Purposive Communication: Speech Types, Workplace & Academic Communication
Types of Speeches and Public Speaking
Speeches and public speaking, in terms of delivery, are categorized into four distinct types:
Impromptu Speech
Definition and Characteristics:
Impromptu speeches are delivered a few minutes after a topic has been assigned.
This format leaves no time for the speaker to prepare, outline, and rehearse.
The speaker has only a couple of minutes to organize thoughts and arguments prior to speech delivery.
Examples:
Introducing oneself at networking events.
Filling in for a missing speaker.
Getting ambushed for an unexpected interview.
Delivery Framework (PREP Guide):
According to Toastmasters International (2013), an effective guide for impromptu delivery is the PREP structure:
P (Point): Stating the main point or stand regarding the subject.
R (Reason): Explaining the rationale behind the point.
E (Example): Citing concrete examples to prove the point.
P (Point): Ending with a clear conclusion reinforcing the initial point.
Manuscript Speech
Definition and Characteristics:
Manuscript speeches are delivered while reading exact words directly from written material.
The major risk involved in reading a speech directly is sounding artificial or unnatural.
Mitigation Strategy: The best way to prevent an artificial delivery is to practice reading the text out loud beforehand, enabling adjustments to parts that sound unnatural.
Examples:
Televised news broadcasts.
Valedictory addresses.
Memorized Speech
Definition and Characteristics:
Memorized speeches are commonly utilized during formal events.
According to Lucas (2011), the central challenge of this delivery style is to sound natural while avoiding the appearance of struggling to recall memorized words in front of the audience.
Examples:
Toasts.
Oratory speeches.
Acceptance speeches.
Extemporaneous Speech
Definition and Characteristics:
Extemporaneous speeches are thoroughly prepared in advance, yet delivered in a natural and conversational tone.
Speakers typically utilize a structured outline as their guide rather than reading line-by-line.
Examples:
Motivational speeches.
Communication for Work Purposes: Written Communication
Workplace communication serves fundamental functional purposes, including creating permanent records, obtaining and disseminating information, and persuading colleagues (Searles, 2014).
Purposes and Deliverables of Workplace Written Communication
Creating a Record:
Meeting Minutes.
Incident Reports.
Obtaining and Disseminating Information:
Letter of Inquiry.
Letter of Response.
Persuading Co-workers:
Memorandum regarding a new company policy.
Key Factors in Successful Workplace Communication
According to Searles (2014), successful communication relies on two key factors beyond defining the core purpose: Audience and Tone.
Audience
Guide Questions for Audience Analysis:
Searles (2014) recommends addressing the following questions prior to composing any message:
How many people am I writing to?
What are their positions or job titles?
Do they already have basic knowledge of the topic?
Why do I need to relay the information?
What actions do I want to implement after sending the message?
What would be their response and what are the factors that may influence it?
Categories of Workplace Communication by Audience:
Upward Communication: Directed to individuals positioned higher in the organizational hierarchy (e.g., Manager, Chief Executive Officer [CEO], Board of Directors).
Lateral Communication: Directed to individuals at the same organizational level (e.g., colleagues and peers).
Downward Communication: Directed to individuals positioned lower in the hierarchy (e.g., direct subordinates / one-downs).
Outward Communication: Directed to external stakeholders who are not members of the organization.
Tone
Understanding the recipient's position in the organization determines the proper tone of the message.
Reader-Centered vs. Writer-Centered Sentences:
Message effectiveness is increased by putting the reader's perspective first using reader-centered phrasing.
* *Writer-centered*: "I have created the customized ad that you requested."
* *Reader-centered*: "Your customized ad has been created."
* *Writer-centered*: "I will be prompted to discontinue your setup process until you provide us a copy of your valid ID."
* *Reader-centered*: "You will continue with the setup process once we receive a copy of your valid ID."
Positive vs. Negative Tone:
Effective communication favors positive wording over negative construction.
* *Negative Tone*: "You are not allowed to access this information because you are not a premium account holder."
* *Positive Tone*: "You will be able to access this information once you upgrade to a premium account."
* *Negative Tone*: "We do not entertain phone calls during our rest days."
* *Positive Tone*: "You may contact us on weekdays, from 8 a.m. to 5 p.m."
Best Practices for Workplace Written Tone
Requesting Permission Upward:
A polite tone is required when asking for permission from superiors.
Be specific about requests while remaining professional (e.g., specify exact dates for requested time off while keeping private details of personal reasons confidential).
Addressing Workplace Problems:
Clearly inform the recipient of availability to discuss the issue further.
Handling Mistakes:
When a mistake occurs, apologize without overelaborating on explanations.
Focus strictly on acknowledging the mistake, proposing an immediate solution, and offering assurance that steps are in place to avoid similar mistakes in the future.
Communication for Work Purposes: Oral Communication
Effective oral presentations represent a key dimension of workplace communication, serving to establish credibility, elicit cooperation, and drive actionable results.
Examples of Workplace Oral Presentations
Leading a business proposal.
Presenting a case study.
Presiding over a meeting.
Three Key Elements of Successful Oral Presentations
According to George J. Searles (2014), a successful oral presentation is built upon three foundational elements: Preparation, Composure, and Common Sense.
1. Preparation
Involves the same preliminary considerations as written communication: establishing purpose, audience, and tone.
Practical Steps for Preparation:
Draft an outline or written draft of the speech to decide which ideas to elaborate on, narrow down, or eliminate.
Visit the presentation venue beforehand to inspect setup needs and make necessary logistical adjustments (e.g., verifying the need for a longer extension cord or bringing a personal laptop).
Prepare index/note cards to guide the flow during the presentation.
Rehearse the presentation thoroughly and seek constructive feedback from colleagues to identify areas needing improvement.
2. Composure
Defined as performing well and maintaining calmness under pressure, which establishes presenter credibility.
Practical Steps for Composure:
Anticipate and plan for all possible difficulties that might occur during the presentation.
Practice the presentation extensively beforehand.
Maintain professionalism while connecting relationally with the audience.
Enjoy delivering the speech while maintaining focus.
3. Common Sense
Practicing common sense requires continuous mindfulness regarding audience dynamics and tone before, during, and after the presentation.
Practical Steps for Applying Common Sense:
Observe and interpret facial expressions and nonverbal cues from the audience.
Monitor and adapt the vocal tone appropriately.
Account for operational constraints affecting the presentation (e.g., strict time allotments, essential points for discussion, and critical issues requiring resolution).
Communication for Academic Purposes
Academic writing is an essential skill cultivated in educational settings, teaching how to critically examine, question, and construct structured arguments regarding existing ideas using factual evidence.
Purposes of Academic Writing
According to Bullock and Goggin (2013), academic writing fulfills various distinct functions:
Exploring a specific topic.
Explaining established knowledge regarding a subject.
Outlining existing scholarly literature and perspectives.
Stating personal viewpoints backed by reasoned justification.
Nine Key Features of Academic Writing
Bullock and Goggin (2013) identified nine foundational features necessary for academic writing:
Gathering Evidence:
Academic papers depend on citations from credible sources and explicit connections to prior research.
Building a Strong Thesis Statement:
The central argument or thesis statement must be clear, specific, and straightforward.
Including Other Similar Ideas:
Comprehensive coverage requires reviewing and integrating related literature on the topic.
Professionally Responding to Previous Claims Through Evidence-Based Reasoning:
Academic claims must be objective and free from logical fallacies (e.g., avoiding argumentum ad hominem attacks).
Recognizing That a Study Can Have Other Angles:
Acknowledging that diverse theoretical frameworks offer varied perspectives on a single topic.
Citing All Sources:
Constructing a complete reference list or bibliography at the end of the paper to provide readers with a clear roadmap of the research process.
Observing Wording Tone and Style:
Maintaining an active voice and a decisive tone that demonstrates clear subject-matter knowledge.
Stating Significance:
Explicitly defining the study's significance to set reader expectations regarding the work's potential impact.
Giving Attention to Details:
Rigorous attention to linguistic precision, including correct grammar, spelling, and punctuation.