Name: Mary Mae Ternora

Course:Bsba Mk-1C

Purposive Communication

Purposive communication is very important in human lives, Specially to connect

people and make relationship with them. we have to communicate to solve many
problems, today there are engineers, graduates, technicians among others, who want to
solve everything to perfection without effective communication and is not what should
be done, we must communicate to convey information and change ideas to see how
you can solve what you want and be satisfied with what we are going to solve.
Communication is very useful now a days we can make this to have a better
relationship to others and to understand each other. The importance of communication
is that it removes confusion , confusions that may lead to pains, misunderstanding
without a better communication. I do believe that commucation is the only way or key
to open the secret of better life. A good communication leads to clarity. A better
communication leads to a good and lasting relationship . Communication is very vital
say for example in a relationship to be open to each other and to remove the doubts.
Communication is serves as a bridge which connects every people to understand each
other to listen to their thoughts and perception.
Communications is fundamental to the existence and survival of humans as well as to
an organization. It is a process of creating and sharing ideas, information, views, facts,
feelings, etc. among the people to reach a common understanding.

Ten Essential skills for effective communication

Being able to communicate effectively is an essential skill. Whether it’s in our

business life or our personal relationships, effective communication is the key to our
success.
 
Life coaching for effective communication is a fantastic way to learn and attain this
skill.  Through a number of communication models, I’ll show you how to get ahead
and stay ahead.
 
Here are my top ten essential skills for effective communication.  Master these skills
now, and they’ll serve you well for a long time to come!
 
1. Listening
 
One of the most important aspects of effective communication is being a good
listener.
 
People do not like communicating with others who are only interested in telling you
what they want to tell you, and don’t listen to what you have to say.  Effective
communication requires active listening, so practice active listening until it becomes
second nature to you.
 
So what is active listening?  Active listening involves hearing and understanding what
a person is saying to you.  Unless you understand clearly what a person is telling you,
you can’t respond appropriately.  Gain clarification by asking questions or rephrase
what you’re being told, so that you’re sure you fully understand the message that’s
being conveyed to you.  For example, you could say “So, what you’re saying is…”
 
2. Non-Verbal Communication
 
The words we choose make up just 7% of the message being conveyed, which makes
non-verbal communication all the more important. Body language is an important
communication tool. Your body language should help convey your words.  Other
factors you should consider are things like the tone of your voice, your hand gestures,
and ensuring eye contact.
 
A person is going to be encouraged to speak openly with you if you are relaxed and
have a friendly tone. Adopt an open stance position, with relaxed legs and open arms.
It is important that you make eye contact with the person you are communicating
with, but be careful that you do not stare at them, as this is just uncomfortable.  It is
just as important that you recognise the non-verbal signals being displayed by the
other person.  These signals will give you an insight into how that person is feeling.
 
3. Be Clear and Be Concise
 
Convey your message using as few words as possible.  Whether in person, via
telephone, or email, convey your message clearly, concise and direct. If you are
excessive with your words, the listener will either lose focus or just be unsure as to
what it is that you want.  Before speaking give some thought as to the message you
want to convey. This will prevent you rambling and causing confusion.
 
4. Be Personable
 
When communicating face to face with someone, use a friendly tone with a simple
smile, and ask a personal question. These things encourage the other person to engage
in honest, open communication. When using written communication (e.g. email), you
can achieve this by adding a simple personal message, for example, “How was your
weekend?”.
 
5. Be Confident
 
Confidence underpins all effective communication. Other people will believe you
will do as you say if you sound confident. Making eye contact, using a firm but
friendly tone (never aggressive), are all ways you can exude confidence. Remember to
always be listening to the other person and looking out for those nonverbal clues.
 
6. Empathy
 
Empathy is the skill of being able to understand and share the feelings of another
person.
 
Even if don’t agree with the person you’re communicating with, it’s very important
that you understand and respect their view. Simply saying to that person “I understand
what you’re saying”, will let them know that you have been listening to them, and that
you respect their point of view.
 
7. Always Have An Open Mind
 
Being an effective communicator requires that every conversation is approached with
a flexible, open mind. This isn’t always easy to achieve, but is very important to
communicating effectively. Always engage in active listening, and be sure to
demonstrate empathy by acknowledging you understand what the other person’s point
of view is. Adopting this approach will always ensure honest, productive
communication.
 
8. Convey Respect
 
Other people will be more likely to engage in communication with you if you respect
them and their ideas. Simply addressing another person using their name, will make
them feel appreciated. If communicating via telephone, always keep focused on the
conversation and avoid being distracted in any way. When communicating through
email, take time to construct and edit your message, taking care to address the
recipient by name.
 
9. Give and Receive Feedback
 
Giving and receiving appropriate feedback is an essential communication skill,
particularly for those of us whose roles include managing other people. Providing
constructive feedback, as well as giving someone praise, can greatly increase
motivation and build morale.
It is just as important that you accept and encourage feedback from others. Always
listen to feedback and act positively on it. If you’re unsure about any aspect of the
feedback, simply ask a question to gain clarification from the other person.
 
10. Consider The Best Medium for The Job!
The final item on my list is knowing what the best form of communication is to use.
Being mindful of using the best form of communication will result in your response
being a positive one. Consider things such as, who it is you’re trying to communicate
with, how important the topic is, and how busy that person might be. For example,
asking your boss for a raise is never going to be taken seriously if you do it by text –
so consider what’s appropriate!

Elements of effective communication

The elements required to be effective are trust, respect, understanding, empathy, and

resolution. We will explore each of these. Overview: There are many ways to
implement these behaviors and this webinar will examine the basis of this concept,
how to learn the necessary elements, and why each is so important.
Parts of business Letter
 What Are the Seven Basic Parts of a Business Letter?

Experts generally agree that there are seven basic parts in a business letter:

1. Sender’s address. Optimally, you want to have printed company letterhead.

Letterhead, similar to having a company website, conveys that your business is
legit. But even if the address is simply typed at the top, including your address
plays a practical purpose, because you don’t want the recipient to have to look up
your address in order to send a response.
2. Date. Whoever receives the letter needs to know when the letter was written.
It’s best to use a standard U.S. format. (Here’s an example: September 20, 2018.)
3. Recipient’s address. Include the recipient’s address so that you have the
information readily available for printing out the envelope. A full recipient address
also helps ensure the letter doesn’t get lost in the office shuffle wherever you are
sending it. The first line should be the name, including any honorifics such as Mr.,
Ms., Dr., etc. The second line is the recipient’s job title. Their company’s name
goes on the third line. The remaining lines include street address, city, state, and
ZIP code.
4. Salutation. A “To whom it may concern” or “Dear Sir or Madam” is a good
way to ensure that your letter goes nowhere. Find out the name of the person who
should receive the letter, even if you have to do some searching on Google or
LinkedIn, or call the company.
5. Body. Time is money in the business world, so get down to business and
quickly make your case or communicate your message. Stay professional, be clear
and concise, and quickly convey the point of the letter.
6. Closing/signature. Stick with a more formal closing such as “Sincerely” or
“Thank you.” You should only capitalize the first word of the closing. Remember
to follow the closing with four lines of space in order to make room for your
signature, which demonstrates your personal stamp of approval of the letter’s
contents.
7. Enclosures. If there are additional items to enclose with the letter, it’s best to
list them, so that the recipient remembers what was included with the letter. Include
enclosures three lines below your signature or one line below the typist’s initials.
Use this style if, for example, you want to indicate that there are two enclosures:
Enclosures (2). If you want to list each separate item, use this style: Encl: product
brochures (2), product photos (3).

Reminders on the proper way of writing titles

Titles of full works like books or newspapers should be italicized. Titles of short

works like poems, articles, short stories, or chapters should be put in quotation
marks. Titles of books that form a larger body of work may be put in quotation marks
if the name of the book series is italicized.
The 8c’s in business writing

Clarity

The first element of all business letters is that they should be clear. This includes the
purpose of the letter and words used within the text. Clearly state your point near the
beginning to allow the reader a clear understanding of the letter's purpose.

Conciseness

Avoid using extra words in a business letter. The element of conciseness refers to
stating an idea in the fewest words possible. Don’t add superfluous information or
extra words to fill space. Simply state the information that's important and pertinent,
and leave it at that.

Consideration

A business letter should also be considerate. This element is important because you
must think about the reader and his feelings and point of view. Make the letter about
him and not you.

Courtesy

Business letters should show respect to the reader and should demonstrate the
writer’s personal respect for the reader and the company he works for.

Concreteness

Concreteness refers to using vivid wording within the letter that appeals to the
reader’s senses. If a business letter is dull, the reader may skim through, missing
important points.

Cheerfulness

When writing a business letter, demonstrate a positive attitude that expresses joy
and cheer.

Correctness

A business letter must always be accurate. This means ensuring every word within
the document contains accurate facts and figures. This includes proofreading the
letter to check for grammar and spelling mistakes.

Character
Every business letter should show a bit of uniqueness from the writer. This gives the
letter character and may make it more interesting.

The technical reports

A technical report is a document written by a researcher detailing the results of a

project and submitted to the sponsor of that project." TRs are not peer-reviewed
unless they are subsequently published in a peer-review journal.
Characteristics (TRs vary greatly): Technical reports ....

 may contain data, design criteria, procedures, literature reviews, research

history, detailed tables, illustrations/images, explanation of approaches that
were unsuccessful.
 may be published before the corresponding journal literature; may have more
or different details than  its subsequent journal article.
 may contain less  background information since the sponsor already knows it
 may have restricted access
 classified and export controlled reports
 may contain obscure acronyms and codes as part of identifying information
Disciplines:

 Physical sciences, engineering, agriculture, biomedical sciences, and the social

sciences. education etc.
Documents research and development conducted by:

 government agencies (NASA, Department of Defense (DoD) and Department

of Energy (DOE) are top sponsors of research
 commercial companies
 non-profit, non-governmental organizations
 Educational Institutions
Format

 Issued  in print, microform, digital

 Older TRs may have been digitized and are available in fulltext on the Intranet
 Newer TRs should be born digital
Definition used with permission from Georgia Tech. Other sources: Pinelli & Barclay
(1994).

4 basic parts of Technical report

Technical reports are a central part of your professional success and are usually
designed to:
 Convince the reader of your position
 Persuade them to act, or
 Inform them of your findings.

They are an opportunity for you to:

 Clearly communicate a solution to a problem

 Recommend action, and
 Aid decision making.

Technical reports are designed for quick and easy communication of information, and
use:

 Sections with numbered headings and subheadings, and

 Figures and diagrams to convey data.

Types of Communication

 Verbal Communication. Verbal communication occurs when we engage in

speaking with others. ...
 Non-Verbal Communication. What we do while we speak often says more
than the actual words. ...
 Written Communication. ...
 Listening. ...
 Visual Communication.

the 4 basic types of communication in style

Passive

Individuals who use the passive communication style often act indifferently, yielding
to others. Passive communicators usually fail to express their feelings or needs,
allowing others to express themselves. Frequently, a passive communicator’s lack of
outward communication can lead to misunderstanding, anger build-up or resentment.
At the same time, these communicators can be safer to speak with when a conflict
arises, because they most likely will avoid a confrontation or defer to others.

Passive communicators often display a lack of eye contact, poor body posture and an
inability to say “no.” Passive communicators also act in a way that states “people
never consider my feelings.”

But passive communicators are also easy to get along with as they follow others and
“go with the flow.”
Examples of phrases that those who use a passive communication style would say or
may believe include:

 “It really doesn’t matter that much.”

 “I just want to keep the peace”

Aggressive

It’s often apparent when someone communicates in an aggressive manner. You’ll hear
it. You’ll see it. You may even feel it.

The aggressive communication style is emphasized by speaking in a loud and

demanding voice, maintaining intense eye contact and dominating or controlling
others by blaming, intimidating, criticizing, threatening or attacking them, among
other traits.

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Aggressive communicators often issue commands, ask questions rudely and fail to
listen to others. But they can also be considered leaders and command respect from
those around them.

Examples of phrases that an aggressive communicator would use include:

 “I’m right and you’re wrong.”

 “I’ll get my way no matter what.”
 “It’s all your fault.”

Passive-Aggressive

Passive-aggressive communication style users appear passive on the surface, but

within he or she may feel powerless or stuck, building up a resentment that leads to
seething or acting out in subtle, indirect or secret ways.

Most passive-aggressive communicators will mutter to themselves rather than

confront a person or issue. They have difficulty acknowledging their anger, use facial
expressions that don’t correlate with how they feel and even deny there is a problem.

Passive-aggressive communicators are most likely to communicate with body

language or a lack of open communication to another person, such as giving someone
the silent treatment, spreading rumors behind people’s backs or sabotaging others’
efforts. Passive-aggressive communicators may also appear cooperative, but may
silently be doing the opposite.

Ultimately, passive-aggressive communicators are aware of their needs, but at times

struggle to voice them.

Examples of phrases that a passive-aggressive communicator would use include:

 “That’s fine with me, but don’t be surprised if someone else gets mad.”
 “Sure, we can do things your way” (then mutters to self that “your way” is
stupid).

Assertive

Thought to be the most effective form of communication, the assertive

communication style features an open communication link while not being
overbearing. Assertive communicators can express their own needs, desires, ideas and
feelings, while also considering the needs of others. Assertive communicators aim for
both sides to win in a situation, balancing one’s rights with the rights of others.

Assertive communicators can express their own needs, desires, ideas

and feelings, while also considering the needs of others.

One of the keys to assertive communication is using “I” statements, such as “I feel
frustrated when you are late for a meeting,” or, “I don’t like having to explain this
over and over.” It indicates ownership of feelings and behaviors without blaming the
other person.

10 tips for achieving successful intercultural communication.

Tips for Achieving Successful Intercultural Communications:

1. Do your homework.

If you know ahead of time who you will be speaking with or what country you will be
visiting, it makes sense to research cultural norms and standards, and communication
methods for that particular place. Do not walk into the situation unprepared if you can
avoid it.

2. Ask.
It might be uncomfortable for you and the person you are asking, but by showing your
willingness to ask when you don't understand or when you lack the cultural
knowledge necessary to avoid cultural faux paux, you are demonstrating your
willingness to learn more about a new culture and the prevailing communication
norms instead of rushing through unaware.

3. Accept that you'll commit errors.

Even with all the research you're going to do and the questions you're going to ask,
you will still make mistakes. Don't take it personally, rather do your best to be self-
aware, actively learn from your mistake and apologize if you offend anyone or cross
boundaries. Mistakes will always happen, the problem begins when you don't use a
mistake as an opportunity to learn to avoid the same issues in the future.

4. Avoid colloquialisms, jokes, and idioms.

Humor is culture oriented and until you have spent significant months or years
learning it, jokes should be avoided as it can be easy to offend or belittle, and in
professional situations that can spell disaster. Idioms should be avoided for a different
reason, and that is that they vary greatly by culture and often aren't translatable. In
Colombia, "Hacemos la vaca" means to collect money to buy something together. It
has no literal meaning and if you weren't with someone who could explain, you would
be very confused as to why people were making a cow.

5. Practice actively listening and observing.

Listening is a highly regarded skill. When communicating with others from another
culture, it is incredibly important to actively pay attention and listen to what people
are telling you. Listening can help you understand that there isn't one right way to
conduct interactions. Additionally, varying viewpoints or ideas might contradict your
own, but you'll still need to listen respectfully.

6. Repeat or confirm what you think was being said.

It can be helpful to repeat or confirm what you believe to have been the objective of
the conversation. This process will help you avoid misunderstandings, especially
when speaking different languages. Write it out if you have to, but make sure you
align everyone's understanding before moving forward.

7. Don't ask yes or no questions.

Instead, use open-ended questions to avoid confusion. With open-ended questions, the
person with whom you are interacting must explain or clearly outline their point,
making it easier to understand their response and the context surrounding it.
8. Pay attention to nonverbal communication.

Communication is also extremely nonverbal. Pay attention to nonverbal cues such as

intonation, eye contact, and posture. Observe how people conduct interactions with
others from their same culture and follow their lead. Certain cultures avoid strong eye
contact when speaking, so you'll make someone highly uncomfortable if you are
trying to force strong eye contact they are not used to doing the same.

9. Speak slowly and clearly.

This will help you avoid mistakes and seeming nervous. Speaking slowly and clearly
is often interpreted as being confident. Additionally, taking time to think before you
speak can help you to avoid communication issues and words you might regret later.

10. Take a deep breath and enjoy it!

It can be a challenge to communicate effectively with people from other cultures, and
you are bound to find people with whom you can communicate more effectively and
more enjoyably than others. Remember, that the whole process is a lifelong lesson in
empathy, understanding, and self-awareness which can translate to vastly improved
professional and personal interactions and successes beyond just intercultural
communications. So, take a deep breath and start communicating! 

7 c's of effective communication

1. Clear

When writing or speaking to someone, be clear about your goal or message. What is
your purpose in communicating with this person? If you’re not sure, then your
audience won’t be sure either.
To be clear, try to minimize the number of ideas in each sentence. Make sure that it’s
easy for your reader to understand your meaning. People shouldn’t have to “read
between the lines” and make assumptions on their own to understand what you’re
trying to say.
Information and actions required, must be clear so the reader has the information they
need to take action.

2. Concise
When you’re concise in your communication, you stick to the point and keep it brief.
Your audience doesn’t want to read six sentences when you could communicate your
message in three.

3. Concrete

When your message is concrete, then your audience has a clear picture of what you’re
telling them. There are details (but not too many!) and vivid facts, and there’s laser-
like focus. Your message is solid.

4. Correct

When your communication is correct, it fits your audience. And correct

communication is also error-free communication.

 Do the technical terms you use fit your audience’s level of education or
knowledge?
 Have you checked your writing for grammatical errors? Remember, spell
checkers won’t catch everything.
 Are all names and titles spelled correctly?

5. Coherent

When your communication is coherent, it’s logical. All points are connected and
relevant to the main topic, and the tone and flow of the text is consistent.

6. Complete

In a complete message, the audience has everything they need to be informed and, if
applicable, take action.

 Does your message include a “call to action,” so that your audience clearly
knows what you want them to do?
 Have you included all relevant information – contact names, dates, times,
locations, and so on?

7. Courteous

Courteous communication is friendly, open, and honest. There are no hidden insults
or passive-aggressive tones. You keep your reader’s viewpoint in mind, and you’re
empathetic to their needs.