LESSON 5 Technical Communication

Communication for a Purpose • Technical Writing is a genre of non-fiction writing that

encompasses not only technical materials, but it also includes
Purposive Communication is communicating with a purpose. writing produced in day-to-day business operations.
Communication through writing, speaking, and presenting to • It includes the communication of specialized technical
different audiences and for various purposes. information, whether relating to computers and scientific
instruments, or the intricacies of meditation.
GUIDELINES TO EFFECTIVE COMMUNICATION
1. Be clear with the message. Why is purposive communication considered as transactional
2. Use simple words. communication in both social and technical settings?
3. Be other-centered. • Technical writing is highly
4. Give respect. transactional as it conveys information to enable specific
5. Expand your vocabulary. actions.
6. Avoid lengthy emails. • Its objective is understanding.
7. Have polite manners.
8. Be authentic. Technical Communication
9. Have a call to action (a link, or image to get your audience • Technical communication is transactional – it entails a
to take a specific, desired action. purposeful transaction.
10. Inspire and motivate. • Technical communicators produce a wide variety of
11. Align your words with deeds. documents and other products, such
12. Review yourself. as ...
• Proposals and requests for proposals (RFPs)
Treat people the way you want to be treated. Speak to people • Technical or research reports
the way you want to be spoken to. Respect will always be • Documentation records and product specifications
earned when it is given. • User guides (step-by-step instructions, procedures,
manuals)
Purposive Communication • Marketing literature (product specifications,
•It is defined as a type of communication that takes place brochures, promotional literature)
with a purpose in mind. • Technical journalism (found in trade magazines,
•Its objective is persuasion. media releases, etc.)
It is more than just conveying intended messages for human
discourse. It is communicating for various purposes. Purposive Communication as Technical and Social
Communication
Social Communication Social Communication + Technical Communication —-->
• It is how we continually signal to others (verbally and Purposive Communication
nonverbally) our intentions and attitudes, whether those be
friendly, or romantic, or aggressive and challenging. Lesson 6
• Its objective is connection. Conveying Messages through Written Communication

Something to ponder on … • Supporting Ideas

“The medium is the Message.” • Elaboration
• Conclusion
Basic Structure in Essay Writing • Additional information
The Format • Editing and Proofreading
I. Introduction
II. !st Paragraph of the Body Once you’ve chosen a suitable topic, it is time to draft an
III. 2nd Body of the Body outline of your explanation essay. The best option here is to
IV. 3rd Body of the Body stick to five paragraphs that were mentioned : draft an
V. Conclusion introduction, three main body
paragraphs, and a conclusion.
What do we need? The outline helps students ensure that they follow a logical
• Topic pattern to detail all their trains of thought. After completing all
• Outline/Diagram of the above steps - review your material and start writing
• Thesis Statement your explanation essay.
• Introduction An outline can be done through words or through sentences.
• Body
• Main points I. Introduction
 A. Paper’s Topic Sentence Take advantage of transitions and linking words.
B. Background While connecting all your body paragraphs, use transition
C. Explain Terms words and sentences. They will make your explanatory paper
D. Thesis Statement (one point per body paragraph) flow more smoothly. Some of the words you can use to connect
E. Transition your sentences are:
II. Body Paragraph #1 a. However,
A. Paragraph Topic Sentence b. For instance,
B. First Point about Topic c. Such as,
i. Example d. In comparison,
ii. Explanation e. Firstly, secondly, thirdly,
C. Second Point about Topic f. On the other hand,
i. Example g. In conclusion, to summarize,
ii. Explanation
D. Paragraph Conclusion/Transition 5. develop the body paragraphs with the information
III. Body Paragraph #2 detailed in the thesis statement.
A. Paragraph Topic Sentence 6. include a conclusion that summarizes your essay's
B. First Point about Topic key points after the restatement of the thesis.
i. Example Most Essays tend to be a page or two in length. That is
ii. Explanation why the overall essay is usually around 5 paragraphs
C. Second Point about Topic long.
i. Example
ii. Explanation Each Explanation Essay should start with an INTRODUCTION.
D. Paragraph Conclusion/Transition Try to capture your audience’s attention. No matter how you
IV. Conclusion decide to do that - it may be a quote, rhetorical question,
A. Restate Points as Necessary catchy
B. Make it clear points have been made & Paper is Done motto, or anecdote. Feel free to improvise and use your
imagination. Picking a hook thesis statement is also important.
The typical format for an Essay is the traditional 5-paragraph After presenting a thesis statement, include any necessary
essay. information that gives a background of the topic. The last
Usually, this includes an Introduction, 3 Body Paragraphs sentence of your introduction should integrate a thesis
(limited to one subtopic each), and a Conclusion. statement to give a preview of the content in the body
This is a basic essay format. paragraphs.

Keep in mind that the essay does not need to be limited to five
paragraphs — you can make it longer. No matter how many
paragraphs you decide to include in your essay, please look
into the following:
1. the introduction must include a powerful thesis
statement. Incorporate the thesis statement in the last
paragraph as well.
2. the introduction should present the topic to the
reader
3. double-check if the paper is based on facts rather
than personal opinion.
4. make sure to connect paragraphs with transitions.
As the Essay is tailored to explain or acquaint the readers with
something, the Thesis Statement then
should :
1. be one or two sentences that summarize the main
idea of the academic paper.
2. clearly express what the writer is going to say about
the given topic.
3. identify what topic will be discussed.
4. specify the purpose and goal of the essay.
5. tell the readers what is going to be explained and
what aspects of the topic will be considered.
THE BODY OF THE ESSAY
• No matter how many paragraphs you decide to include in
your explanatory essay, they all should follow a similar style.
They all should be in-line with each other and maintain a
certain flow in the paragraphs. Within each paragraph, you
are to include a claim that is linked to the thesis statement.
This way, it will be easier to connect all the points.
Each of the body paragraphs in your Explanation Essay
should follow this format :
1. Try to support your claims with evidence from
external sources. Make your readers feel confident
about the information you present to them.
2. Don’t forget to integrate a concluding statement
that offers a summary of the claim's significance.
Concluding statement should go along with the thesis
statement.
The CONCLUSION of the Essay
1. Restate your thesis. This way you will bring your
readers’ attention back to the main point as well as
add strength to your presented point of view.
2. Summarize your supporting points presented in
each of the body paragraphs accordingly. Restate the
 importance of each one. This way you will logically
defend your explanation thesis.
3. Provide an overall concluding statement. In other
words, explain the value of the particular point of view
chosen from a global perspective. Your goal here is to
captivate your readers to study the subject further on.
Revise your essay
After completing the explanatory paper, it is always a good tip
to revise it a couple of times. To make the revision phase more
effective the following questions can be answered:
a. Does the essay give an objective analysis that
unfolds logically? Were relevant facts and examples
used?
b. Has the information in the paper been
communicated to the audience? Is the word choice
precise?
c. Were transitions and linking words used in the essay
to help the reader’s understanding?
d. Does the concluding paragraph communicate the
value and meaning of the thesis statement and
supporting ideas?
Edit your essay
Double-check your paper for different of mistakes and typos.
When proofreading your paper, make sure that nobody
distracts you. It would be perfect if you revise and proofread
your essay in silence. If you notice any kinds of errors - edit
your paper to improve both style and clarity. Even though your
essay should be clear and concise, also think on how to make it
engaging and lively as well.
METHODS OF PARAGRAPH DEVELOPMENT
1. Definition
• Explain the meaning of a concept/idea
• A definition is a statement of the meaning of a term
(a word, phrase, or other set of symbols).
• Definitions can be classified into two large
categories: intentional definitions (which try to give
the sense of a term), and extensional definitions
(which try to list the objects that a term describes).
Example:
A troubleshooter is the problem solver who settles conflicts
that may arise in a situation. He looks into the source of the
trouble and comes up with all the options to resolve it...
2. Classification
• breaking down information into parts
• the action or process of classifying something
according to shared qualities or characteristics.
Example:
Speech acts can be classified as representative, directive,
commissive, expressive and declarative.
3. Process
• describes a series of connected actions
chronologically.
• a series of actions or steps taken in order to achieve
a particular end.
Examples:
Gifted children should first be closely-monitored. Then
assessments may be conducted. Lastly, their achievements
and failures may have to be tracked, too.
4. Comparison and Contrast
• discusses similarities and differences.
• comparing involves identifying similarities and/or
differences (e.g., apples and oranges are both fruit)
whereas contrasting involves comparing two or more
objects or events in order to show their differences
(e.g., an apple has a thin skin that we can eat; an
orange has a thick skin that we cannot eat).
Example:
The rich have the advantage of reaching the tertiary level,
while the poor are lucky to finish the secondary level.
5. Cause and Effect
• discusses the reason and its consequences and
results
• cause-and-effect describes a relationship between
actions or events in which at least one action or event
is a direct result of the others.
Example:
Due to the steadfastness of first-world leaders to maintain
world peace, terrorist attacks are kept at bay
6. Narration
• tells a story in the order of occurrence.
• the act or process of narrating; the telling of a story
or of happenings.
• a story or account; narrative.
Example:
Savannah woke up at dawn yesterday and headed to the gym
for her weekend workout.
The Essay in a Three-Poled Frame
1. Personal (autobiographical)
• The personal frame is when the writer relies on
autobiography in order to look at the world through
the keyhole of anecdote and description.
• He writes about his life by relying on autobiography,
anecdotes, and description, the mechanisms that
make up the personal.
2. Concrete-Particular (objective factual)
• The concrete-particular is when the writer is able to
set forth, pass judgement upon, and draw general
conclusions from relevant data, which layout a
platform for the depiction of different themes rather
than speak about themselves.
3. Abstract Universal (better abstractions that personal
experiences)
The abstract-universal is when the writer relies on “the
world of high abstractions” as opposed to being
personal or mention facts in experiences.
 For instance, the narrator illustrates the concept of
time in relation to us human beings.
The Opinion Essay
Building blocks in forming an argument
1. Claim: The Writer’s stance, or overall argument
2. Reasons: Main points that use logic or reasoning to
justify the writer’s claim.
3. Data: Evidence (facts) that support the reasons
(claim).
Speech and Public Speaking : Definition
Public speaking, also called oratory or oration, has
traditionally meant the act of speaking face to face to a live
audience.
Today it includes any form of speaking to an audience,
including pre-recorded speech delivered over great distance
by means of technology.
It's a presentation that is given live before an audience. Public
speeches can cover a wide variety of different topics. The goal
of the speech may be to educate, entertain, or influence the
listeners. Often, visual aids in the form of an electronic
slideshow are used to supplement the speech. This makes it
more interesting to the listeners.
Types of Speeches According to PURPOSE
1. EXPOSITORY SPEECH/INFORMATIVE SPEECH
It describes facts, truths, and principles.
It is a type of speech that is intended to educate the audience
about a particular subject. It presents information to explain a
subject, an idea or a concept through visual aids”
The goal of informative speech is to teach an audience
something using objective and factual information.
Interestingly, informative speaking is a newcomer in the world
of public speaking theorizing and instruction, which began
thousands of years ago with the ancient Greeks.
•The main purpose of an informative speech is to provide
information regarding a specific topic that the audience knows
nothing about. These speeches require facts and figures that
support the idea of the speech. These facts and figures are
collected from reliable sources to enhance the credibility of the
topic.
2. PERSUASIVE SPEECH
It convinces and encourages listeners. A persuasive speech is
a speech that is given with the intention of convincing the
audience to believe or do something. This could be virtually
anything - voting, organ donation, recycling, and so on.
Persuasive Speech
• A successful persuasive speech effectively convinces the
audience to your point of view, providing you come across as
trustworthy and knowledgeable about the topic you’re
discussing.
3. ENTERTAINMENT
It provides fun and laughter
The after-dinner speech is a typical example of an entertaining
speech. The speaker provides pleasure and enjoyment that
make the audience laugh or identify with anecdotal
information.
Lesson 7
Expressing Oneself Through Oral Communication
Some examples of entertaining speeches:
Excuses for any occasion
Jokes for all
Things you wouldn’t know without the movies
According to DELIVERY
1. Reading from a Manuscript
• Most formal and controlled
What is a manuscript speech?
- It is when a speaker writes down everything they plan
to say to their listeners, then bring their manuscripts
to the podium and read them to the audience.
Manuscript Speeches
Manuscript speeches can be dangerous because they:
- Reduce eye contact with the audience
- Can be boring if simply read (without emotion)
- Can cause the speaker to be more involved with the
words than the message.
To succeed in a manuscript speech, the speaker should:
- Type in CAPS and triple space
- Practice delivery aloud
- Use markings to indicate where emphasis and
emotion should be.
2. Memorized Speech
• Best for accepting awards, introducing speakers, and making
announcements
A memorized speech is simply a speech which you memorize
what you wish to speak about and do not use any notes.
Memorized Speeches
Memorized speeches can be impressive, but require a certain
amount of skill and preparation:
- Takes a lot of time to memorize
- Requires a degree of acting ability
- Risk of forgetting speech is high without help
- Speaker will struggle with changes and can be
distracted from the message.
Memorized speeches should only be delivered when necessary
and/or when the speaker is comfortable with their skill and the
situation.
3. Impromptu Speech
• Little to no preparation
Imprompt speaking is a speech and debate consolation event
that involves a five to eight minute speech with a
characteristically short preparation time of one to three
minutes. The speeches tend to follow basic speech format and
cover a variety of topics, both humorous and profound.
An Impromptu Speech
 - An impromptu speech is the most difficult form of 5. Rapport with the audience (attentiveness to reactions)
public speaking assignment. One should know how to deliver the Message to the Audience
- It’s a type of speech that will not give you enough and connect with them at a deeper level.
time to prepare.
- But even with a little to no preparation, you are still 6. Silence (room for pauses)
expected to deliver a great speech. Indicate a change in tone or topic - pausing between two
- A badly delivered speech is inexcusable even though different parts of your talk can tell the audience something
you didn’t have any time to prepare. new is starting. You can also do this after an introduction or
before a conclusion to help the audience understand the
4. Extemporaneous Speech progression through your speech.
It is researched and planned.
It is neither read nor memorized, so it is never delivered 10 COMMANDMENTS OF ORAL COMMUNICATION
exactly the same way. Most extemporaneous speakers rely on 1.Believe in what you say
notes of some sort, using index cards or technology. Because 2.Believe in the people to whom you speak.
extemporaneous speeches are not read or memorized, the 3.Live what you say.
extemporaneous speaker needs to stay in the moment and be 4. Know when you say it.
able to “think on their feet” which allows for a high level of 5. Know why you say it.
spontaneity, leading to a natural, conversational style. 6. Know how to say it.
EXTEMPORANEOUS SPEECH 7. Have fun saying it.
The word extemporaneous means “without planning” and is 8. Show it as you say it.
considered a synonym for the word impromptu. 9. Say it so people can own it.
However, an extemporaneous speech is actually a 10. Say it so people will do it.
well-prepared speech that relies on research, clear
organization, and practiced delivery. “Courage isn’t having the strength to go on - it is going on
Because they are composed almost entirely in the moment, when you don’t have strength.”
extemporaneous speeches have a higher level of spontaneity. - Napoleon Bonaparte
However, because they require extensive research and
preparation, they tend to have significantly more depth, and Lesson 8
therefore are generally the preferred method for speech Communicating Ideas Effectively
delivery
In the 21st Century, the capacity to communicate will almost
PRINCIPLES OF EFFECTIVE SPEECH DELIVERY certainly be a key human right.
1. Articulation (producing clear and distinct sounds)
Articulateness in pronouncing the words and speaking “The illiterate of the 21st century will not be those who cannot
with clear diction that effectively transmits the read and write but those who cannot learn, unlearn, and
Message of the Speaker. relearn.”
2. Modulation (adequate volume) ~Alvin toffler
It refers to the the capability to adjust or manipulate
the resonance and timbre of the vocal tone. Communication has ceased to be plainly linear or strictly
verbal or written with the advancement in technology of the
3. Facial Expressions, gestures and movements 21st century.
(appropriateness and proper timing)
Facial expressions should change with the content of the Communication:: Skills required to succeed in the 21st
Speech. Gestures should emphasize only certain points. Century.
Movement should allow the Speaker to carry the Speech - Exchange
around, forward, and to the Audience, metaphorically - Discussion
speaking. It should also direct the Audience to follow the - Information
Speaker and keep them hanging on to his/her every word. - Technology
- Advice
4. Stage Presence (naturalness, composure and confidence) - Teamwork
The opposite of stage presence is stage fright, which is
considered by many as the topmost fear in the world of public Information can be relayed Through simple but appealing
speaking! But instead of trying to get rid of stage fright (which and eye-catching infographics and data visualization.
cannot be done anyway), all that energy that is making one
feel shaky and nervous should be used to make the Speaker • In visual representations of information that consist of
become an interesting, enthusiastic speaker capable of being charts, maps, icons, progress bars, signs, posters, diagrams
heard and able to move about on stage. and online visuals; ideas are transmitted fast and with clarity.

The POWER POINT PRESENTATION, for its part, serves as a
visual representation of an otherwise scripted delivery of a
topic.
PRESENTATIONS ARE A PACKAGE
Verba - What you say during or after the presentation
Visual - What’s on your slides during the presentation
Written - What they an read later , after the presentation.
Fully utilized as an outline, added to the text containing only
the salient points of the subject
matter are images, graphics, and visuals that infographics
likewise make use of.
The Pecha Kucha (Japanese for chit-chat) presentation style,
with its maximum use of twenty slides shown for twenty
seconds each, ensures in a matter of six minutes and forty
seconds, the concise and speedy delivery of the speaker’s
presentation
Both infographics and PowerPoint presentations are
multimodal in the sense that communication relies on the
textual, aural, linguistic, spatial and visual resources as
modes to compose and relay messages.
In application, the presenter still maintains his visual
presence and facilitates his discussion with his entire speech
mechanism at work while aided by the images and graphics
in his or her prepared
infographics and powerpoint presentation.
The old definition of information graphics (infographics)
referred to the use of graphics in newspapers and magazines
The old definition of information graphics
(infographics) referred to the use of
graphics in newspapers and magazines
The 21st century definition extends to the combination of
data visualizations, illustrations, texts and images in a format
that tells a complete story.
The message as presented in an infographic
may be delivered in a few seconds or minutes.
Why English Communication is important nowadays
With proper knowledge on English fluency, you can
strengthen your career from initial stage
As English is being used as official language in many
countries, speaking english fluently makes you easier to
communicate at any level (Eg): Conferences, Seminars, Client
Meeting etc.
English helps you roam around the world for business or
higher education without any hesitation and fear about
communication. You can easily get involved in the people
from new environment
English is the most-used language online, for the
communication with nearly 1 billion typing and chatting in the
language
An awesome language to experience other cultures by
actively improving your communication skill
FIVE MEDIA FORMATS OF INFOGRAPHICS
1. 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 paper.
Broadcast - Television and Radio
2. 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. (Krum, 2014)
3. 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
4. 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
5. Interactive – designs give 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 conveniently and effectively allows the speaker to present
a comprehensive discussion of the 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 recordings 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
1. Visual content is still supplementary but a powerful aid in
conveying important messages.
2.Visuals are used to support text, convey information, and
direct action.
3. Visuals must be audience- appropriate.
4. Cultural awareness and gender- sensitivity are considered
on how the content of an infographic is crafted.
It is important in any social environment, including the
academic and corporate work environments.
"In many ways, effective communication begins with mutual
respect, communication that inspires, encourages others to
do their best."
- Zig Ziglar

In any organizational structure, communication is the force

Lesson 9 that maintains its operations from the top up to the middle
The Nature of Workplace Communication and bottom level.

Effective teamwork begins and ends with communication. "When people talk, listen completely. Most people never
-Mike Krzyzwewski lister."- Ernest Hemingway

WORKPLACE COMMUNICATION Workplace Dynamics

• The evolution of communication is best described as the 1. Diversity in the Workplace
process of transmitting ideas and thoughts through the years • multigenerational workplace – employee classification
for human survival. composed of Baby boomers, Generation X, Generation Y,
Millennials, and Generation Z or Post-millennials
In charting one’s journey in this evolution, education, science
and technology, business and trade, and media have all Baby Boomers (1946-1964)
contributed to how an individual copes with social needs and Optimistic
demands through human connection. Enjoy mentoring
Strong Work ethic
• Human connection is indispensable whether in the confines
of home, school, or the workplace Gen X-ers (1965-1979)
Independent
• In Abraham Maslow’s Hierarchy of Needs, social belonging Innovative
is crucial to self-actualization Strong Communicators

Self-actualization Millennials (1980-1995)

desire to become the most that one can be Tech-savvy
Collaborative
Esteem Focused on the Greater Good
respect, self-esteem, status, recognition, strength, freedom
Gen Z-ers (Born after 1996)
Love and belonging Digitally fluent
friendship, intimacy, family, sense of connection Practical
Flourish in diverse workforces
Safety needs
personal security, employment, resources, health, property
Workplace Dynamics
Physiological needs 1. Diversity in the Workplace
air, water, food, shelter, sleep, clothing, reproduction • Organizational culture (Quintanilla & Wahl, 2011)
– the way an organization operates, the attitudes the
• In the 21st century, this is becoming more pronounced as employees have, and the overall tone and approach to any
personal success is equated with career growth and given operation
advancement which is reliant on one’s level of social • Assimilating into the enduring organizational culture
belonging facilitates easier communication with the higher-ups, middle-
management leaders, and fellow workers
• In the professional context or in the workplace, harmonious
relations with co-workers can be consequential and crucial to Organizational Culture Workplace Values
both the individual and the collective productivity and Leadership
efficiency in the workplace. People
Technology
Workplace communication, is the process of exchanging Motivation
information, either verbally or non-verbally. Tools
 E.g.
Workplace Dynamics Supporter
1. Diversity in the Workplace Harmonizer
• Multiplicity of Identities – differences in gender, ethnicity, gatekeeper
language, beliefs and other attributes.
• Mutual respect for the perceived or real differences in the Self-centered roles – roles that interfere with the team’s
attributes of the people in the organization is a virtue to ability to complete tasks
practice at all times E.g.
Blocker
2. Co-worker Relations Dominator
a. Time spent at work is greater that time spent at home for Attacker
many in the active employment clown
workforce.
b. It is urgent then from the moment of hiring to immediate TIPS FOR EFFECTIVE COMMUNICATION IN THE
designation to a particular post to establish pleasant WORKPLACE
relations with fellow workers. FACE-TO-FACE MEETINGS
c. Informal networking within the workplace creates better MANAGE TIME EFFECTIVELY
opportunities to attain the long-term communication goals of DIPLOMACY IS KEY
the organization. MAKE IT A CONVERSATION. NOT A LECTURE
MAKE SURE TRAINING IS AIRTIGHT
3. Shared Leadership
a. The distribution of leadership responsibilities within a team "Communication is a skill that you can learn. It's like riding a
can influence the functionality of its members. bicycle or typing. If you're willing to work atit, you can rapidly
b. Positions cease to exist where there are no team members improve the quality of every part of your life."
to work on assigned tasks by the team leaders. -Brian Tracy
The definition of task relationship roles in the workplace
requires communication in order for these roles to be carried Lesson 10
out efficiently Technical Writing in the Workplace
c. Leadership is not simply taking command of the ship but of
sailing the course with the rest in the ship. The sum of human wisdom is not contained in any one
language. -Ezra Pound
OUR SHARED LEADERSHIP DEFINITION
Shared Leadership is the practice of bringing out the greatest Business Writing Quotes
capacity in everyone by empowering us all to be responsible Writing is a skill, not a talent, and this difference is essential
for and engaged in the well-being and vibrancy of the whole. because you can improve a skill by practicing.
This is a fundamental shift in how we understand and apply
wise power and effective leadership. What is Technical Writing?
Technical writing introduces you to some of the most
4. Team Building important aspects of writing in the world of science,
Where shared leadership is nurtured, team building is not far technology, and business - the kind of writing that scientists,
behind nurses, doctors, computer specialists, government officials,
Formal and informal gatherings help build a strong team. engineers, and other people do as a part of their regular
Team roles surface where task roles, relationship roles, and work.
self-centered roles had to be periodically monitored,
assessed, and evaluated for a check on functional roles Technical Writing
It is a form of written communication used as
TASK ROLES – roles that help the team carry out tasks and correspondence and in the production of written outputs
get the work done valuable to an organization.
E.g.
initiator information giver Features of Technical Writing
information seeker 1. Accurate
opinion giver opinion seeker a. A technical written work is accurate when it deals with
Coordinator facts that are completely true.
procedural developer
summarizer- evaluator b. Technical documents should include specifications, data,
notes, assumptions, and explanations.
Relationship Roles – roles that strengthen or maintain team 2. Clear
relationships
a. Written work is clear, if in one reading, readers are able to
easily understand the main message or point of the whole
composition.
b. Writing clearly and means choosing one's words
deliberately and precisely, constructing sentences carefully to
eliminate deadwood and using grammar properly.
3. Formal
• In technical writing, the writer cannot just write anything he
likes in any way he wants because some writing standards
underlie the structure, pattern, format and language of this
kind of writing.
4. Graphical
• Graphs like tables, charts, figures, diagrams, maps, pictures,
and other illustrations are necessary in technical writing to
support the written information provided.
5. Objective
• Technical writing must avoid inclusion biases in relaying any
kind of information.
Objective writing is writing that you can verify through
evidence and facts. If you are writing objectively, you must
remain as neutral as possible through the use of facts,
statistics, and research.
6. Practical
• Forms of technical writing should be practical in the way
that they function according to their purpose.
The three purposes of technical writing are the following:
a. For instruction
b. For communication
c. For presenting an argument
7. Procedural
Some forms of technical writing are procedural as it provides
sets of instructions that are sequenced such as user manuals
and lab reports.
Procedural writing is simply any text that provides
instructions in a simple, step-by-step format. The name
comes from the fact that the reader must follow a procedure
if they wish to carry out the instructions.
8. Specialized
Technical writing usually functions within a specific
demographic.
• Technical writing also needs to be tailored to meet the needs
of the specified readership. This can often vary between
managerial staff or supervisory staff. Senior decision-making
staff will often need to know the costs, benefits and possible
difficulties of certain solutions, whereas engineering or
technical staff may need to know more in-depth
specifications.
9. Diverse
•Technical writing as on-the-job writing is prone to extensive
exposure to multicultural clients and co-workers.
10. Straightforward
• A straightforward manner of writing means presenting facts
and information honestly and directly.
• It requires relaying information in a way that is direct and
straight to the point, without the use of literary devices.
11. 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.
Mistakes Writers Make (in regards to authoritative sources)
● Using none
● Linking wrongly
● Forgetting to attribute
● Making assumptions
12. Presentable
•Any technical writing output must be presentable, with little
to no grammar or typographical errors.
. "Error-free Writing" will review key grammatical rules,
emphasize the importance of developing your own voice as a
writer, and provide helpful proof-reading strategies to enable
you to identify-and correct-errors and weaknesses in your
own writing.
Workplace communication is both technical and
professional communication.
Globalization inevitably gives rise to professional
communication which entails technical communication.
High Performance Teams create cultures of caring,
connection, commitment, collaboration and clear consistent
communication
Tony Douale-QUOTESTATS.COM
Lesson 11
Technical Writing in the Workplace B
Tips for Effective Written Communication
To ensure the effectiveness of written communication
materials in the workplace, the following qualities must be
remembered:
1. ACCURACY - the content must be truthful and accurate.
Technical accuracy depends on the writer's conceptual
mastery of the subject and its vocabulary, as well as on his or
her ability to analyze and shape data with a minimum of
distortion. In science and technology, enormous creative
energy is given to mastering this technical aspect of subject
development. Cordially yours,

Ismael Villegas
2. BREVITY- Sentences must be kept short and direct.
Administrative Officer

Brevity is shortness in duration and conciseness of expression

2. MODIFIED-BLOCK FORMAT
in a speech or a written text. Contrast with verbosity. Brevity
Young Entrepreneurs Institute
is generally considered a stylistic virtue as long as it's not 369 MapleStreet, Amorsolo Village
achieved at the expense of clarity. Makati, Metro Manila

3. Clarity- Visualize the reader in front of you wishing only to April 21, 2019

hear precise words whose meanings cut across quickly and

Values Formation Staff
clearly to him or her. Kensington Road
Mapayapa Village, Manila
A piece of writing is clear when your ideas are presented in a
precise and concise manner so they can be understood easily. To Whom This May Concern:
Dear Sir/Madame:

When doing effective written communication, be sure to

A friend informed me that your training center conducts value laden seminar -
select the format that is standard and acceptable to the workshops for business practitioners.
institution involved in the transaction. This interests me as I am presently looking for a group to handle our newly
-enrolled students. I would like to inquire regarding the cost and capacity of your
services so I may be able to gauge if you can cater to our needs.
Printed Messages
● Email I am looking forward to seeing you soon.
● Memos
● Training Manuals Cordially yours,
● Operating Policies Ismael Villegas
Administrative Officer
● Letters

3. SEMI-BLOCK FORMAT
Business Letters Young Entrepreneurs Institute
BUSINESS LETTERS are essential in the workplace, 369 MapleStreet, Amorsolo Village
especially in the external operations of an organization. It is Makati, Metro Manila
through business letters that an organization can reach out to
April 21, 2019
its clients and vice versa.
Business letters are a type of formal letter sent from one Values Formation Staff
company to another, or between such organizations and their Kensington Road
Mapayapa Village, Manila
customers, clients, or other external parties. A business letter
is a permanent written record and may be taken more To Whom This May Concern:
seriously by the recipient than other forms of communication.
Dear Sir/Madame:
Standard Format of Business Letters
A friend informed me that your training center conducts value
1. FULL-BLOCK FORMAT laden seminar-workshops for business practitioners. This interests me
as I am presently looking for a group to handle our newly- enrolled
Young Entrepreneurs Institute students. I would like to inquire regarding the cost and capacity of your
369 MapleStreet, Amorsolo Village services so I may be able to gauge if you can cater to our needs.
Makati, Metro Manila
I am looking forward to seeing you soon.
April 21, 2019

Cordially yours,
Values Formation Staff
Kensington Road
Mapayapa Village, Manila Ismael Villegas

To Whom This May Concern: Administrative Officer

Dear Sir/Madame:

A friend informed me that your training center conducts value-laden seminar

-workshops for business practitioners.
This interests me as I am presently looking for a group to handle our
A. Letter of Inquiry
newly-enrolled students. I would like to inquire regarding the cost and capacity of
your services so I may be able to gauge if you can cater to our needs. A letter of inquiry, also known as a letter of interest, is written
to ask a specific information regarding a particular matter.
I am looking forward to seeing you soon.
B. Letter of Response to Inquiries
Inquiries arrive in order to ask for more information about a
product or a service. The speed with which you reply, as well
as how helpful you are in providing information requested will
ensure that your inquiry response is successful.
St. Bonaventure Crafts
92 MA. Basa, Roxas City, Capiz
895-7721
A claim letter is a persuasive letter sent by a customer to a
business or agency to identify a problem with a product or
service and can also be referred to as a letter of complaint.
Typically, a claim letter opens (and sometimes closes) with a
request for adjustments, such as a refund, replacement, or
payment for damages, though a cordial opening paragraph
about the transaction or product may be preferred.

February 24, 2018 D. Adjustment Letter

An adjustment letter is a response to a letter of claim. It
Charlotte K. Lejrame contains the response to the claimant’s statements, whether
Vice-President
EMERALD COMPANY the claims are welcomed or not. If welcomed, the letter would
192 Acacia Road also include offers to resolve the effects of the action deemed
Vale, Verde, Pasig to be unacceptable as well as the explanation for it. If it is
Subject: Capiz Shell Souvenir Items
not, the claimant is entitled to a constructive, non-adversarial
tone in the adjustment letter.
Dear Mrs. Lejrame:
An adjustment letter is a formal reply to a customer's claim or
In reply to the need for some more information about our special offer of
Capiz shell souvenir items to be added to the reservation package for
complaint. A goodwill adjustment letter will inform the latter
your guests come to April to May 2018. Find the attached leaflets and that the company has received their complaint. It will also
brochures for your review. specify what corresponding actions the company will take to
resolve the issue.
As a Le Café Peaks Club member, you are entitled to a number of
promos as they are available from quarter to quarter. Since we have
you in our mailing list, updates on these will be sent to you on a regular
basis. Thank you for your continued patronage!

Sincerely yours,

Mrs. Kimberly V. Mitterlash

President
Ref: kvm: nfl
Enclosure: leaflets and brochures(4)
Cc: Armand Cruz

C. Letter of Claim
A letter of claim is usually used in legal matters to assert
some kind of wrongdoing. This letter aims to notify the one
responsible for the said wrongdoing and demands a
response that would address its effect. Claims are also used
in the context of legal matters, especially in instances of a
breach of contract.

E. Memos, Reports and other Written Document in the

Workplace
A memo is a written message which saves as a reminder for a
particular matter. Memos relay information to a large number
of readers at the same time.

Five Types of Memos

1. Instruction Memo
Contains directives that members need to follow.

2. Request Memo
Contains a request for the provision of facilities and services.

3. Announcement Memo
Notice of an important event in the organization
 F. Incident Report
4. Transmittal Memo • An incident report, also called accidental report, records the
Notice officially announcing the release of a report occurrence of an unusual event in a workplace.
• The main components of an incident report are the problem
5. Authorization Memo description, action taken and recommendations.
Granting permission to the undertaking of an operation in the
organization G. Minutes of Meeting
• A meeting is a gathering of people to discuss, plan, make
Organization of Information in a memo decisions, and resolve issues together. For documentation
Most Important Information purposes, a detailed and descriptive report is prepared.
Supporting Data
And Examples • Meeting minutes are the written record of a meeting or
Least Important hearing. Minutes are usually structured and formal so that
Information they can be shared after the meeting and serve as historical
documents in the future. For those who could not attend the
Memo Format meeting, minutes bring them up to speed.

Components:
A. Introduction
1. Name and address of the organization
2. Type of meeting(special, executive, committee,
board, regular, emergency)
3. Call to order-time, date, presiding officer
4. Attendance- for groups less than 20 members, with
both the present, late and absent included

B. Body
1. Reading, correction, and approval of minutes of the
previous meeting
2. Business arising from the previous meeting
3. New business

C. Conclusion
1. Announcement- time and date of the next meeting
2. Other matters- new matters that may need to be
covered in future meetings
3. Time of adjournment
4. Name and signature of the minutes-taker
5. Name and signature of the presiding officer

“As a company grows, communication becomes its biggest

challenge.”
- Ben Horowitz
Businessman and Author

Lesson 12
Becoming an Effective Workplace Communicator

To effectively communicate, we must realize that we are all

different in the way we perceive the world and use this
understanding as a guide to our communication with others.
-Tony Robbins
Things to consider in memorandum writing :
1. Use of formal language
Effective Workplace Communication
2. Clarity
Being an effective workplace communicator requires being
3. Conciseness
able to understand the diversity present in the workplace.
4. General use of the active voice of the verb
5. Absence of grammar lapses
Effective communication in the workplace can help bring
about healthy relationships among co-workers and
productive work environment which are both essential to a
communicator’s personal wellness and career growth.
JOB INTERVIEW
It is a measure of how one will be able to facilitate
meaningful communication in the workplace.
1. Acing the job interview presupposes getting hired
2. It is a personal sales talk that has to be prepared for.
3. It is the chance of an interviewee to talk about his or her
qualifications for a particular job.
4. It determines the interviewee’s personal values.
5. It demands a great amount of confidence and effective
communication style.
6. It is in the job interview that an individual can prove that
he or she is an effective workplace communicator.
7. The verdict of an interview can either be a “yes” or “no”.
8. The qualified applicant is the one who invests time, effort
and preparation for the interview.
9. 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
1. What can you tell me about yourself?
2. Why do you think you are a good fit for this job?
3. What do you know about our company/organization?
4. What are your strengths and weaknesses?
5. Why do you want to be part of this company/organization.
6. What are your likes and dislikes in a work environment?
7. What are you looking for in a job?
8. What are the significant experiences you’ve gathered from
previous jobs you’ve had?
9. Do you work well with a team?
10. Why should we hire you?
Practical Reminders on Becoming an Effective Workplace
Communicator
1. Know yourself in relation to your superiors, co-workers and
clients.
2. Manage time well while working.
3. See more of the lights and less of the shadows in others.
4. Accept your own limitations and those of others.
5. 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.
TOXIC ATTITUDES OF WORKPLACE BULLIES
1. Calling out a target in public for being different or because
he/she is not a part of the “in group”
2. Using people as scapegoats to draw attention to the
victims or to reduce attention on the bully for a failure of the
group.
3. Someone with more power or a higher position in the
organization sexually harasses a co-worker.
4. Increasing workload and pressure to perform with
unrealistic deadlines and the like.
5. Targeting an individual, preventing access to opportunities,
withholding information, or physically/socially isolating an
individual.
6. Failing to give credit to individuals who deserve
recognition, setting workers up to fail and overemphasizing
failures.
7. Inflicting physical abuse on or causing harm to targeted
individuals or group.
Workplace mobbing
is when a co-worker or a group of co-workers harass other
co-worker/s 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, the customer is always right,
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.
“Your ability to communicate is an important tool in your
pursuit of your goals, whether it is with your family, your
co-workers or your clients and customers.”
- Lee Brown