validate your notes.

7. Allow the interviewee sufficient time to answer.

8. Rephrase questions to clarify vague points.

9. Acknowledge answers of the interviewee to assure him of your attention.

10. Graciously thank the interviewee for his time.

10 Common Interview Questions

(1) Can you tell us about yourself?

6 What is your greatest achievement?

2 What are you strengths?

7 How do you handle stress and pressure?

3) What are you weaknesses?

8 Why should we hire you?

4) Why do you want to work for us?

9 Where do you see yourself in five years?

5 What's an example of a time you overcame a challenge?

10 Can you provide an example of a time when you disagreed with a colleague?

PARTS OF THE INTERVIEW

The opening includes the initial contact of the interviewer and the interviewee. Rapport should
be established by creating positive impression. Although introduction might have been done
during the appointment, introduce yourself briefly.

The body includes several questions to achieve your specific objectives.

The conclusion includes expressing gratitude and hope of meeting the interviewee again in the
future.

TYPES OF Interview:

Formal and Informal Interviews

Sequential and Panel Interview

Group Interview

Situational Interview

Phone or Video Call interview

What is EMPLOYMENT COMMUNICATION?

• Employment communication revolves around written communication and conversation

between the employer and the job-seekers. The employer communicates with the job-seeker or
prospective talents about the vacancies, company culture, perks and benefits and security, etc.
• Employers use creative means to attract and retain the best talents. The prospective
candidates communicate with the employer about their interest and willingness to work with
through different mediums.

•Employment communication is the viable way or ways through which the job-seeker persuades
the employer to hire him/her by demonstrating that his/her knowledge, expertise and skills
satisfy the job requirements in the best possible manner.

What is RESUME?

• A resume is a persuasive summary of your qualifications for employment. If you are in the job
market, having a resume makes you look well organized and prepared to your prospective
employers. Together with this text is an application letter or a cover letter that introduces you to
these employers. Writing these two texts may also serve as an ego-building experience: the
person who looks so good on paper is you! When you send both to your prospect employers,
you are making an argument for why those employers should want to meet you or even hire
you.

Writing a resume and application letter is writing an advertisement selling your skills, talents,
and abilities to the employers who will likely sift through many applications to decide whom to
grant an interview.

Thus, resumes and application letters require a level of care that few other documents do.

FIVE parts of a RESUME

The five most important parts of a resume are your:

Contact information header.

Resume introduction.

Professional experience

Skills

Education

Common Resume Types

Chronological Lists most recent position first

-Pisferred by employers -Most comman resume type

Functional
Functional Focuses on skills and experience -Often used by people who are changing careers
or who have gape in their amplayment history

Chronological

Combination

Mix of chronological resume and a funct ctional resume Highlights relevant skills while providing
chronological wark history

Emphasises what makes you the best fit for the job, while efill giving the employer desired
information.

WHAT IS AN APPLICATION
LETTER?
Your application letter is generally the first
thing your prospective employers will see, and
it should motivate them to read your resume. It
provides a positive impression since it contains
your claims that you have the qualifications
they are looking for.
An application letter serves as a formal
introduction of yourself to your prospective
employer. It goes with your resume, so you
don't have to give much information. It does,
however, have to make favorable impression so
you can get an interview. This is achieved
through how the letter is written and presented.

Cover Letter

['ka-var 'le-tər]

A document submitted with a job application and resume explaining the applicant's credentials
and interest in the open position.

FEATURES OF AN APPLICATION LETTER

Qualifications In an application letter, you need to make clear why you're interested in the
position or the organization, to indicate what skills you possess that matches what the company
is looking for or to stipulate why the person you're writing to should at least want to meet you.
Pleasing Tone When writing application, you need to go beyond simply stating your
accomplishments. Through your words, you need to demonstrate that you will be the kind of
employee the organization wants. Presentation is also important your letter should be neat and
error-free.

Format Application letter typically follows a prescribed format, which is a conventional

businesslike format. The most common is the block format, it includes the writer's address, the
date, the recipient's name and address, a salutation, the message, a closing, and a signature.

GUIDELINES FOR WRITING AN APPLICATION LETTER

Focus Application letter is not personal and should not be chatty. Keep it focused: when you're
applying for a position, include only information relevant to the position. Don't make your
audience wade through irrelevant side issues.

Stay on topic State the reason for the letter. Unlike essays, which develop a thesis over several
paragraphs, or emails, which announce their topic in a subject line, letters need to explicitly
introduce their reason for being written, usually in the first paragraph. When you're applying for
something, say so in the first sentence: "I am writing to apply for the FASIN Scholarship for
students majoring in accountancy."

Think of your letter as an argument When you're asking for a job, you're making an
ARGUMENT. You're making a claim that you're qualified for a certain position and you need to
support your claim with reasons and evidence. Franchesca Morales, for example, cites his
education and his work experience and he offers to supply references who will support his
application.

GUIDELINES FOR WRITING AN APPLICATION LETTER

Choose an appropriate salutation If you know the person's name and title, use it: "Dear Attorney
Lim." If you don't know the person's title, one good solution is to address him or her by first and
last name: "Dear Jean Chavez." If, as sometimes happens, you must write to an unknown
reader, use "Dear Sir or Madam." Another option might be to omit the salutation completely in
such situations and instead use a subject line, for example: "Subject: Public Relations Internship

Application." Whenever possible, though, write to a specific person; call the organization and
ask

whom to write to. Once you've had an interview, write to your interviewer.
Proofread- Few writing situations demand greater perfection than professional letters especially
application letters. Employers receive dozens, sometimes hundreds, of applications, and often
can't look at them all. Typos, grammar errors, and other forms of sloppiness prejudice readers
against applicants: they're likely to think that if this applicant can't take the time and care to
PROOFREAD, how badly does he or she want this position? To compete, strive for perfection.

WHAT IS MEMORANDUM?
A business memo is one of the primary ways
you can communicate information to all
employees in your organization. Memos are
intended to be a fast and effective way to
distribute information, and they may include
an important executive summary that breaks
down the memo's vital points.
The word "memo" is derived from the Latin
"memorare" changed to "memorandus", and
means "to state" or "to tell'. In an organization,
it takes the form of a short official note that
one writes to a person or to several individuals
such as members, faculty, heads of offices and the like.

Regardless of the specific goal, memos are most affective when they connect the purpose of
the writer with the interests and needs of the reader.

Memos most frequently contain routine

information. Joe LoCicero (2007) offers a good example of when to use memos. He claims that
memos may inform the readers of:

a. Announcements for diverse occasions.

b. Changes such as policies, procedures or

processes

c. Confirmations of discussions, decisions and

meetings

d. Documents for submission such as reports, data, research and results of survey.

e. Recommendations.
f. Requests for further information.

g. Solicitations for opinions

EFFECTIVE MEMOS MUST BE:

Adelheid Thieme in her presentation for Arizona State University claims that effective memos
must be: 1. Civilized This implies that the tone and language used in the memo should be
respectful, courteous, and professional, even if the communication is informal.

2. Concise - Memos should be to the point and avoid unnecessary information. People are
busy, so getting straight to the purpose is key.

3. Coherent The memo should be well-organized and easy to follow. Ideas should flow logically,
with clear transitions between points.

4. Compelling - An effective memo should capture the reader's attention and persuade them to
take the desired action or consider the information presented. This can be achieved through
compelling arguments, engaging language, and relevant supporting evidence.

5. Correct Accuracy is crucial in memos, as errors or inaccuracies can undermine the credibility
of the message and potentially lead to misunderstandings or mistakes. Memos should be
thoroughly reviewed for grammatical errors, typos, and factual inaccuracies before being
circulated.

WHAT IS MINUTES OF THE MEETING?

Official written records of a meeting's

proceedings are called minutes. They serve as an
official record aids in refreshing memories of
participants, supplies information to individuals
who were not present, and help prepare members for upcoming meetings Unless law or policy
mandate that verbatim records be kept, minutes should be reports in summary form. Minutes
should succinctly and truthfully account all pertinent information that transpired in a meeting.

All motions and resolutions should be recorded word-for-word as presented Individuals

presenting motions and resolutions should be identified by name in the minutes. It is important
to indicate that a motion was seconded, but the name of the individual who seconds a motion.
need not be recorded The outcome approval or defeat should be included also.

Robert's Rules of Order Basics

Henry Martyn Robert worked in the Army. One day, he was tasked to be a presiding officer for
an important meeting in his community Because the realized her had no knowledge of presiding
over a meeting, he knew the would be embarrassed. Yet, despite his inability, he did his best to
preside over the meeting. Due to the nature of his joti, he was exposed to different
parliamentary chaos across the United States. These experiences inspired him to study
parliamentary books and eventually create a rule book fur parliamentary procedure. He then
decided to name the book Robert's Rule of Order .

PARTS OF A MINUTES OF THE MEETING

Robert's Rule of Order (2005) recommends that minutes contain the following items:

1. Committee or organizational name

2. Kind of meeting (regular board meeting, an annual meeting, a meeting of the housing
committee or a special meeting)

3. Date, location, and time of beginning and adjournment.

4. Names of the chair and secretary or their substitutes.

5. Names of all present members

6. Names of guests and their role in the meeting.

7. Reference to approval of last meeting's minutes.

8. Motions raised. Motions must be written as stated, including the member or individual who
raised the motion, and the vote's outcome.

9. Reports. Record the name of the report, the name of the member presenting it, and any
action taken on the report. If the report was in writing, attach it, or tell where it may be found. An
oral report may be summarized briefly.

10.Other special concerns from committees or individual members.

11. The signature of the secretary upon the approval of the minutes.

Who should write the Minutes?

The Minutes are documents significant to an organization. In any kind of meeting, one must take
the role of a note taker, a secretary, or a recorder.
The person who takes the meeting minutes is uncally
member of the organization or institution and takes note of the meeting proceedings while taking
part in the conference, assembly, session, or discussion in government or legal meetings, an
outsider must be the
note taker or recorder to avoid hiases and maintain impartiality. He or she, however, must have
full knowledge of the adapted parliamentary process to be able to affectively carry out the role.

In some cases, the same person takes the minutes at each meeting, in others, the role of
minute taker passes from member to member or participant to participant. The rale of the
recorder builds effective leadership skills, effective communication, and full involvement of
members.