Module 5

COMMUNICATION FOR WORK PURPOSES

Learning Outcome:

- Create a portfolio of Business Letters

Learning objective:

- Create clear, coherent and effective

communication materials and present ideas
persuasively using appropriate language
registers, tone, facial expressions and gestures

Overview of the Topic

Communication is sharing information between two or

more individuals; it has so many components that failures to
communicate effectively in the workplace have seemingly
become common.

Effective communication requires that all components of

communication work perfectly for a “shared meaning”. It is of
particular importance when questions are asked and answered
between or among those involved.

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 EFFECTIVE components of communication
In the workplace

 ORAL PRESENTATIONS IN THE WORKPLACE

 THE MESSAGE

The ability to present an effective message filed with substantial contents is tantamount
to good oral presentation. This requires careful planning by doing research to make sure
that the message is well-constructed. The message to be delivered has to consider the
audience and the goals of the presentation.

 BODY LANGUAGE

A crucial component of the message that the audience often perceives are non-verbal
cues. Posture, facial expressions and gestures affect the way the message is received.
Thus, consistent eye contact, a confident stance, and relaxed arms and hands are some
body language techniques that should be observed. Folded arms, shifting focus,
frowning, hands in pockets signal nervousness.

 TONE

The way a speaker says something may mean a lot to the audience. Speaking in a clear,
confident, and assertive tone helps emphasize the message and keep the audience at
bay. Varying the rate of speech and stressing key points attract the attention of listeners.
A low voice or a monotonous tone must be avoided.

 AWARENESS

The impact of the message to the audience has to be considered as well. The audience’s
non-verbal gestures could signal what the speaker has to adjust about be it the
approach, the tone, or even the topic. If audience seems not to pay attention anymore,
the message is more likely not getting through. The speaker then must find a way to
engage the audience once more. Several strategies may be used such as asking
questions, cracking relevant jokes, or taking a short break.

- Components of Oral Presentation

1. The Opening. The opening of an oral presentation is similar to the introduction of other
scientific or academic papers.

a. Context. It is the best to replace this by a striking statement to get the attention
of the audience immediately and relate the topic with what they already know.

b. Object. This is best called the preview as it outlines the body of the presentation
and prepares the audience for the structure of the presentation.

The opening of a presentation must start with the presentation’s main message
which is usually one sentence and refers to what the speaker wants the audience to
remember.
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2. The Body. Similar to the opening, the body of the presentation as to be carefully
planned and structured. It would have an easy recall for both the speaker and the
audience by thinking of it as a tree (or hierarchy) rather than a chain or a series. The
speaker must identify at least three statements to support the main message which will
serve as main points and another two or five statements as sub-points. The main points
and the sub-points form part of the details that the audience would be able to absorb
during an oral presentation.

3. The Closing. The presentation may be ended by providing a review, a conclusion, and
a close. The main points have to be reviewed to help the audience remember them for
the conclusion. The conclusion may be done by restating the main points and/or
including other significant interpretations. The closing can be indicated through a
challenging and/or inspiring last words.

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Sometimes called a profile video or video profile, a video resume is essential in a

job seeker’s toolbox. They allow you to stand out among other candidates and directly
to the employer.

- What is it?

Video resumes are a way for candidates to go beyond traditional methods of

applying, such as submitting only a resume, cover letter, and work samples. Lasting
typically 60 seconds, these videos are your shot to make the best first impression to an
employer. A video resume lets the employer literally see you and hear your case (via
communication skills, personality and charisma) as the best candidate for the job - all
before the interview takes place.

- Why should I use one?

Video resumes are an enhancement, not a replacement, to the traditional resume.

As such, they offer the chance to expand and show the skills you have to offer, not just
to recite what’s already on your resume. In fact, your 60 second video resume can give
you a better chance to get noticed by employers, as paper resumes are only looked by
recruiters for up to six seconds before a decision is made.

Whether you want to talk about how exactly you trimmed your department’s budget
by 50 percent or show off the apps you programmed in your spare time, video resumes
reinforce letting you speak for yourself, rather than just a piece of paper. It helps you to
cut to the chase and directly addresses why you should be considered.

- What do employers get from it?

Aside from finding out what skills and work you’ve accomplished, video resumes also
reveal facets of your personality a paper resume simply can’t communicate. Employers
often use it as a pre-screening tool to evaluate your “fit” into their company, or if you’re
aligned with their attitudes, values, and mission.

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 - What about discrimination?

Video resumes do put a “face” on your resume, and that is often considered to be
part of the potential problem. However, according to the EEOC (Equal Employment
Opportunity Commission), video technology is completely compliant in the hiring
process. Employers are very careful about practices during hiring that could lead to
accusations of discrimination. While some employers may still have their own reasons for
not accepting video resumes, video resumes are still gaining acceptance as a standard
hiring material. And quite simply, if an employer were to discriminate you as a result of
your video resume, what would stop them from doing the same in an in-person
interview? And, why would you want to work for that employer in the long run anyway?

 History of Video Resumes

1980’s and 1990’s Video resumes were recorded and distributed on VHS tapes.
Because of limited availability of resources, production time and value were difficult to
attain. As a result, video resumes during this span were not as prevalent.

2000’s Video resumes were beginning to pick up in popularity once the Internet
became ingrained into everyday life. During this time, online video creation and sharing
became much easier with tools like webcams and YouTube.
2012 Platforms, like Spark Hire, catered to creating and sharing video resumes easily and
efficiently now make it possible for anyone in any field to apply with their own Profile
Video.

- Video Resume Tips

• Don’t Recite Your Resume

Employers already have a copy of your resume, so it’s not the ideal use of your 60
seconds to recite what they already know. Use your video to show and tell what
employers can’t discover from your resume alone. For example, use an accomplishment
found on your resume and elaborate how you achieved it or what skills you learned from
getting your degree. Be sure to include aspects you like in a job, or a workplace.
Employers want to know your strengths, weaknesses, and even likes and dislikes. Be
honest - making sure you align with their culture should be just as important to you as it is
to an employer.

• Have A Script
You’ve mapped out in your mind what you want to communicate, so now it’s time to
transfer those thought into an organized format: a script. This script doesn’t have to be
completely written out, it can simply be an outline of your main points. That way, when
you’re actually ready to record, you’ll know what to say and the delivery will be natural
and smooth.

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 • Practice Makes Perfect
Now that you have your script, you’re ready to practice until you’re ready to send off
your best video resume. The advantage here (because it isn’t live video) is that you can
record until you’ve perfected your delivery and are comfortable letting employers view
it. As an added benefit, share your versions to family or friends for critique, as they may
be able to catch certain technical aspects or qualities of your delivery you might not
think are distracting or off putting.

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An interview is a verbal exchange of question and answer between two or more

persons. It can either be formal and done for the purpose of gathering valid and reliable
information.

Characteristics of an Interview

1. It has specific goals. Reasons for conducting an interview vary. It is done to get
information, to convince or persuade another person, or to resolve a certain
problem or issue.

a. To get information. “Why would you like to be part of this company?” “Could
you tell me your duties and responsibilities in your previous company?”
b. b. To give information. “I would like to tell you about the policies and
requirements of this company.”
c. c. To persuade another person. “Is there a need to change the location of the
store?”
d. d. To work out toward the solution of a problem. “How could we best sell the
products?”

2. Two people are involved. Normally, an interview is conducted in a dyad, a one-

on-one conversation with two participants, but other interviews involve several
participants. Both participants may be:

a. Members of the company with the same status.

b. Employees of the same company with different positions and different levels.
c. From different organizations.
d. One from the company and the other one from the outside.

3. Each person has a different role. The people involved in an interview have their
specific roles to play.

In dyad, the role must have specific participants.

a. Interviewer. The person who plans the meeting, set goals, ask the questions,
and generally controls the direction of the conversation.
b. Interviewee. The person who answers the questions, provides information, and
helps achieve the goals of the meeting.

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4. Time and place are set in advanced. The interview must be set through an
appointment so as to give time for both participants to prepare. The interviewee
needs to have the documents for the interview and must be ready to be
interviewed. On the other hand, the interviewer needs to make sure that the
questions he/she will ask determine the best applicant for the vacant position.
Often, the interview takes place in the office of the interviewer. There is a
consideration in the physical setting such as the seating arrangement, lighting,
and the distance between the participants to achieve a positive atmosphere
during the interview.

- Types of Interviews

1. Employment Interviews. An employment or job interview is the first step if one

would like to enter the job market. As an applicant, he/she will be considered as
the interviewee or the person being interviewed, and the person who will conduct
the interview is the interviewer who is the personnel director, an HR Manager or
even the prospective boss. 1. In the workplace, interviews have a wide variety of
business purposes ranging from information seeking to employee evaluation, from
speaking to job applicants to explaining the company's policy. During the
interview, the employer gives the applicant a chance to showcase his/her
qualifications through the answers to the questions, the way he/she speaks, his/her
wit, educational background, skills, and performance; these would be the bases
in selecting the best applicant. This type of interview can be a high-tensed 1ation
obviously because the applicant's future may depend on the outcome of the
interview. It i1S normal if one feels a little bit apprehensive. The best way to conquer
this kind of feeling is to be ready both physically and mentally.

2. Counseling Interviews. Sometimes it is quite normal to experience problems in

the operation of the company. Seeking help from the expert either from the supervisor
or directly from the boss is acceptable. In this kind of situation, one needs to make the
situation clear; analyze the situation carefully, present the views of problems and
express his/her feelings towards the situation. This type of interview is appropriate for
those who need help from the expert to get his views or opinion and the techniques
in solving the problem.

3. Evaluation or Appraisal Interviews. Some companies conduct their annual

evaluation of employees’ on-the-job performance through performance appraisal.
In doing this, the employee and the direct supervisor meet to discuss how well the
employee performed his/her duties and at the same time seeks this as opportunities
to understand how the company sees the employee and his work. During the
interview, topics may vary from attendance to attitude towards work and co-
employees and even meeting deadlines. This interview could also serve as a venue
to receive guidance, give feedbacks, review career plans and goals. Moreover, an
evaluation interview is often conducted to discuss negative behaviors in the
workplace that need to be addressed so that positive changes may be proposed or
suggested.
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 4. Informational Interviews. If one needs an expert to seek specific information either
from various fields of work or a clarification from the persons involved, an
informational interview is fitting. An appointment with the interviewee must be
ensured.

The interviewer must make clear his/her goal and must prepare a list of
questions relevant to the expert. He/she should ask permission from the
interviewee that he/she will write or record all the answers given for detailed
information and request permission to quote the interviewee. The interviewee, on
the other hand, has to be courteous in answering the questions so that the
interviewer will not feel intimidated and will be able to gather the information
needed.

5. Reprimand Interviews. This type of interview discloses the undesirable or

unbecoming behavior of an employee in the office or of students in schools. This
usually done in a closed-door setting to avoid possible embarrassment and
criticism. The interviewer must establish that the criticism given is about
work/school performance and is not meant to be a personal attack or to humiliate
the interviewee. Words, rate, and pitch of voice must be carefully selected to
avoid hurt feelings.

BUSINESS CORRESPONDENCE

 ELEMENTS OF A BUSINESS LETTER

1. Heading. This goes at the top, sometimes with letterhead design, a logo, and a
company tag line. The heading should include the address of the company or the
individual writing the letter.
2. Date. This indicates when the letter was written and typically is above the inside
address.
3. Inside Address. This includes the title, name and address of the person receiving the
letter.
4. Salutation. This often starts with the word "Dear," followed by the title of the recipient,
and his/her last name.
5. Body. This contains the details of the letter. It often starts with the purpose Writing,
followed by the discussion or elaboration, and is ended with a 5. Bo call for action or
a token of appreciation.
6. Complimentary Close. This is placed doubled-spaced under the closing paragraph
and serves as a farewell.
7. Signature. This consists of the complete names of the sender and his/her designation
or rank.
8. Enclosure Notation. This is usually included if something other than the letter is inside
the envelope.

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  OTHER ELEMENTS OF A BUSINESS LETTER OR E-MAIL

Different institutions have varied ways of structuring a letter. What is included, how
it is written and the format to be followed usually differ depending on the purpose, the
recipients, and even the occasion. However, a basic professional letter includes the
following:

1. Subject Line. Include a clear subject line that concisely explains the purpose of the
letter or email.
2. Contact Information. Include all contact information such as full name, address,
phone number, and email address so it is easy for the person being contacted to
respond.
3. Greeting. Include a salutation at the start of the letter. Make sure to use the
appropriate name and title for the person being addressed.
4. Introduction. Include a brief introduction after the salutation. Then, jump right into
explaining the reason for writing.
5. Purpose. Include a clear, yet concise purpose. The letter should not be longer than
one page, whereas an email should be even shorter. Offer to discuss additional
information during a call or provide an attachment or enclosure instead.

Business letters are usually a letter sent from one company to another, or between
organizations and their customers, clients and other external parties. The overall style of
the letter depends on the relationship between the parties concerned.

Clear communication is the foundation of a successful business, and writing letters is

one of the primary means through which effective communication takes place. Whether
the business letters are delivered in hard copies or are electronically sent, the words and
message make an impression on the recipient.

TECHNICAL REPORT

A technical report is a document that describes the process, progress, or results of a

technical or scientific research. Students and professionals are aware that conducting
accurate, valid, and relevant research on history, literature, or anthropology is critical to
success in the classroom and at work.

 BASIC STEPS IN WRITING A TECHNICAL REPORT

1. Choose a research topic/question. In most cases, students are told to choose a topic
for themselves, whereas in some classes, the required topic is provided by the
teacher. The topic can be aroused from a sense of curiosity and interest of the
students.
2. Distinguish primary from secondary research. Primary research means doing an
original research whose target is to be the first to contribute some innovations or
discoveries in a certain field. A secondary research, on the other hand, focuses on
learning something new about a topic, identify what others have said and written
about it, or reach a conclusion about the chosen topic.

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3. Set the scope and time line. Any academic research usually leads to a written output.
Determine in advance how much time would be allotted for the work and prepare
a work schedule.
4. Write a research question. This will guide the researcher in reading sources and help
him/her draft a thesis statement. The question should remind the researcher of what
he/she wants to find out and what to consider. The research questions should be
written in a way that will represent the hypothesis.
5. Find useful sources. This is one of the most critical parts of doing research as the
researcher might be required to use various types of sources such as books,
magazines or journals, encyclopedias, reference books, newspapers, letters,
interviews, blogs, etc. Uncover other possible sources. Find other reading materials
such as chapters, paragraphs, sections, sentences relevant to the topic. This would
allow the researcher to learn more about the topic/question and anticipate possible
sources to be used and included.
6. Read in detail. Focus on the research question and find information that explains,
describes, analyzes, contrasts, or gives expert opinion and viewpoints on it. Gather as
much information to form substantial judgment based on what are read from the
sources.
7. Take notes. This should require more than merely copying, highlighting, or 8.
8. Cutting/pasting. A particular and effective method that would best secure the
needed information is necessary.
9. Consider new sources. While reading, the researcher might find new information or
questions on the topic. Check on details, possible errors, or conflicting evidence on
the materials read to broaden the scope of research sources.
10. Evaluate the sources used. All sources must be credible in terms of the author,
location of publication, date, and publisher among others. Consider the authenticity
of all sources used.
11. Keep the research question in mind. This is what the researcher has to look into on
the paper. The sources and references must help establish the thesis statement
relevant to the topic.
12. Write the tentative thesis. This is the main statement or viewpoint of the research
question.
13. Write the first draft. The researcher should start writing what he/she learned about the
topic. Start with the background and set the context for the topic. Follow it with ideas
that explain, describe, or give reasons about the topic.
14. Add quotes, paraphrases, or summaries. These should be added to the paragraphs
to help highlight or explain what is written. All source materials have to be
acknowledged and introduced correctly and accurately on the paper.
15. Revise the first draft. This is done to ensure accuracy. Revising means checking the
content of the paper making sure the thesis is developed, the ideas included support
the thesis, and they are arranged in a logical order. Editing, on the other hand, means
checking the details such as paragraph breaks, sentence structure, punctuation,
spelling, and citation formats.
16. Prepare the final draft. Follow the format required by the instructor. The title page,
table of contents, in-text citations, reference list, titles, etc. have to be in accordance
with what the course demands.
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 An abstract is a summary of a research project. It is usually one paragraph around
200 to 250 -word essay that answers what the research is about, why it is done, how it is
done, what the results mean, and why the findings are significant or relevant to the field.

Despite its length, an abstract is complete in itself; it is a technical report that can
stand alone given its contents. An abstract often has an introduction, a statement of the
problem, the methods employed by the researcher/s, a summary of the results obtained,
and the conclusions made.

Compiled by:
JEMIMA Formilleza-MIÑON
Subject Teacher

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