PURPOSIVE COMMUNICATION MT MIDTERMS

LECTURE ‘23 AGE5 00

➔ Documentation records and product specifications
Communication for a Purpose ➔ User guides (step by step instructions, procedures,
manuals)
GUIDELINES TO EFFECTIVE COMMUNICATION
➔ Online help, technical support
● Be clear
➔ Reference information (encyclopedia - style
● Use simple words
information)
● Be other centered
➔ Consumer literature (information for the public
● Give Respect
about regulations, safety issues, etc.)
● Expand your vocabulary
➔ Marketing literature (product specifications,
● Avoid lengthy emails
brochures, promotional literature)
● Have polite manners
➔ Technical journalism (found in trade magazines,
● Be authentic
media releases, etc.)
● Have a call to action
● Inspire and motivate
● Align your words with deeds
● Review yourself

Purposive Communication

● Communication is a vital component fostering productive

learning and working environments to get things done in the
shortest time possible.
● It is more than just conveying intended messages for human
discourse. It is communication for various purposes.

Social Communication

● It is how we continually signal to others (verbally and

nonverbally) our intentions and attitudes, whether those be
friendly, or romantic, or aggressive and challenging. It is how
we “read” the intentions and attitudes of others around us. It’s
how we know when to keep going and when to back off.
Conveying Messages through Written Communication
● Its objective is connection.
Basic Structure in Essay Writing
Technical Communication

TECHNICAL WRITING
● Is a genre of non-fiction writing that encompasses not only
technical materials such as manuals, instructions,
specifications, and software documentation, but it also
includes writing produced in day to day business operations
such as correspondence, proposals, internal communications,
media releases, and many kinds of reports.
● It includes the communication of specialized technical
information, whether relating to computers and scientific
instruments, or the intricacies of meditation, and because oral
and visual presentations are such an important part of
professional life, technical communication also encompasses
these as well.

Why purposive communication as transactional communication WHAT WILL WE NEED?

in both social and technical?
Topic Outline/Diagram Thesis Statement
● We might define technical communication, then, as using
various modes (oral, written, visual) to manage technical Introduction Body Main points
information to analyze a problem, find and evaluate evidence,
and draw conclusions in a way that allows people to take Supporting Ideas Elaboration Conclusion
action. Thus, technical writing is highly “transactional” as it
conveys information to enable specific actions. Additional Editing and
● Its objective is understanding. Information Proofreading
TECHNICAL COMMUNICATION
● Technical communication is “transactional” - it entails a Methods of Paragraph Development
purposeful transaction between sender and receiver that
provides specific information for practical and specific DEFINITION
purposes (informing, instructing, persuading) and is usually ● Explain the meaning of a concept/idea.
geared towards the needs of a specific audience. Technical ➔ A troubleshooter is the problem solver who settles
communicators produce a wide variety of documents and conflicts that may arise in a situation. He/She looks
other products, such as; into the source of the trouble and comes up with all
➔ Proposals and requests for proposals (RFPs) the options to resolve it.
➔ Technical or research reports
 PURPOSIVE COMM.
CLASSIFICATION ENTERTAINMENT
● Breaks down information into parts. ● Provides fun and laughter.
➔ Speech acts can be classified as representative,
According to DELIVERY
directive, commissive, expressive, and declarative.
PROCESS READING FROM A MANUSCRIPT
● Describes a series of connected actions chronologically. ● Most formal and controlled.
➔ Gifted children should first be closely-monitored. MEMORIZED SPEECH
Then assessments may be conducted. Lastly, their ● Best for accepting awards, introducing speakers, and making
achievements and failures may have to be tracked announcements.
too. IMPROMPTU SPEECH
COMPARISON AND CONTRAST ● Little to no preparation
● Discusses similarities and differences. EXTEMPORANEOUS SPEECH
➔ The rich have the advantage of reaching the ● Researched and planned
tertiary level, while the poor are lucky to finish the
secondary level. Principles of Effective Speech Delivery
CAUSE AND EFFECT
ARTICULATION
● Discusses the reason and its consequences and result.
● Producing clear and distinct sounds
➔ Due to the steadfastness of first world leaders to
MODULATION
maintain world peace, terrorist attacks are kept at
● Adequate volume
bay.
FACIAL EXPRESSIONS, GESTURES, AND MOVEMENTS
NARRATION
● Appropriateness and proper timing
● Tells a story in the order of occurrence.
STAGE PRESENCE
➔ Savannah woke up at dawn yesterday and headed
● Naturalness, composure and confidence.
to the gym for her weekend workout.
RAPPORT WITH THE AUDIENCE
The Essay in a Three Poled Frame ● Attentiveness to reactions
SILENCE
● Room for pauses
Personal Concrete-Particular Abstract Universal
(autobiographical) (objective factual) (better abstractions 10 Commandments of Oral Communication
that personal
experiences)
Believe in what you say Believe in the people to whom
you speak
The Opinion Essay

BUILDING BLOCKS IN FORMING AN ARGUMENT Live what you say Know when you say it

Know why you say it Know how to say it

Have fun saying it Show it as you say it

Say it so people can own it Say it so people will do it

Formulating an Opinion Essay

INTRODUCTION Communicating Idea Effectively

● Establish argument
● Communication has ceased to be plainly linear or strictly
● Thesis
verbal or written with the advancement in technology of the
BODY
21st century.
● Provide evidence
● Information can be relayed through simple but appealing and
● Refute the position
eye-catching infographics and data visualization.
CONCLUSION
● In visual representations of information that consist of charts,
● Restate position
maps, icons, progress bars, signs, posters, diagrams, and
Expressing Oneself through Oral Communication online visuals, ideas are transmitted fast and clear.
● The powerpoint presentation, for its part, serves as a visual
ORAL COMMUNICATION IN THE 21st CENTURY
representation of an otherwise scripted delivery of a topic.
● This type of communication requires the mastery of speaking
● Fully-utilized as an outline, added to the text containing only
and listening skills.
the salient points of the subject matter are images, graphics,
● It is necessary that in the process of communication, a
and visuals that infographics likewise make use of.
two-way flow of information and ideas is facilitated.
● The Pecha Kucha (Japanese for chit-chat) presentation style,
● In the 21st century, the development of oral communication is
with its maximum use of twenty slides shown for twenty
anchored on different technological advancements.
seconds each, ensures in a matter of six minutes and forty
● Through technological tools, oral communication is no longer
seconds, the concise and speedy delivery of the speaker’s
limited to real-life encounters since people are now able to
presentation.
communicate through gadgets, social media, and other
● Both infographics and powerpoint presentations are
online platforms.
multimodal in the sense that communication relies on the
Types of Speeches According to PURPOSE textual, aural, linguistic, spatial and visual resources as modes
to compose and relay messages.
EXPOSITORY ● In application, the presenter still maintains his or her
● Describes facts, truths, and principles. discussion with his or her entire speech mechanism at work
PERSUASIVE while aided by the images and graphics in his or her prepared
● Convinces and encourages listeners. infographics and powerpoint presentation.
 PURPOSIVE COMM.
● The old definition of information graphics (infographics)
referred to the use of graphics in newspapers and magazines.
● Its 21st century definition extends it to a combination of data
visualizations, illustrations, texts and images in a format that
tells a complete story.
● The “message” as presented in infographics may be delivered
in a few seconds or minutes.
Five Media Formats of Infographics (Krum, 2014)
STATIC
● The most common, simplest, and easiest to format with the
final design saves on an image file for easy distribution online
and to print on paper.
ZOOMING
● Normally used for larger designs that convey a large amount
of information; with an added interactive layer for zooming
controls for the readers to use.
ANIMATED
● Creates some motion or change to the design as the reader
watches, e.g. bar chart growing, a color change, or an
animated character; completely contained in an image file
and thus, can be posted on other sites or blogs; make the
design stand out as it is moving.
VIDEO
● Provides ease of sharing with the ability to be shared
anywhere; unlike static infographics, videos also have the
capacity to engage the audience more efficiently.
INTERACTIVE
● Designs give the reader some control over the date or
visualization displayed for a much longer period of time than
the static infographics.
The Powerpoint Presentation
● Popularly referred to as a software package designed to
create electronic presentations consisting of a series of
separate pages or slides.
● It is conveniently and effectively realized as a presenter’s
comprehensive discussion of a topic.
● Powerpoint presentations can be used to emphasize salient
points of a presentation through visuals and images put on
slides.
● Its primary use is to serve as a multimodal guide for the
presenter to sustain the interest of the audience with
transitions, narrations and recording within the slide
presentation.
● On the part of the audience, the powerpoint presentation is
an outline of the discussed topic at hand.
Basic Guidelines in the use of Infographics
● Visual content is still supplementary but a powerful aid in
conveying important messages.
● Visuals are used to support text, convey information, and
direct action.
● Visual must be audience appropriate
● Cultural awareness and gender sensitivity are considered on
how the content of an infographic is crafted.
The Nature of Workplace Communication
WORKPLACE COMMUNICATION
● The evolution of communication is best described as the
process of transmitting ideas and thoughts through the years
for human survival.
● In charting one’s journey in this evolution, education, science
and technology, business and trade, and media have all
contributed to how an individual copes with social needs and
demands through human connection.
● HUman connection is indispensable whether in the confines
of home, school, or the workplace.
● In Abraham Maslow’s Hierarchy of Needs, social belonging is
crucial to self-actualization.
● In the 21st century, this is becoming more pronounced as
personal success is equated with career growth and
advancement which is reliant on one’s level of social
belonging.
● In the professional context or in the workplace, harmonious
relations with co-workers can be consequential and crucial to
both the individual and the collective productivity and
efficiency in the workplace.
● Workplace communication is the process of exchanging
information, either verbally or nonverbally, it is important in
any social environment, including the academic and
corporate environments.
● In any organizational structure, communication is the force
that maintains its operations from the top up to the middle
and bottom level.
Workplace Dynamics
DIVERSITY IN THE WORKPLACE
● Multigenerational workplace
- employee classification composed of Baby boomers,
Generation X, Generation Y, Millennials, and
Generation Z or post millennials.
● Organizational culture (Quintanilla & Wahl, 2011)
- The way an organization operates, the attitudes the
employees have, and the overall tone and approach
to any given operation.
- Assimilating into the enduring organizational
culture facilitates easier communication with the
higher-ups, middle-management leaders, and fellow
workers.
● Multiplicity of Identities
- Differences in gender, ethnicity, language, beliefs,
and other attributes.
- Mutual respect for the perceived or real differences
in the attributes of the people in the organization is
a virtue to practice at all times.
CO-WORKER RELATIONS
● Time spent at work is greater than time spent at home for
many in the active employment workforce.
● It is urgent then from the moment of hiring to immediate
designation to a particular post to establish pleasant relations
with fellow workers
● Informal networking within the workplace creates better
opportunities to attain the long-term communication goals of
the organization.
SHARED LEADERSHIP
● The distribution of leadership responsibilities within a team
can influence the functionality of its members.
● Positions cease to exist where there are no team members to
work on assigned tasks by the team leaders.
● Leadership is not simply taking command of the ship but of
sailing the course with the rest in the ship.
● The definition of task relationship roles in the workplace
requires communication in order for these roles to be carried
out efficiently.
TEAM BUILDING
● Where shared leadership is nurtured, team building is not far
behind.
● Formal and informal gatherings help build a strong team.
● Team roles surface where task roles, relationship roles, and
self-centered roles had to be periodically monitored, assessed,
and evaluated for a check on functional roles.
TASK ROLES
● Roles that help the team carry out tasks and get the work
done. e.g.
Initiator Information
Giver Information
 PURPOSIVE COMM.
PRESENTABLE
Seeker Opinion giver
● Any technical writing output must be presentable, with little
to no grammar or typographical errors.
Opinion seek coordinator
Workplace Communication as Technical and Professional
Procedural developer Communication

Summarizer evaluator ● Globalization inevitably gives rise to professional

communication which entails technical communication.

RELATIONSHIP ROLES Technical Writing in the Workplace

● Roles that strengthen or maintain team relationships. e.g.
TIPS FOR EFFECTIVE WRITTEN COMMUNICATION
- Supporter
● To ensure the effectiveness of written communication
- Harmonizer
materials in the workplace, the following qualities must be
- Gatekeeper
remembered;
SELF-CENTERED ROLES
Accuracy - The content must be truthful and accurate.
● Roles that interfere with the team’s ability to complete tasks.
Brevity - Sentences must be kept short and direct.
E.g.
Clarity - Visualize the reader in front of you wishing only to
- Blocker
hear precise words whose meanings cut across quickly and
- Dominator
clearly to him or her.
- Attacker
- Clown Business Letters
Technical Writing in the Workplace ● Business letters are essential in the workplace, especially in
TECHNICAL WRITING the external operations of an organization. It is through
● It is a form of written communication used as correspondence business letters that an organization can reach out to its
and in the production of written outputs valuable to an clients vice versa.
organization. Standard Format of Business Letters
Features of Technical Writing FULL BLOCK
ACCURATE
● A technical written work is accurate when it deals with facts
that are completely true.
CLEAR
● Your written work is clear, if on one reading, your readers are
able to easily understand the main message or point of the
whole composition.
FORMAL
● In technical writing, you cannot just write anything you like in
any way you want because some writing standards underlie
the structure, pattern, format and language of this kind of
writing.
GRAPHICAL
● Graphs like tables, charts, figures, diagrams, maps, pictures,
and other illustrations are necessary in technical writing to
support the written information provided.
MODIFIED BLOCK
OBJECTIVE
● Technical writing must avoid inclusion biases in relaying any
kind of information.
PRACTICAL
● Forms of technical writing should be practical in the way that
they function according to their purpose.
PROCEDURAL
● Some forms of technical writing are procedural as the provide
sets of instructions and sequences such as user manuals and
lab reports.
SPECIALIZED
● Technical writing usually functions within a specific
demographic.
DIVERSE
● Technical writing as on the job writing is prone to extensive
exposure to multicultural clients, and co-workers.
STRAIGHTFORWARD
● A straightforward manner of writing means presenting facts
and information honestly and directly.
AUTHORITATIVE
● To describe technical writing as authoritative is to think of it as
a piece of writing with the ability to command or to enforce
something on anyone.
 PURPOSIVE COMM.
SEMI-BLOCK
Adjustment Letter

● An adjustment letter is a response to a letter or claim. It

contains the response to the claimant’s statements, whether
the claims are welcomed or not. If welcomed, the letter would
also include offers to resolve the effects of the action deemed
to be unacceptable as well as the explanation for it. If it is not,
the claimant is entitled to a constructive, non-adversarial tone
in the adjustment letter.

Letter of Inquiry

● A letter of inquiry, also known as a letter of interest, is written

to ask for specific information regarding a particular matter.
RESPONSE TO INQUIRIES

Memos, Reports, and other Written Document in the Workplace

● A memo is a written message which is saved as a reminder for

a particular matter. Memos relay information to a large
number of readers at the same time.

Types of Memos

INSTRUCTION MEMO
● Contains directives that members need to follow.
REQUEST MEMO
● Contains a request for the provision of facilities and services.
ANNOUNCEMENT MEMO
● Notice of an important event in the organization.
Letter of Claim TRANSMITTAL MEMO
● Notice officially announcing the release of a report.
● A letter of claim is usually in legal matters to assert some kind
AUTHORIZATION MEMO
of wrongdoing. This letter aims to notify the one responsible
● Granting permission to the undertaking of an operation in the
for the said wrongdoing and demands a response that would
organization.
address its effects. Claims are also used in the context of legal
matters especially in instances of a breach of contract. Memo Format
 PURPOSIVE COMM.
THINGS TO CONSIDER
● Use of formal language
● Clarity
● Conciseness
● General use of the active voice of the verb
● Absence of grammar lapses
Incident Report
● An incident report, also called accidental report, records the
occurrence of an unusual event in a workplace.
● The main components of an incident report are the problem
description, action taken and recommendations.
MINUTES OF MEETING
● A meeting is a gathering of people to discuss, plan, make
decisions, and resolve issues together. For documentation
purposes, a detailed and descriptive report is prepared.
COMPONENTS: INTRODUCTION
● Name and address of the organization
● Type of meeting (special, executive, committee, board,
regular, emergency)
● Call to order-time, date, presiding officer.
● Attendance - for groups less than 20 members, with both the
present, late and absent included.
BODY
● Reading, correction, and approval of minutes of the previous
meeting.
● Business arising from the previous meeting.
● New business.
CONCLUSION
● Announcement - Time and date of the next meeting.
● Other matters - New matters that may need to be covered in
future meetings.
● Time of adjournment.
● Name and signature of the minutes-taker
● Name and signature of the presiding officer.
Becoming an Effective Workplace Communicator
EFFECTIVE WORKPLACE COMMUNICATION
● Being an effective workplace communicator requires being
able to understand the diversity present in the workplace.
● Effective communication in the workplace can help bring
about healthy relationships among co-workers and a
productive work environment which are both essential to a
communicator’s personal wellness and career growth.
Job Interview
● Is a measure of how one will be able to facilitate meaningful
communication in the workplace.
● Acting the job interview presupposes getting hired.
● It is a personal sales talk that has to be prepared for.
● It is the chance of an applicant to talk about his or her
qualification for a particular job.
● It determines his or her personal values.
● It demands a great amount of confidence and effective
communication style.
● It is in the job interview that an individual can prove that he or
she is an effective workplace communicator.
● The verdict of an interview can either be a “yes” or “no”.
● The qualified applicant is the one who invests time, effort, and
preparation for the interview.
● The interview is a kind of a measuring stick whether one will
turn out to be an asset or not to the hiring company.
Common Job Interview Questions
● What can you tell me about yourself?
● Why do you think you are a good fit for this job?
● What do you know about our company/organization?
● What are your strengths and weaknesses?
● Why do you want to be part of this company/organization?
● What are your likes and dislikes in a work environment?
● What are you looking for in a job?
● What are the significant experiences you’ve gathered from
previous jobs you’ve had?
● Do you work well with a team?
● Why should we hire you?
Practical Reminders in Becoming an Effective Workplace
Communicator
● Know yourself in relation to your superiors, co-workers and
clients.
● Manage time well while working.
● See more of the lights and less of the shadow in others.
● Accept your own limitations and those of others.
● Keep communication lines open when needed.
❖ As an effective workplace communicator, you must be able to
handle conflicts in the workplace.
❖ You should know how to resolve conflicts that would definitely
affect workplace productivity.
List of Toxic Attitudes of Workplace Bullies
● Calling out a target in public for being different or because
he/she is not a part of the “in group”.
● Using people as scapegoats to draw attention to the victims
or to reduce attention on the bully for a failure of the group.
● Someone with more power or a higher position in the
organization sexually harasses a co-worker.
● Increasing workload and pressure to perform with unrealistic
deadlines and the like.
● Targeting individuals prevents access to opportunities,
withholding information, or physically/socially isolating an
individual.
● Failing to give credit to individuals who deserve recognition,
setting workers up to fail and overemphasizing failures.
● Inflicting physical abuse on or causing harm to targeted
individuals or groups.
WORKPLACE MOBBING
● Is when a worker or group of co-workers harasses other
co-workers in order to secure the removal or termination of
the one being targeted for harassment.
“The Customer is always right”
● For employees dealing with angry customers or clients one
must remember no matter what, even if they are truly difficult
to deal with.
● The company higher-ups and employees must work together
to achieve a work-life balance where the workplace ensures
the welfare for all.
THEREFORE
● A stress-free working atmosphere is priceless and rewarding.
● Mutual respect and concern for one another as work partners
and collaborations in the company undertakings will ensure a
healthy work environment that one desires to stay and be
happy working.
● As an effective workplace communicator, one should be
responsible for working towards upholding workplace
professionalism at all times.