Purcom Reviewer

COMMUNICATION IN THE 21ST CENTURY

- was ceased to be plainly linear or strictly verbal or written with advancements in technology of the 21 st
century

POWERPOINT PRESENTATION

- it serves as a visual presentation of the otherwise scripted delivery topic. It is fully utilized as an outline
added to the text, containing only the client points of the subject matter are Images, graphics, and
visuals that infographics likewise may use it.

INFOGRAPHICS

- the old definition of information graphics (infographics) refered to the use of graphics newspaper and
magazine.

5 MEDIA FORMAT OF INFOGRAPHICS

1. static- the most common, simplest and easiest to format with the final design saved on an image file.

2. zooming - normally used for larger designs that convey large amount of information.

3. animated - creates some motion of change to the design as the reader watches.

4. video - provide of ease of sharing with the ability to be shared anywhere.

5. interactive - designs that gives the reader some control over the data or visualization displayed for a
much longer period of time.
GUIDELINES IN THE USE OF INFOGRAPHICS

1. visual content is supplementary but powerful in highlighting the main point or the focus of your topic.

2. visual used to support text, convey information and direct action.

3. visual must be audience appropriate.

4. cultural awareness and gender appropriation is a must.

NATURE OF WORKPLACE COMMUNICATION

Communication - the process of exchanging information through verbal of non-verbal form.

Workplace - a person’s place of employment.

Workplace communication - a process of exchange of information that happens inside the workplace,
important in any social environment whether academic or corporate fields.

Baby boomers - 1955-1964

Gen x - 1965-1980

Gen y - 1981- 1996

Gen z - 1997-2013

DIFFERENT CHANNELS TO OBTAIN INFORMATION

- group meetings

- webinars

WORK PLACE DYNAMICS

-refers to the way of people collaborate with each other.

1. DIVERSITY IN THE WORKPLACE

- involves having a workplace that includes people from different backgrounds, nationalities, gender,
cultures, and religion.

> multigenerational workplace

> organizational culture

> multiplicity identities

2. CO-WORKER REALTIONSHIP

- time spent at work is greater than time spent at home for many in the actions of employees workforce.

3. SHARED LEADERSHIP

- distribution of leadership responsibilities within a team can influence the functionality of its members.

4. TEAM BUILDING

-where shared leadership is nurtured, team building is not far behind formal and informal gathering help
build a strong team.

3 ROLES

1. task roles - this roles help the team to carry out task and get the work done.

2. Relationship roles - roles that strengthen or maintain team realationship(supporter, harmonizer, and
datakeeper)

3. self-centered roles - Roles that interfare with the team’s ability to complete task( blocker, dominator,
attractor, and clown)

WAYS TO COMMUNICATE IN THE WORKPLACE

-when you communicate with your team it helps eliminate misunderstandings and can encourage a
healthy and peaceful work environment. (speak in English)

5 WAY ON HOW TO COMMUNICATE EFFECTIVELY IN THE WORKPLACE

- open meetins

- use the appropriate tone of voice

- use simple words

- display confidence and seriousness

- listen to your team members

PRINCIPLES OF COMMUNICATION IN THE WORKPLACE

- efficiency and promptness

- truth and validity

- reliability and confidentiality

- conciseness and clarity

TYPE OF COMMUNICATION IN THE WORKPLACE

1. internal - refers to the exchange of communication within the organization.

> vertical - hierarchal position

> downward - top to bottom

> upward - bottom to top

- Horizontal - no hierarchy/equal

2. external - refers to the exchange of communication from organization to the outside world. It can be
formal or informal.

12 COMMON TYPES OF WORKPLACE COMMUNICATION

1. face to face communication - the physical conversation of two person.

2. written communication - the message is written form.

3. phone communication - used when team is remotely relocated.

- sound friendly with a smiling voice.

- simply smile while talking on the phone.

- always begin with a formal tone to sound business like and polite for whoever is calling.

4. formal - communication - typically more structured form of communication.

5. informal communication - more casual and spontaneous form of communication, used by worker to
worker conversation.

6. verbal communication - a type of communication that uses the tone of voice or noise to convey a
message.

>types of verbal communication

>intrapersonal - self to self communication

> interpersonal - between individuals

> small group communication - common to all and communicate collectively to achieve it.

> public communication - the sharing of important information and educational form of specifications.

7. digital communication - the type of communication with the use of technology.

8. group communication - communication that takes place between three or more individuals who are
working together towards a common goal.

9. individual communication - communication between two or more individuals.

10. lateral communication - this is talking to your colleagues on the same level as you.

11. intercultural communication - communication that involves different cultural backgrounds.

12. non verbal communication - the type of communication that uses symbols, expression and signals to
convey a message.

TECHINCAL WRITING IN THE WORKPLACE AND WRITING WORKPLACE COMMUNICATION MATERIALS

TECHNICAL WRITING - a form of written communication used mainly as correspondence and in the
production of written outputs valuable to an organization.

EXAMPLES OF TECHNICAL WRITING

> user manual > company documents

> standard operating procedure > request for proposal

> case studies > annual reports

FEATURES OF TECHINICAL

- accurate - deals with the facts that are completely true.

- clear - it is when your readers are able to easily understand the main massage or point of the whole
composition.

- formal - some writing standards undermines the structure, pattern, format, and language of this kind
of writing.

- graphical - illustrations are necessary in technical writing to support the written information provided.

- objective - must avoid inclusion of individual and subjective judgment in relaying information.

- practical - forms of technical writing should be practical in the way that they function according to their
purpose.

- procedural - provides sets of instructions and sequencing information such as user manuals and
laboratory reports.

- specialized - language being used is specialized and easily understand be a specific set of readers.

- diverse - cross-cultural or multilingual communication brought about by globalization through the

internet, materialized through technical writing will lead you to narrow topics, ideas, people,
methodologies, cultures, purposes, formats and language.

- straight forward - a straight forward manner of writing means presenting facts and information
honestly and directly.
- authoritative - think of it as a piece of writing with the ability to command or to enforce something in
anyone.

- presentable - any technical writing output must be presentable, without any grammatical or
typographical errors.

FIVE MAIN CHALLENGES THAT TECHNICAL WRITTERS FACE

1. reaching the subject matter

2. dealing with outdated tools

3. maintaining consistency across documents

4. ensuring documentation accuracy

5. addressing varied audience needs

WORKPLACE COMMUNICATION AS TECHNICAL AND PROFESSIONAL COMMUNICATION

WORKPLACE COMMUNICATION - Technical in a work environment where management and employees

focus on manufacturing and marketing products and services for target clients and customers

WRITING WORKPLACE COMMUNICATION MATERIALS

1. written communication in the workplace business correspondence involves three key elements;

The sender , the message and the receiver.

The sender initiates the process and the reader is expected to respond appropriately for a business
letter to achieve its purpose, the message must be clear and meaningful to the recipient.

- does the message appear to be important?

- is the message easy to understand?

2. TIPS FOR EFFECTIVE WRITTEN COMMUNICATION IN THE WORKPLACE

> remember these qualities for effective communication

- accuracy - ensure the content is factual and avoid any broad statements.

- brevity - keeps sentences short and clear avoid any unnecessary information while writing
completeness.

- clarity - use precise words and proper grammar to ensure quick understanding.

> use the format that aligns with institutional or transactional standards

> practice courtesy by using proper language and correct sentence structure for a better impact.

3. BUSINESS LETTER

- a formal form of communication typically used between businesses or from a business to a client to
convey important information.

- common purposes include making requests, providing information, addressing issues, and establishing
formal records.

- formal language is essential

- content should be concise, clear, and to the point

- use a professional tune throughout

4. STANDARD FORMATS OF BUSINESS LETTER

> a business letter follows a standard format to ensure clarity and professionalism.

Structures :

1. sender’s information 6. Closing

2. date 7. Signature

3. recipient’s information 8. attachments

4. salutation

5. body

5. LETTER OF INQUIRY

- written to ask for information, typically from a company or institution.

- common purposes include requesting product details opportunities.

Opening paragraph - stating purpose of the letter.

Body - adding additional details

Closing - brief summary

Structures;

- introduction

- request for information

- closing

6. RESPONSE TO INQUIRIES

- Addressing a question or request for information.

- purpose: provides needed details or clarifications and help build trust and transparency.

Structure:

Opening, body, closing.

7. LETTER OF CLAIM

-A letter of claim or a complaint letter, is sent by a customer to report an issue with a product or service.

- purpose - express dissatisfaction formally and request resolution, such as refund, replacement, or
repair.

Structure:

Opening, body, request for action, closing.

TIPS:

- be prompt - Remain professional

- be clear and direct - provide evidence

- personalize when possible - be specific

8. ADJUSTMENT LETTER

- a response to a letter of claim addressing the issue reported by the customer.

- purpose - acknowledge the complaint, provides solution and maintain customer satisfaction.

Structure: opening, body, closing.

> offer a positive outcome

> show empathy

> avoid blame

9. LETTER OF REQUEST

- reports situation which demand actions and decisions to be acted upon.

- A formal letter which requests a specific product and service within the professional business context.

10. MEMO

- a written message which serves as a reminder for a particular matter.

TYPES OF MEMO

1. Instruction memo - contains directives that organization members need to follow.

2. Announcement memo - notice of an important event in the organization.

3. Request memo - contains a request for the provision of facilities and services.

4. transmittal memo - notice officially announcing the release of a report

5. authorization memo - granting permission to the undertaking of an operation in the organization.

FORMAT OF A MEMO

- information indicated in the pyramid follows from the most important to least.

MOST IMPORTANT INFORMATION

SUPPORTING DATA AND

EXAMPLES

LEAST IMPORTANT

INFO.

MEMO

- following should be considered in writing a memorandum

> use of formation or academic language

> clarity

>conciseness

>general use of the active note of the verb

> absence of grammar lapses

INCIDENT REPORT

- A formal document that recalls details from an unexpected events usually in the workplace.
MINUTES OF THE MEETING

Parts:

Heading - for who and from who

Date and Time of the incident

Nature of the incident

Person Involve

Problem description

Action taken

Recommendation: preventive measures

BECOMING AN EFFECTIVE WORKPLACE COMMUNICATOR

IFFECTIVE WORKPLACE COMMUNICATION - can help bring about healthy relationship among co-workers
and a productive work environment which are both essential to a communicator’s personal wellness and
career growth

EXAMPLES OF WORKPLACE COMMUNICATION

- feedback sessions - collaboration or doing functional tasks

- team meetings - non-verbal communication

- receiving information

- communicating about project status or progress

- being an effective workplace communicator requires being able to understand the diversity present in
the workplace, since the workplace is an employee’s second home he or she should know how to
handle the different attitudes of his or her co-workers as well as clients.
7 TIPS FOR EFFECTIVE WORKPLACE COMMUNICATION

1. know where to communicate and about what

2. build your collaboration skills

3. talk face to face when you can

4. watch your body language and tone of voice

5. prioritize two-way communication

6. stick to facts not stories

7. make sure youre speaking to the right person

JOB INTERVIEW

-is a selection process used by the organization to help determine whether a job. Candidate has the
necessary knowledge, skills and abilities to do the job.

> personal skills that has to be prepared for.

> chance of an applicant to talk about his/her qualifications for a particular job.

> it determines his or her personal values

> it also demands a great amount of confidence.

PRACTICAL REMINDERS:

- know yourself in relation with your superior, co-workers and clients

-manage time well while working

-see more of the lights and less of a shadows in others

-accept your own limitations and those of others

- keep communication lines when needed

THE NATURE OF ACADEMIC WRITING

- refers to written works produced within an academic setting, following specific research
documentation and certain guidelines. It aims to convey complex terms, research findings or analyses,
supporting arguments with evidence

- Student academic writing

- Expert academic writing

ACADEMIC WRITING COMES IN MANY FORMS INCLUDING:

- descriptive - describes people, places, objects or experience.

- analytical - analyzes and categorizes information.

- persuasive - supports an argument or position with evidence.

- critical - considers multiple perspectives on an issue.

- expository - investigates an idea and provides an argument supported by evidence.

- narrative - tells a story or provides an informative narrative.

- reflective - explores and analyses personal experience and how they relate to broader concepts or
theories.

- technical reports - explains the progress or results of technical research.

FEATURES OF ACADEMIC WRITING

- Formal
- Impersonal

- Structured

- hedged

- Explicit

- Responsible

RHETORICAL SITUATION

-Refers to the context, surrounding communications, the rhetorical situation includes several elements.

ELEMENTS OF RHETORICAL SITUATION

- speaker

- subject

- audience

- settings

- frame

Rhetoric - way of altering reality.

Medium - the way the information is converted to the audience

Purpose - refers to what the writer aims to achieve.

Stand - refers to what the writer’s stand on the issue.

IMPORTANCE OF UNDERSTANDING RHETORICAL SITUATION

> enhanced communication

> critical analysis

> effective writing strategies