Final Exam Review

Purposive Communication
Second Semester, AY 2024-2025

Communication for Various Purposes

Public Speaking: Delivery Methods
 Impromptu: Delivered without preparation; spontaneous, flexible, but can be
disorganized. Common in toasts or responding to questions.
 Extemporaneous: Planned, researched, and rehearsed; delivered with notes.
Allows adaptation to audience feedback, requires preparation.
 Manuscript: Read word-for-word from a written text (or teleprompter). Ensures
precise wording, but can sound less natural.
 Memorized: Speech committed to memory and delivered verbatim. Useful for
short, ceremonial speeches; may sound artificial.
Key Elements of Effective Communication
 Sender: Must be competent and experienced to convey clear, detailed
messages.
 Context: Includes nonverbal cues (gestures, tone) for oral, and style/diction for
written communication. Tailor context to the audience.
 Receiver: Should listen actively, clarify doubts, and share meaning with the
sender. Trust enhances understanding.
 Delivery Method: Choose the most effective medium for the message and
audience.
 Content: Ensure completeness and clarity; answer who, what, where, when, why,
and how.
Informative Communication
 Purpose: Designed to educate, answer questions, and achieve mutual
understanding about a topic.
 Characteristics:
 Intellectually stimulating-arouses curiosity.
 Relevant-connects to listeners’ interests.
 Creative-uses anecdotes, humor, visuals, or mnemonics.
 Memorable-helps audience retain main points.
 Addresses diverse learning styles-uses visuals, explanations, and
encourages action.
 Aids to Retention:
 Visual and auditory aids.
 Repetition and paraphrasing.
 Transitions to clarify relationships.
 Humor and emotional anecdotes.
 Mnemonics and acronyms.
Methods of Informing
 Definition: Explains meaning using synonyms, classification, function, etymology,
or extended explanation.
 Description: Creates vivid verbal pictures; answers who, what, or where.
 Comparison and Contrast: Highlights similarities and differences.
 Narration: Tells stories or recounts events to make points memorable.
 Demonstration: Shows how something works, step-by-step; uses visual aids.
Persuasive Communication
 Definition: A symbolic process to influence attitudes or behaviors through
messages, allowing free choice.
 Characteristics:
 Seeks a preferred response from the audience.
 Involves conscious effort to change attitudes, beliefs, or behaviors.
 Audience retains freedom to accept or reject the message.
 Effects:
 Shaping: Molds audience perceptions and attitudes.
 Reinforcing: Strengthens or validates existing beliefs.
 Changing: Encourages audience to adopt new perspectives or behaviors.
 Requirements for Persuasive Messages:
 Pleasing personal traits: self-confidence, sincerity, competence,
friendliness (in moderation).
 Professional appearance and demeanor: appropriate dress, posture,
gestures, and facial expressions.
 Voice and self-expression: pleasant vocal quality, emphasis, pitch variation,
and engaging delivery.
Remember:
 Adapt your communication style and delivery to the audience and context.
 Use clear, well-organized content and support your points with evidence or
examples.
 Employ creative strategies to make your message memorable and impactful.
 Public Speaking: The four delivery methods (impromptu, extemporaneous,
manuscript, memorized), their characteristics, advantages, limitations, and typical
situations.
 Effective Communication: The roles of sender, context, receiver, delivery
method, and content in ensuring clear and complete communication.
 Informative Communication: Definition, purpose, characteristics (intellectually
stimulating, relevant, creative, memorable, addressing diverse learning styles),
and aids to retention (visual aids, repetition, transitions, humor, mnemonics).
 Methods of Informing: Definition, description, comparison and contrast,
narration, demonstration.
 Persuasive Communication: Definition, characteristics, components, effects
(shaping, reinforcing, changing), and requirements for effective persuasion
(pleasing personal traits, professional appearance and demeanor, effective voice
and self-expression).

Workplace Communication (Lesson 7)

I. Workplace Communication Essentials
 Written Communication is crucial in business; it must be clear, precise, and
grammatically correct.
 Common Forms: Business letters, memorandums (memos), reports, bulletins,
employee manuals, emails, training materials, instant messages.
 Professional Tone: Always maintain a professional, respectful, and appropriate
tone-neither too formal nor too casual.
II. Business Letter Writing
Key Elements:
 Sender’s address (letterhead)
 Date
 Recipient’s address (name, title, company, address)
 Greeting/Salutation (e.g., Sir/Madam:)
 Body (introduction, reason, supporting details, summary, request for action)
 Closing and Signature
  Optional: Typist ID, enclosed documents, copy notation
Writing Tips:
 Be concise and specific; avoid unnecessary words.
 Audience is often busy-get to the point quickly.
 Match style to the audience (conversational vs. formal).
 Show authority, clarity, completeness, objectivity, and truthfulness.
 Use “I” for personal ideas, “we” for company policy, “you” for the reader.
Types of Business Letters:
 Application Letter: State intent, highlight skills/experiences, and request an
interview.
 Letter of Inquiry: Ask for information; be friendly, introduce yourself, explain
your request.
 Sales Letter: Persuade to try/buy/support; use AIPA (Attention, Interest, Product
Application, Action).
 Transmittal Letter: Accompany documents; specify what’s enclosed.
III. Memorandum (Memo)
 Purpose: Internal communication; brief and direct.
 Format: “Memorandum” at top, date, recipient, sender, subject line, cc (if
needed), background, explanation, instructions, attachments.
 Subject Line: Be specific and concise; neutral for bad news, positive for good
news.
 Content: Organized in 1–3 paragraphs.
IV. Work Email
 Advantages: Fast, efficient, eco-friendly, easy to organize and reference.
 Disadvantages: Risk of errors, accidental recipients, may lack emotional nuance.
 Professionalism: Warm and friendly, but not too casual or emotional.
 Netiquette: Follow online etiquette for clarity, respect, and appropriateness.
V. The Job Application Process
Documents:
 Cover Letter: Persuades employer, introduces resume, 3–5 paragraphs, one
page max.
 Resume: Summarizes qualifications; concise, relevant, well-organized, error-free,
visually appealing.
 Include: Education, experience, key skills, brief personal
interests/hobbies (if relevant), at least three references (with permission).
VI. Job Interview Preparation
Types of Interviews:
 One-on-one
 Panel
 Group
 Stress interview
Before the Interview:
 Know your skills and experiences.
 Articulate your strengths and objectives.
 Research the company and position.
 Prepare required documents.
 Dress professionally.
Travel Tips:
 Plan your route and alternatives.
 Arrive 15–30 minutes early.
 Allow time to compose yourself.
During the Interview:
 Smile, give a confident handshake.
  Listen carefully, maintain eye contact.
 Be relaxed, poised, honest, and professional.
 Be yourself-spontaneous and natural.
After the Interview:
 Follow instructions given by interviewer.
 Note interviewer’s name and contact for follow-up.
 Send a thank-you letter or email.
VII. Answering Interview Questions (STAR Method)
 Situation: Describe the context or background.
 Task: Explain the problem or challenge.
 Action: Detail what you did.
 Result: Share the outcome or what you learned.

Remember
 Use clear, concise, and professional language in all workplace documents.
 Format business letters and memos correctly.
 Tailor communication style to audience and purpose.
 Prepare thoroughly for job applications and interviews.
 Apply the STAR method for behavioral interview questions.
 Always follow up and express gratitude after interviews.

Academic Writing and Communication

I. Informative and Persuasive Communication in the Workplace
 Effective Informative Communication:
 Use clear, simple language-avoid jargon unless everyone understands it.
 Relate new information to the audience’s daily tasks and needs.
 Use examples, anecdotes, and visual aids to make content memorable and
engaging.
 Match nonverbal cues (gestures, facial expressions, tone) to your message and
audience.
 Persuasive Communication:
 Build credibility with sincerity, friendliness, and professionalism.
 Maintain a professional appearance and confident, appropriate gestures.
 Use varied pitch and vocal emphasis to keep attention and highlight key points.
 Adjust delivery if the audience looks confused-use open gestures, smile, and
clarify.
 Choose a language register and tone that are relatable and friendly, not overly
formal or critical.
 Gestures should be purposeful and reinforce key ideas.
 Persuasion allows the audience free choice-do not pressure or force agreement.
 Persuasive effects: shaping (new attitudes), reinforcing (existing beliefs),
changing (opinions/behaviors).
 Workplace Communication Best Practices:
 Simplify language when needed, especially with technical terms.
 Use clear, concise, and audience-appropriate language in emails and memos.
 Nonverbal communication (eye contact, tone, body language) affects clarity and
engagement.
 Give feedback privately and constructively, using respectful language and tone.
 Use visual aids and interactive elements to clarify complex processes.
II. Business Correspondence and Application Letters
 Business Letters:
 Be concise, precise, and avoid unnecessary words.
 Use “I” for yourself, “we” for company policy, “you” for the recipient.
 Organize content logically: introduction, details, summary, call to action.
 Maintain a professional tone-neither too formal nor too casual.
 In application/cover letters, match your skills to the company’s needs and
provide supporting details.
 Memos:
 Subject line must be specific and concise.
 Organize information logically; keep it brief and focused.
 Emails:
 Organize information logically and stick to the main topic.
 Use clear and concise language suitable for all recipients.
III. Academic Writing and Communication
 Academic Context:
 Use formal tone, third-person perspective, and support claims with
credible sources.
 Organize essays and position papers with introduction, body, and
conclusion.
 Use transitional devices for logical flow.
 Avoid informal language, contractions, and slang.
 Narrow research topics to specific, discipline-relevant questions.
 Review related literature before finalizing your topic.
 Avoiding Plagiarism:
 Paraphrase information and provide proper in-text citations.
 Use direct quotes sparingly and always with quotation marks and citations.
 Never copy-paste without attribution.
 Position Papers and Research Proposals:
 Present arguments logically, supporting claims with evidence.
 Address both sides of an issue when appropriate.
 Use credible references and adhere to required citation styles.
IV. Communication Strategies for Common Workplace and Academic Scenarios
 Giving Instructions: Use simple language and examples; check for
understanding.
 Conflict Resolution: Use calm tone, open body language, and encourage
respectful dialogue.
 Feedback: Give privately, constructively, and with supportive tone.
 Presentations: Use visual aids, clear explanations, and interactive questions to
engage the audience.
V. General Reminders
 Always consider your audience and context before choosing language, tone, and
format.
 Clarity, coherence, and appropriateness are key to effective communication.
 Nonverbal cues are as important as verbal content in both workplace and
academic settings.
 Follow proper structure and conventions for all written materials-business letters,
memos, emails, essays, and research papers.