Purposive Communication: Written Professional Modes and Public Speaking

Comprehensive flashcards covering written professional communication (memos, letters, minutes) and public speaking principles from the GEC4 course.

How is Verbal Communication defined in the transcript?

The ability to speak fluently, exude confidence, and communicate in a manner appropriate for the occasion.

What is the primary function of a Memorandum (Memo)?

A document used to communicate within an organization.

What are the three purposes for using a Memo?

1. Communication problems or notices to organization members; 2. Persuade others to take action; 3. Asks for feedback.

According to the transcript, how should the date be written in a business letter?

Write out the month, day, and year.

Where is the inside address located in a business letter?

One line below the date, left justified.

What is the recommended salutation to use if the gender of the reader is unknown?

Use a nonsexist salutation such as their title (e.g., Dr., Esq.) or use their full name.

What punctuation should follow the salutation in a professional business letter?

A colon (:).

In block and modified formats, what is the spacing and justification for paragraphs in the body of a letter?

Single space and left justify each paragraph.

What should the first paragraph of a business letter contain?

A friendly opening and then a statement of a main point.

How many lines should be left between the closing and the sender's name for a signature?

$4$ lines.

What does the notation "Enclosure" indicate below the closing?

It indicates that documents, such as a resume, have been included along with the letter.

What is indicated by the 'Typist Initials' in a business letter?

The person who types the letter.

Which business letter layout is described as the most common where the entire letter is left justified?

Block Format.

How does the Semi-Block style differ from the Modified Block style?

In Semi-Block, each paragraph is indented instead of left justified.

What is the generally accepted font and size for business letters?

TNR $12$, although other fonts like Arial may be used.

What are Minutes of Meeting?

A document that specifies the topic discussed and decided in a meeting, serving as a permanent record for future reference.

What details should typically begin the format of meeting minutes?

The organization's name, place, date, list of people present, absent, and the time.

What are the three forms of recording minutes mentioned in the transcript?

Video recording, Audio recording, and Hand recording.

How is 'Minutes of Narration' defined?

A style that includes some of the discussions and important details, considered a legal document.

What characterizes the 'Report' style of meeting minutes?

A full record of all discussions including names of speakers, movers, and seconders, written in a narrative style.

What specific phrase must each resolution commence with in 'Minutes of Resolution'?

"RESOLVED THAT."

What tone and speech style should be used when writing minutes of a meeting?

An impersonal tone and reported speech.

What is the definition of Public Speaking provided in the transcript?

The art of effective oral communication with one person or many.

According to the transcript, what are Extemporaneous Speeches?

Pre-written speeches practiced ahead of time where the speaker relies on aids like notes, slides, or an outline.

What is an Impromptu Speech?

A spur of the moment speech delivered without any preparation, agenda, or notes.

What is a Manuscript Speech, and what example is provided?

A word-by-word delivery of a pre-written script, usually on a teleprompter; an example is officials addressing the nation.

What percent of Americans are reported to have some level of public speaking anxiety?

$75\%$.

What is the psychological term for the fear of public speaking?

Glossophobia.

What are the physical symptoms of glossophobia listed in the text?

Sweating, shaking, nausea, accelerated heart rate, dizziness, and lightheadedness.

What biological response prompts the brain to register a gazing audience as a threat?

The "fight or flee" mode, based on the subconscious memory of eye watching as an existential threat from hostile tribes or predators.

What quote from Dale Carnegie is used to emphasize the importance of practice?

"You must learn to speak by speaking."

What is the 'BLUF' technique for opening a speech?

Bottom Line Upfront.

According to Simon Sinek, how should a presenter maintain eye contact?

Look at specific audience members for an entire sentence or thought without breaking the gaze before moving to another person.

What are the three components of the structure formula for making a strong point in a short time?

Inward, Outward, and Forward.

What is 'Commander’s Intent' (CI) as used by military personnel?

A brief statement placed on top of every order summarizing the plan’s goal and desired end results.

According to Yale University researchers, what attributes are influenced by a speaker's tone and pitch?

Trust and likability.

What does 'self-blocking' mean in terms of body language during a presentation?

Trying to shrink your body by crossing arms, slouching, or keeping hands in pockets.

Why is it important to avoid self-blocking movements on stage?

They act as a barricade between the speaker and the audience and make the speaker appear less trustworthy.

How does uneven or raspy breathing affect a public speaker?

It affects the pitch and tone of the voice.

What is recommended to engage the audience through body movement without being distracting?

Mild hand gestures, head nods, and arm movements.

What are the five academic benefits of developing public speaking skills mentioned?

Critical Thinking, Effective Listening, Research Techniques, Cultural Sensitivity, and Organizational Ability.

How long does a presenter’s anxiety typically last from the start of a speech?

The first $30-60$ seconds.

What is the purpose of the 'Inward' step in the speech formula?

To explain why you are bringing up the topic.

What is the purpose of the 'Outward' step in the speech formula?

To provide evidence on what others think about the topic.

What is the purpose of the 'Forward' step in the speech formula?

To end with a solution to the stated problem.

What are the two types of effective presentations employers seek, according to the transcript?

Informative Speeches (presents ideas clearly) and Persuasive Speeches (presents ideas persuasively).

What punctuation follows the closing in a business letter?

A comma (,).

In writing minutes, what should be used to make the content easier to read according to tip number 9?

Bullet points.

How soon should meeting minutes be circulated after a meeting?

Within a week.

What is the primary benefit of being comfortable in a group setting through public speaking?

Drawing the spotlight towards yourself and opening up new opportunities like making friends or raising funds.