Module 7 - Purposive Communication

PURPOSIVE COMMUNICATION by: EDWIN V.
TENDERO
MODULE 7: COMMUNICATION FOR WORK PURPOSES
TARGET LEARNING OUTCOMES
1. Present ideas persuasively using appropriate language, register, tone, facial

expressions, and gestures.
2. Adopt awareness of audience and context in presenting ideas.
3. Apply different ways to communicate effectively in the workplace.
4. Work effectively in a group.
5. Demonstrate correct conversation, interview, reports, and group meeting.
INTRODUCTION
You are about to apply for a job or you are about to pursue a desired career. It is very difficult to
impress a prospective employer or even apply for further studies if you have difficulty in communicating
in various fields of disciplines.
It is imperative in a workplace that you communicate effectively. Having effective

communication skills is the key to success. When you communicate well with your team, it helps
eliminate misunderstandings and can encourage a healthy and peaceful work environment. Efficient
communication with your team will also let you get work done quickly and professionally. The moment
you get the lines of communication open with your team, the process of carrying out tasks and projects
will most likely go by smoothly.
DISCUSSION
Workplace communication is the process of exchanging information, both verbal and nonverbal,
within an organization. Effective workplace communication ensures that all the organizational objectives
are achieved. Workplace communication is tremendously important to organizations because it increases
productivity and efficiency. For businesses to function as desired, managers and lower-level employees
must be able to interact clearly and effectively with each other through verbal communication and
nonverbal communication to achieve specific business goals.
Different people absorb information in different ways. To make sure that the information
conveyed is understood by all, the method used for communication must be simple, clear, and precise.
When presenting vital information, using pictures will make way for easy understanding. With the fast
evolution of technology, companies have to stay up to date with communication tools that facilitate the
workplace communication. Some of these include email, blogs, instant messaging and even social media
sites such as Twitter and Facebook. It is important to keep in mind that sending an email, a fax or a letter
does not necessarily mean that communication has taken place. Only when a message has been sent,
received and understood by the intended receiver, it can be said that communication has occurred.
PURPOSIVE COMMUNICATION by: EDWIN V. TENDERO
Effective Communication in the Workplace
Here are some ways to communicate effectively in the workplace.
1. Open meeting
Meeting is essential in all companies for updates and follow-up. In open meeting, participants
can express well their opinion and suggestions which cannot be done in writing. In this kind of forum,
they will not only hear what you are saying, they will also see and feel it. This approach still remains one
of the best approaches to communicate effectively with a team.
2. Emails
With the use of the internet, email is one of the fastest ways to send information. In official
settings, communication via email remains potent. It will enable you to pass messages to members of
your team without pulling them out of their work stations.
3. One on one
There are times in workplace, superior must talk to the employee personally. Experts have been
able to prove that some people understand better when they are taken aside for some talk on a one-on-
one basis. A person can better bring out what is inside him if the talk is private.
4. Use of presentations
Some people grasp messages easily when pictures and sounds are involved. Using presentations
like Microsoft Power Point to communicate with the team will give them the opportunity to refer back
to it if they aren’t clear about certain things. There is much retention of information in the use of audio
visual aid.
5. Communication via training
Most employees take training seriously, especially when it’s part of their appraisal. The training
should be tailored towards communicating certain information to the team members. Communication in
training builds up trust, loyalty, and camaraderie.
6. Display confidence and seriousness
When the team members notice any uncertainty and lack of seriousness in communication, they
are likely to treat the information with disdain or disregard. There must be a display of confidence and
seriousness to ensure that the information may not be taken for granted.
7. Use simple words
The truth is that everybody cannot be on same page when it comes to vocabulary. Therefore, to
be effective in communicating with the team members, use words that can be easily understood. Use
simple words. Avoid so much technical and high sounding words to ensure better understanding among
the team.
8. Use visuals
Place visuals at strategic positions around the work stations of the team. They should not just hear
the message; they should also see it. This gives room for better comprehension.
9. Listen to the team members
Sometimes better idea comes from ordinary member. So listen to the team members.
Communication is a two-way street. Don’t monopolize the talk, encourage the members to open up so
that the team may be well guided.
10. Use body language
Body language passes the message faster and better. It complements verbal communication.
Master the art of using body language when communicating with the team. Stand/sit up straight, use
smiles, handshakes and eye contact.
11. Act out your message
Acting out the message posters sincerity. People take sincere message and apply it to them. Acting
out the message is a very potent way of communicating with the team. Let them see you do what you
want them to do, and their excuses disappear.
12. Use the appropriate tone of voice
Tone can also carry a message. One word can mean a different thing when said in a different tone
of voice. Make sure the use of appropriate tone of voice in communicating the message to the team to
avoid misunderstanding, discouragement, fear, and demotivation of members.
13. Avoid unnecessary repetition
Repetition may create annoyance. If you want the team members to be serious, never sound like
a broken record. Tell the team members what they have to know or do and ask them if they are clear
about it. If they are not, only then you have to repeat what you have said.
14. Create a receptive atmosphere
Avoid a tense environment at all costs because when you communicate in an overly intense
manner, the message you are trying to share might not be well understood or retained. To effectively
communicate with the team, you must create a receptive atmosphere.
15. Be humorous
Jokes may create relax atmosphere but don’t overdo it that the team may forget the seriousness
of the message. Using friendly jokes when communicating with the team members will help pass the
message along in a more relaxed way. This method of communication has been proven to be a highly
effective way of removing tension. When the atmosphere is unfriendly and intense, being humorous does
the trick.
16. Be articulate
Being articulate is being clear, and persuasive. Communication is indeed a skill that must be
learned by all, especially if you want to lead any group of people. Being articulate when you
communicate to your team members makes it easier for them to understand your message.
17. Avoid mumbling
Mumbling to your words may create confusion. Your team members should be able to hear you
clearly. When communicating with them, try as much as possible to speak clearly and not mumble words.
When you mumble words or speak too quickly, you may mispronounce some word that might create
different meaning. Mumbling also shows a lack of confidence on your part.
18. Encourage feedback
Feedback is essential and the last stage in communication. Don’t just talk and walk away. Give
room for feedback so that you can measure the effectiveness of your style of communication. It will also
afford you the privilege of knowing if your message was well understood.
19. Gesticulate
When you use hand motions and signals make it natural. It helps to establish the seriousness of
the subject matter when communicating with the team members. Hand gestures complements the
message which can easily be understood by the team members what you are trying to relay to them.
20. Be appreciative
Always give thanks the team members for giving their time after every communication session.
They will feel important to the team which helps boost their morale and productivity.
CLASS ACTIVITY
1. Watch a video from youtube entitled "Giving Presentations Worth Listening to" by Gordon
Kangas at TEDx Talks.
2. Give your comments and discuss your views on the message.
3. Summarize the topic of the speaker.

Conversation
Conversation is a communication turning the abstract

concepts into a verbal or oral language. It is the most common
everyday activity of people in home, school, and work. It is the ideal
form of communication in some respects, since they allow people
with different views of a topic to learn from each other.
A good conversationalist has more edge to be successful. It

is through conversation that a person can build connection with other people which usually happen in
some occasions like casual meeting, parties, conference, and even in workplace.
How to Be a Good Conversationalist?
The art of conversation takes practice. You can imitate the techniques from others, but here are
some practical suggestions.
1. Listen. Pay attention to what is being said. It shows that you are genuinely interested in a person.
Such genuine interest is essential to making the conversation to go on and achieve a more productive
end. You may inject a thought or two, then, wait for their reaction.
2. Be true to yourself. Your best asset is your true personality. Be ready to share your real thoughts
and opinion but avoid argument.
3. Find out what the other person is interested in. To do this, you can do some research in advance
when you know you will have an opportunity to talk with a specific person. Complimenting them is
a great place to start. Everyone likes sincere compliments, and that can be a great ice-breaker.
4. Ask meaningful questions. Questions elicit answers. The kind of questions you ask will steer the
direction of the conversation. What do they like to do? What sort of things have they done in their
life? What inspired them to make change? Identify things about them that you might be interested in
hearing about, and politely ask questions. Remember, there was a reason that you wanted to talk to
them, so obviously there was something about them that you found interesting.
5. Don’t be self-centered. Avoid talking about yourself unless it is being asked. It might bring a wrong
impression that you are boastful which might lessen their interest in conversing with you.
6. Make eye contact. Let them feel that you are interested with them. Make eye contact. Nod. Say
"Yes," "I see," "That's interesting," or something similar to give them clues that you are paying
attention and not thinking about something else.
7. Ask clarifying questions. If you missed something about what they are talking about, be sincere to
ask clarifying questions. Or you may paraphrase back what you have heard, using your own words.
By then, they have a chance to correct your understanding, affirm it, or elaborate on it.
8. Respect other people’s point of view. Don’t criticize or judge. Everyone has his/her right to be
him/herself, just as you have the right to be yourself. Everyone is different. Respect other people’s
personal choices, point of view, and ideas. It is the differences in people, and their conversation, that
make them interesting.
9. Be tactful when disagreeing. If the point was not important, ignore it rather than risk appearing
argumentative. If you consider it important then politely point out your difference of opinion and
explain your point with humbleness.
10. End the conversation with good impression. When you feel that you need to cut the conversation,
end it on a positive note that will leave a good impression. Shake hands with the other person and
tell them that you enjoyed talking with them.
Warning
• Choose carefully when asking personal questions.

• Be sincere! Compliments are great, but too much flattery is obvious and will reveal you as being
insincere.
• Beware of topics that can be inflammatory - such as religion and politics - and don't venture into
them unless you know the person has roughly the same convictions as you.
• Try not to argue! You do not have to agree with everything someone says, but you do not have
to tell them all about how you disagree. If you feel the need to explain an opposing viewpoint,
express it simply and without putting the other person on the defensive
• Try not to nod or respond with "Yes" and "I see" so much. It might make the person think you
are bored and sometimes it may seem like you are rushing them along. Never say anything hurtful
or offensive to the other person, this may project a bad feeling between you.
• If it is a planned conversation, try listening to the news in case you run out of thing to say, it is
always a good solution.
• Also try not to cut the person off mid-sentence. It seems disrespectful and it makes it seem like
what you have to say is more important than what the other person has to say. Let the person
finish their thoughts and then continue on with thoughts of your own.
Interview
An interview is a conversation between two or more people (the interviewer and the interviewee)
where questions are asked by the interviewer to obtain information from the interviewee. Interviews can
be divided into two basic types, interviews of assessment and interviews for information.
The most common type of interview for assessment is a job interview between an employer and
an applicant. The goal of such interview is to assess a potential employee if he/she has the social skills
and intelligence suitable for the workplace. Similar interviews are also used for admissions to schools,
allotment of grants, and other areas.
The second class of interview is those seeking to gather information about a subject. These types
of interviews are central to the practices of journalism and instructional design. Such interviews are also
important to any nonfiction writer or researcher. In general the quotes and information gathered in these
interviews are used in a publication or edited for broadcast.
How to Open an Interview?
Opening an interview is the most important part of the

interview. It sets the tone for the rest of the interview. If one knows
how to properly open an interview, the interview is much more likely
to be successful.
1. Establish rapport. Rapport is a relationship based upon mutual

trust. Rapport is important to consider when establishing and
maintaining a relationship between interviewer and interviewee.
Oftentimes, the first few minutes of the interview are the most important. Establishing rapport can
enhance the outcome of the interview. If an honest, sincere and persuasive attitude is not used by the
interviewer, then the interviewee may not share their real opinions on the matter at hand.
2. Orient the interviewee. Explain the purpose, length and nature of the interview and why you selected
the person to be interviewed. This is useful for establishing rapport and also gives the interviewee a
sense of belonging.
3. State the purpose of the interview. By stating the purpose of the interview, the interviewee can have
a better understanding of why you chose them.
4. Summarize the reason for the interview, but don’t go into body. The interviewer should avoid getting
into the body of the interview so that the interviewee is not overwhelmed. By summarizing the reason
for the interview, the interviewee has time to gather his or her thoughts.
5. Explain how the topic of the interview was discovered and by whom it was discovered. This enables
the interviewee to understand how you came to interview him/her. It also helps them understand
where you are coming from.
6. Refer to how you came upon choosing the interviewee. By doing so, the interviewer can understand
why the person is qualified for the interview. Thus, giving him/her a sense of belonging.
7. Refer to your organization and position to give oneself an identity to the interviewee.
8. Request a specific amount of time.
9. Always knock when entering the room for the interview.
10. Dress properly for the situation. If you do not dress properly, you may look out of place or
unprofessional.
How to choose the right interview questions?
It is important to have the right questions for your interview. Open and closed questions fulfill
different purposes, and are used under different circumstances. Closed questions require short answers
and get statistic data. Open questions require longer answers get more in depth answers.
1. Before an interview, it is important to decide what kind of answers you want. Often, an Interview
gives different answers and serves different purposes. Some questions that help you find your type
of interview is:
• What is the purpose of the interview?

• What kind of facts do you want?
• How do you want to collect the answers, tape recorder or taking notes?
• How do you want to present the material, in diagrams or in a textual form?
• How much do you want the interviewee to control the interview?
• How much control do you want to have?
• Do you want the interviewee to explain why he or she answers the question in a specific way?
2. When you have answered these questions, it is time to consider if open or closed questions best fulfill
your purpose.
• Closed questions require short answers, with one word or one phrase, for example “yes” and “no”.
They give you facts, which are easy to answer and the interviewer keeps control over the
interview. It is easy to make statistic conclusions from closed questions; therefore a research
project with closed questions requires more interviews. That gives you a random sample of
reality, a statistic foundation. A good example of a research with close questions is a poll. The
interviewer has all the control and asks questions that everybody can answer rather quickly. The
questions are short and do not leave much room for the interviewee to reflect over the questions.
Another way to do research with closed questions is through a questionnaire that is handed out to
a specific amount of people. Some examples of closed question are:
“Do you think that Barak Obama is doing a good job?”
“Do you consider yourself as a conservative or a liberal?”
• Open questions require more information from the interviewee. This means that the answers
contain more than one or two word responses. Open questions help the interviewer to go deeper
and analyze why things are the way they are. For example, open questions answer not only a
person does not like his or her job, but also why he or she does not like it. It gives the interviewee
a chance of developing thoughts and opinions. In a research project with open questions, the
researches are analyzing more deeply and go beyond the surface to find answers. This way of
interviewing often requires that the interview takes place face to face. Some information does not
show in the answers, but in the body language. If the interviewer wants to go beyond the surface
and finds out why people do or think the way they do, it is crucial also to analyze body language.
It is a good idea to tape the interview; otherwise it is hard to recognize different tones in the
interviewee’s voice, such as irony and excitement. Since the meaning is to get deep and get
(sometimes) sensitive data, it is important that the interviewee is relaxed. The interview shall take
place where he or she feels comfortable and no one else can hear the conversation. Some
examples of open questions are:
“How do you think that the president could have done a better job?”
“What does the liberal ideology mean to you?”

The Employment Selection Interview
The first thing a student will do after the graduation is to look for a job. Once he applied for a
job, he would probably be interviewed not only once but several times. This is a practice in most
organizations where a trained employee of the personnel department conducts a thorough interview of
each applicant. After passing one interview, he has to proceed to several more. This is to ensure the
employer to select the best and fitted employee to their company.
As an applicant, you must plan how to go to an interview.
How to go to an interview?
Going to interviews can be nerve-wracking. With these tips, rough seas soon become smooth sailing.
1. Arrive in the area 30 minutes early. Find a quiet cafe, relax and take your mind off of the commute.
2. Keep your cool. You probably will not get the job if you let the employer see how nervous you are.
3. Be confident. Sit straight.
4. Look up and at the interviewer.
5. Answer only the questions that the interviewers ask you and do not offer other information.
6. Be polite and don't insult the employer. Know that he or she could have many more people to
interview.
7. Be very forward in everything you say and in your actions.
8. Try not to confuse the employer. Be careful of what you say and realize that your employment is on
the line!
9. Do not take offense to anything the interviewer says.
10. Thank the interviewer and remain courteous up to the end of the interview.
CLASS ACTIVITY
Divide the class and let them do the following suggested activities.
1. Get some information about the experiences of the people with the use of the following survey
questionnaire on the next page. Report your output to the class.
• A balikbayan
• An OFW
• A public official.
• A champion in athletics
• A model employee
• An awarded person in any field
• A consistent Scholar
• Any of your choice
Name of Respondent:________________________________
Residence:_________________________________________
Age: _______ 20 - 29 _______ 50 - 59

_______ 30 – 39 _______ 60 – 69
_______ 40 – 49 _______ 70 and above
Educational Attainment:
_______ High school graduate _______ Masters (unit)

_______ Vocational course _______ Masters graduate
_______ 2-Year course _______ Doctoral (unit)
_______ 4/5- Year course _______ Doctoral graduate
Occupation:________________________________________
Years of experience in occupation: _______________
Challenges/difficulties in job
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________
Strategies to overcome challenges

___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________
Message to the students

___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________
2. Conduct a mock interview. Some members will act as employers while others will be applicants.
The following are suggested job application interviews.
Employer Job Vacancy
Principal High school teacher
Hospital director Nurse
Cosmetic company Sales representatives
Batasang-Pambansa Secretary
Business executive Clerk typist

Broadcasting station Announcer
Hotel manager Bell boy
Magazine editor Graphic artist
3. Evaluate the interviewee using the tips given for job interviews as criteria in the evaluation sheet
below.
Name of the Applicant: _________________________________
Target Job: _________________________________

Excellent Good Average Fair Poor Total Remarks
5 4 3 2 1
___________________
___________________
Relax
___________________
___________________
___________________
Confidence ___________________
___________________
___________________
Posture __________________
___________________
Facial ___________________
Expression ___________________
___________________
Reaction
___________________
to
___________________
questions
___________________
Clarity of ___________________
answer ___________________
___________________
___________________
Behavior ___________________
___________________
___________________
___________________
Grooming
___________________
TOTAL
ASSESTMENT/EVALUATION
Name:______________________________ Date: _____________

Year/Section: ________________________ Score: ___________
A. True or False. Write True if the statement is true and False if it is not. Write you answers on the
space provided before each number.
In a conversation scenario:
T
_________1. People with different views of a topic learn from each other.
T
_________2. Conversation is the verbalization of concepts.
F
_________3. You should not listen to other people’s opinion.
F
_________4. You should find out what the other person is interested in.
F
_________5. You should never ask questions.
F
_________6. You should think only of yourself.
T
_________7. You should practice active listening skills.
T
_________8. You should paraphrase back what you have heard, using your own words.
T
_________9. You shoud know when the conversation is over.
F
_________10. You should make an argument.
B. Enumeration. Give 10 tips on how to open an interview.
1. ________________________________________________
2. ________________________________________________
3. ________________________________________________
4. ________________________________________________
5. ________________________________________________
6. ________________________________________________
7. ________________________________________________
8. ________________________________________________
9. ________________________________________________
10. _______________________________________________
Give 10 tips as to how to go to an interview.
1. ________________________________________________
2. ________________________________________________
3. ________________________________________________
4. ________________________________________________
5. ________________________________________________
6. ________________________________________________
7. ________________________________________________
8. ________________________________________________
9. ________________________________________________
10. _______________________________________________
Reports
Report is very essential in any private or government establishment. It is a written document

describing the findings of some individual or group. In format and form, reports are different which
depend on the agency, office, or institution requiring it. It may have different names and purposes. The
following are some of the examples.
Recommendation report Service report

Progress report Operation report
Feasibility study/report Work report
Memorandum Construction report
Incident report Failure report
Accident report Student-laboratory report
Case study Industrial-research report
Sales report Evaluative report
Structural engineers report Completion report
Electrical report Examination report
Demographic report Inspection report
Periodic report Information report
Trade report Special report
There are still more which bear the name of the nature of the report.
Forms and Format of Formal Reports
The physical appearance of the report counts much. People mostly judge the material first by its
appearance before the very content. Thus, if you make your report, be sure to consider its forms, layout,
and format.
This is also in consonance with the principle of technical writing: “Technical writing must be
presentable and attractive”. This principle holds true that even though you have a very interesting idea
or topic, but the form or the physical appearance of your report does not please the eyes of the reader,
chances are your work might not be approved. Let the physical layout and forms of your report get the
interest of your reader before your idea.
In this section, the following will be discussed that help your report presentable: paper, margins,
spacing and indention, paging, parts of the report, and graphic aids.
Paper - The standard size of the paper to be used in any report is 8.5 by 11 inches bond paper or
the A-4 size pure white, except the company impose a color coding for their report or has a ready-made
stationery for particular report. The substance must not be less than 20 if duplication is needed, use only
clear photo copy or computer generated to avoid blemishes.
Margins - Only on the left hand side is 1.5 inches and the rest of the sides are 1 inch. The reason
why the left hand side is 1.5, it is because the report might need to be bounded and that gives space for
it.
Spacing - The text of the report must be double-spaced except for the following:
• Center headings, triple or quadruple-space below;

• Listings, single space; ( If items are numerous, number them)
• Long quotations that run for about four lines or more, single-space;
• Individual entry in bibliography if more than two lines to enter, single space but double-space in
between the entries;
• Long abstract that would need much space, single-space, but short abstract may be double space;
• Materials in the appendices if they are many, single-space, but if less may be double-space;
• Heading in the content, double-space above and below; and
• The standard indention for the beginning of paragraph is five spaces.
Paging - Use Arabic numbers in the upper right corner aligned in the right hand corner and at
least two spaces above the first line of the text on the page, except for the preliminaries and first page.
The preliminaries are the title page, abstract, table of contents, etc. The page numbers of these are Roman
numerals, small case, to avoid confusion dividing the preliminaries from the main content of the report.
The page numbering of the preliminaries may be placed at the right corner above or below at the center.
The first pages of each section of the report must not show the page numbers; they appear on the second
page.
Formal reports are those reports not written in letter type and contain several pages that need to
be sectionalized. Though different companies and agencies do not agree on the style and forms of their
reports, they have common parts which are found in almost all of their types of reports. Formal reports
usually contain a common series of all or some of these elements:
• Cover Page
• Title Page
• Executive Summary
• Foreword
• Introduction
• Methodology
• Data Analysis
• Results and Discussion
• Fact Summary
• Conclusions
• Recommendations
• Tables and Graphs
• Glossary
• Appendixes
• References
The Cover Page - Typically, the formal report includes a cover page on card stock or other heavy
material with the name of the organization producing the document, the title of the document, the
submission date of the document, and a description of the document. A reference number may be placed
on a title page to be used for filing and retrieving purposes within the organization that produced the
report.
The Title Page - The title page includes the same information represented on the cover, including
the names of the research team members and a place for an approval signature from the director or
supervisor of the project.
The Executive Summary - The executive summary is a brief synopsis of all the findings detailed
in the report. Its purpose is to allow a busy executive the opportunity to review the material in the
document quickly. Executives may read only the work on the way to a meeting so the summary should
be complete and accurate. It should tell the reader the topic of the report, the method used for researching
the topic, the results of the analysis and provide some very brief discussion of the analysis. It should also
include conclusions and recommendations.
Also note that visual aids such as listing and bullets provide a means for easy access to
information and can be used to aid accessibility of the material in the summary.
The Foreword - The foreword notes the document developers' use of other (interoffice) reports
referenced in the document and acknowledges help from individuals, other organizations, special book
or journal sources, etc.
The Table of Contents - The table of contents functions as a referencing aid, just as those in other
documents. It is important to reference page numbers accurately.
The Introduction - The introduction provides a contextual basis for the material that will follow
in the rest of the report. It explains why the communicator has developed the analysis, and in some cases,
what questions the analysis tends to answer. The introduction may indicate instead, that the analysis is
intended to probe an issue to first find out what questions should be asked and then attempt to answer
them. The introduction should also make it clear to the reader why and in what ways the document will
be useful.
An introduction of this sort can be fairly long, since the technical communicator needs to
familiarize readers with the report topic, the significance of the report to them, the objectives in
conducting the research and the significance of those objectives, and finally, the research findings. Of
course, the details and support of this information provides the body of the report itself.
The Methodology Section - "Methodology" denotes the means used for collecting information or
data. This section informs readers of the type of research design the technical communicator used to
gather information. Essentially, it describes the means of collection used to arrive at conclusions. Some
analytical report developers used empirical research methods to collect information, requiring
quantitative or qualitative designs, and others base conclusions on non-empirical data collection.
Regardless of the choice of research method, communicators need to explain and justify their choices to
readers to develop credibility. The report described here is empirical in nature.
In addition, when communicators use special equipment or software programs, they must
describe them as well as the range of materials used for collecting information, and any significance of
the choices made. A reader should be able to understand the methodology used and judge its quality by
reading the methodology section of the formal report.
Tables and Other Graphics - Often, technical communicators use tables, charts, and other graphics
to help convey information clearly and quickly (this will be discuss further on the following section on
graphic aids). Document developers should label their graphics clearly and include references in the text
so that readers can use them at appropriate times during their reading of the report. In addition, document
developers should make sure to integrate graphics within the text to allow easy accessibility of
information in graphic form.
The graphics themselves should be clear and communicative, providing accurate information and
data.
Data Analysis - Technical communicators should provide a detailed description of how the
information researched was derived; this explanation goes in the data analysis section of the report. The
information here also explains the basis upon which the researcher describes the results and discussion
in the next section of the report.
Results and Discussion - The results and discussion section provides a detailed explanation of the
conclusions that the technical communicator has derived from the study. The researcher synthesizes all
the information developed from the study then considers its implications. Technical communicators use
this section to discuss in detail why they've come the conclusions they have, including what led them to
conclude the way they did. Essentially, in this section communicators tell readers what they learned from
the study and why readers can be sure about the conclusions.
The Conclusion Section - The conclusion provides a short synopsis of the findings derived from
the research and their significance for the readers.
The Recommendation Section - The part does exactly what it implies: it recommends action (or
lack of action) to readers who use the information in the report.
Glossary - This section is lists of important terms or words that are used and operationally defined
in the report. The words are arranged alphabetically.
Appendices - The appendices are the materials that cannot be presented in the body of the report
but are helpful to the readers if they wish to further the information on the subject.
References - They are the sources of all materials the reporter used in the report. It is also
arranged alphabetically.
The simple forms of the reports are the letter type and the memorandum type reports. The letter
type report is in the form of a letter with the headings, inside address, etc. that contains the report.
Memorandum type shows like this:
Headings
Date
To: Name of the addressee
From: Writer's name and his title
Subject: Title of the report in all caps
-------------------------------------------------------------------------------
Body of the report
Signature
A Memorandum is used only within the company or the agency unlike the letter type. Letter type
can be used for other company and it is accepted type of simple report if the contents would only need
few pages.
Letter type and memorandum type omit the other part of the formal report. It contains usually
only the title, abstract, introduction, discussion and presentation, conclusion, recommendation, appendix,
and references (if there is any).
Lastly, there are reports in a detailed printed forms designed by some of the companies to be
filled up by the concerned technicians for their routine reports. They are designed for specific purposes
and thousands of such forms are in daily use.
CLASS ACTIVITY
1. Produce an example for each of the types of report given below and show it to the class. You may
use the internet in printing out samples.
2. Discuss the content of each example, its composition and organization.
3. Compare the different kinds of reports:
Recommendation report Service report
Progress report Operation report
Feasibility study/ report Work report
Memorandum Construction report
Incident report Failure report
Accident report Student-laboratory report
Case study Industrial-research report
Sales report Evaluative report
Structural engineers report Completion report
Electrical report Examination report
Demographic report Inspection report
Periodic report Information report
Trade report Special report
Oral Reports
Reports sometimes need to be presented orally in a meeting or conference. Not only you must
prepare your report in writing, but even yourself to talk and deliver to the people concerned about the
topic or issue you would discuss.
In preparation of the oral report as with written work, an effective speaker defines his/her
audience and objectives for oral presentations. He/she considers his/her listeners’ expectations and
provides information accordingly. This means that the presenter must be aware of the audience, their
motivation for listening, and overall goals for applying the information or insights that he/she will
provide in the oral report. Effective oral reporter treats each of these expectations explicitly in the
presentations. Lastly, the reporter must survey the scene in which he/she gives the presentations so he/she
can ensure that they’re effective within the presentation setting; it is important to adjust to the sounds of
the space, the lack (or presence) of equipment, lighting etc.
Forms of Delivery of Oral Report
The speaker must also decide how he would deliver his report. This is also important since it
might affect his preparation and readiness to present his topic. There are four modes to deliver his report:
scripted, outlined or extemporaneous, impromptu, and memorized.
Scripted
In a scripted talk, a reporter delivers the whole presentation from a written paper, reciting or
reading every word. This can be of particular advantage when issues are intricate and points build from
complicated bases of thought. The reporter also has the advantage of knowing exactly what he will say
before speaking. Using scripts also ensures that the reporter covers all necessary points within the allotted
time frame. The disadvantage of the scripted talk is that it must be read and prone to be stiff or unnatural.
An effective reporter practices reading the presentations many times over and may mark special
words for emphasis and use lines to visually tie phrases together in order to guide himself/herself through
the presentation with clues for effective reading.
Outlined or Extemporaneous
In an outlined or extemporaneous talk, the reporter speaks from a prepared outline of the topic.
The outline serves as reminder of the topics and subtopics of the report. It becomes the guide for the flow
of the talk. Since the outline is just pointers, the substance of the report comes spontaneously from the
mind of the reporter.
The advantage of the outlined talk is that the speaker would sound natural and personal which
makes the audience feel more comfortable. The speaker often finds it helpful to prepare note-cards that
contain all important points and an outline of the talk so that he/she ensures coverage of all important
issues and ideas.
Impromptu
The impromptu talk is the least structured of all presentation forms. You may already have used
this form and not even thought about it. For instance, you may have been at a meeting and were asked to
report on the progress you had made on a project or you may have been in class and have been asked to
analyze a piece of writing or document design. The impromptu talk is one in which the speaker speaks
at the moment asked, without preparation and usually without any prior notice.
The obvious advantage of the impromptu talk is that it requires no preparation time; however, for
the reporter to cover the necessary information, he/she must know his topics very well. The speaker may
also have real trouble making coherent points and staying within a time limit because he/she has no
means to prepare.
The best ways in dealing with impromptu talks are to stay relaxed, think about each important
point before speaking, and know that the audience will be aware that the talk is impromptu and won't
expect a well-prepared presentation.
Memorized
This is a report delivered from memory. The speaker may prefer to recite from memory. However,
the speaker should only do this if he/she is comfortable speaking to listeners and not prone to loss of
concentration (or memory). As with reading from a script, the speaker should be careful not to lapse into
a monotonous recitation of the report.
Though this is the rare case, there are some reporters who prefer to memorize the details of their
presentation, probably with the aim of impressing their listeners.
Guideline for Oral Reports
Though you are prepared with your materials for the coming meeting, it is also important to
prepare your mind, emotion, and others’ expectations of you. Conference or meeting may involve only
two people or many people. They may vary from just informal talk to highly formal group proceedings.
Your preparation for the conference deserves serious thought.
Before going to the conference or meeting
1. Try to anticipate the purpose of a conference ahead of time. This will help you prepare
what to say or what things to be mentioned in the meeting. You can make an advance outline of your talk
and prepare answers for possible questions or issues that may be raised.
2. Try to formulate your own purpose or objective before you go to a conference. As you
anticipate the purpose of the conference, you may make your own purpose or objective why you will talk
to them. Think whether you are just going to inform them, instruct them, or persuade them with your
ideas. With this in mind, you will be guided of the things you need to say to your listeners.
3. Estimate the attitudes of the people in the meeting. The same in writing, as the writer
considers the attitude of his prospective readers so does the speaker to his prospective listeners. Think
how the listeners react on the reports you are going to present.
4. Speculate on how things are likely to go. This refers to the whole settings of the conference.
Be ready for everything, but don’t view it negatively, be positive and confident.
Beginning your report
1. Greet and introduce yourself. It is a courteous act to greet the people in the meeting. If there
are some listeners who do not know you well, it is better to introduce yourself.
2. Provide an overview of what you will be talking about. This will condition the mind of your
listeners of what they would expect from your report.
3. Build some interest or motivation. The purpose of this is to build a rapport between you and
your listeners. Let them feel the comfort of listening to you.
While reporting
1. Talk with your listeners. Effective reporter creates a rapport with his listeners by talking
directly with them. It is always helpful to think of each listener as an individual who needs and/or wants
the presented information rather than thinking of the audience as a non-personified entity.
2. Make eye contact. Speaker should always maintain eye contact with listeners to support the
goals noted above. It's important that speaker remembers to look at individuals from all portions of the
room and not look only in one direction or in one area.
3. Use the second person words "you" and "your" to personalize your talk. This will make
your listeners feel that they are important to you.
4. Use conversational style. In general, speakers who use a conversational style connect well
with listeners and help keep their attention. At times when circumstances require it, however, it may be
preferable to use a more formal style.
5. Make clear and direct points that support your purpose. Just as it is necessary to support
points in written material, reporter must support his purposes in oral presentations.
6. Emphasize the points you make. An effective speaker uses body language and visual cues to
emphasize important points in presentations. He/she may emphasize information by displaying physical
objects to illustrate points, hand gestures to draw attention to certain phrases or words in a presentation,
or provide handouts with lists of the most important points for listeners to note.
7. Be very clear. Reporter must take pains to use extremely clear language and organizational
structure when delivering oral presentations. Where readers can ponder over written material, listeners
must take in information quickly and with little opportunity to ponder its effect. An effective reporter
simplifies main issues so that his/her points are clear.
8. Tell listeners in advance which main points are coming. In written materials, technical
writer often forecasts what will follow in a document by including "advanced organizers." Forecasting
in the same way is particularly helpful to listeners.
9. Announce each main point as you come to it. To make clear to listeners that all the promised
"forecaster" points are delivered in presentations, an effective reporter verbally notes each of the main
points in the presentations.
10. Use visual or graphic aids. Visual or graphic aids like graphs, charts, pictures, diagrams, etc.
could be helpful for giving quick information in one glance. Sometimes, pictures, drawings and other
visuals could explain better than lot of words. There are four basic principles in the proper use of graphic
aids.
o Use them if you can.

o Don’t use too many graphic aids.
o Make sure that all the graphic aids are properly located and are big enough to be seen by everyone
in the audience.
o Keep the graphic aids simple and easy to understand.
(Graphic and visual aids are further discussed in the previous unit)
11. Prepare for interruptions and welcome them. Any time a listener interrupts a reporter with
a question, it means that the listener's mind is engaged in the material of the talk and that the speaker is
connecting with that member of the audience. Generally, these kinds of interruptions should be
welcomed. An effective reporter answers the listener's question, relating the answers to a point or points
to be made in the presentation, moving back into the previous flow of ideas presented in the talk. In cases
where the speaker must complete talks uninterrupted due to time constraints or the difficulty of presenting
complex ideas, announce at the beginning of presentations that he/she prefer to take questions later.
Ending the report
1. End with a real conclusion. Reporters sometimes forget to plan how to end an oral report and
end by just trailing off into a mumble. The following are ways to end up a report:
o Summarize. Go back over the main points of what you’ve discussed.

o Conclude. State some logical conclusion based on what you have presented.
o Provide some last thought. End with some final interesting point but general enough not to
require elaboration.
CLASS ACTIVITY
Divide the class into groups. Each group should make a simple skit on oral reporting based on
the following situations. Groups may use props, gadgets and other tools to make their presentation more
appealing.
▪ An annual conference is being held, where different office branches are to discuss the summary
of their year sales.
▪ A member of the board is to re-echo to the members the details of the management seminar he
had attended.
▪ There is a seminar on stress management and a specialist is invited as speaker.
▪ An urgent meeting was called to discuss the issue of raising the salary of employees. The
accountant and the manager are directed to report and inform the body for possible actions.
▪ A group of doctors were tasked to conduct an information drive in a barangay about dengue.
Name: _________________________ Date: _________________
Year/Sec: _______________________ Score: ________________
A. Fill in the blanks with the correct words.
Guidelines for Oral Reports
Before going to the conference or meeting
1. Try to anticipate the _______________ of a conference ahead of time.

2. Try to formulate your ____________ purpose or objective before you go to a conference.
3. Estimate the attitudes of the _________________ in the meeting.
4. Speculate on how _______________ are likely to go.
Beginning your report
5. Greet and ________________ yourself.

6. Provide an _________________ of what you will be talking about.
7. Build some interest or _________________.
While reporting
8. ______________ with your listeners.

9. Make ____________ contact.
10. Use the second person words "___________" and "your" to personalize your talk.
11. Use _________________ style.
12. Make clear and _______________ points that support your purpose.
13. _________________ the points you want to make.
14. Be very ________________.
15. Tell listeners in _________________ which main points are coming.
16. _________________ each main point as you come to it.
17. Use visual or graphic ________________.
18. Prepare for _________________ and welcome them.
Ending the report
19. End with a real __________________:
(any order)
• 20._________________________
• 21._________________________
• 22._________________________
B. Tell whether the following sentences refer to scripted, outlined, impromptu, or memorized report.
Write your answer on the space provided before the number.
MEMORIZED
_____________1. It is delivered from memory.
IMPROMPTU It is without preparation.
_____________2.
IMPROMPTU
_____________3. The speaker speaks on the spot.
OUTLINED
_____________4. It is written in outline.
SCRIPTED
_____________5. It is prepared to be read.
MEMORIZED It is the rarest mode of delivering the report.
_____________6.
OUTLINED
_____________7. The speaker prepared only some important points.
SCRIPTED
_____________8. The full texts of the report are prepared and written.
OUTLINED
_____________9. The substance of the report is delivered spontaneously.
SCRIPTED
_____________10. This preparation could ensure that everything would be covered.
Group Meetings
Meetings are often dreaded by group members because they lack focus and appear to be
unproductive. However, group meetings can be a great asset if they are planned properly and
administered effectively. Learn how to have a great group meeting and then complete the activity.
Preparation 1. Give appropriate notice to those involved.
2. Identify a purpose for the meeting.
3. Include only people who are relevant to the discussion.
4. Distribute an agenda before the meeting. Include the
following items:
o Call to order
o Approval of previous minutes and treasurer's report
o Unfinished business (specify)
o New business (specify)
o Announcements
o Adjournment
5. Establish start, stop, and break times.
6. Set deadlines for follow-up actions.
During the meeting • Start promptly and end on time.

• Use Robert's Rules of Order (Parliamentary Procedure)
• Assign someone to take notes and write the minutes.
• Use an appropriate discussion model
o Standard agenda
o Nominal Group Technique
Behavior to avoid • Hold unnecessary meetings.

• Invite everyone.
• Let people dominate the discussion.
• Allow discussion to wander from the topic.
• Fail to act on decisions made.
The Parliamentary Procedure

Parliamentary procedure defines how a democratic organization works—how its members make
decisions, how its leaders run the organization to meet the needs of its members, and the rights of
members and non-members. It refers to the rules of democracy, that is, the commonly accepted way in
which a group of people come together, present and discuss possible courses of action, and make
decisions.
Parliamentary procedure is used by all types of decision-making bodies on a daily basis: school
boards, homeowners' associations, city councils, and non-profit boards of directors, for example.
Parliamentary procedure also defines what duties people typically have when they are elected the
president, secretary, or treasurer of an organization.
Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or
informal, can most effectively meet and make decisions in a fair, consistent manner—and make good
use of everyone's time. Even a basic background in parliamentary principles can help you and your
organization hold more efficient meetings.
Parliamentary procedure, often used interchangeably with "parliamentary law," is more correctly
defined as parliamentary law in combination with the rules of order that a given assembly or organization
has adopted.
Parliamentary law is:
• rule of the game of democracy.

• rule that govern procedures by which civil and criminal laws are made and adopted.
• rules and customs that govern deliberative and decision-making assemblies and organizations.
The term rules of order refers to written rules of parliamentary procedure formally adopted by a
group of people or by an organization. These rules relate to the orderly transaction of business in meetings
and to the duties of officers in facilitating the conduct of business. Written rules of order help ensure that
the organization functions smoothly and that questions about procedure can be resolved quickly and
fairly. An organization's rules of order may include bylaws, standing rules, policy manuals, and other
rules.
Objectives
Parliamentary procedure:
• establishes the purpose and structure of organizations;
• defines membership classifications, rights, and obligations; and
• defines rules and procedures for conducting business.
Principles
Parliamentary law is based upon:

• the will of the majority;
• the right of the minority to be heard;
• protection of the rights of absentees;
• courtesy and justice for all; and
• consideration of one subject at a time.
Why use parliamentary procedure?
A knowledge of basic parliamentary procedure prepares a member of any organization to be more

effective when participating in business meetings, and allows the member to understand and support the
fundamental principles of parliamentary law.
Robert's Rules of Order Newly Revised provides perhaps the best summary of the broad benefit
of parliamentary law to organizations:
The application of parliamentary law is the best method yet devised to enable assemblies of any
size, with due regard for every member's opinion, to arrive at the general will on the maximum number
of questions of varying complexity in a minimum time and under all kinds of internal climate ranging
from total harmony to hardened or impassioned division of opinion.
In other words, while parliamentary procedure cannot guarantee that every member of an
organization is pleased with the outcome of a decision, it aims to ensure that every member is satisfied
by the manner in which the decision was made, and that the organization makes decisions efficiently but
with consideration for every member's opinion.
Deliberative Assemblies
Parliamentary procedure is generally applied to the meetings of deliberative assemblies. A

deliberative assembly has the following distinguishing characteristics:
• It is an independent or autonomous group of people meeting to determine, in full and free
discussion, courses of action to be taken in the name of the entire group.
• The group is large enough—usually more than a dozen people—that a degree of formality is
needed to make decisions efficiently.
• People having the right to participate (the members of the assembly) are generally free to act
within the assembly according to their own judgement.
• In any decision made, the opinion of each member present has equal weight when voting; when
a member votes, he or she joins others in assuming direct personal responsibility for the decision
when voting on the prevailing side.
• If a member does not agree with the decision of the body, this does not constitute withdrawal
from the body.
• If there are absentee members—as there usually are—the members present at a regular or
properly called meeting act on behalf of the entire membership, subject only to whatever
limitations are established in the body's governing rules.
Types of Deliberative Assembly
The deliberative assembly may exist in many forms. Among the principal types are:
• mass meeting;
• local assembly of an organized society;
• convention;
• legislative body; and
• board.
Parliamentary Basics: Presiding
Two essential components of effectively presiding over a meeting are preparing and following an
agenda, and handling motions fairly and consistently.
Sample Meeting Agenda
• Call to Order
• Opening Ceremonies (optional)
• Roll Call (if customary)
• Reading and Approval of Minutes
• Reports of Officers, Boards, and Standing Committees
• Reports of Special Committees (announced only if such committees are prepared or instructed to
report)
• Special Orders (announced only if there are special orders)
• Unfinished Business and General Orders
• New Business
• Announcements
• Program (if a program or a speaker is planned for the meeting)
• Adjourn
Procedure for Handling a Main Motion
Obtaining and Assigning the Floor
1. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President,"
"Mr./Madam Chairman," or by other proper title. (In a large assembly, the member gives his name
and identification.)
The member remains standing and awaits recognition by the chair.

2. The chair recognizes the member by announcing his name or title, or, in a small assembly, by
nodding to him.
How the Motion is Brought Before the Assembly
1. The member makes the motion: "I move that (or 'to')..." and resumes his seat.
2. Another member, without rising, seconds the motion: "I second the motion," or
"I second it" or even just "second."
3. The chair states the motion: "It is moved and seconded that .... Are you ready for
the question?"
Consideration of the Motion
1. Members debate the motion.

2. The chair puts the motion to a vote.
The chair asks: "Are you ready for the question?" If no one rises to claim the floor,
the chair proceeds to take the vote.
The chair says: "The question is on the adoption of the motion that... As many as
are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for
response.)
3. The chair announces the result of the vote.

"The ayes have it, the motion is adopted, and .... (indicating the effect of the vote),"
or
"The no’s have it, and the motion is lost."
Parliamentary Basics: Discussion and Debate
Discussion, or debate in parliamentary terms, is how an assembly decides whether a proposed

course of action should be followed. Disagreement is healthy, and helps the organization make the best
decision if discussion is approached fairly and consistently:
• Before speaking in debate, members obtain the floor as described in parliamentary basics -
presiding.
• The person who makes a motion may speak on it first, if he expresses the desire to do so.
• All remarks are addressed to the chair, not to other members.
• Debate is confined to the merits of the motion currently under consideration.
• Debate can only be closed by order of the assembly (2/3 vote), or by the chair if no one seeks the
floor for further debate.
Parliamentary Basics: Fundamental Rights
The rules of parliamentary law are constructed upon a careful balance of the rights:
• of the majority;
• of the minority, especially a strong minority (greater than one third);
• of individual members;
• of absentees, and
• of all these together.
Fundamentally, under the rules of parliamentary law, a deliberative body is a free agent—free to do
what it wants to do with the greatest measure of protection to itself and of consideration for the rights of
its members
Minutes of the Meeting
To preserve the things agreed upon in any meeting, the minutes of the meeting must be taken.
Usually, it is the secretary or other appointed person who is responsible to write down the minutes. This
is very important because it becomes a document and a basis for other action of the company or
organization. It provides an important record of proceedings, whether it’s for a corporate staff meeting,
a board meeting at a nonprofit organization, or an informal committee meeting. It also able to quickly
notify, keeps meetings on track, and provides a clear summary to those who weren’t able to attend.
Whether a meeting’s objective is to make policy decisions that affect a large organization or to
simply assign responsibilities to staff members, having concise and organized meeting minutes is
important. The minutes serve as a record of motions that were passed and as a reminder of who owns
certain tasks. It is important to understand the type of information you need to record at the meeting.
Your organization may have required content and a specific format that you’ll need to follow, but
generally, meeting minutes usually include the following:
• Name of organization
• Date, time, and place of the meeting
• Type of the meeting
• Name of participants and those unable to attend
• Acceptance or corrections/amendments to previous meeting minutes
• Reports of other concern and issues
• Decisions made about each agenda item, for example:
o Actions taken or agreed to be taken
o Next steps
o Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded
and approved or via show of hands, etc.)
o Motions taken or rejected
o Items to be held over
o New business
o Next meeting date and time
• Name and signatures of those who prepared and approved
See the example below.
EULOGIO “AMANG” RODRIGUEZ

INSTITUTE OF SCIENCE AND TECHNOLOGY
Nagtahan, Sampaloc, Manila
ENGLISH DEPARTMENT
Meeting for Literary Contests

November 25, 2016
10:00 am
English Department Faculty Room
Presider: Dr. Edmark Villaflor
Members Present:
Hemmady Mora Carlito Biares Cezar Garcia

Natalia Tanuecoz Julieta Aquino Evelyn Suarez
Emmalyn Federico Margarita Esguerra Filipinas Cruz
Absent: Rio Marco Jaycee Moya
I Call to Order: Meeting was called to order and quorum was established
II Meeting Agenda:
1. To discuss the coming Literary Contests on February 2017

- Oratorical contest
- Story telling contest
- Impromptu speech
- Essay writing contest
2. To discuss the qualifications of the contestants
3. To discuss criteria and prizes
III Approval of Minutes from Last Meeting
Motion: To approve the meeting regarding the launching of Literary

Contest on February 15, 2017 with Dr. Balayan, the Director
of Instruction to be submitted to the school president
Vote: Unanimous Approval
Resolved: The minutes of the November18 meeting are approved as
corrected and entered into Director’s file.
IV Reports
• Accomplishment reports by Dr. Villaflor regarding the last year literary

contest and other issues
• Funds available of the Department and other expenses by the treasurer
V Open Issues
• Venue of the Contest: Quadrangle or Amphi-theater

• Time of the contest: morning, afternoon, whole day
• Qualification of contestants
• Criteria for judging
VI Plan
1. Motion: Venue of the contest – amphi-theater

Vote: Motion approved by 7 members. Amphi-theater has better sound system
and it is closed for proper sound projection. The two who opposed wanted
Quadrangle for more audience because amphi-theater admits limited
Audience.
Resolved: The body agreed the venue to be amphi-theater to avoid distraction.
2. Motion: Contest shall be whole day.
Essay writing contest – 9:00 to 11:00 am
Oratorical contest – 2:00 to 3:00 pm
Impromptu speech – 3:00 to 4:00 pm
Vote: Unanimous approval
Resolved: The time is adjustable depending on the circumstances. The
awarding is afternoon right after the contests.
3. Motion: All students who have English subject may join regardless of year
level and course.
Resolved: English teachers are responsible to recommend their contestants
for each category, but the total contestants should be maximum of
15 for each contest.
4. Motion: Criteria for Judging:
Oratorical contest, Story-telling contest, Impromptu speech
Pronunciation and Oral Delivery - 40 %

Speech Content - 30 %
Stage presence - 30 %
Essay writing contest
Content and Idea - 40%
Organization - 30%
Mechanics (grammar, spelling, etc.) - 30%
Resolved: The department will invite 3 judges.
VII Special Notes: Next meeting will be on December 9, 2016, 10:00am at
English Department faculty room for the assignment of Working

Committee.
VIII Adjournment: Meeting adjourned at 12:00 noon
Prepared by: Hemmady Mora Approved: Dr. Edmark Villaflor

Secretary Head, English Dept.
Noted: Dr. Roel Balayan

Director of Instruction
CLASS ACTIVITY
1. Prepare an agenda for a meeting. The president of the class will act as the chairman or
facilitator. If the class has no president, the teacher will appoint a student to act as chairman. Conduct a
mock meeting applying the parliamentary procedures, with the following suggested goal:
• Selection of the best school uniform

• Choosing the best location for a field trip
• Acquaintance party for the new comers
• Preparation of the booth exhibit for the coming foundation day
• Rules and regulations for an classroom project
• Beautification of the class room
(See the Parliamentary Basic - Presiding)
2. Someone shall act as secretary and take the minutes of the meeting.
3. Read to the class the minutes of the meeting that was taken and discuss whether it reflects all
the things that transpired in the meeting.
Name:______________________________ Date: _____________
Year/Section: _______________________ Score: ___________
Group meeting
A. Multiple choice. Write the letter of the correct answer on the space provided before each number.
_____1. Small group communication is composed of :

a. 1 b. 2 c. 3-15 d. 20-100 individuals.
_____2. Which of the following could not be considered a small group?
a. Local School Council c. Barangay Residents
b. Writers’ Club d. Board of Directors
_____3. What do you call a group which is set to accomplish a task?
a. task group b. relationship group c. influence group
d. party group
_____4. What do you call a group which is more of meeting of people for the enjoyment of each
other’s company?
a. task group b. relationship group c. influence group
d. party group
_____5. What common thing a group must have in order to hold them together?
a. educational attainment c. likes and dislikes
b. language and residence d. purpose or goal
_____6. Why are the members afraid of the meetings? Because:
a. They are lazy. c. They don’t like to contribute.
b. They lack focus. d. They are afraid.
_____7. How can a group meeting become a great asset?
a. If they are planned c. If they allow there is a good leader.
b. If the members are wealthy. d. If they contribute.
_____8. How do you define parliamentary procedure?
a. It is the procedure of the parliament.
b. It refers to the rules of people.
c. It refers to the rules of the land.
d. It refers to the rules of democracy.
_____9. Who used the parliamentary procedure?
a. rallyists b. decision-making bodies c. social scientists d. teachers
_____10. Which of the following is not the objective of parliamentary procedure?
a. Establishes the purpose and structure of organization
b. Defines membership classifications, rights, and obligations
c. Defines rules and procedures for conducting business.
d. Establish procedure for more contribution.
B. Write the sample meeting agenda in order. Choose your answers below.
Sample Meeting Agenda
1. _________________________________________________
2. _________________________________________________
3. _________________________________________________
4. _________________________________________________
5. _________________________________________________
6. _________________________________________________
7. _________________________________________________
8. _________________________________________________
9. _________________________________________________
10. ________________________________________________
11. ________________________________________________
12. ________________________________________________
* Announcements * New Business * Call to Order
* Adjourn * Roll Call * Program
* Opening Ceremonies * Unfinished Business and General Orders
* Special Orders * Reports of Special Committees
* Reading and Approval of Minutes
* Reports of Officers, Boards, and Standing Committees

SUGGESTED READINGS AND REFERENCES:
• Effective communication - improving your social skills. Retrieved December 18, 2017
from https://www.anxietybc.com/self help/effective-communication-improving-your-
social-skills
• How to take productive meeting minutes. Retrieved December 5, 2017 from

https://www.smartsheet.com/free-meeting-minutes templates microsoft-word
• National Association of Parliamentarians. Retrieved January 14, 2018 from

www.parliamentarians.org./about/parliamentarybasic /deliberative-assembly
• Robert’s rules of order. Retrieved from http://www.robertsrules.org/rulesintro.htm
• Ways to communicate effectively in the workplace. Retrieved January 2, 2018 from

https://smallbiztrends.com/2013/11/ways tocommunicate-effectively-in-the-
workplace.html
• What is the purpose of meeting minutes? Retrieved December 5, 2017 from

https://www.wildapricot.com/articles/how-to-write-effective meeting-minutes#whats-
involved

Module 7 - Purposive Communication

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Module 7 - Purposive Communication

Uploaded by

Copyright:

Available Formats

PURPOSIVE COMMUNICATION by: EDWIN V.

MODULE 7: COMMUNICATION FOR WORK PURPOSES

TARGET LEARNING OUTCOMES

1. Present ideas persuasively using appropriate language, register, tone, facial

It is imperative in a workplace that you communicate effectively. Having effective

Effective Communication in the Workplace

Here are some ways to communicate effectively in the workplace.

5. Communication via training

6. Display confidence and seriousness

7. Use simple words

9. Listen to the team members

10. Use body language

11. Act out your message

12. Use the appropriate tone of voice

13. Avoid unnecessary repetition

14. Create a receptive atmosphere

17. Avoid mumbling

18. Encourage feedback

2. Give your comments and discuss your views on the message.

3. Summarize the topic of the speaker.

Conversation is a communication turning the abstract

A good conversationalist has more edge to be successful. It

How to Be a Good Conversationalist?

• Choose carefully when asking personal questions.

How to Open an Interview?

Opening an interview is the most important part of the

1. Establish rapport. Rapport is a relationship based upon mutual

8. Request a specific amount of time.

9. Always knock when entering the room for the interview.

How to choose the right interview questions?

• What is the purpose of the interview?

• How do you want to present the material, in diagrams or in a textual form?

• How much do you want the interviewee to control the interview?

• How much control do you want to have?

“Do you think that Barak Obama is doing a good job?”

“Do you consider yourself as a conservative or a liberal?”

“What does the liberal ideology mean to you?”

The Employment Selection Interview

As an applicant, you must plan how to go to an interview.

3. Be confident. Sit straight.

4. Look up and at the interviewer.

7. Be very forward in everything you say and in your actions.

9. Do not take offense to anything the interviewer says.

Age: _______ 20 - 29 _______ 50 - 59

_______ High school graduate _______ Masters (unit)

Years of experience in occupation: _______________

Strategies to overcome challenges

Message to the students

Employer Job Vacancy

Principal High school teacher

Hospital director Nurse

Cosmetic company Sales representatives

Business executive Clerk typist

Hotel manager Bell boy

Magazine editor Graphic artist

Name of the Applicant: _________________________________

Target Job: _________________________________

Name:______________________________ Date: _____________

B. Enumeration. Give 10 tips on how to open an interview.

Give 10 tips as to how to go to an interview.

Report is very essential in any private or government establishment. It is a written document

Recommendation report Service report

Age: _ 20 - 29 _ 50 - 59

_ High school graduate _ Masters (unit)

Name:__________________ Date: _