Communication for Work Purposes

Oral Presentation in the Workplace

In your previous lesson on public speaking, you have learned the 3 different purposes
(to inform, to persuade and to entertain) and the modes (manuscript, memorized,
impromptu and extemporaneous) of delivering a speech. You have also learned the
components of a speech, the strategies in starting and ending a speech, techniques in
preparing visual aids, and using non-verbal cues. These are the same concepts
considered when delivering an oral presentation in the context of the workplace.

While public speaking and oral presentation in the workplace are similar in many ways,
they also have their own distinct features. Unlike the usual public speaking for general
purposes, an oral presentation uses a more business-like tone and language because
of the fact that it is used for work purposes. It typically utilizes audio-visual materials
such as projectors and other presentation softwares.

Here are the steps that you can take from planning your presentation up to its delivery:

1. Know your purpose because it will guide you in organizing your ideas.
Remember that a persuasive oral presentation, compared to an informative oral
presentation, uses a somewhat different organization of ideas.
2. Focus your topic and be sure that it is specific enough to be covered by your
presentation. By focusing your topic and aligning it to your purpose, the audience
will have a clearer understanding of what you want them to do or to know.
3. Know your audience and align the content of your presentation to their values,
interests, needs and desires. Adjust to their knowledge level.
4. Gather references for your presentation. Use only reliable sources. You can also
get them from interviews, observation or surveys.
5. Outline your presentation. Ensure that each major idea is supported by sufficient
details and evidence. Also, you need to start and end your speech with a bang.
6. Practice your presentation. Do this in front of a mirror or with the use of a video
recorder. This strategy will allow you to see yourself and be your own critic. You
can also make a mock presentation in front of your friends and get their
feedback. Preferably, practice with your presentation aids.
7. Deliver your presentation. Master your presentation and speak sincerely.

Some useful tips in delivering an oral presentation

1. Visualize yourself delivering an excellent speech.

2. Emphasize the relevance of your speech to your audience.
3. Clearly explain your objectives at the start of your presentation.
4. Use multimedia in your presentation. However, have a back-up plan in case of a
technical glitch.
5. Have a bottle of water for yourself.
 6. Do not overload your visual aids with text. In many cases, images are more
effective to emphasize your point.
7. If your situation permits, arrive earlier than the members of the audience and
warmly greet them as they enter the venue.
8. Dress professionally. Your attire should be equal to or one level higher than that
of the audience.
9. Do not read your visual aids; explain them.
10. Include real-life experiences when presenting ideas.
11. Never apologize for your materials or credentials as a presenter.
12. Maintain eye contact and use natural gestures.
13. If your situation permits, occasionally move from one location to another.
14. Repeat the question of a member of the audience if you feel that not all have
heard or understood it.
15. Allow enough time for questioning. Listen carefully before answering the
question.
16. Know the set-up of the presentation venue.
17. Do not be defensive. Be honest to acknowledge what you do not know.

Ethics in Oral Presentation

When delivering your presentation, make sure that it adheres to ethical standards. First
and foremost, never waste the time of your audience by being unprepared. Second,
make sure that you have a valid purpose or objective in making the presentation. For
example, if your purpose for your presentation is to discredit someone, it is clearly
unethical. Third, never distort information for your own advantage. People will know
whether you are telling the truth or not. Fourth, never use abusive language or name-
call as it will offend your audience. Fifth, cite your sources. Never claim an idea as your
own even if it is not. Finally, be courteous at all times. Maintain a respectful and
professional tone when delivering your presentation and answering questions from the
audience. Never use gestures that will offend any member of your audience.

Business Letter – elicits the expected response from the reader. This can be achieved
through concise, tactful, and accurate writing style.

Parts of a Business Letter

Letterhead – it identifies the writer, his/her address, and contact numbers.

Date – it is placed between the letterhead and the inside address.
Inside Address – it identifies the reader’s name, position and company and address. It
should be placed immediately below the date.
Attention Line – it is used when the writer wishes to address the whole company but
wants to bring it to the attention of a particular person in the company.
Salutation – it refers to the writer’s greeting to the reader.
Body – it contains the message of the letter.
Complimentary Close – it is an expression used to end a letter.
Signature block – includes the signature and the typed name of the sender.
Identification Initials – it indicates the typist’s initials if the sender is not the one who
personally typed the document.
Enclosure Notation – it indicates the attachments to the letter.
Copy Notation – it indicates the name of the secondary recipients of the letter. In is
indicated by cc: which means carbon copy or courtesy copies.

Tips for Writing a Letter

1. Use a language that is appropriate to the target readers.

2. Arrange your ides logically.
3. Use a direct but tactful tone.
4. Use the active voice in most of your sentences.
5. When writing, put yourselves in the shoes of the target readers.
6. Use correct format, punctuation, spelling and grammar.
7. Specify the receiver’s name. However, if it is impossible to get the name of the
receiver, use a generic title such as The Human Resource Director.

Memorandum

Is a business correspondence which aims to inform and persuade target readers who
are within the organization.

5 types of a memo

1. Instruction memo provides information that the readers need to perform

accurately.
2. Request memo asks readers to provide certain information or take certain
actions. An example of this memo is when requesting fund for a seminar.
3. Announcement memo provides information about an event, person or thing.
4. Transmittal memo serves as a cover note for a more formal or lengthy document.
5. Authorization memo gives permission.

Advantages of a Memo

1. It reaches a large number of the readers at the same time.

2. It provides a written record that can be accessed any time.
3. It allows a detailed and accurate delivery of message.

Disadvantages of a Memo

1. It is not ideal to convey complex topics since memos are generally used for short
texts.
2. It takes time to reach distant branches and offices.
3. It is more expensive than e-mail.
Parts of a Memo

1. Letterhead – it identifies the writer, his/her address, and contact numbers.

2. Date – It I placed between the letterhead and the inside address.
3. “To” Line – it indicates the name and title of the receiver.
4. Attention Line – it is used when the writer wishes to address the whole company
but wants to bring it to the attention of a particular person in the company.
5. “From” Line – it indicates the name of the sender.
6. Subject Line – It announces the main content or topic of the memo.
7. Body – it contains the message of the memo. Paragraphs are single-spaced
internally but double-spaced to separate paragraphs. If the memo is too short,
the body can be double-spaced or triple-spaced to separate paragraphs.
Paragraphs in the memo are not indented.
8. Identification initials – it indicated the typist’s initials if the sender is not the one
who personally typed the document.
9. Enclosure Notation – it indicates the attachments to the letter.
10. Copy Notation – It indicates the name of the secondary recipients of the letter.

Tips for Writing a Memo

1. Use bullets, number and letter to list information.

2. Use a positive tone, active verbs and concise wording
3. Use heading to improve the readability.
4. Eliminate grammatical and typographical errors.
5. Use correct format and structure.
6. Put your initials in a signature form beside your printed name as sender.
7. Flush the memo heading to the left (“to” line, “from” line, subject line, and date
line).
8. Say thank you or state a directive action (for your compliance, for your immediate
action, for your approval. For your information)

Minutes of the Meeting

It is held for many purposes: to solve problems, to inform people, to make decisions,
and to make policies among others. Few days after a meeting, the presiding officer
through his/her secretary sends out copies of the record of what was discussed during
the meeting. Minutes of the meeting are a descriptive report that provide a written
record of what transpired during a meeting. In short, the minutes are summary of the
proceedings.

Electronic Mail (E-Mail)

The advent of technology has introduced us to a new form of business communication;

that is e-mail communication. In fact, one study in the United States showed that 98
percent of employees consider e-mail as extremely important (Gerson, 2009). It is
important not only in the workplace but also in personal communication. We send e-
mails to our friends and relatives locally and abroad; and teachers and classmates.
Undoubtedly, e-mail has revolutionized the way people communicate.

Similar to letters and memos, e-mails serve many purposes. It can be used to give
directions, to transmit documents, to record important data and information, to confirm
requests, to explain procedures, to make recommendations, to inquire and to submit
feasibility and status reports.

Advantages of E-mail

1. It reaches the target reader fast.

2. It confirms an acceptance or rejections easily.
3. It is less costly than letters and memos.
4. It can easily reach the farthest parts of the globe.
5. It is environment-friendly
6. It is easier to document.

Disadvantages of E-mail

1. It is prone to hacking and technical glitches.

2. It can cause information overload
3. It can be used to transmit computer virus.

Tips for Writing and E-mail or a Memo

1. Make the subject line informative or descriptive of the memo content. Avoid
vague subject lines such as follow-up, additional information and request.
2. Keep the subject line simple and short.
3. Do not change the subject line when you are replying to an e-mail.
4. The “to” line should contain the names of the primary readers. Secondary
readers must be placed in the cc line. Primary readers are those who are directly
involved in the message of the e-mail.
5. Ensure the correctness of the e-mail address of the recipients.
6. Make the file name of the attached document meaningful.
7. Never use “all caps” in the main text. This is unacceptable.
8. State your purpose in the first sentence of the memo.
9. If the message is sensitive, compose it first using the word processor.
10. Avoid emoticons and informal jargons like LOL and BRB in formal memos.

Standard Elements of the Minutes

Introduction

1. Name and address of the organization

2. Type of meeting (special, executive, committee, board, regular and emergency)
 3. Call to order: time, date and presiding officer
4. Attendance

Body

1. Reading, correction and approval of the previous minutes: “I move that the
minutes of the meeting dated March 25 be approved as corrected.”
2. Business arising from the previous minutes of meeting
3. New Business

a. Agenda 1
b. Agenda 2
c. Agenda 3

Conclusion

1. Announcement (including the time and date of the next meeting)

2. Other matters (new topics that need to be covered in future meetings)
3. Time of adjustment
4. Name and signature of the minutes-taker and the presiding officer.

“It should be noted that the format and structure of minutes of the meeting may vary
from one organization to another. Sometimes, an organization has its own format to be
followed. However, you may suggest some revisions if you think that the format of the
minutes of the meeting currently used by your organization does not incorporate some
essential parts.

Tips for preparing the Minutes of the Meeting

1. Use the meeting agenda as a guide in organizing the information in your minutes.
2. Make sure that the minutes are factual, free from editorial comments, and the
subtle slanting of factual statements. A statement such as “as always, Ms. Pintra
opposed the proposal” shows an editorial comment.
3. Summarize the major points of the meeting.
4. Record verbatim parliamentary points such as motion, resolutions, and points of
order. Include the name of the speaker.
5. Never include the name of the seconder of the motion unless ordered by the
body.
6. Enter the number of votes on each side in matters that required voting.
7. Focus on the action taken rather than on the topics.
8. Be objective. Never let your own personal bias cloud your accuracy in taking
down notes.
9. Type the minutes as soon as the meeting is finished.
10. Use single space when preparing the minutes.
11. Number all the pages.
 12. Place the corrections made in the previous minutes above the affected line or in
the margin.
13. Never throw out the original minutes. As much as possible, attach the original
minutes to the revised one. This is to ensure accuracy of revision.

Informal Reports

A report is a type of business communication that provides an update about a project or

event related to an organization. It primary purpose is to inform or persuade the target
reader who is usually the immediate superior of the writer of the report. Formal reports
are those that are lengthy and cover complicated topics while informal reports are those
that are shorter (usually not more than five pages) and deal with a specific event or
aspects of an organization. Three of the most common types of informal reports include
incident report, trip report, and progress report. An incident report provides a factual
account of an incident to make sure that the incident will not happen again.

Structure of an Incident Report

1. Problem Description this section narrates the events related to the incident. It
includes the people involved, time, date, place and problems. This section needs
to be clearly narrated in a way that the reader can visualize the events.
2. Action Taken this section sates the actions that were taken by the sender or by
the personnel directly involved in the incident during or immediately after the
incident.
3. Recommendations this section provides some suggestions on how the incident
can be prevented from happening again.

The second type of an informal report is the trip report. Its purpose is to provide a
record of a job-related trip and evaluate whether it was a success or not. Some
examples of trips that require a trip report are as follows:

 Inspection of a site
 Attendance in a conference or convention
 Participation in a training program

Structure of a Trip Report

1. Background this section provides basic information about the trip. These include
the date, duration and objectives of the trip, the destination and the rationale for
the trip. This section also identifies other people that joined the trip as well as the
person who authorized the trip.
2. Discussion the section contains the details and findings obtained from the trip. It
includes obtained from the trip. It includes observations, contacts, sessions
attended, and problems encountered
 3. Conclusion this section presents what you have accomplished from the trip such
as sales made and linkages established. It also assesses if the trip was
successful or not.
4. Recommendation the section presents suggestions to make the next trips more
successful. It also recommends certain steps that the company may take
relevant to its own growth and advancement and indicates whether the trip would
be recommended to toehr colleagues.
“The last type of an informal report is the progress report which provides an
update on the completion or status of a particular task. These updates are used
by the management to make decisions about the personnel involved, budget and
timeline of the task. When preparing a progress report, the following items are
explained: (1) completed tasks since the last report, (2) tasks that are in
progress, (3) delays and their causes, (4) resolution of the problems
encountered, (5) remaining work, (6) other tasks to be done and (7) target
completion date of the task.

Structure of a Progress Report

I. Introduction

A. Purpose of the report

B. Period covered by the report
C. Brief summary
D. Main progress to date or since last report

II. Body

A. Description of the work completed

1. Completed tasks or accomplished items

2. Duration of accomplishing the tasks or items
3. Compliance with the schedule

B. Problems encountered such as delays and incomplete work

C. Remaining Work

1. Remaining tasks
2. Projects to be completed
3. Timetable and strategies to do the remaining tasks
4. Possible risks and strategies in controlling these risks

III. Conclusion

A. Evaluation of current status (with expression of confidence or concern

about the progress)
 B. Forecast for project completion
C. Willingness to make adjustments
D. Contact details

Activities

A. Write T on the blank if the statement is true and F if the statement is false.

1. An oral presentation does not require practice.

2. An oral presentation is best delivered by reading the printed copy of the
speech.
3. An oral presentation is exclusively done in a face-to-face setting.
4. An oral presentation may be used to persuade or inform the target
audience.
5. Fighting back at a hostile audience is acceptable.
6. Saying sorry is an effective way to start the oral presentation.
7. The audience should be allowed to speak extensively even if the topic is
not related to your presentation.
8. The most important component of an oral presentation is audience
analysis.
9. The visual aids should contain lengthy texts.
10. You should repeat orally the content of your visual aids.

B. Identify five specific situations where an oral presentation is delivered in the

workplace. Identify the purpose and type of audience (internal or external) for
each situation. Write your responses on the following table.

Situations Purpose Type of Audience

Example: Presenting a To persuade External
business proposal to an
investor
1.

2.

3.
 4.

5.

C. Watch the videos that can be found in the given links. In pairs, evaluate each oral
presentation using the table.

Video 1

Link: https://www.youtube.com/watch?v=k_YG4M16cVA&feature=related

Presentation Title:

Areas Evaluation
Completeness and Accuracy of
Content

Organization of ideas

Effectiveness of Non-verbal Cues

(Appearance, Voice, Eye Contact,
and Gestures)

Appropriateness and Accuracy of

Language

Appropriateness of Presentations
Aids

Video 2

Link: https://www.youtube.com/watch?v=4E_tYKfsuxM

Presentation Title:

Areas Evaluation
Completeness and Accuracy of
Content

Organization of ideas

Effectiveness of Non-verbal Cues

(Appearance, Voice, Eye Contact,
and Gestures)

Appropriateness and Accuracy of

Language

Appropriateness of Presentations
Aids

Video 3

Link: https://www.youtube.com/watch?v=uKt1wE1h61I

Presentation Title:

Areas Evaluation
Completeness and Accuracy of
Content

Organization of ideas

Effectiveness of Non-verbal Cues

(Appearance, Voice, Eye Contact,
and Gestures)

Appropriateness and Accuracy of

Language

Appropriateness of Presentations
Aids
D. Analyze the following documents and answer the following questions:

1. What are the three documents presented?

2. How are they similar with one another?
3. How are they different from one another?
4. Why do they have different formats?

Document A

ABACUS University

205 P. Damaso St., Malate, Manila

200-9999 www.abacus.edu.ph

Date: April 27, 2016

To: Rowena Marquez

From: Henry Del Monte

Faculty

Subject: Request for Venue

We would like to request your good office to reserve rooms MB717,

MB715, and MB713 on June 3, 2016 (whole day) for the upcoming 10th
International Conference of the Asian Association of Lexicography
(AsiaLex) in which the 3rd day will be held at National University. The said
rooms will be used for the plenary session of the said conference.

Thank you for your usual support.

 Document B

ABACUS University

205 P. Damaso St., Malate, Manila

200-9999 www.abacus.edu.ph

16 October 2016

Dr. Rita Ramos

Vice President for Academic Affairs
Abacus University
Malate, Manila

Dear Dr. Ramos

I am pleased to inform you that my paper titled “Comparing the Linguistic

Complexity in Receptive and Productive Modes” has been published in
Volume 15, No. 2 of GEMA Online Journal of Language Studies, a high
impact journal, on June 2015 under Abacus University as its affiliation.

On this note, I would like to request your approval of my Journal Incentive

for High Impact (Ranked in NUS/ERA) Publications under our Faculty
Development Program. The amount of such incentive is P58,323.53
(P40,000.00 net + P18,323.53 tax).

Thank you for your usual support and continued efforts in building a
research culture in our University.

E. Write T on the blank if the statement is true and F if its is false.

1. A salutation can be found in all of the three business correspondence:

letters, memos and emails
2. A letterhead is a part of the memo that indicates the name of the
company.
3. The date should be written in plain numerals.
4. Among the three business correspondences, the most costly is the e-mail.
5. You can reply to an e-mail if you are a receiver via bcc.
 6. Truly yours is a formal complimentary close.
7. A transmittal memo introduces a document to the reader.
8. The subject line must be reflective of the content of the memo.
9. The closing statement for your compliance is applicable to informative
memos.
10. The full block format uses paragraph indentation.
11. It is appropriate to use the passive voice if you do not know the doer of the
action.
12. A memo follows an inverted structure.
13. A semicolon is used at the end of the complimentary close.
14. The sender must sign beside the “to” line.
15. Add two space for the signature block.

F. Read the following example of a minutes of the meeting before writing your own.
Bear in mind the following questions:

1. What is the purpose of this text?

2. Who is the target audience?
3. Has the writer achieved his/her purpose?

C&E University
Literature and Languages Department
Malate, Manila

Minutes of the Meeting (Special Meeting)

March 19,2016/1400-1500/Room 123

Presiding Officer: Dolor Quirol

Present: Absent:
Avila, Rina Balboa, Trina
Aznar, Maria
Carlota, Grace
Dimas, Girlie
Nueva, Elena
Macao, Jill
Meda, Hera
Yasay, Pilar

The meeting started at 1400 with a prayer led by Ms. Nueva.

Proceedings:
1. The previous minutes of the meeting dated February 22, 2016 were approved
with the following corrections:
1.1 Attendance Ms. Rina Avila was not late.
 1.2 In the opening prayer, Ms. Ayeng Corona should be addressed as Dr.
Ayeng Corona.
2. Business arising from the previous minutes of the meeting
2.1 3.2.6 Attendance Ms. Rina Avila was not late.
2.2 3.9.1 The chair will recommend the increase in salary.

3. New business
3.1 Faculty
3.1.1 The chair explained that one of the bases of non-hiring is breach of
contract.
3.1.2 The chair directed all faculty members to dismiss the class on time.
3.2 Administrative concern
3.2.1 The chair asked the subject coordinators to inform their teachers
about the guidelines for submitting the final paper.
3.2.2 The events coordinator announced that there will be a business
correspondence seminar on April 22, 2016, 1300-1700 to be held at
the Galang Auditorium.
3.3 Academic matters
3.3.1 The chair reminded the faculty to improve their classroom
management skills.
3.3.2 Ms. Yasay reiterated the checking of attendance at the start of the
class.
4. Announcements
4.1 Dr. Macao announced that there will be a eucharistic celebration on
March 21.
4.2 The chair informed the body that C&E University has been granted an
autonomous status by CHED.
5. Other matters
5.1 The chair announced that two faculty members from the department will
attend a seminar organized by the Linguistic Society of the Philippines.
5.2 The chair reminded the body that an appointment is required before a
student can have a meeting with the chair.

The meeting was adjourned at 1500 with a prayer led by Ms. Catherine Carlota.

Respectfully submitted by:

Junjie F. Filas
Secretary

Noted by:
Dr. Dolger Quiro
Department Heda

G. Write T on the blank if the statement is true and F if false.

1. Comments can be added to the minutes.

2. The minutes should follow the flow of the agenda.
3. The minutes should be signed exclusively by the presiding officer.
4. Attendance is an essential part of the minutes of the meeting.
5. Motions should be paraphrased.
6. Minutes should be prepared within a few days following the meeting.
7. The one who makes the statement should be indicated in the minutes.
8. The minutes of the meeting should have only one format.
9. Approval of the previous minutes is done at the end of the current meeting.
10. The minutes of the meeting should be approved by the body before they can
be finalized.

H. Essay

1. Discuss the features of informal reports

2. Identify the basic parts of informal reports
3. Differentiate informal reports from one another
4. Use appropriate format and document design for informal reports
5. Write the effective informal reports
6. Reflect on a learning experience

I. Write T on the blank if the statement is true and F if it is false.

1. A report is generally submitted to an immediate superior by a subordinate.

2. A progress report can be used for making management decisions.
3. A progress report includes a recommendation portion.
4. A progress report includes an “action taken” section.
5. A trip report can use a persuasive tone.
6. A trip report is similar to a business trip report.
7. Accidents and natural calamities can be the basis for writing an incident
report.
8. An incident report can be used as basis for further investigation.
9. An incident report may exaggerate the narration.
10. Problem description is arranged chronologically.
11. Project duration is specified in the body of the progress report.
12. Summary of key ideas can be placed at the start of the progress report.
13. The least important part of a trip report is the recommendation section.
14. Traveling as a tourist requires a trip report.
15. Visiting a demolition site requires a progress report.