Lesson 6: Communication for Various Purposes

COMMUNICATION FOR VARIOUS PURPOSES

It means adapting your communication style depending on your goal or audience.

ACADEMIC COMMUNICATION

A formal and evidence-based communication

PROFESSIONAL COMMUNICATION

Clear, polite and goal-driven communication (emails and cover letters)

CASUAL COMMUNICATION

A communication with friends (informal)

PROFESSIONAL COMMUNICATION

The exchange of information in a formal or workplace setting that is clear, respectful, and purposeful.

PROFESSIONAL COMMUNICATION

A communication that involves speaking, writing, listening, and presenting in ways that reflect professionalism, courtesy, and competence.

CLEAR AND CONCISE, FORMAL IN TONE, GOAL-ORIENTED, AUDIENCE-AWARE, MEDIUM-APPROPRIATE

5 Characteristics of Professional Communication

CLEAR AND CONCISE

Avoids unnecessary words and gets to the point.

FORMAL IN TONE

Uses respectful language, proper grammar, and appropriate structure.

GOAL-ORIENTED

Aims to inform, persuade, request, or respond effectively

AUDIENCE-AWARE

Adjusted depending on the person or group being addressed (manager, client, team)

MEDIUM-APPROPRIATE

Can be delivered via email, report, letter, memo, presentation, or conversation

COVER LETTER, BUSINESS EMAIL, MEETING OR INTERVIEW, PRESENTATION, PROJECT REPORTS OR COMPANY MEMOS

Give examples of Professional Communication

EMAIL

An electronic message used for quick, written communication in professional setting

EMAIL

Used for job application, formal requests, and networking

PROFESSIONAL EMAIL

Used for varies purposes most especially in applying for jobs, making inquiries, making follow-ups on application, and sending documents.

SUBJECT LINE, GREETING, OPENING, BODY, CLOSING, SIGNATURE

6 Parts of a Professional Email

SUBJECT LINE

Email Part: A short, clear summary of your email (“Application for Sales Associate - Juan Cruz”)

GREETING

Email Part: Formal salutation (“Dear Mr. Santos”, “Dear Hiring Manager,”)

OPENING

Email Part: Stating the purpose of the email clearly

BODY

Email Part: Brief explanation of context, such as what position you’re applying for and why.

CLOSING

Email Part: Thank the reader and include a call to action

SIGNATURE

Email Part: Your full name, contact details, and any attachments

CLEAR AND CONCISE, SLANGS AND EMOJIS, FORMAL, PROOFREAD, CORRECT

Tips for Writing Effective Email Writing

a. Be ____ and _____
b. Avoid ____ and ____
c. Use ____ language
d. _____ before sending
e. Always attach the ____ files (resume, cover letters)

COVER LETTER

A formal document sent with your resume when applying for a job.

COVER LETTER

It highlights your interest and suitability for the job. Personalized for each position

PERSONAL TOUCH, CONTEXT, PERSUADE

Importance of a Cover Letter

a. It adds a ____ to your application
b. It gives ____ to your resume
c. It can _____ employers to invite you for an interview

HEADER, GREETING, INTRODUCTION, BODY PARAGRAPHS, CLOSING

5 Parts of a Cover Letter

HEADER

Cover letter Part: Includes your contact info and the date

GREETING

Cover Letter Part: Address to the hiring manager if known (“Dear Mr. Cruz”)

INTRODUCTION

Cover Letter Part: State the position you are applying for and where you found the job ad.

BODY PARAGRAPHS

Cover Letter Part: Highlight your most relevant experience, skills, and achievements.

CLOSING

Cover Letter Part: Express appreciation and invite the employer to contact you.

PERSONALIZE, EXAMPLES, 1, MATCH TONE AND LANGUAGE, DON’T REPEAT

Tips for Writing an Effective Cover Letter

a. ______ each letter for the specific job
b. _____ to show your skills, not just list them
c. Keep it ___ page maximum
d. _______ to the company (always professional)
e. _____ your resume - expand on it

INFORMAL, TYPO/GRAMMAR, GENERIC/COPY-PASTE, MISSING, NOT CUSTOMIZING

Common Mistakes to Avoid in Professional Communication

a. ____ language
b. ____ errors
c. _____ letters
d. ____ attachments
e. _____ for the job

MINUTES OF THE MEETING

The official written record of what was discussed, decided, and assigned during a meeting. They help ensure everyone is aligned and accountable..

MEMBER OF THE TEAM

Who is the note taker/minute taker?

NOTE TAKER

Must have an ear for details to record accurately. He/she must also multitask effectively to participate in the meeting while recording the minutes.

CONCISE NOTES, INFORMATIVE NOTES

What does a minute taker need? (2)

KEY POINTS, DECISIONS AND ACTIONS, PROGRESS, SUMMARY

Purpose of Minute of a Meeting

a. It is used for documenting ____ in a meeting
b. It is essential in recording ______
c. It is needed in tracking a project’s ______
d. It is important in providing a _____ for those who missed the meeting

HEADING, ATTENDEES, CALL TO ORDER, AGENDA ITEMS, DECISIONS MADE, ACTION ITEMS, ADJOURNMENT, PREPARED BY

8 Structures of Minutes of a Meeting

HEADING

MOTM Part: Meeting title, date, time and location

ATTENDEES

MOTM Part: Names of people present and absent

CALL TO ORDER

MOTM Part: When and by whom the meeting was opened

AGENDA ITEMS

MOTM Part: Main topics discussed

DECISIONS MADE

MOTM Part: Any formal decisions or votes taken

ACTION ITEMS

MOTM Part: Tasks assigned, who will do them, and by when

ADJOURNMENT

MOTM Part: Time and person who closed the meeting

PREPARED BY

MOTM Part: Name of person who took the minutes

PAST TENSE AND THIRD PERSON, OBJECTIVE AND CONCISE, BULLET POINTS, SEND OUT

Tips in Writing Minutes of a Meeting

a. Write in _____ and ____
b. Be ____ and ___
c. Use ____ for clarity
d. _____ the minutes soon after the meeting

MEMO

A brief written message used for internal communication within an organization.

MEMO

It is used to inform, instruct, or remind employees about something important.

MEMO

It is written to communicate policies, procedures, or related official business within an organization. It is often from one-to-all perspective.

ANNOUNCEMENTS, UPDATES, REMINDER, INSTRUCTIONS

Purpose of a Memo

a. It is used to make ___
b. It is used to provide ____
c. It is used to issue ____
d. It is used to give _____

SENDER, RECIPIENTS, TITLE OF THE INDIVIDUAL, DATE, SUBJECT LINE, MESSAGE

Memo format in its respective sequence.