CHAPTER 4

Communication Aid

➢ Anything that helps individuals interact and share information more effectively with others

➢ Ranges from symbol-based material (ex: book) to electronic gadget (ex: iPod)

➢ Communication aids should match the physical, intellectual and social needs of the users

Communication Strategy

➢ A plan providing information and getting inputs about a specific concern, subject, or issue.

➢ The “who, what, why, when, where and how” of relaying information

➢ Includes details such as message, audience, goals, communication tools, resources required, feedback
mechanisms, and others.

Communication Strategy

➢ Varies depending on the communication contexts

1. Verbal strategies - Written (phone calls, video chats, and face-to-face communication.

2. Nonverbal strategies- Body language, facial expressions, physical distance, tone of voice.

3. Visual Communication- Signs, webpages and illustrations

Developing Communication Strategy

1. Issue- What is the specific issue/ problem/ action you need to focus on and you need to
communicate?
2. Goal- What do you want to achieve with your communication strategy? Do you only want to inform
your audience? Do you want to make your audience aware of a problem? Are you trying to
encourage your audience to take action? Are you trying to get your audience to change its
behavior? Do you want information back from your audience? Do you want involve them in solving
the problem in addition to informing them about it?
3. Audience- Whom do you want to reach with your communication? Who is affected (or thinks they
are affected) by the issue /problem/action? With whom do you want to coordinate about the use
of different communication tools for different groups of people?
4. Constraints- What are the difficulties you face in implementing your strategy? How and where can
you get more resources? Who can help?
 5. Concerns- What are the concerns of various groups about this issue/problem/action? What can you
do to remove or reduce these concerns? How and with whom will you communicate these
concerns?
6. Information needs- What information do you need to gather? What are the names, address, and
phone number of the persons you want to reach? What newspapers are available to community/
Are some more effective at teaching the groups you want to reach?
7. Message- What and how is the clearest, most effective way to phrase what you want to say? What
questions are you likely to receive if you say what you plan to say?
8. Communication tools- What communication methods will most effectively reach the group that
you want to reach and achieve your communication goal?
9. Budget/Resources- How much money do you have to implement the strategy? How will you spend
it? What other resources are available- volunteers, donated in-kind resources?
10. Timing- Do some communication activities need to happen before others? Do you need to tie your
communication to other events?
11. Activities/ Schedule- What step-by-step list of communication actions can you develop? What
planning steps are needed to implement the activities?

Multimodal Communication

➢ Dynamic convergence of two or more communication modes with the same text and where all modes
are attended to as part of the meaning making.

➢ Multimodal literacy is associated but not synonymous with digital communication technologies.

Multimodal- defined as the dynamic convergence of two or more communication mods within the same
text and where all modes are attended to as part of meaning- making.

Multimodal Communication EXAMPLES

1. Paper or print- Books, comics, poster, newspaper, graphic novels, brochures.

2. Digital- Slide presentations, e-books, blogs, e-posters, web pages, and social media, through
animation, fil, and video games.
3. Live - Performance or event

4. Transmedia - Story told using multiple delivery channels through a combination of medial platforms
such as book, comic, magazine film, web series, video games, etc.
Creating Meaning through/Meaning Making Systems:

1. Written/linguistic meaning- concerns spoken and written language through use of vocabulary,
generic structure, and grammar
2. Visual meaning- concerns still and moving images through the use of color, saliency, page layouts,
vectors, viewpoint, screen formats, visual symbols, shot framing, subject distance and angle,
camera and subject movement
3. Audio meaning- concerns music, sound effects, noises, ambient noise, and silence through the use
of volume, pitch and rhythm
4. Gestural meaning- concerns movement of the body and eyes, facial expression, demeanors, and
body language, and use of rhythm,, speed, stillness, and angle
5. Spatial meaning- concerns environmental and architectural spaces, the use of proximity, direction,
layout, position and organization of objects in space

Tools of Technology

Creating Meaning through:

1. WebQuest
- is an inquiry based activity that embeds the use of a variety of learning resources with most being
digital learning resources available in the internet. The inquiry activity may take the form of tasks
such as a problem to be solved, a position to be taken, a product to be designed or a work to be
created. Teachers can create their own WebQuests that address curriculum outcomes and draw
upon resources they have identified and evaluated.
2. Electronic Books (E-books )and E-readers
- Text in a digital format that can be read and displayed on a computer screen.
3. Multimedia
- Is the combined use of several media- still pictures, sound music and full-motion videos in
computer application. Multimedia can stimulate more than one sense at a time, and in doing so,
educators reach all different types of learners. A variety of these resources get your attention
and keeps you engaged and interested in the lessons. Giving you the ability to create and utilize
different types of multimedia creates a more collaborative classroom and allows you to
communicate and to actually apply what you are learning, enhancing the overall educational
experience.
4. Social Media
- Are computer-mediated technologies that facilitate the creation and sharing of information,
ideas, career interests and other forms of expression via virtual communities and social
networking services. Among the most popular platform are FACEBOOK and TWITTER

Communication Application in Social Media:

a. ProofHub
- it is an online collaboration software that enhances organization in learning projects and
improves communication and collaboration among distantly located learners. Interaction
through group chat can be quick and informal. They can effortlessly share files, documents,
and information. Notes can be taken, new ideas can be explored, and group tasks can be
accomplished in minutes.
b. MindMeister
- It is a collaborative web-based tool that enables groups to plan or brainstorm on one mind
map document during the early phases of groupwork. Besides mind maps, it offers various
templates, SWOT analysis, project planning and others. It has the live chat feature for direct
and fast communication
c. GoogleDocs
- an online collaboration tool that facilitates creation of meaningful documents. Documents
can be written, edited, collaborated upon shared and accessed from any remote location at
any time and from various devices. Inks, images, tables, and drawing can be added into the
documents. It also offers chat and commenting options.
d. BigMarker/BigMaker/BlogMaker
- a web conferencing service that facilitates communication among learning group members
through webinars. Webinars can be flexibly conducted from any location at present or in the
future. Members can discuss over matters in real time. Presentations, audio, chat and
webcams can be effectively recorded for later viewing and sharing. So members missing the
live events can view their recorded version and gain from them. Participation and
attendance of group members in events can be effectively tracked through members’ page.
e. Slide Rocket- a web-based presentation tool that members in a learning group can use
collaboratively to work on one attractive presentation document. Each document has got a
specific URL which addition, you can capture more in the actual video.
f. Framing- when done with proper orientation, fill the frame with your subject. You can also
put him/her it slightly off-center to create a more visually interesting scene. Just play around
and see what looks best.
g. Zoom- most smartphones unfortunately feature digital zooms, which are just software tricks
that make your subject appear closer but not without copious amounts of pixilation. In
order to zoom in while recording without losing the crisp, vivid quality you desire in videos,
you get closer to your subject. In general, you should always get as close as you can,
especially for tight shots on faces.
h. Flash- smartphones are equipped with LED lights that are too bright and can easily skew the
color temperature of photos. Of you want to record a photo at night, you’ll have to find
good light source. Get creative with available lights such as neon sign. They can jazz up your
video with color.
i. Backlighting- avoiding backlit-settings. You may be able to see people and their faces when
they are backlit, but your smartphone camera usually cannot and will output footage with
bright light haloing a dark figure. That figure will also have no visible features, meaning you
just missed whatever it was you were trying to capture.
j. Time lapse- or time-lapse photography is a cinematography technique whereby frequency
at which film frames are captured is much lower than that used to view the sequence. When
we replay this sequence at normal speed, time appears to be moving faster than lapsing.
k. Effects- You can make snaps even more fun by adding augmented reality-based special
effects and sounds, with a feature called LENSES. Popular lenses include the “rainbow puke”
and “dog with tongue”. There are also 3D World Lenses that uniquely affect the
environment around you.
l. Editing- editing required to make your footage go from “meh” to “wow”. Everything from
basic trimming to adig transitions, titles, and effects is simple on both IOS and android
mobile devices. Apple’s own iMovie for iPhone and iPad, Pinnacle Studio, Videon and
Magisto, among others are useful in editing videos. End results can be explored to the
desktop software and refne with greater control.
Chapter 5: EVALUATING MESSAGES

Evaluating Messages

Evaluation- is the systemic process of determining the value and significance of something under study
using criteria governed by a set of standards. Incorrect or haphazard evaluation may result to an erroneous
response.

Things to consider for an overall analysis and evaluation of messages: As a Receiver of the message:

1. Know the subject of the message

 Fact- is a statement of truth that can be verified but it is not debatable.
 Opinion- is personally- held belief; therefore, it cannot be proven to be correct or incorrect.
 Claim- is a debatable statement that can be supported with evidence and reason.
2. Know the purpose of the message
 Bandwagon- is a fallacy that ignores the idea of the minority and regards the majority as the
source of truth. The appeal to emotion disregards reason and logic and rather than
associates an idea with something that is widely approved. The argument from authority
utilizes testimonies of non-authoritative people to substantiate an idea endorsed.
 Half-truths- which distort a reality, are also used by some in their desire to seek the
approval of other people. Some utilize intimidations on those who oppose their claims while
others generalize, utilizing expressions such as none or all in their statements.
3. Know the various styles and techniques used in conveying the message
 Lighting that is low conveys negative atmosphere like gloom or fear.
 Bright lighting implies a positive like happiness or pleasant surprise.
 Soft lighting expresses romance, elegance, or beauty.
 Low camera angle gives focus and importance to objects as they appear bigger than they
actually are.
 High angle-view makes objects appear small and ordinary
 Close-ups convey tension, intimacy, focus;people and subjects arranged relative to a
background may convey threatening or breathtaking.
 Fast and loud music heighten drama and may accompany action-packed scenes such as car
chases and fights
 Slow and soft music creates tension and foreboding such as in horror and suspense scenes
 Narration- is technique used to tell story. It also used to make the message more
understandable.
 4. Know the target audience of the message
 Advertising is one that aims to capture the response of a diverse and wide audience
5. Know the medium of the message

 Traditional media- include the print and broadcast formats

-become interactive and adaptable
 New media- in their digital formats include blogs and podcasts
 Print media- include newspapers, magazines books, signs, billboards and
others.
 Broadcast media- include television, radio, music, movies
 Digital media- include websites, emails, streaming, videos, streaming music,
ebooks and social network
 Social media- become the venue for hard news

Evaluating Images

➢ Images is a visual representations of different types of texts reflecting different aspects of an

individual’s culture.

➢ Attention-getter

➢ Used for study and presentations

Levels of Image Analysis

1. Content Analysis
 What do you see?
 What is the image about?
 Are there people in the image?
 What are they doing?
 How are they presented?
 Can the image be looked at different ways?
 How effective is the image as a visual message/
2. Visual Analysis
 How is the image composed? What is in the background, and what is in the foreground?
 What are the most important visual elements in the image?
 How can you tell?
  How is color used?
 Can the image be looked at different ways?
 What meanings are conveyed by design choices?
3. Contextual information
 What information accompanies the image?
 Does the text change how you see the image? How?
 Is the textual information intended to be factual and inform, or is it intended to influence
what and how you see?
 What kind of context does the information provide? Does it answer the questions where,
how, why, and for whom was the image made?
4. Image Source
 Where did you find the image?
 What information does the source provide about the origins of the image?
 Is the source reliable and trustworthy?
 Was the image found in the image database, or was it being used in another context to
convey meaning?
5. Technical Quality
 Is the image large enough to suit your purposes?
 Are the color, light, and balance true?
 Is the image a quality digital image, without pixilation or distortion?
 Is the image in a file format you can use?
 Are there copyright or other user restrictions you need to consider?

Criteria in Evaluating Resources

• Author’s credentials
• Purpose
• Content
• Publication and format
• Relevance
• Documentation
• Evaluate the Source
 CHAPTER 6: COMMUNICATION FOR ACADEMIC PURPOSES

I. Academic Integrity

Forms of Academic Dishonesty

1. Cheating- Unauthorized notes, study aids, or information during examinations; submission of
outputs and any other forms of academic requirements.
2. Plagiarism- No proper citation of someone’s work or output; claiming an output as your original
work when it fact it is not.
3. Fabrication- Inventing or falsifying an information, data, or citation.
4. Obtaining unfair advantage- Advantage based on prejudice
5. Supporting academic dishonesty- “Accessory to the crime” –providing any form assistance in
committing any form of academic dishonesty,

6. Misinterpretation of records

 Unlawful modification of school records such as forging of signatures of school officials,

falsification of official documents.

7. Illegal access to academic or administrative records

 Unauthorized viewing of school records, changing/hacking/ any form of illegal access to

computer system or official records of an institution.

II. Writing an essay

Essay- is a composition that discusses a topic from a personal viewpoint. Generally, the
purpose of essay is to explain or prove a point.
 POV: Discussion based on personal opinion or viewpoint
 Explain or prove a point through logical

Stages in Writing essay:

1. Pre-writing stage
a. Developing a concept- most difficult stage in writing an essay. It is in this stage when you
formulate your topic, identify your audience, and establish your purpose. The setting of
purpose must be done when after as your intention in writing would affect the way you will
organize the paper.
b. Gathering Materials
c. Develop a thesis/ Writing the thesis- the paper’s main point. It is important that the thesis
is a complete, opinion-based sentence.
d. Developing a plan-
 idea mapping: refers to the graphical or textual technique for visualizing
 connections between several idea or pieces of information. Each idea or fact is
written down and then linked by lines or curves to its major or minor idea or fact,
thus creating a web of relationships.
 story boarding: is a technique were every idea is placed in index card. This allows
the writer to experiment with changes in the sequence of ideas before the writing
stage begins. Each idea has labels to facilitate the organization of such and source
of the information for citation purposes.
 formal outline: is a systematic and logical representation of how the paper will look
like . This can be in form of a scratch outline(composed of habitual jotting down of
notes from what you have read), topic outline (parts and subparts are arranged
according to the importance of your notes/ideas/topic), sentence outline (entries are
in the form of a complete sentence that corresponds to the content of the order of
arrangement), paragraph outline (more formal than the sentence outline as each
paragraph contains a topic sentence, supporting details, concluding sentence)

2. Writing stage- refers to the writing of the first draft.

 Introduction: foregrounds your topic and gives hint on the important points within
essay. It mentions the thesis statement which allows readers to clearly understand
the purpose of your essay.
 Body: paragraphs support the thesis
 Conclusion: serves as reminder of the main idea of the essay

3. Post-writing stage- the first draft may be disorganized.

Pre-writing stage Writing Stage Post-writing

stage

• Developing a • “First draft” • Editing stage

concept • Establish your • Counter-
• Gathering thesis checking the
materials statement outline, facts,
• Writing the • Three parts of and
thesis (Idea an essay: arguments.
Map/ Story Introduction, • Always
Board Body and include
Example) Conclusion. proper
• Developing a citation and
plan references
format.
 Writing Publishable Academic

Research 3 Structures:

Preliminary Parts
 Shortest among the other parts of the article but is the most important as these might be
the only part that are read by journal editors or readers.
 Title, Abstract, Keyword

A. Preliminary Parts

1. Title

 Must capture the main idea of your paper

 Most concise summary of the main point of your paper should contain all the key elements of your
study, all in 100 characters and spaces or less.

2. Abstract

 Most concise summary and second-most read portion of the paper

 One-paragraph which includes: a) background of the study; b) objectives/problem of the study; c)

the methodology; d) salient findings; e) conclusion.

3. Keyword

 Significant terms or concepts related to the research study

 The keyword immediately follow after a colon separator and listed in alphabetical order.

 Maximum of five (5) keywords

B. The Article

 Meat-part of the research article/paper.

 Consists of: 1) Full background of the study (Introduction); 2) Methodology; 3) Results and
discussions; and 4) summary, conclusions, and recommendations.

 IMRD structure: Introduction-Methodology-Result-Discussion

 1. Introduction- beginning of the paper. It includes:
a. Situation Analysis (background of the study)- presents the background of the problem.
Discussion of why’s and what’s of the study. The analysis should highlight questions,
issues, problems, and disturbing observations as well as identify a gap in the field of
knowledge which the research intends to address. Contain a number of literature
review related to the study.
b. Framework of the Study- presentation of major theories and concepts.
c. Research paradigm- an offshoot of the theoretical/conceptual
framework discussed.Must comprehensively show the
interrelationship of variables.
d. Definition of Terms: - contains terms that are relevant in understanding the study.

2. Methodology
- Covers the research design, data sources (for social and education researches), materials and
procedures (for technical researches), instrumentation and data collection, and data analysis

a. Research Design- specify the general method and specific design used in the research.
b. Materials and Procedures- section of the list of the materials with corresponding
unit of measure
c. Instrument and Data Collection- presents the instrument (questionnaires,
tests, interview schedule, observation checklist)
d. Data Analysis- last portion of this section, you specify the statistical tools you use in
the treatment of the data gathered ( Anova, chi-aquare, pearson)

3. Results- presentation of your research data.

*If precision is important and the data are copious, a table is the best method of
presentation.
*If the relationships of trends in the data are important, a figure would e suitable.

4. Discussion- Explain the trends of data that your presented in Results; explain why the
results came out as such.

C. Supplementary Parts
a. Conclusions, acknowledgements, references, appendices

1. Conclusion
 Generalization for the population and circumstances for which the evidences have been
collected.
 Conclusions must be parallel to your findings based on your objectives
 No numerical data/statistical presentations
 Present in numbered list form, should not repeat words used in the Result and Discussion
section

2. Acknowledgement
 Expression of gratitude to significant individuals that contributed to your research; and/or
supported through the process
 Format style/tone, narrative in form, used third person point f view
3. References
 Gives a scope of the investigation behind the report
 Explain the trends of data that your presented in Results; explain why the results came out
as such.
 For easier location of full bibliographic information of the materials cited.
 Most common style format is APA(American Psychological Association) style
4. Appendices
 Guarantees a check upon the validity and truthfulness of the research evidences you
presented in the article/paper.

These may include:

-Materials due to length or complex nature, that cannot be readily reproduced in the text
(maps, elaborate graphs, computer printouts)
-Samples of instruments used
-Illustrative materials such as scores in tests, computation sheets
-Documents pertinent to the problem, otherwise not presentable in length in the text like
laws, decrees, supportive legal decisions
-Operating instruments to support the action plan such as memorandum, program of
instruction, policy proposal, syllabus
-Use uppercase for the label APPENDIX A and title case for the title (in single space)
-The alphabet should be used for coding, no use of alphanumeric or decimal coding (A-Z;
AA-ZZ)

1. Introduction- gives main idea or thesis that attracts the reader’s interest
2. Body- contains the support for the thesis statement or idea espoused in the introduction
3. Conclusion- restate or summarize the idea
LITERARY ANALYSIS
 Formal study and discussion of works of any form of literature.
 Purpose: Carefully examines and evaluate a piece of prose or poetry
 Identification and examination of the different elements; Breaking down of the
subject into component parts
 Written in essay form (Introduction, Body, and Conclusion)
Techniques to support the main idea: summarizing, paraphrasing, direct
quotations, using details of characteristics, using comparison and contrast,
establish cause and effect relationship, analogy, and ellipsis.
 Chapter 7 PUBLIC SPEAKING
Public Speaking
⮚ Process of conveying ideas of sharing opinions and information and of inducing understanding to a
crowd
⮚ Highly social complex in that it always involves others but it is individualistic in its need of
understanding.
Type of Speeches According to Purpose

1.Expository or informative speech

- Answers the basic questions such as ‘what’, ‘how’, and ‘why’

⮚ Non-controversial and non-debatable

⮚ Help the audience understand and remember the information presented.

Tips to guide you in stating a purpose:

a.Express the specific purpose as a declarative sentence

b.State the specific purpose precisely

c.Make sure the specific purpose contains only one idea

d.Include words in the specific purpose (explain, show, give, illustrate, demonstrate) that show your intent.

2. Persuasive speech

⮚ Convince the audience to change their perception and do specific actions (Ex: Vote, stop smoking, campaigns, etc.)
⮚ Presents information of opposing concepts

3.Entertainment speech

⮚ Amuse the audience by using humor, anecdotes, jokes, and stories relevant to the topic.
⮚ Value lies in the enjoyment of the audience
⮚ Not necessarily funny to entertain.
-The speech may have message, but the message is not the major focus of the speech. The speech may include
interesting information,personal experiences or the story your recent trip.
-Provides an interesting diversion.
Types of Speeches According to Delivery

1.Manuscript reading

⮚ Material is written and read word for word, mostly in highly formal situations

⮚ The speaker must maintain conversational tone of voice.

-The delivery must be closely choreographed with the message to lift the speech from the page and into the hearts
and minds of the listeners.

Ex: Critical updates to the media, reports at a professional meeting, political address

2.Memorized speech

⮚ Longer preparation for memory retention – delivered from memory.

⮚ Most difficult and least effective

⮚ Effective only for most of short speeches (Ex: introductions of other speakers, wedding toasts, Thank you and
congratulatory remarks)

3.Impromptu speech

⮚ Delivered without any preparation at all; “Spur of the moment”

-no advance planning or practice

Tips: a.)Think for a second about what you are going to say; b.) Keep your points brief and to the point; c.) Take a few
seconds between thoughts to compare yourself

4.Extemporaneous speech

⮚ Minimal preparation without any written texts and not ever committed to memory.

⮚ Speakers only refer to brief notes or outlines during the speech.

Types of Speeches According to Occasion

1. Welcome speech – expression of cordial accommodation of the audience.

2. Thanksgiving speech – addressed to specific individuals or organizations that gave a significant
contribution to a certain cause.
3. Introduction speech – tells about the guest speaker’s background. Details must be relevant to the
occasion, but most of the time this includes qualifications, skills and outstanding achievements.
4.Closing speech – Closing remarks; wraps up the activities towards the realization of the day’s objective or
theme of the event.
5. Acceptance speech – sincerely and modestly delivered after receiving an award, promotion or any kind
of recognition.
6. Tribute speech – usually delivered during birthdays, assumption of office, retirement, death; praising a
group or organization for achieving targets or objectives.
7.Commencement speech- delivered by a commencement speaker which aims to express gratitude to the
individuals who have contributed to the success of the graduates. It motivates, encourage and inspires the
graduates to do their best in the pursuit of great heights in their chosen career.

Interview

⮚ One-on-one and face-to-face quick, flexible conversation between two persons.

⮚ Most purposive of dyad forms
⮚ Questions are asked to obtain information in knowing one’s opinion, attitude, idea, intelligence,
ability and depth of knowledge
⮚ Useful on situations such as employment, scholarship application, clearance applications and others.

Types of Interviews

1. Fact-finding – focuses on receiving information or data for decision making, problem solving and
creating good will; getting facts from certain groups.
2. Job selection – focuses on knowing and evaluating qualifications of an applicant.

Purpose of Interviews

1. Informational interview – supply facts, ideas, data and other kinds of information
2. Exploratory interview – exchange ideas, data and other kinds to explore the problem through
discussion or to review methods
3. Performance appraisal interview – evaluate job performance, placement, training and promotion as
basis for salary.
4. Counseling interview – change undesirable behavior to improve relationships and performance
5. Grievance interview – aims to settle differences; to improve and remedy problem situations
6. Sales interview – aims to make a sale or to accept a solutions
7. Exit interview – aims to identify reasons for leaving or to create goodwill.

Types of Interviews Questions

1. Open-ended question – this allows the interviewee to explain, narrate, classify, define, compare and
contrast,

2. Direct question – this requires a very absolute answer. It leads the interviewee to give a very specific
data

3. Mirror-type question – this is a form of follow-up question; restating or paraphrasing the answer to
check the interviewer’s understanding of the answer.

4. Probing question – aims to dig deeper into the given answer

5. Loaded question – highly emotional and causes prejudice and stress on the part of the interviewee
making it challenging to answer.
6. Problem-solving question – hypothetical in nature; the interviewer details a problem which the
interviewee needs to solve. Aims to size up the interviewee’s ability to make decisions in a spur of a
moment.

Types of Interviews

1.Planning the Interview

2.Conducting the Interview( • Opening the Interview • Body of the Interview • Closing the Interview )

3.Evaluating facts

Planning the Interview

• Formulate the problem

• Know exactly what you want to find out
• List topics/issues
• Prepare your list of questions
• Choose your interviewee
• Know the interviewee’s background/expertise
• Adapt questions, discussions, purposes to interview
• Schedule list of lead and key questions

Conducting the Interview

I. Opening the Interview

a. Establish initial rapport
b. Explain purpose
c. Specify information wanted

II. Body of the interview

a. Lead to main point for discussion
b. Ask general and specific questions in sequence one at a time
c. Give the interviewee chance to qualify answers
d. Listen to personal opinions
e. Get full meaning of each statement or answer
f. Keep on the subject
g. Check the answer
h. Interpret statements at once
i. Record Information

III. Closing of the interview

a. Finalize discussions
b. Summarize main points discussed
c. Express appreciation, interest, thanks.

Evaluating Facts
a. Record all data
b. Evaluate Results
c. Separate facts from inferences
Do’s in an interview
• Dress smartly but simply and be well-groomed
• Bring paper, pen and a copy of data sheet
• Be on time
• Remain standing until asked to sit
• Maintain eye contact with the interviewer/interviewee
• Greet the interviewer by name pronouncing it correctly
• Anticipate questions that may be asked
• Be honest and straightforward
• Answer all questions briefly but completely
• Show interest and listen carefully
• Be yourself
• Ask questions about the position and company
• Express appreciation for the interviewers’ time and consideration
• Memorize the content of the resume
• Do your homework
• Think before you speak
• Watch your grammar and your manners
• Exit carefully and gracefully

Dont’s in an interview
• Volunteer information
• Give prepared answers
• Carry packages with you
• Chew gum
• Smoke
• Wear sunglasses
• Talk against your former employers and teachers
• Talk too much
• Put personal items in the interviewers desk
• Slouch in your chairs
• Make excuses

Public Service Announcement (PSA)

⮚ short message usually in the form of a video or audio file given to radio and television stations and aired
voluntarily or with minimal fee. (Suggett, 2018)
⮚ Commercial for non-profit organization that promotes its ideas and agenda
⮚ Aims to educate and raise awareness rather than sell a product or service
-Topics like drinking and driving, texting and driving, drug addiction, obesity, smoking, fitness, education,
gambling, alcoholism, and safe sex

Tips in Preparing a PSA General guidelines according to Kansas Association of Broadcasters (2015)

⮚ Set a goal
-The goal of PSA is to make someone do a specific move on something; ultimate goal should not to talk
about the sponsoring agency

⮚ Use a real language

-Never use an artificial language in a PSA. Instead use the everyday language

⮚ Appeal to emotion
-People act based on emotional reasons. People might rationalize their actions with logic. But they’ve
motivated by emotions.
⮚ Make it personal to the audience
-The target audience must be identified early on as what they care about must be given prime importance
in the selection of a topic. A PSA is a conversation with the audience. In doing this, make your story or
concept relatable to them.

⮚ Deliver exactly one core message

-The “core message” is the one thing you want the audience to hear, understand, and remember. Many
PSAs (and many commercials) make the mistake of trying to get the audience to more than one thing.

⮚ Be clear
-It is important that all claims in the PSA are supported by statistics or research

⮚ Know when to use music and background

-Music and background are inviting yet dangerous. Thus, use music only when needed.

⮚ Keep it short
-PSAs is usually run for 30 to 60 seconds.
CHAPTER 8: Communication for Work Purposes

Organizational Communication
➢ Refers to the communication flow that an institution or agency follows to ensure accuracy and efficiency in the
transmission of messages.
➢ Main purpose: to expedite or accelerate the transfer and reception of information and instruction, create
goodwill, ask services, persuade someone to do something

Two general organization communication structure:

1. Formal organizational communication – there is a definite protocol of communication exchanges

2. Informal communication – formless communication process; grapevine

Forms of Formal Organizational Communication

1.Upward-directed communication – This method gathers information need by the head or leaders for better policy
making, identifying problems or improving the organization in general.
-used to inform the administration reactions or information that are essential for the formulation of policies all for
the good of the company.
- Aims to provide administrators with information to determine problem areas, gather information for performance
evaluations, identify office management concerns and know the feelings of the employees about the organization.
Ex: Reports, attitude survey, exit interview, employee publication, formal meetings, informal discussions, grievance
procedure, open door policy, counselling, questionnaires, and participative decision-making techniques.

2.Downward-directed communication – This method disseminates information to raise awareness; (Supervisors to

Subordinates)
-Intends to inform the personnel about organizational policies, procedures, feedback, and objectives.
-Forms:small-group meeting, company publication, supervisory meeting, general assemblies, bulletin boards, public
address announcement, posters, procedural manuals.

3.Lateral communication – Intra-company communication that aims to share information among peers or similar
levels to keep the staff informed or updated with organizational matters.
-It keeps people aware of activities in a related department;thus controlling unnecessary duplication of work,
needless expenses, time and effort.
Ex: meeting and conferences, seminar-workshops and socials

Communciation Materials in the Workplace

A. Business Letters
➢ correspondences used to transmit messages inside and outside the organization.
➢ Organization’s legal document if signed
-written to make negotiations and create goodwill.
-Business letter have distinct tone, style, language and content which make tem different from social
correspondences.
-A typical business letter, has distinct parts, format, and conventions in writing it.

Parts of Business Letters

➢ There are 14 parts of business letter (7 primary parts and 7 optional parts)

Primary parts:
1.Letterhead (heading)- contains the mailing address of the sender. It consists of the following: address,
contact details of the agency or institution, company logo.
-Position of the letterhead in the letter, can be typed at the center, flashed left or right of the paper.
2.Date- reflects the time when the letter was written. It is essential that the month, day and year must be
written in the dateline. The convention in writing dates should be followed (no abbreviations and the use
of comma when needed). Dates can be written I two ways: American Style (December 19, 1867) or the
British way (19 December 1867).
-Date can be typed starting at the left margin or flashed with right starting at few spaces at the center
point of the page.

3.Inside Address- usually has three to four lines. These lines are for the name and position/rank of the
addressee and his/her company’s name and address.
-All lines are blocked at the left margin.

4.Salutation- courtesy greeting of the writer of the letter.

- It is usually typed two or three spaces below at the last line of the inside address. A colon ends the
salutation line. It must be remembered that salutations have various degrees of formality.
-It is imperative to use the appropriate forms of salutations.

5.Body-reason why the letter is written. Composed of at least two to three paragraphs.
-First paragraph states the context of the letter. Second paragraph explains the intention of the writer. Last
paragraph states the closing statements of the writer.
- Type in a single space and double in between paragraphs. If the letter consists of few sentences; typed in
double space.

6.Complimentary close- used to close the business letter.

-Only the first letter is capitalized and punctuated with a comma.
-Its position depends on the format of the letters.
- Its tone depends on its degree of formality; thus it should be consistent with the salutation and the
message.

7.Signature- Depending on the length of the letter. Signature consists of the name and position of the
writer of the letter typed three to four line below the complimentary close, just right for the signature of
the writer. Like the name in the inside address, the name of the writer should be complete and correctly
spelt.

Optional parts/ Secondary parts

1.Attention line- used if the writer wants to reach a specific person in the agency or company.
2.Subject line- This states in general form the content of the letter. It is typed two spaces below the
salutation as this is considered as a part of the body of the letter.
3. Enlosure notation- enclosed or attached materials in the letter.It is important to list all the attachments
in the notation.
4. Carbon copy notation- used when the letter is sent to someone else aside from you and the one written
in the inside address. It is important that the other recipient’s name or office be listed in the carbon copy
notation.
5. Blind carbon copy notation- This is just like carbon copy notation. However, the recipient’s name is not
written in the letter. This happens for two reasons: a.)The recipient’s name is confidential and b.)
document is used for a legal purposes.
6.Identification initials- Someone is asked to type a letter for someone. Initials of the writer and the typist
should be typed at the lower-hand corner of the letter or immediately at the last line of the signature
block.
7.Postscript- a short remark or note added to the bottom of a letter, usually introduced by the
abbreviation PS. It is used when the writer wants to emphasize a certain point in the body of the letter.
This should not appear as an afterthought in order not to show the writer’s inefficiency.
• Punctuation Styles – three punctuations commonly used in business letters: open, standard and closed.
a. Open punctuation- does not use nay punctuation at all except in the message
b. Standard punctuation- uses two punctuation marks: colon after the salutation
and comma after the complimentary close.
c. Closed punctuation-uses a period after the date and comma after each line of
the address except the last line where a period is placed. Comma is used after
the complimentary close.

• Forms of business letters – three common forms of business letters: full block, block, semi block
a. Full block- illustrates how quick and easy communications can be to type. All elements are left
justified. The paragraphs are not indented. This is a format you can use for all business occasions.
This formatting provides a crisp, modern look that many people prefer.
b. Blocked style- less formal than the full bock style letters. Most of the elements are left justified
except the date, the complimentary close and the signature that are moved towards the right side
and aligned. This is a good one to use when the writer and recipient of the letter have a good
working relationship.
c. Semi block-is a little less formal than the full block format and slightly more formal than the
blocked format. The first line of each paragraph is intended.

B. Memorandum

➢ Inter-office communication material (one person or department to another person or department)

➢ Used to communicate the following:
1. Confirm the essential points of a meeting;
2. Channel updates on policies;
3. Give directives;
4. Ask data or support;
5. Notifications;
6. Brief reports; and
7. Announcements

Parts of a Memorandum

1.Heading – subject line (summary of the message), date(time and when the memorandum is written), to
(the target reader of the memo), and from (the writer of the memo)
2. Body – provides details of the memo; short and straight to the point
3. Conclusion – short statement that calls for action from the recipients of the memorandum

C. Minutes of the Meeting

Minutes
➢ Written accounts of what transpired in an organizational meeting. Generally it includes: list of
attendees, statement of the issues, related responses and decisions for the issues.
➢ Must be approved by the members and confirmed by the President of the Organization/agency

Two kinds of Minutes according to form

1. Condensed – only the wording of the motion, the proposer and seconder, the number of votes, and the
decision appear.
2. Detailed – must include a description of the discussion preceding the voting.
Guidelines in writing minutes
1. The language should be in formal style. Name with designations and third person POV is observed.
2. The past tense of the verb is used to relate what happened in the meeting.
3. What happened before the meeting is expressed in the past perfect.
4. Both active and passive voice are acceptable. .
5.Reported speech or indirect speech is used to report anything that was said in the meeting.
6. Expressions of time and nearness must also be changed
7. Avoid using the same reporting verbs

Sample template for Minutes of meeting

1. Title
2. Call to order (including attendance)
3. Approval of the Agenda
4. Approval of the Minutes last meeting
5. Matters Arising from the Minutes
6.New Business
7. Other Matters
8. Adjournment
9. Prepared by
10. Attested by

Business/Project Proposal
➢ Persuasive document
➢ Identify what is to be done, why the proposal needs to be done, how it is to be done, and who is going to
implement the project.

Basic Parts of a Proposal

• Title Page
• Executive Summary
• Statement of need
• Project description
• Budget and budget justification
• Biographical data and references
• Appendices

Incident Reports
➢ Documents the unusual and/or significant events or emergencies involving individuals who receive services
and/or support.
➢ Examples are reports of injury to or caused by an individual, aggressive behaviors, self-abusive behaviors,
endangering or threatening others, serious illness or hospitalization, or imminent death, etc.
➢ Incident reports are comm-unicated to individuals who would like to understand the incident.

Four steps in writing this report: 1. Find the facts 2. Determine the consequence 3. Analyze 4. Recommend

Before the Oral Presentation, it important to:

• Prepare
• Develop your objectives
• Analyze your audience
• Organize your thoughts
• Create/Insert your visual aid
• Get ready

Guidelines during the Oral Presentation: • Assert yourself • Make connection with the audience • Use your voice
effectively
Overcoming stage fright: • Focus on your focus • Prepare your material • Visualize your success • Connect with
your audience Move Practice