Mheric Jasmin Q.
Arcilla
BS Biology 2c
Purposive Communication
Lesson 6
Communication for work Purpose
i. Organizational communication
a. Definition of organizational communication (work place
communication)
- Type of communication existing within an organization set-up
b. Importance of organizational communication
1. Communication keeps the foundation of motivation
2. Communication acts as sources of information
3. Communication also helps in building people’s attitude
4. Communication allows companies to be productive
5. Communication increase employes morale productivity
c. Factors to be considered in workplace communication
1. Purpose
2. Audience
3. Tone
ii. Communication networks (direction of communication)
a. Structure of communication networks
1. Formal Communication
Example: Organizational chart
2. Informal Communication
Example:“ Grapevine” (chismis)
b. Formal communication networks
1. Upward communication
- The message comes from a person from a lower rank to a person of higher rank
Communication Tools:
1. Suggestion System
2. Reports
3. bulletin
4. Survey
5. Brown bag meetings
6. Union
2. Downward Communication
- The message comes from a person of a higher rank to a person of a lower rank
Communication Tools:
1. Memorandum
2. Circular
3. Letter
4. manual
5. Bulletin Board
6. Employee handbook
3. Horizontal Communication – (called lateral communication)
- This is the communication between functional managers or among subordinates
working under one boss
Communication Tools:
1. Metting and conference
2. Seminars and workshops
3. Telephone and intercom
4. Outward Communication
- This is communication that is not only within the company but also outside of
the business organization
iii. Nature of meetings and its types
a. Types of meaning
1. Informal Sharing
Example: Visual communication like slides and video
2. Problem-solving or Decision-making
Example: Group processes like information gathering and sharing,
brainstorming solution
3. Team building meeting
Example: Team meeting
4. Virtual meeting
Example:
a. Teleconference
b. Online-meeting
c. Video conferences
1. One-on-One Meeting
- These are individual meetings for the purpose of exchanging information
specifically related to individual
iv. Communication Materials used on different workplace
settings
a. Minutes of meeting
- The written record of what has transpired in a meeting is called the minutes
1. Tips for conducting a meeting
Before the Meeting
a. Define the purpose of the meeting
b. Develop an agenda in cooperation with key participants
c. Choose an appropriate meeting time.
d. Use visual aids for interest
e. Post a large upfront to which member can refer
During the Meeting
a. Great members and them feel welcome, even late members when
appropriate
b. Serve light refreshment. They are good icebreaker and make the
members feel special and comfortable
c. Start on time. End on time
d. Review the agenda and set priorities for the meeting
e. Stick to the agenda
f. Encourage feedbacks and keep communication focused on the topic
g. Summarized agreements reached
After the Meeting
a. Write up and distribute minutes within the 3 or 4 days. Quik actions
reinforces importance of the meeting
b. Discuss any problem during the meeting with the other officers
c. Follow up on delegation decisions
d. Put the unfinished business in the agenda for the next meeting
e. Conduct a periodic evolution of the meeting
2. Steps in the preparation of the minutes of the meeting by the Secretary
a. Name the group
b. State the time, place and date of meeting
c. List the subject discussed
d. Summarize the various discussion
e. Record the decision made
f. List the name of those in attendances
g. Identify the chairperson
h. Identify yourself
i. Check your rough carefully
A. Business letter writing
1. Basic part
Example:
a. Letterhead Heading
b. Dateline
c. Inside address
b. Guidelines in writing the inside address
1. A woman is addressed as Miss or Mrs. Ms. is used if the status is not known. (Miss
is a complete word and is not followed by a period. The title Mesdames or its
abbreviated form of Mmes may be used if all women comprise the form).
2. A man is addressed as Mr. and its plural form is Messrs., an abbreviated form of the
French Messieurs.
3. Doctor may be abbreviated as Dr.
4. Abbreviation of the word title Professor is allowed, only if the first and last name is
given. If not, do not. Examples: Professor Vargas Prof. James Vargas
5. The title Honorable is used in addressing high government officials and ex-high
government officials. The title is preferably spelled in full preceded by the article
The followed by the name, initials and surname of the person. It may be abbreviated
into Hon. in order to reduce a long line to a satisfactory length.
6. The position of the addresses may either precede or follow the name.
Examples: Mr. Jesus Vargas Marie San Juan Executive Vice-President Manager
7. Names and titles of cities and states should be spelled out. The ZIP code should
also
be included.
d. Salutation
e. Body
f. Complimentary close
g. Signature block
2. Business letter style
a. Full Block
b. Modified Block
c. Semi-Block
d. Simplified NOMA (National Office Management Associations)
2. Guidelines for Writing Business Letters
a. Start the date 2 inches from the top or 1 blank line below the letterhead.
b. For block style, begin all lines at the left margin.
c. Leave side margins of 1 to 1.5 inches depending of the length of the letter
and the font size.
d. Single-space the body and double-space between paragraphs.
e. Use left and not right justification.
f. Place the title of the receiver wherever it best balances the inside address.
g. Place the title of the author wherever it best balances the closing line.
c. Inter-office Memorandum
- The term memorandum can be shortened or abbreviated by calling it a memo
v. Memos should have the following sections and contents
1. A “to” and “from” Section
- A “to” section contains the name of the receiver. For informal “memos”, the
receiver given name;
Example: To: Andy is enough
- A “from” section contains the name of the sender. For informal memos, the
sender’s other name
Example: From: Bill is enough
2. A “date” section to avoid confusion between the British and America date system
3. A subject heading
4. The message
a. Situation
b. Problem (optional)
c. Solution (optional)
d. Action
e. Politeness
5. Signature
d. The nature of report writing
- There are several definitions of “report”. A report may be define as a technical
data collected
a. Reason for writing report
1. An individual may write a report of his own initiative or volition. He may wish to
have a record of his problems, analysis and findings.
2. It is a standard procedure of groups, companies and institutions to write reports
on the development, findings, conclusions, etc. of the investigation on project
that they are conducting.
3. When an experiment in the laboratory is conducted, a report on its findings
shall be reported.
b. General guideline in writing a report
1. Determine the purpose of the report. (The writer must know the use, objective
and importance of the report.)
2. Determine the recipient of the report. (The writer must know who will read,
listen, as well as benefit from the report.)
3. Know the different type of reports. (One should know whether the report he is
going the purpose is a progress, a periodic, a field, or a laboratory report.)
4. Know the different formats of report. (In preparing a report, one
should be knowledgeable of its different formats)
5. Conduct the investigation, experiment or research. In gathering data for the
report, one can go over printed materials, interview people, make observation
and conduct experimentation or testing
6. Organize the report. (Arrange the data and information in a logical order as
determined by the purpose of the report, the recipient and subject matter of the
report)
7. Plan and prepare the types of visuals to use
c. Formats of report
1. Letter Format
2. Memo and Email Format
3. Manuscript Format
4. Digital Format
d. Common types of report
1. Memorandum report is intended to give information.
2. Simple memorandum is different from a memo report.
3. Letter Report is usually sent to someone outside the institution, firm or
organization.
4. Bulletin is used to inform people within as well as outside the organization
5. Field report usually provides the results of a visit to a particular location or site.
6. Incident report creates a written record of a by the person in involve in the
incident
