Republic of the Philippines

Mountain Province State Polytechnic

College Bontoc, Mountain Province

THE ART OF TACT AND DIPLOMACY: PROTOCOL FOR

THE MODERN DIPLOMATS

Module 3 of 4 modules

Social Orientation

School of Accountancy and Business Education Cluster

2nd Semester, SY 2020-2021
INTRODUCTION

This module is composed of two lessons: tact and diplomacy and protocol for
the modern diplomats. The tact and diplomacy will cover the 7 major elements of
communication process, factors affecting ineffective communication in the workplace
and strategies in effective diplomacy. It will inform students the process and the
importance of communication and how communication should be dealt with proper
tactfulness and respectful above others when communicating. The second lesson will
cover the protocols for modern diplomats which will amplify the knowledge of students
how diplomacy is important even in our daily lives. Applicable related topics for the
course undertaking will be discuss in this lesson. The lesson will also cover the
protocols in social dining that will be very useful to their future chosen career.

This module will provide objective exercises such as memory recollection

activities. Brainstorming and consultation through online group chats using android
phone, laptop, desktop or any technology being use for communication will be utilized
if available.

Module 1: The Art of Tact and Diplomacy: Protocol for the Modern Diplomats
Lesson 1: The Art of Tact and Diplomacy
Lesson 2: Protocol for the Modern Diplomats

LEARNING OUTCOMES
At the end of the module, you should be able to:
1. determine the factors influencing ineffective communication in the
workplace;
2. identify the essentials of protocol- The Art of Diplomacy in the 21 st century
tact and diplomacy;
3. foster etiquette in fine dining among the students to bring about the best
manners in them that is acceptable in the society;
4. draw the standard table setting appropriate for social occasion;
5. display ethical behavior acceptable to the society;
6. appraise the value of proper manners and right conduct as applied in the
society; and
7. demonstrate proper table manners acceptable in social occasion.

PRE-TEST
Before we begin our lesson proper, I prepared an activity below that you need to
answer. The activity will measure your knowledge on the lessons identified above.
Read the instruction carefully before you begin answering the activity. Goodluck.

P-Test 1. Match your answers!!

Instruction. Select the letter of your answer suitable for the question and write the
letter of your choice on the answer sheet provided at the end of this module. Read
carefully to avoid erasures.

1. This is one of the components of communication that when messages sent by

the sender it must be presented in clear details that the receiver may have
shared meaning while continuing the conversation.
a. The individual sending the message
b. The context for the message
c. The person receiving the message
d. The delivery method you choose

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 e. The content of the message
2. What do you call to the component of communication that involves nonverbal
communication such as gestures, body language, facial expressions, and
elements such as the tone of voice?
a. The individual sending the message
b. The context for the message
c. The person receiving the message
d. The delivery method you choose
e. The content of the message
3. This is one of the elements of effective communication that focus on timing of
communication, use choices of medium in communication, and acquaint to
tone and point of view in communication.
a. approach
b. development
c. clarity
d. style
e. correctness
4. This govern the rules and conventions of spelling, grammar, punctuation,
usage, and idiom, etc., in communication.
a. correctness
b. development
c. clarity
d. style
e. approach
5. The words of choice, tone, active vs. passive voice and sentence variety are
among of the considerations that governs this element of communication. What
is this?
a. development
b. style
c. clarity
d. approach
e. correctness
6. Ineffective communication transpires in the workplace environment when
negative comments and lack of participation in meetings, feedbacks are
practiced. What influence factor is this referring at in ineffective
communication?
a. unclear goals and lack of training
b. poor workplace culture
c. growing numbers of disengaged workers
d. poor management style
e. lack of preparation
f. resorting to jargon
g. over-reliance on digital communication
7. In delivering messages in the workplace casual approach in giving information
can lead to misunderstanding as employees may think that the message is not
vital for the company. What factor of ineffective communication does this refer
to?
a. unclear goals and lack of training
b. growing numbers of disengaged workers
c. lack of preparation
d. poor management style
e. poor workplace culture
f. over-reliance on digital communication

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 8. This refers to be one of the ineffective communication factor when the
workplace has become increasingly flexible, with a growing number of remote
workers. With a remote team, there’s the danger that communication can move
completely to the digital realm – text messages, email, DMs, chat in Slack – but
digital communication can leave room for misinterpretation of tone and
ultimately the message.
a. unclear goals and lack of training
b. growing numbers of disengaged workers
c. lack of preparation
d. poor management style
e. poor workplace culture
f. over-reliance on digital communication

9. Poor communication reflects when people don’t have the information or knowledge
they feel they need, low productivity results. What is this?
a. lack of knowing leads to negativity
b. employee mistrust, absenteeism and low morale
c. bad interpersonal relationships
d. The “Grapevine Effect”
e. none of the above
10.The lack of feeling respected or listened to – truly listened to – leads people to feel
negated refers to what kind of poor communication?
a. lack of knowing leads to negativity
b. employee mistrust, absenteeism and low morale
c. bad interpersonal relationships
d. The “Grapevine Effect”
e. all of the above
11.This refers to the art of making a point without making an enemy.
a. tact
b. diplomacy
c. etiquette
d. manners
e. tact and diplomacy
12.This refers to the art of letting somebody else have your way.
a. tact
b. diplomacy
c. etiquette
d. manners
e. tact and diplomacy
13.This pre-requisite of successful tact and diplomacy refers when people with
higher emotions can usually use tact and diplomacy more naturally in
communication. This measure of how well we understand our own emotions
and the emotions of others.
a. attentive listening
b. emotional intelligence
c. showing empathy
d. assertiveness
e. rapport
f. politeness

14. This is closely linked to tact and diplomacy as well as emotions and good manners.
What pre-requisite of successful tact and diplomacy is this referring to?
a. attentive listening

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 b.
emotional intelligence
c. showing empathy
d. assertiveness
e. rapport
f. politeness
15. Respecting other people’s view-points and cultural differences is important in
many interpersonal relationships. What does this refer to?
a. attentive listening
b. emotional intelligence
c. showing empathy
d. assertiveness
e. rapport
f. politeness
16. This refers as the sender, speaker, issuer or writer, who intends to express or send
out a message.
a. communicator
b. communicate
c. message
d. messenger
e. reporter
17.This refers to the media through which the sender passes the information and
understanding to the receiver. It acts as a connection between the
communicator and the communicatee, i.e., the levels of communication or
relationships that exist between different individuals or departments of an
organization.
a. communicator
b. communicate
c. message
d. communication channel
e. feedback
18.This is essential to make communication, a successful one. It is the effect, reply
or reaction of the information transmitted to the communicatee.
a. communicator
b. communicate
c. message
d. communication channel
e. feedback
19.Diplomats are known also as?
a. Foreign Service Officer
b. Ambassador
c. Ambassador Extraordinary and Plenipotentiary
d. Ministers Plenipotentiary
e. Charge d’ Affaires ad interim
20.This refers to an officer of diplomats that facilitate adoptions, help evacuate
Americans, stop and prevent identity fraud to secure national borders, and fight
human trafficking.
a. Consular Officers
b. Economic Officers
c. Management Officers
d. Political Officers
e. Public Diplomacy Officers

21.They are responsible for all embassy operations, including information

technology, security, human resources, and fiscal budgeting.
a. Political officers

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 b. Public Diplomacy officers
c. Economic Officers
d. Consular Officers
e. Management Officers
22.Ambassador is a risky job as they can be risk for bombings, shootings, rebel
uprisings and other acts of violence. How many days/months/years do you
think the shortest term served by an American ambassador.
a. 16 days
b. 30 days
c. 3 months
d. 6 months
e. 1 year
23.This refers to the skills of a diplomat that has a strong sense of persuasion.
a. negotiation skills
b. leadership skills
c. cross-cultural awareness
d. written communication skills
e. research skills
24.Diplomats are often bilingual or trilingual as they learn different languages.
a. foreign language skill
b. negotiation skills
c. leadership skills
d. cross-cultural awareness
e. research skills
25.What does a corporate business card should have as information reference?
a. Name
b. Rank/position/diplomatic title
c. Office section
d. Business address
e. Birthdate
26.Which of the following is not a part of when to use a business card?
a. Meeting someone for the first time
b. Leaving messages
c. Calling on someone at their office
d. Enclosed with a gift or flowers
e. During funeral occasions
27.This refers to an eating style where the knife in the right hand and fork in the
left to cut food, then put the knife down and transfer fork to the right to lift food
to the mouth tines up. Lift the food to the mouth with the tines down. Cut no
more than two pieces of food at a time.
a. American style
b. Continental styles
c. Buffet style
d. A la carte style
e. Family style
28.In serving food, which side of the service is the correct position of a waiter?
a. Waiters serve from left and remove from right
b. Waiters serve from right and remove from left
c. Waiters serve from front and remove from right
d. Waiters serve from the right and remove from front
e. Waiters serve from front and remove from left
29.In dining, where should be the napkin be placed?
a. on your lap

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 b. on your chest
c. on your table
d. on your plate
e. on the floor
30.Table napkins are used for:
a. wiping the face
b. blotting lips/mouth
c. wiping hands
d. wiping table
e. for sneezing

Well Done!! The answers of these activities are found in the succeeding lessons.
Let’s continue reading and check our work through completing the following lessons.

LESSON 1: Components of communication with the art of tact and diplomacy

Objectives:
At the end of the lesson, you should be able to:
1. define the components of communication;
2. identify the 7 major elements of communication process; and
3. explain tact and diplomacy.

Google.com

Lobsters communicate by peeing at each

other.
Lobsters have an unusual way of communicating. Instead of making noises or gestures,
they squirt pee at each other.

They have two bladders that are located either side of the head. Just under their eyes,
they have small urine release nozzles which they use to squirt the substance at each
other.

The squirted urine contains a chemical message that can communicate various things,
including simple recognition, aggression, and attraction.

THAT’s A FACT!!

Let’s Dig a little bit deeper!!

Understanding the Components of Communication Enhances Interaction

According to Heathfield (2020), communication is the act of sharing and

conveying information between two or more individuals. It has so many components,
and failing to communicate in the workplace effectively is common. She also added
that effective communication requires all components interworking perfectly for
“shared meaning,” a favorite definition of communication. It is of particular
importance when questions are asked and answered.

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 In
another perspective of defining communication on the discussion of chat center
(2017), communication is a process that concerns an exchange of ideas and facts
between two or more entities, to achieve a mutual idea. The communication process is,
both, static and dynamic. Dynamic, because there is a continuous interaction, where
both parts are influenced, and static because there are certain rules to obtain an
effective communication. The definition is similar on how heathfield’s defined
communication. They both define that communication is an exchange of ideas or
sharing information.

A. Components in Communication (lectures below are lifted from Heathfield’s

discussion on The Components of Communication)

1. The Individual Sending the Message

The sender must present the message clearly and with enough detail so
that the receiver shares meaning with the sender during and following the
communication.
2. The Context for the Message
The context is how the message is delivered by the sender of the
message. Context involves nonverbal communication such as gestures, body
language, facial expressions, and elements such as the tone of voice. Most of
the context for a message is only available when the receiver can see and hear
the message sender. Email and IM emoticons/emojis, for example, are a poor
substitution as the sender formulates them without input from the receiver.
3. The Person Receiving the Message
The receiver must listen carefully and intently, ask questions for clarity,
and paraphrase to ascertain that they share meaning with the sender. If the
receiver trusts the sender, the chances for effective communication increase.
For example, a listener might say, “I think what you said is that you are feeling
disrespected. Is this the message you were giving me?”
4. The Delivery Method You Choose
The delivery method should be selected based on the medium most
effective to convey the meaning of the message. Since communication methods
are so diverse since the dawn of computers and mobile devices, decisions about
the delivery method have become more complex. The delivery method must suit
the communication needs of both the sender and the receiver for shared
meaning to occur.

Communication methods include verbal communication, instant messages (IM),

email, letters, signs, posters, videos, screenshots, telephones, notes, forms, written
documents, Facebook messages, Face Time, and more. These methods will continue to
expand, and employee expectations for instant communication about everything
having to do with their work will continue to grow.

1. The Content of the Message

The content of the message should be clear and presented and described in
enough detail to obtain an understanding from the receiver. Understand that if the
message content resonates and connects, on some level, with the already-held beliefs
of the receiver, it is most effective.

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 Environment and Communication

The above components of communication promote shared meaning when they

operate together to deliver a message effectively. The work environment in which those
components take place also affects communication and whether the communication is
received.

When you ask valid questions, you build rapport and inspire confidence.
Questions form another portion of the foundation for workplace communication that
shares meaning between communicators.

In a work environment that stresses open communication, employee

involvement, and common goals, communication more frequent and more effective.
But, the expectation for significant communication sets the bar higher in these best
workplaces. So, even in high morale, employee-focused work environments, employees
complain that they don’t know what is going on.

Because of all of the components and the overall environment of an individual

workplace, communication remains challenging. The age-old questions about who
needs to know what and when do they need to know it is never fully answered to just
about anyone’s satisfaction.

Below is a model of communication derived from encyclopedia. As you observe,

communication is a cycle where messages are sent out to one person and decoded by
the receiver. Once receiver understood the message sent, the ideas the feelings, it will
encode its response. The message will pass through the same process until it reaches
the message sender. Communication is a two-way activity with a two-way process, the
message sender and the message receiver.

Basic Elements of Communication.

The discussion is lifted from the discussion on site.google of learning
communication skills.

Simply, we can define communication as “sharing of ideas or feelings with

others.” Communication takes places when one person transmits information and

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understanding to another person. There is a communication when you respond or
listen to someone. Movements of lips, the wave of hands or the wink of an eye may
convey more meaning than even written or spoken words. The basic elements of
communication process include communicator, communicatee, message, channel and
feedback.

a. Communicator – is the sender, speaker, issuer or writer, who intends to express or

send out a message.
b. Communicatee - is the receiver of the message for whom the communication is
meant. The communicatee receives the information, order or message.
c. Message – which is also known as the subject matter of this process, i.e., the
content of the letter, speech, order, information, idea, or suggestion.
d. Communication channel or the media through which the sender passes the
information and understanding to the receiver. It acts as a connection between the
communicator and the communicatee, i.e., the levels of communication or
relationships that exist between different individuals or departments of an
organization.
e. Feedback -which is essential to make communication, a successful one. It is the
effect, reply or reaction of the information transmitted to the communicatee.

Firstly, the communicator develops an exact idea about concepts, beliefs or

data that he wants to convey. Then he translates the idea into words, symbols or some
other form of message which he expects the receiver to understand. The
communicator picks out an appropriate medium for transmitting the message. The
message is then received by the communicate. The communicate acts upon the
message as he has understood it. Finally, the effectualness of communication is
assessed through response or feedback. If the communication brings in the desired
changes in the actions, it is said to be successful communication.

Five elements of effective communication:

The elements describe the different phases on how communication is deliver at
the right time with the right approach. Thus, it derives to its checkpoints. The
checkpoints describe the element to a more simplified process on how the element of
communication should be executed.

1. APPROACH
Timing of communication; choice of medium; tone and point of view
(perspective, attitude, and relationship regarding audience, purpose, and material);
recognition of audience (reader vs. writer orientation); direct vs. indirect presentation
(ordering of evidence and conclusions); persuasive strategies and rhetorical appeals
(logos, pathos, ethos)

Checkpoints:
□Timing and choice of medium are appropriate to the purpose, audience, and material.
□Tone is appropriate to the purpose, audience, and material.
□Material is made relevant to the reader (reader’s interests and concerns are
recognized).
□Conclusions are presented directly (conclusion first, evidence last) to a sympathetic
audience, indirectly (evidence first, conclusion last) to an unsympathetic or hostile
audience.
□Persuasive strategy incorporates a mixture of rhetorical approaches (appeals to logic,
feelings, and ethics or credibility).

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2.
DEVELOPMENT
Organization (logical arrangement and sequence); evidence and support
(relevance, specificity, accuracy and sufficiency of detail); knowledge of subject and
material; quality of perception, analysis, and insight

Checkpoints:
□Material is arranged in a logical and coherent sequence.
□Conclusion or closing restates the argument and identifies the action to be taken.
□Examples are relevant, specific, detailed, sufficient, and persuasive.
□Quotations support the argument.
□Handling of material demonstrates knowledge and insight.

3. CLARITY
Presentation of thesis or central argument (statement of purpose, delineation or
narrowing of topic, relevance of subordinate or secondary arguments); word choice;
technical language and jargon; structure (sentence, paragraph, document); coherence
devices (organizational statement, repetition of words and phrases, progression from
familiar to unfamiliar, topic and transitional sentences); textual markers (headings,
highlighting, formatting features)

Checkpoints:
□Purpose or central idea is sufficiently limited for meaningful discussion.
□Purpose or central idea is stated clearly, usually in the opening.
□Organizational statement is offered, usually at the end of the opening.
□Subordinate ideas are effectively identified and related clearly to the main purpose or
central idea.
□Language is clear, specific, accurate, and appropriate to the audience, purpose, and
material.
□Word choice is clear, specific, accurate, unassuming, and free of clichés and misused
jargon.
□Technical language and terms are defined and explained as needed (depending on
knowledge of the audience).
□Sentences are free of ambiguity.
□Text is coherent, with new information linked to previously discussed information
(ordered within sentences as “something old/something new”).
□Transitions between paragraphs are clear and helpful.
□Text is appropriately highlighted (bullets, paragraphing, boldface, italics, underlining,
etc.) to engage the reader and reinforce the main points.

4.STYLE
Word choice (economy, precision, and specificity of language and detail;
abstract vs. concrete language; action verbs vs. linking or weak verbs with
nominalizations; figures of speech: schemes and tropes); tone (personality and humor);
active vs. passive voice; sentence variety

Checkpoints:
□Word choice is economical, clear, specific, accurate, unassuming, and free of clichés
and misused jargon.
□Action verbs are preferred over weak verbs with nominalizations (as in recommend
over make a recommendation).
□Language is appropriately concrete or abstract (signifying or not signifying things
that can be perceived by the senses).

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□Figurative language (metaphors and similes, as well as other tropes and schemes)
enrich and deepen the argument.
□Active voice is preferred over passive voice (active voice is used to emphasize the
performer of the action; passive voice is used to emphasize the receiver of the
action).
□Sentences are free of wordiness and unnecessarily complex constructions.
□Variety in sentence structure and sentence length creates emphasis.
□Author’s values, personality and – when appropriate – humor are conveyed in a way
that reinforces the message.

5. CORRECTNESS
Rules and conventions of spelling, grammar, punctuation, usage, and idiom;
style (appropriateness of word choice and level of formality to audience, purpose, and
material); social and cultural appropriateness; accuracy in proofreading

Checkpoints:
□Spelling (including technical terms and proper names) is correct.
□Correct words are used to convey the intended meaning.
□Rules of grammar and syntax are followed, including pronoun-noun agreement,
subject-verb agreement, appropriate verb tense, pronoun case, possessive
forms, parallel construction, etc.
□Punctuation (particularly comma placement) reflects standard usage.

7 Factors that influence ineffective communication

Communication can often be taken for granted in a workplace environment,
and effective communication can be deprioritized in our rush to get the message out to
employees. When communication breaks inside the working area, everything falls
apart. Communication paves way of understanding each other’s opinion, however,
there is no perfection of executing this process if some are not organize to do so,
management needs to make communication flow as smooth as possible to achieve
quality outcomes at work.

Here are seven ways in which poor communication can become the norm in your
workplace.

1. Poor workplace culture

One of the main casualties of a toxic work culture is effective communication.
Communication simply cannot thrive in a culture where team spirit doesn’t exist.
Negative comments or lack of participation in meetings, feedback discouraged by
management, no effort made to integrate multicultural employees can all lead to a
poor work environment where communication simply disappears. Open and
transparent communication will only flow in an environment where it is encouraged.
2. Unclear goals and lack of training
Good communication is about making sure everyone understands their role and
what’s expected of them. If this isn’t in place from the beginning it can create
communication issues further down the line. Ineffective communication during the
recruitment and onboarding process, coupled with a lack of training for employees can
mean that employees are getting their information from the wrong sources or are
missing the information entirely. If left unchecked, this situation can become a larger
problem where their interpretation of the information is repeated internally and
externally and becomes the absolute truth.

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 3. Growing numbers of disengaged workers
When employees are engaged they’re more productive and communication flows
easily between the team. Disengaged workers, on the other hand, often don’t get
involved in team meetings, they stay silent in one-to-ones with their manager and
generally show poor communication.
If allowed to continue, this lack of participation in the conversations and
meetings going on around them can trickle through the team and have a negative
impact on inter-departmental communications.
4. Poor management style
Attitude and behavior in the workplace often filter down from the top. That’s
why the term ‘lead by example’ is so pertinent when discussing communication at
work. If a manager is a poor communicator that can have a negative effect on
employees and the way they communicate with the manager, with each other and
potentially with customers.
5. Lack of preparation
If you’re delivering critical information to colleagues or employees, take the time
to prepare. Ad hoc communication can result in key points being forgotten or played
down unintentionally. A lack of preparedness could also mean employees don’t take
the message seriously. Your casual approach could lead them to think the information
itself isn’t vital. You need your employees to understand the key takeaways and what
their specific action points are, so take the time beforehand to prioritize the message
you’re delivering into the right order, emphasizing the points you want them to
remember.
6. Resorting to jargon
Communication is about divulging information and ensuring those you’re
communicating with understand what you’re telling them. Using jargon when
communicating with employees can cause confusion or misinterpretation. Some
people feel comfortable using jargon, and while that’s fine if you’re communicating
with those familiar with the lingo (between an IT department or with healthcare
colleagues, for example), most people will respond better to plain language.
7. Over-reliance on digital communication
The workplace has become increasingly flexible, with a growing number of
remote workers. Communicating with a remote workforce can be a challenge and if not
handled correctly can lead to a breakdown in communication altogether. With a
remote team, there’s the danger that communication can move completely to the
digital realm – text messages, email, DMs, chat in Slack – but digital communication
can leave room for misinterpretation of tone and ultimately the message. It’s
important, with a remote workforce, to take the time to have person-to-person
conversations, and because a large part of communication relies on non-verbal cues,
video conferencing should be a priority.

In our world today, having good communication is very important may it be

written or oral. Every day in our workplace comprises of daily communication towards
our colleagues, friends, family and others.

Here are 4 main problems that come with poor communication:

1. A lack of knowing leads to negativity

When people don’t have the information or knowledge they feel they need, low
productivity results. The reason is pretty basic – people tend to avoid situations in
which they will be seen as not knowing, not understanding or not having expertise. No
one wants to look like they don’t know what to do. And just about everyone has a fear

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–
whether based in reality or not – of being embarrassed or mocked.
2. Employee mistrust, absenteeism and low morale
Employees want to be engaged so they feel connected to the organization. When
they are, they are willing to work harder, smarter, and be active in the workplace in
ways that drive business results. When they aren’t engaged, when they don’t feel
connected, they suffer. This might seem like a touchy-feely, soft business issue, but
unhappy and disconnected employees can have a profound effect on business through
absenteeism, lack of motivation, and turnover.
3. Bad interpersonal relationships
How often do you see eyes roll? How much muttering do you quietly hear?
When people don’t feel connected to each other, it opens up the door for
misinterpretation, and for questioning motives and intent. The lack of feeling
respected or listened to – truly listened to – leads people to feel negated. When that
happens, they often find ways to “push back,” even when they can’t do it openly or
directly.
4.The “Grapevine Effect”
Marvin Gaye isn’t the only one who’s heard it through the grapevine. No matter
how much you might love his Motown hit, you don’t want one of these growing in your
organization. Yet, by not sharing information, you are ensuring a grapevine will sprout
– causing problems and distractions. People want what they can’t have, and they
naturally assume there is something to be had if they’re not shown differently. If you
aren’t talking proactively about issues that are important to your employees, chances
are that someone else is –regardless of the accuracy and truthfulness of their
“information.”

Now that we have already understood the process of how communication works
between a sender and a receiver, let’s acquire the knowledge on how to be tactful and
be diplomatic in conversation, the skills that needed to execute proper diplomacy.
The discussion below is lifted from the discussion of Tact and Diplomacy from the
site the skillyourneed.com

B. Tact and Diplomacy

Tact and diplomacy are methods used to aid effective communication, especially
during negotiation and when attempting to be persuasive or assertive.

Using tact and diplomacy appropriately can lead to improved relationships with
other people and are a way to build and develop mutual respect, which in turn can
lead to more successful outcomes and less difficult or stressful communications.
These are skills centered around an understanding of other people and being sensitive
to their opinions, beliefs, ideas and feelings.

Effective use of such skills comes from being able to sense accurately what
another person is feeling or thinking at any given time and then responding in such a
way as to avoid bad feelings or awkwardness, whilst at the same time asserting or
reflecting your own ideas and feelings back in a delicate and well-meaning fashion.

All people and all communication situations are unique. Developing effective
tact and diplomacy skills requires practice and good judgement. These skills are not
limited to use in formal communications, such as in the workplace: tact and
diplomacy are also important when developing and maintaining friendships, romantic
relationships and relationships in the family.

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 This lesson uses the words tact and diplomacy interchangeably, in
interpersonal relationships both words have broadly the same meaning. Most
definitions of tact refer to diplomacy and vice versa.

Defining Tact and Diplomacy:

The ability to assert your ideas or opinions, knowing what to say and how to
say it without damaging the relationship by causing offence.

Tact is the art of making a point without making an enemy.

- Isaac Newton

Diplomacy is the art of letting somebody else have your way.

- David Frost

Diplomacy and tact defined

The Oxford Dictionary defines diplomacy as ‘the art of dealing with people in a
sensitive and tactful way’. It enables its user to successfully manage relationships,
especially with international contacts.
Tact is defined as having a ‘skill and sensitivity in dealing with others or with
difficult issues’, which undoubtedly is an essential component of your interpersonal
skills toolkit. Tact and diplomacy are ancient bedfellows and should be exercised
frequently for best results. Practice, practice and some more practice.

How to take a diplomatic approach?

An example of taking a diplomatic approach in a conversation could be as
simple as saying ‘I’m afraid I don’t really like it’ as opposed to ‘It’s awful’. Instead of
attempting to clarify a misunderstanding by uttering ‘You obviously don’t understand’
and choosing for ‘Perhaps I’m not making myself clear’ could help bind the language
gap between you and your counterpart without harming your relationship or
inadvertently hurting their feelings.

Prerequisites for Successful Tact and Diplomacy

As well as a level of common sense, good judgement and practice in various
situations, the effective use of tact and diplomacy relies on some other key skills,
namely:
 Attentive Listening: You need to be able to listen to not just what is being
said but also how it is being said in order to understand, and react
appropriately to others.
 Emotional Intelligence: People with higher emotional intelligence can usually
use tact and diplomacy more naturally in communication. Emotional
intelligence is a measure of how well we understand our own emotions and the
emotions of others.
 Showing Empathy: As an extension to emotional intelligence, empathy is your
ability to see the world from another person’s perspective.
 Assertiveness: The reason for using tact and diplomacy is very often to
persuade or influence others to think or behave in a certain way. Assertiveness
is fundamental to this process and a skill that many people lack.
 Rapport: Rapport is closely linked to tact and diplomacy as well as emotional
intelligence and good manners.

14
  Politeness: Being polite and courteous, respecting other people’s view-points
and cultural differences is important in many interpersonal relationships.

Strategies for Tact and Diplomacy

Understanding what is the most appropriate ehavior and in any given situation
can be problematic; this is due to the unpredictable nature of communication and of
human relations generally.

Sometimes the most appropriate action may be to withhold your opinion, or it

may be possible to introduce an idea, or favoured outcome, in such a way that the
other person can take ownership of it. In other situations, it may be best to take a
direct stance, stating exactly what you want and how you intend to achieve it.

We all know people who are capable of talking their way out of difficult
situations or who are more likely to be successful at negotiating. Although a certain
amount of luck may be attributed to isolated incidents, long-term success is based on
strong communication skills, planning, self-control, confidence and emotional
intelligence.

The following strategies are designed to help you think about how you
can plan for and use tact and diplomacy effectively:
 When you’re planning a potentially difficult conversation you should first focus
on knowing what you want to achieve: what is your favoured outcome?
 Write it down and think about your reasons. Try to take a step back from your
personal opinions and think about the facts surrounding the situation.
 Consider and write down what the objections might be from others.
 Think carefully about your answers to their concerns; demonstrate that you
have considered their opinions or arguments.
 Do not enter into negotiations in an angry or stressed way.
 Try to remain calm and keep an open mind. Find out the facts, as well as what
is and what is not possible before you react.
 When communicating, listen to what the other person (or people) has to say.
 Watch for non-verbal communication, such as body language, and their tone of
voice to help you understand their message. Hold back your own opinions and
ideas until you have had chance to understand the other persons point-of-view,
and then plan your responses carefully to fit with the feedback you are
receiving.

Negotiate.

 If what you seek is in conflict with the other person’s ideas, you may have to
discuss how sacrifices can be made to provide a better result for both of you in
the long run. Mutual sacrifice is usually seen more favourably than one-sided
sacrifice. Aim to reach a compromise which results in a win-win situation.
 Strengthen your argument by offering time-scales of when you foresee the
benefit of your proposals being reached.
 Be precise in giving figures and dates. Favour logic and fact over personal
opinion. Have something written or drawn out in advance, if it helps.
 If possible, turn statements into questions. Rather than directly voicing your
opinion, turn your statement into a question for the other person to think
about.

15
  This not only leads somebody to think along the same lines as you but also
makes room for discussion of what interests you and what may potentially
benefit both parties. This is particularly useful if you are not entirely sure what
you are able to achieve or exactly what is needed to overcome a problem. This
strategy often allows for more exploration of options – a more open approach
than just stating your opinion.
 If the conversation gets heated, try to give yourself room to respond in ways
that help rather than inflame a situation.
 If you can, catch yourself at the moment your gut reaction wants to take over:
take a breath and give yourself time. Tell the other person that you need to
think about what they just said, rather than feel obliged to answer immediately.
 Take control of a situation rather than becoming out of control and risk saying
or doing something you may later regret. Taking control of social situations in a
way that leaves both parties feeling comfortable with the outcome is an
important part of showing tact and diplomacy.

Keep an eye on the prize!

 Keep your preferred outcome in mind, try not to get distracted, go off on a
tangent or get bogged down in irrelevant details. Remember to be assertive –
being tactful and diplomatic does not mean bowing to pressure or giving up on
what you want.

Diplomats possess skills and knowledge that can be learned by everyone,

however needed a dedication to achieve it. You and I can be a diplomat at our own
pacing, as all the skills mentioned above are skills that can be mastered. Diplomatic
protocol as according to a context definition protocol, courtesy, good manners and
etiquette represent crucial tools as they create the atmosphere needed in the activities
of diplomatic missions, in the collaboration between sovereign partners.
Communication with the art of tactful diplomacy intertwines with all the above factors
as it features the essence of good arguments without creating enemies.

Criminology students can possess such skills to use in their future career as
police officers, lawyers, educators, army, and other related work. These skills are
among of those capabilities that can help them become good negotiator that possess
persuasion and good argumentations.

It’s Your TURN!

Cross Check Analysis.

Activity 1. Match the correct answer.

Instructions: Match the answers that corresponds to the question being asked and
write them on the answer sheet provided at the end of this module. You can repeat
answers needed in the question.
Selections of answers

The Individual Sending the Message

The Context for the Message
The Person Receiving the Message
The Delivery Method
The Content of the Message

16
 Q
uestions
_________________________________1. This refers to the message that should be clear,
presented and described in enough detail to obtain an understanding from the
receiver.
_________________________________2. This is one of the component of communication
that includes verbal communication.
_________________________________3. This refers to the receiver that listens carefully
and intently, ask questions for clarity, and paraphrase to ascertain that they s
hare meaning with the sender.
__________________________________4. This refers to a component of communication
that use email, letters, signs, posters, etc.
__________________________________5. This refers to the presentation of messages that
is clear and with enough detail so that the receiver shares meaning with the sender
during and following the communication.

Activity 2.
a. Alternate response
Instructions: Fill the space on the answer sheet provided at the end of this module
with your answer. Write T if the statement is correct and write F is the statement is
otherwise.

________1. Communication is the process that concerns with an exchange of ideas and
facts between two or more entities to achieve a mutual idea.
________2. Communicator refers to the sender, speaker, issuer or writer, who intends
to express or send out a message.
________3. Ideas can be represented by attitudes, opinions, views, feelings,
suggestions, complaints or questions.
________4. Message is also known as the subject matter of this process.
________5. Feedback is the reaction of the information transmitted to the
communicatee.

b. Identification. Elements of effective communication

Instructions: Fill the space on the answer sheet provided at the end of this module
with your answer Select your answers on the choices given below. Have Fun!

Choices of Answers
Approach
Development
Clarity
Style
Correctness

Checkpoints:
________________________________1. The purpose or central idea is stated clearly,
usually in the opening.
________________________________2. Word choice is economical, clear, specific,
accurate, unassuming, and free of clichés and misused jargon.
________________________________3. Figurative language (metaphors and similes, as
well as other tropes and schemes) enrich and deepen the argument.
________________________________4. Rules of grammar and syntax are followed,
including pronoun-noun agreement, subject-verb agreement, appropriate verb tense,
pronoun case, possessive forms, parallel construction, etc.

17
________________________________5. Variety in sentence structure and sentence length
creates emphasis.
________________________________6. Text is coherent, with new information linked to
previously discussed information (ordered within sentences as “something
old/something new”).
________________________________7. Quotations support the argument.
________________________________8. Persuasive strategy incorporates a mixture of
rhetorical approaches (appeals to logic, feelings, and ethics or credibility).
________________________________9. Subordinate ideas are effectively identified and
related clearly to the main purpose or central idea.
________________________________10. Language is clear, specific, accurate, and
appropriate to the audience, purpose, and material.
________________________________11. Active voice is preferred over passive voice (active
voice is used to emphasize the performer of the action; passive voice is used to
emphasize the receiver of the action).
________________________________12. Spelling (including technical terms and proper
names) is correct.
________________________________13. Sentences are free of ambiguity.
________________________________14. Tone is appropriate to the purpose, audience, and
material.
________________________________15. Handling of material demonstrates knowledge and
insight.

Activity 3. Fill in the Blanks through enumeration. 7 Factors that influence

ineffective communication
Instructions: Fill the space on the answer sheet provided at the end of this module
with your answer.

1. __________ workplace culture.

2. Unclear ___________________ and __________________ of training.
3. Growing ______________ of disengaged ____________.
4. Poor ________________ style.
5. Lack of _____________________.
6. Resorting _________________________.
7. ___________________ on digital __________________________.

Activity 4. Alternate Response. Tact and Diplomacy

Instructions: Fill the space on the answer sheet provided at the end of this
module with your answer. Write T if the statement is correct and write F is the
statement is otherwise.
____________1. Tact and diplomacy are methods used to aid effective communication,
especially during negotiation and when attempting to be persuasive or assertive.
____________2. Tact is the art of making a point without making an enemy as
according to Isaac Newton.
____________3. Tact and diplomacy are ancient bedfellows and should be exercised
frequently for best results.
____________4. Emotional intelligence is a measure of how well we understand our own
emotions and the emotions of others.
____________5. Assertiveness is fundamental to this process and a skill that many
people lack.

Congratulations for completing Lesson 1!!!

18
LESSON 2: Protocol for the Modern Diplomats
Objectives:
At the end of the lesson, you should be able to:
1. define what is a diplomat;
2. explain the basics of diplomatic protocol;
3. identify the different dining practices; and
4. draw formal dining set-up

Google.com

The United States has diplomatic relations with

180 countries with current United States diplomatic
missions of 265. Five nations don't have U.S.
ambassadorial exchanges: Bhutan, Cuba, Iran, North
Korea, and the Republic of China (Taiwan).
In our module 1, we differentiated diplomacy from etiquette, protocols and
manners. We discussed what does diplomacy can do to our future career as it is
needed when we start working in the real world. This next lesson will describe a more
in-depth meaning of what does diplomacy do especially at this modern times. For us to
further understand diplomacy in the modern century, let’s find out on this lesson.

Here we GO!!
According to Cooper, et.al. (2013), the essence of diplomacy has never
disappeared. Yet amid the complexities of the 21st century, the manner by which
these core ingredients express themselves can be overshadowed by a myriad of
contextual factors both structural and situational. Modern diplomacy in terms of
practice may have lost some of its image of exceptionalism, in the sense that it has to
compete and interact with a much wider dynamic of agency, conduct itself in a more
time-sensitive manner, and be applied with a greater technical orientation.
Furthermore, to a far greater extent than in the past, diplomacy is wrapped up with
domestic policy-making and political/societal demands about governance across an
extended spectrum of issue areas.

Now let’s get to know the diplomats?

The following discussions are lifted on Shulsinger, T. (2017) from his notes on
WHAT DO DIPLOMATS DO? A guide for student aspirants who wish to become
diplomats.

What is a Diplomat?

19
 Diplomats, also known as Foreign Service Officers, create, preserve, and repair
relationships between their nation state and other countries.
They often engage in complex dialogues and negotiations with international
representatives in order to protect their nation’s interests abroad, including economic,
political, social, or cultural views.

Working in an environment with a new culture and language—and with

potentially limited amenities—can be challenging. While a diplomat’s career can be
demanding, they typically have the opportunity to experience different cultures and
meet people from a variety of backgrounds.

What Do Diplomats Do?

A diplomat’s duties include creating and maintaining strong international ties
related to peacekeeping, war, trade, economics, culture, environmental issues, and
human rights. They often collect and report vital information that could affect their
nation’s interests, giving top officials advice on how their home country should
respond. Some diplomats negotiate treaties and international agreements before a
politician approves them, while others assist humanitarians.

There are five paths diplomats can go into, and tasks can vary by track. These paths
include:

1. Consular Officers: Officers facilitate adoptions, help evacuate Americans, stop

and prevent identity fraud to secure national borders, and fight human
trafficking.
2. Economic Officers: Officials work with foreign governments, international
businesses, non-governmental organizations (NGOs), and other agencies
regarding science, technology, economic, energy, and environmental policies
both within the U.S. and abroad.
3. Management Officers: Officers act as leaders responsible for all embassy
operations, including information technology, security, human resources, and
fiscal budgeting.
4. Political Officers: Officials analyze their host country’s political climate and
negotiate with all levels of government officials, from ambassadors to prime
ministers.
5. Public Diplomacy Officers: Officers engage, advise, and influence opinion
leaders, local non-governmental groups, future leaders, academics, think tanks,
and other government officials to promote mutual understanding and support
for U.S. policy interests.

Within the U.S., diplomat rankings include:

 Ambassadors
 Envoys
 Ministers
 Charge D’Affaires
What Is the Work Environment Like?
Most diplomats travel to overseas embassies and consulates around the globe.
They may travel to the United Nations Offices in Geneva or New York, or to the homes
and offices of heads of state. Diplomats typically serve in at least one developing
country, where there are higher rates of disease, difficult climates, or social upheaval.

20
 A
diplomat usually spends approximately three years in one country, but this varies
depending on vacancies. According to the U.S. Department of State, diplomats need to
be between the ages of 21 and 59 before they are designated to their first post.

What Are the Benefits?

Diplomats travel extensively, making it a great career for those who are
interested in interacting with people from different cultures and customs. They are
held in high regard by their communities, and their adopted state will often assign
them high status, certain immunities, and special privileges, such as free housing and
travel.

Diplomats also have the ability to shape foreign policy. Through the various
discussions, summits, and debates they attend, diplomats offer solutions to recurring
and large-scale problems, thereby impacting foreign policymaking. This could include
directing millions of dollars in foreign aid to a developing country, or implementing a
policy to reduce greenhouse emissions in order to stop climate change.

What Are the Risks?

Diplomats can be assigned to regions that are volatile, such Afghanistan or
Sierra Leone. Working in these areas puts diplomats at risk for bombings, shootings,
rebel uprisings, and other acts of violence. As a result, they are offered hardship pay of
up to an additional 35 percent.
Facts!
The shortest term served by an American ambassador was approximately 16
days. In 1976, Ambassador Francis E. Meloy Jr. was assassinated en route to
presenting his credentials to the President of Lebanon.

Where Do Diplomats Travel?

Diplomats travel around the globe, with more than 270 embassies, consulates,
and other diplomatic missions around the world. This includes South and North
America, Europe, Asia, the Middle East, Africa, and the Pacific Islands.

What Skills Do Diplomats Need?

Diplomats need a wide range of skills to successfully complete their mission.
These skills include:

 Leadership: Leadership and team management skills help diplomats connect

with other officials and establish important goals. By knowing how to coach,
lead, and inspire colleagues, diplomats can solidify a unified vision and work
collaboratively with others.
 Negotiation Skills: Diplomats need strong negotiation skills to persuade others
to agree with their viewpoints. They need to be able to successfully present and
debate ideas, and actively listen. This helps them maintain strong relationships
and lead opposing groups to consensus.
 Cross-Cultural Awareness: Diplomats must have a strong cross-cultural
awareness in their adopted countries. They must respect that other people may
have a different perspective based on their cultural background, and what is
appropriate in their culture can be inappropriate in their host country.
Diplomats’ cross-cultural awareness helps make assignments, meetings, and
negotiations successful.

21
  Written Communication Skills: Being able to write clearly and professionally
is an important skill for a diplomat. This includes avoiding grammatical,
spelling, and punctuation mistakes, and being able to use words concisely and
persuasively to communicate effectively.
 Research Skills: Diplomats need to be able to thoroughly research and
examine information in order to make important decisions regarding foreign
policy. They need to identify problems, determine what resources or additional
information they need to respond to an issue, accurately evaluate the
information, and use their findings to address the problem. Research skills also
help diplomats address dilemmas and influence others’ opinions.
 Foreign Language Skills: Diplomats need to be adept at learning new
languages and are often bilingual or trilingual. Whether it is French, German,
Spanish, Chinese, Hebrew, or Arabic, trying to understand a new language
demonstrates their ability to become more knowledgeable in another culture
and keep learning.

Q. Anyone can be a diplomat and are qualified to represent the country. Can you
and I be a diplomat? What do you think?

Three Challenges of Diplomacy in the 21st Century

The presentation covered three areas that are increasingly challenging society
and politics:

1) the steadily increasing number of organized and institutionalized actors active in

the international field;
2) the publics, which – traditionally unaffected by foreign policy –in part are now
networking nationally and internationally, calling for consideration of their concerns,
including diplomacy; and
3) the progress and implications of digitization.

1. New Actors and Legitimacy

One of the main challenges of the 21st century is interacting with new partial,
pseudo and quasi-state actors, which have begun to evolve decades ago. Amongst
these are sub-organizations of the UN (IOs), transnational corporations (TNCs), civil
society actors, such as NGOs, and criminal or terrorist organizations that are
internationally active. IOs have their own interests vis-à-vis states and may even
occasionally dispose of crossborder influence in the form of coercion. As a result,
governments have to collaborate with them “diplomatically”.
2. Publics
The dissolution of boundaries between publics and the related delimitation of
identities leads to uncertainty across global societies. While identities become
uncertain, individuals are increasingly in search of narratives that reassure them of
their identities. These delimited publics have the possibility to digitally gather and
communicate their in-securities and negative or positive sentiments across borders.
New emotionally driven social ties are formed and shared digitally, reaching millions
within the briefest span of time. In other words, due to digital technology, diplomacy in
the 21st century is taking place in a new diplomatic space.
3. Digitisation
While personal relationships remain important, digital tools can help with
analyzing voices commenting on a government’s policies. They can be used to be
present, analyse trends and influence digital spaces. With mass data analysis, they
can help forecasting crises and speed up research. As France has shown, digital

22
embassies can foster relationships with tech companies, to increase Internet
governance and risk assessment.

The succeeding discussions on mastering the Basics of Protocol are based on

the “Protocol for the Modern Diplomat” by the Ambassador of the United States
of America. Brace yourself and let’s begin!!

Protocol in Brief
Protocol is not an end in and of itself. Rather, it is a means by which people of
all cultures can relate to each other. It allows them the freedom to concentrate on their
contributions to society, both personal and professional. Protocol is, in effect, the
frame for the picture rather than the content of it.

International Culture
At gatherings that include representatives from the host country as well as from
other countries, the timeless formality of international diplomatic culture remains in
place. It ensures that each country will be respected uniformly and without bias. The
necessary respect is expressed most visibly through spoken courtesies. Below are
some tips on how to address and introduce diplomatic representatives.

1. Addressing Others
Although guidelines exist, proper forms of address vary greatly from culture to
culture. Be sure to check local customs, but a few general rules follow. The spirit of
formality among diplomatic representatives usually means not addressing others by
their first names as quickly as is done in the United States. One should rely on
courtesy titles until invited to do otherwise. Socially, one can refer to a spouse by
his/her first name or as "my husband" or "my wife" rather than as "Mr./Mrs. Smith."
When dealing with household employees however, you should still refer to your spouse
as "Mr. /Mrs. Smith." Ambassadors are addressed as Mr. /Madam Ambassador or
Ambassador Jones. Only by special invitation or long friendship should one address
an ambassador by first name and then only when not in the public eye. In indirect
address, refer to the ambassador as "the ambassador", with his/her spouse as "the
ambassador and Mr. /Mrs. Jones," or if the ambassador's spouse is a woman who
kept her maiden name after marriage, "the ambassador and his wife, Ms. Smith." An
ambassador of the United States may continue to be addressed as "Mr. /Madam
Ambassador" after retirement or after returning from his/her duties abroad. In some
French-speaking countries, the wife of the ambassador may be referred to as Madam
Ambassador. Therefore, in those countries, refer to a female ambassador by her last
name (Ambassador Jones) to avoid confusion and ensure that she receives her due
respect.
Those of rank below Ambassador are addressed as Mr., Ms. or Mrs., if marital
status is known. When referring to a U.S. post, "the Embassy of the United States of
America" is preferred over "the American Embassy." As references to America can be
ambiguous, especially in the Western Hemisphere, avoid using terms such as
"American ambassador" or "American citizen." Similarly, to be clear and to avoid
offending others by suggesting that the U.S. constitutes the entire continent use
"United States" in all references to this country.
2. Before Arrival
It is a long-standing custom to write to the chief of mission at your new post
when you find out about your assignment. This letter should express your interest in
the new assignment and offer your services before your departure. Writing to your new
supervisor is a thoughtful, although not required, gesture. If writing to a new
supervisor, a letter is the traditional form, but using technology such as e-mail

23
messages is often acceptable as well. The once-common practice of newly assigned
spouses writing to the principal officer's spouse is now rather unusual and generally
not expected.
The administrative staff will need to know about the details of your arrival.
Administrative staff members will help you with specific arrangements for housing,
shipping belongings and any other logistical matters. The person you will be replacing
is also a valuable resource and you should consider contacting him/her for advice.
3. Arriving at Post
You should make the post aware of your travel plans so arrangements can be
made to meet you, help you through customs, and provide transportation to a hotel,
temporary or assigned housing. Many posts assign a sponsor to meet newcomers at
the airport, look after their immediate needs and introduce them to the mission
community.
As a general rule, you will meet with an administrative or personnel officer at post
soon after arrival. Most newly arrived officers are expected to advise the mission upon
arrival either by phone or in person. However, the next business day is also acceptable
at many posts.
4. Welcoming
Each post has its own traditional way of greeting newcomers and introducing
them to other members of the mission. A personnel officer or an orientation packet will
explain this process. Usually, the employee will be introduced to senior officers and
colleagues at the office, but family members may meet members of the mission
community in a variety of ways. Individuals or couples may call on you (the employee),
you may call on them, parties may be planned, or the post may sponsor periodic
receptions for arriving and departing families. These events are designed to help ease
your family's transition. The employee and the family will benefit from participation in
these customary welcoming procedures.
5. Making Calls
The purpose of making calls is to introduce yourself at post. The more people
you meet, the more likely you are to be comfortable and successful in a new
assignment. There are two different kinds of calls: office (also known as official) calls
and social calls. Office calls are actually face-to-face meetings, not telephonic contacts,
and take place in the office or residence of the person being called upon. Office calls
continue to be the primary way of meeting the individuals with whom the employee
will be working. Social calls, or personal visits to another's home, are still made at
some posts but informal introductory social functions, phone calls, and invitations are
used more often as a way of getting acquainted. In the past, both types of calls
involved the exchange of social calling cards but this gesture has mostly been replaced
in business settings with the exchange of business cards and almost entirely
eliminated in social settings. Be sure that you are following your mission's customs. If
the post has a protocol officer, check with him/her for details. If not, consult your
sponsor or supervisor for guidance.
6. Business Cards
The traditional calling card that bears only one’s name and title, if appropriate,
has yielded to the more versatile business card. The business card may include one’s
name, rank or diplomatic title, office or section, business address, telephone and fax
numbers, and e-mail address. Business cards do not have prefixes, i.e., Mr., Mrs.,
Ms., or Dr. (MD or PhD would follow the name when appropriate.) Military ranks and
Ambassador do precede the name.

The exchange of Business Cards may follow a ritual.

Notice how one presents their card and accept it in a similar manner. If two
hands are used holding the top corners face up so they you may read it as you receive

24
it,
accept it with two hands. Take time to read the card before putting it away. As you
present your card, take care that the print is face up and facing the receiver. Do not
exchange cards while seated at a formal dinner; there is time before or after. In Japan,
it is a practice that whenever they meet new people, they always make sure to give
them calling card. This just shows that that they are always interested to make new
connections and linkages.
When to use a business card?
o Meeting someone for the first time
o Leaving messages
o Calling on someone at their office
o Enclosed with a gift or flowers
o Used received business cards for creating invitation lists
 In private, make notes on received cards to help jog one’s memory

7. Courtesies
 Rise when ranking guests enter and remain standing until they are
seated; as you sit, reserve right end of the sofa for ranking guests.
 Departures from events are according to rank and precedence:
 You should remain at any dinner party (U.S. or foreign) until all persons
of all nationalities who outrank you have departed.
 With regard to the ambassador and/or spouse, always rise when he or
she enters the room and remain standing until he or she is seated (this is
a usual deference to age and responsibility.)
 At a small function, remain until he or she leaves. At a large function,
make your departure known to the ambassador. However, never be the
employee whose departure would leave the Ambassador or spouse alone.
 Accompany him or her to the car when he or she is leaving your home.
Escort him or her all the way so that he or she is never without
protection.
 One always observes rules of rising, sitting, introduction, and departures
in any situation of mixed nationalities–no matter how junior the
host/hostess.
 Enter a car first and move to far side or go quickly and enter on the far
side so that the higher-ranking person can sit on curb side. The
ambassador and spouse are last in and first out in vehicles of
transportation.
 Going through doorways, however, they go in first and out first.
 Learn local social customs. For example: Generally, the woman extends
her hand first in shaking hands–except where she is not expected to
shake hands at all.

8. Social Red Flags

a. Invitations and responses
Cultural differences abound in issuing and responding to invitations. In most
cases, the invitation will come addressed to all the family members invited. If a spouse
is not specifically named, he/she is probably not invited. It is inappropriate to bring a
date to a working event. However, in some places, one invitation addressed to the
family is meant to include everyone in the house, even guests and visitors. Responding
is very important and should be done, generally by phone, within two days of receiving
the invitation. Be sure to observe the request on the invitation.

25
"Regrets only" means to call only if you will not attend, and "RSVP" means to respond
whether you will or will not attend.

b. Greetings and forms of address

Although you should follow the guidelines about greeting, addressing and
introducing someone in the formal international scene, you will need to learn about
the local informal customs as well. Try to learn a few polite greetings in the native
language that will get you through the more casual social situations. You will also
need to be aware of different greeting rituals such as kisses, handshakes or bows. In
some countries, for example, it is not uncommon to see men show affection.
Tremendous differences exist in how close people stand to socialize, how loudly they
speak, and how much eye contact they maintain. The best advice is to be observant
and ask questions of the Foreign Service nationals and experienced officers at post.
Show interest and
concern in learning a different culture; most people will respond graciously.
c. Local concept of social time
In some countries, an invitation for 8:00 p.m. means you should arrive at
precisely 8:00 p.m. In some other countries, it means you should arrive no earlier
than 9:30 p.m. To avoid awkward and embarrassing situations, ask questions before
attending social events. The Foreign Service nationals who work in the mission are a
valuable resource, as are experienced officers at post.
d. Dress
Dress, too, varies according to country and event. Women should be
particularly mindful of conservative dress rules, such as skirt length, low necklines,
and having one's arms covered.

Remember that "casual" in other countries almost never means jeans or shorts. It is
always better to be too dressed up than too dressed down.

e. Conversation topics
Be aware that there are cultural differences about what constitutes casual
conversation. In some places, it is perfectly acceptable for someone to ask your age or
income. Knowing what is appropriate and what to expect helps one avoid problems.
Acceptable casual conversation topics vary from culture to culture. Discussing
children or food is rude in some cultures. Because one circulates at social events in
order to meet as many people as possible, conversations should be fairly brief.
f. Gifts
Even something as simple as bringing a gift to the host can be tricky. Many
rituals and customs often surround the meaning of gifts. The type, color and number
of flowers you bring, for example, may have a hidden meaning. In Italy, mums are
funeral flowers; think twice about bringing them to a dinner party. A guest may be
expected to bring a small gift, or it may be better to bring nothing at all. Once again,
asking colleagues and co-workers about local customs will be most helpful.
g. Eating and drinking
To be polite, accept the food and drink that is offered. If unsure or a bit
apprehensive, try a small portion. If you do not wish to drink alcohol, still take some
to have in your glass for toasts. If you do drink, however, as a U.S. representative, you
should drink responsibly so as not to embarrass yourself or your country. If, for health
or religious reasons, you absolutely cannot try even a small portion of a particular
food or drink, it is acceptable to refuse with a short explanation.

Consider new foods and drinks an opportunity to explore the new culture. Try them in
good spirits and with an open mind.

26
 h. Gender issues
Gender roles vary from country to country, and sometimes even within regions
of one country. For example, a husband may be expected to precede his wife in a
receiving line, or men and women may go into separate rooms for dessert. Although
men and women may drift away from each other and talk amongst themselves, the
practice of actually separating men and women at any time during a dinner party is
rare even in primarily gender-biased societies. Be aware that this may happen and
when it does, it is best to go along with these traditions. Lacking a specific mission
agenda, the diplomat's role is not to change host country customs. The country may
not consider gender bias an issue that needs to be addressed.
i. Status
When everyone is treated respectfully, only a few status issues merit special
note. As mentioned earlier, stand when an ambassador and his/her spouse enter the
room, and allow him/her to enter and exit a room first. When making introductions,
introduce someone to the more distinguished or older person. In addition, reserve the
far right-hand seat of a couch, as you sit, for the guest of honor.
j. Thank you
Rituals often surround thanking someone. Without exception, thank your host
before you leave. Tradition determines how you should thank the host the day after
the event.

C. Dining Protocols

Table Etiquette Tips

The Napkin
o The dinner napkin should be taken from the table and placed on your
lap when you sit down.
o Place the dinner napkin (large size) on your lap, by unfolding it halfway
with the fold facing your body.
o Luncheon size napkins are smaller than dinner napkins and are
unfolded completely.
o When the meal is over, the napkin should be casually folded from the
center and placed on the left side of the plate; or, if the plate has already
been removed, place the napkin in front of you.
o Leave your napkin on the chair when you leave the table during a meal.
Do not place a napkin on the saucer under a cup.

Styles of Eating
 American Style–Hold the knife in the right hand and fork in the left to cut
food, then put the knife down and transfer fork to the right to lift food to
the mouth tines up. Lift the food to the mouth with the tines down. Cut
no more than two pieces of food at a time.
 Continental Style–Keep the knife in the right hand and the fork in the left
throughout the meal. Lift food to the mouth with the tines down. Cut one
piece of food at a time.

General Tips
 Follow the lead of your host.

27
  When coffee is served after a meal that is the cue to leave in about 20
minutes if you are a guest: if you are a co-host, depart only after the last
guest has left.
 Woman enters seat from the right; man holds chair and stands behind.
 Toasts can be made before or after the meal. Hold glass at eye level. Do
not drink if you are the person being toasted.
 Blot lipstick before having a drink (use a tissue or paper napkin only).
 Candles should only be used in the evening and must be lit before guests
arrive at the table.
Service
o Waiters serve from left and remove from right.
o Pour drinks from the right and remove from the right.
o Guest of honor goes first in the buffet line.

The Set-up
The table setting shown below is an example of a complete fine dining set up.
This shows the different utensils and glasses that is used during a fine dining meal.
Social gathering in a corporate occasions happen more often in the workplace where
big boss of the company is present. Learning these set-ups will build confident to join
dinners/gala/socialization events that will surely allow you to impress your boss and
colleagues at work.

The Utensils
1. The Glasses – in fine dining there are 3 or more stemware glasses placed on the
set up. Usually for red wines, white wines, water, champagne and sherry. Wines
served depends on what type of meat ordered for main course, as the rule
supreme overrules all, white is white, red is red, white is pink and red is
sparkling. This means red meat is for red wines, white wine is for white meat,
white meat is for rose wine (pink) and white meat is for (white) sparkling wines.

2. The cutleries – The silverwares form different roles, as for rules, all forks are
found on the left side except the oyster and dessert fork. Usually the functions
and use are from inside out. Knives are situated on the right side together with
the soup spoon and oyster fork. Dessert fork and spoon are placed on the top of
the showplate.

3. The chinawares- this refers to your different plates used for food. Since the set
up is for fine dining, there are six different plates that will be served in the table
in order following the courses. Below are the sizes and roles of china during
meal:

Name of Plates Sizes Functions

Showplate 14” Acts as plate underliner
Dinner Plate 12” Use for main courses
Fish Plate 10” Use for entrée
Salad Plate 8” Use for vegetable salad
Soup Plate 6” Use for soup (potages or consommé)
Dessert Plate 4” Use for dessert/ unless the dessert is ice
cream, then a sherbet glass will be use.

4. Bread plate and butter spreader – use for starters.

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source: https://2009-2017.state.gov/documents/organization/176174.pdf

That ends the lesson 2 of Module 3.

Let’s now answer the questions I prepared for you. Goodluck!
IT’S YOUR TURN!

29
Activity 1. Enumeration. What is Diplomat
Instructions: Answer the following questions and write your answers on the answer
sheet provided at the end of this module.
1-7. list down the seven duties of diplomats on international relations.
8-10. list atleast three related areas of where economic officers is working on.

Activity 2. Alternate Response. Diplomatic protocols: protocols in brief.

Instructions: Answer the question being asked and write your answer on the answer
sheet provided at the end of this module. Write YES if the statement is correct and NO
if the statement is otherwise.

___________1. At gatherings that include representatives from the host country as well
as from other countries, the timeless formality of international diplomatic culture
remains in place.
___________2. Proper forms of address vary greatly from culture to culture even if
there are guidelines that exists.
___________3. It is a long-standing custom to write to the chief of mission at your new
post when you find out about your assignment.
___________4. The purpose of making calls is to introduce yourself at post.
___________5. Office calls are actually face-to-face meetings, not telephonic contacts,
and take place in the office or residence of the person being called upon.
___________6. Social calls, or personal visits to another's home, are still made at some
posts but informal introductory social functions, phone calls, and invitations are used
more often as a way of getting acquainted.
___________7. The traditional calling card that bears only one’s name and title, if
appropriate, has yielded to the more versatile business card.
___________8. In Japan, it is a practice that whenever they meet new people, they
always make sure to give them calling card. This just shows that that they are always
interested to make new connections and linkages.
___________9. Rise when ranking guests enter and remain standing until they are
seated; as you sit, reserve right end of the sofa for ranking guests.
__________10. One always observes rules of rising, sitting, introduction, and
departures in any situation of mixed nationalities–no matter how junior the
host/hostess.
__________11. Women should be particularly mindful of conservative dress rules, such
as skirt length, low necklines, and having one's arms covered in attending social
professional event.
__________12. Learning few polite greetings in the native language that you attend will
get you through the more casual situations.
__________13. Discussing children or food is rude in some cultures.
__________14. In Italy, mums are funeral flowers.
__________15. To be polite, accept the food and drink that is offered at any social
occasions.

Activity 3.Fill in the blanks. Dining protocols

Instructions: Fill the blanks with the missing word to complete the sentence. Write
your answer on the answer sheet provided at the end of this module.

1. The dinner napkin should be taken from the table and placed on your
____________ when you sit down.
2. Place the ______________________ (large size) on your lap, by unfolding it
halfway with the fold facing your body.

30
 3. ____________________ size napkins are smaller than dinner napkins and are
unfolded completely.
4. When the meal is over, the ____________ should be casually folded from the
center and placed on the left side of the plate; or, if the __________ has
already been removed, place the napkin in front of you.
5. Leave your napkin on the chair when you leave the table during a meal. Do
not place a napkin on the ___________ under a ___________.
6. Follow the lead of your ______________.
7. When coffee is served after a meal that is the cue to leave in about
__________ minutes if you are a guest: if you are a co-host, depart only after
the last guest has left.
8. ________________ enters seat from the right; man holds chair and stands
behind.
9. ______________ can be made before or after the meal. Hold glass at eye level.
Do not drink if you are the person being toasted.
10.Blot _______________before having a drink (use a tissue or paper napkin
only).
11.______________ should only be used in the evening and must be lit before
guests arrive at the table.
12._____________________ serve from left and remove from right.
13.Pour drinks from the _______________and remove from the ______________.

Activity 4. Draw, label and react

Instructions: In another sheet of paper provided at the end of this module, draw and
label the fine dining set-up used in social occasion. Then explain the importance on
your own understanding why do we need to learn the basics of dining protocol. A
rubric is attached as basis for the assessment of your answer.

POST ASSESSMENT
Post assessment will be taken on a face-to-face evaluation where students are
required to attend. It will be a one-hour assessment that will comprise at least 20-30
objective questionnaires. They will be evaluated through the use of paper and pen
strategical approach.

REFERENCES

Bonger, A. (2018). Diplomatic communication: the art of tact. Retrieved from

https://www.languagepartners.nl/en/blog/english/diplomatic-communication
the-art-of-tact/

Communicationskills. Retrieved from

https://sites.google.com/site/communicationskill4you/element-of
communication

Cooper, A., Heine, J. and Thakur, R. (2013). Introduction: The Challenges of 21 st

Century Diplomacy. Retrieved from
https://www.oxfordhandbooks.com/view/10.1093/oxfordhb/9780199588862
001.0001/oxfordhb-9780199588862-e-1.

Heathfield, S. (2020). The Components of Communication in the Workplace. Retrieved

from https://www.thebalancecareers.com/communication-in-the-workplace
1918089.

The Chat Center. (2020). 7 Major Elements of Communication Process. Retrieved from

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 https://www.thechatcenter.com/7-major-elements-of-communication-process/

Poppulo. (2019). 7 Factors that influence ineffective communication. Retrieved from

https://www.poppulo.com/blog/factors-that-influence-ineffective-
communication/

Rana, K. (2020). 21st Century Diplomacy: Globalized Diplomacy. Retrieved from

https://www.asef.org/images/docs/ModelASEM_Diplo_GlobalizedDiplmacy.pdf

Shulsinger,T. (2017). What Do Diplomats Do? A Student’s Guide. Northern University

Graduate Progams. Retrieved from
https://www.northeastern.edu/graduate/blog/what-do-diplomats-do/

Skills You Need. (2021). Tact and Diplomacy. Retrieved from

https://www.skillsyouneed.com/ips/tact-diplomacy.html.

Foreign Service Institute. Protocol for the Modern Diplomat. United States of America.
https://2009-2017.state.gov/documents/organization/176174.pdf

Name: __________________________________ Date: _____________

Course: __________________ Schedule/Section: ___________________________

Social Orientation
Module 3 of 4

32
 Answer Sheet

P-TEST. Match your answers!!

_________1. ________11. _________21.
_________2. ________12. _________22.
_________3. ________13. _________23.
_________4. ________14. _________24.
_________5. ________15. _________25.
_________6. ________16. _________26.
_________7. ________17. _________27.
_________8. ________18. _________28.
_________9. ________19. _________29.
_________10. ________20. _________30

Lesson 1
It’s Your TURN!
Cross Check Analysis.

Activity 1. Match the correct answer.

1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
4. ___________________________________________
5. ___________________________________________

Activity 2.
a. Alternate response
1. _________________
2. _________________
3. _________________
4. _________________
5. _________________

b. Identification. Elements of effective communication

1._______________________________________
2._______________________________________
3. ______________________________________
4. ______________________________________
5. ______________________________________
6. ______________________________________
7. ______________________________________
8. ______________________________________
9. ______________________________________
10. _____________________________________
11. _____________________________________
12. _____________________________________
13. _______________________________________
14. _______________________________________
15. _______________________________________

Activity 3. Fill in the Blanks through enumeration. 7 Factors that influence

ineffective communication

33
 1. ___________________________ 6. ________________________________
2. ___________________________ 7. ________________________________
3. ___________________________ 8. ________________________________
4. ___________________________ 9. ________________________________
5. ___________________________ 10. _______________________________

Activity 4. Alternate Response. Tact and Diplomacy

___________1.
___________2.
___________3.
___________4.
___________5.

Lesson 2
It’s Your TURN!
Cross Check Analysis.

Activity 1. Enumeration. What is Diplomat

1. ________________________________________
2. ________________________________________
3. ________________________________________
4. ________________________________________
5. ________________________________________
6. ________________________________________
7. ________________________________________
8. ________________________________________
9. ________________________________________
10.________________________________________

Activity 2. Alternate Response. Diplomatic protocols: protocols in brief.

_____________1. __________6. __________11.
_____________2. __________7. __________12.
_____________3. __________8. __________13.
_____________4. __________9. __________14.
_____________5. __________10. __________15.

Activity 3.Fill in the blanks. Dining protocols

1. _______________________________________
2. _______________________________________
3. _______________________________________
4. ______________________________________
5. ____________________________________
6. ____________________________________
7. ____________________________________
8. ____________________________________
9. ____________________________________
10. ___________________________________
11. ___________________________________
12. ___________________________________
13. ___________________________________
14. ___________________________________
15. ____________________________________

34
Activity 4. Draw, label and react. ( use this page for your drawings and for your
reactions).

35