CHAPTER 4: REGISTERS ● Influenced by many factors

What is said and how it is said Levels of Tenor

● key factors to attaining best results in communication ● 1st - Examine the role
● Equal of Importance ● 2nd - Look into the expected characteristics wheter they are
employed or not
3 Dimensions of Delivering Messages ● 3rd - Consider the value system shared by constituents
● Field - the topic/subject
● Tenor - the relationship
● Mode - vehicle e.g spoken/written
Punchlines- giving students the easiest source for this emotive
Rose and Martin – they exist as messages in different genres are transcendence
“staged” and “goal oriented” ● Incompetence shall never be rewarded with blind loyalty
- Varys, Game of Thrones
Russel Hoban - Language is an archeological vehicle, full of the ● With great power comes with great responsibility
remnants of dead and living past, lost and buried civilizations and - Spiderman
technologies. The Language we speak is a whole palimpsest of human ● Your life is like a wind -- I can’t see it but I feel it
effort and history - A Walk to Remember
● Sometimes doing nothing is the hardest thing to do
- Tyrion, Game of Thrones
LESSON 1: DIMENSIONS OF REGISTER ● The greatest enemy of your life is yourself
- Bruce Lee, Enter the Dragon
Everyday encounter with people ● Revenge is best served cold
● Exposure to different dimensions - Man on Fire
● One finds facing many options to take before embarking on ● People hate what they don’t understand
a meaningful conversation with other people - Martha, Superman

Idea of Dimensions
● Awareness of the levels at which one could fully exercise the LESSON 3: THE CORPORATE WORLD
appropriate words, ways, voice, actions and accessories that
the context demands Himmilicious – power and position is never slave to
● Language can be vastly disintegrated into multiple registers someone, it moves with time.
so that register could permanently or temporarily influence a
given society Fulfilling a smoother transmission of ideas
● Careful Communication
Lin – asserts that people, irrespective of the first language used, would ● SWOT Analysis
always make a “language in everyday, local, oral contexts - Strength, Weaknesses, Opportunities, Threats

Market driven societies Van der Wagen – points out that analysis is made easy with certain
● changed the way people think and act. steps such as knowing the project scope, objectives, financial viability
● A different landscape that has been offered for everyone to and project milestones
take a part
Pitching
Synergy ● Gravity of persuasion an agent has in a particular product
● subsequently surfaces as a way of man’s understanding of ● swallow anyone up if he’s not prepared as his competitor
the complex nature of communication ● Success is primarily based on how he could convey the
● Fuels the cycle of building ideas unceasingly messages which have a high probability to be accepted

LESSON 2: TENOR

Maya Angelou - I’ve learned that people will forget what you said,
people will forget what you did, but people will never forget how you
made them feel

Tenor
● The most complicated among 3 dimensions
- Signals difficulty in identifying what message is
really conveyed CHAPTER 5: USE OF TECHNOLOGY - E-PARADIGM
● Varying tones is expressed when we come across different
people Rahim and Dawson - Rapid changes in technology have created a
● It manifest in registers the attitude of the speaker or writer market, and a society, where information is king.
● Marked by power relations which either be equal or unequal
- Equality resides in the intent of the speaker / writer Application of Technology
to evoke sense of belongingness. ● A challenging undertaking to begin with
● Contributes to the identity of the speaker’s message ● Requires us to become more sensitive
 ● For more impact, introduce each separate topic or idea with
a relevant quotation or full-screen image that evokes the
LESSON 1: Multimodial topic instead of using a stock title slide. Add a word or two
about the topic if you have to, or simply say it out loud and
Multimodal Texts let the quote or image support it.
● prompts readers to be more skillful in acknowledging ● This gives your topic more impact since a strong quote or
differences from one mode to another. image will stick in their minds as they listen to the related
material. It also breaks up the presentation, particularly if you
Purpose,audience, genre have no choice but to include dry material like sales graphs
● needed to know to determine what mode is exactly needed. or bullet points PPT.”

Software Resources Camera Movements

● Photostory 3, Movie Maker, iMovie ● Text life is presented in a way that readers can find striking
- Allows users to integrate images, narration, and relationship between what is described and what has
sound experienced
● Animoto
- Combines images, sound and print Technology
● Audacity ● played a role in translating vivid and moving images that
- Record, edit and mix narration and music capture imagination and expand the horizon of meaning-
● Videolicious 2 making in reader’s mind
- Enables users to combine videos, photos, music
and stories through a simple talk and tap process Mood
● Voicethread ● play a central development of messages put across and a
- Uses voice along with documents, snapshots, great way to understand element of communication
diagrams and videos
Podcast
Digital Storytelling ● audio recording that can be uploaded
● Modern expression of the ancient art Use digital media to ● built on ipod and does not make anything visual
create media-rich stories to tell, to share and to preserve ● This helps the vitality in developing the listening capacity like
● Derive power through weaving images, music, narrative, and radio.
voice together
● Give deep dimension and vivid color to characters, situations
and insights
● Three categories of Digital Storytelling
- Personal Narrative
- Stories that examine historical events
- Stories that are primarily used to inform and
instruct

Media Presentation
● Commonplace we go on the internet
● Draw from a quality that simply makes any viewer engaged
with what is being viewed

Media Activity
● Involves the combination of narration, photos, video, music
and more

Storyboarding
● The elements contribute to excellent quality, one should not
simply neglect the art of storyboarding
● The sequence could go lengthy as possible CHAPTER 6: Communication for Various Purposes

Martinez - Communication is a systematic process of dissemination of

Prime powerpoint alternatives for Businesses information which will serve its purpose for inquiry, information,
● Prezi and HotGloo reservation and entertainment.
● Timeline JS LESSON 1: Communication Fundamentals
● Bunkr
● Tinderbox Oliver Schinkte - communication is a critical part of our daily lives, and
● Bidsketch it is something that we often overlook and fail to practice. There are
● Business Model Fiddle also time that we disregard the importance of speaking, listening, and
● HotGloo other forms of communication

Forbes 4th element in Business Presentation: Begin Separate Ideas BASIC COMMUNICATION PRINCIPLES
with Powerful Quotations or Images
 - help form the foundations of our more advanced Why do people communicate
communication skills. If these are missing, it is unlikely that ● To inform
more advanced communication can develop - impart knowledge
- clarify information
● Know your purpose - to secure understanding
- why are you speaking? ● To evoke
- Purpose is an exact statement of what you want - rely on passion and controversy to make a point.
your audience to understand. - Centers on controversial topics that typically use
- Entertain, inform, or persuade your audience emotions to make a point
● Know your audience - Show a lot of enthusiasm and concern for the topic
- to whom will you speak? - Use personal experience to draw the audienced
- As a communicator it is important that you need to ● To entertain
analyze, cater and respect the needs of your - transmit a feeling of pleasure and goodwill to the
audience audience.
● Organize your ideas ● To argue
- How will you put your ideas together? - to persuade
- Create an outline to diagram how your - to assent to the plausibility of the communicator’s
communication will be organized side of a debatable question
- Should not omit vital information ● To persuade
● Follow basic communication principles - move listeners to action.
- how will you be an effective communicator? - Demolish listener’s objection
- Master principle of clarity in presenting ideas - prove the acceptability of his argument or position
- Use familiar words in communicating
- Be an active participant in the entire Kinds of Speech according to Purpose
communication process. ● Informative Speech
- gives rather than asks or takes
- The demands on the audience are low, as the
Lesson 2: Purposes of Communication listeners are asked to attend, to comprehend, to
understand
Robbinsons - To effectively communicate, we must realize that we are ● Persuasive Speech
all different in the way we perceive the world and use this - process of producing oral messages that increase
understanding as a guide to our communication with others personal commitment, modify beliefs, attitudes, or
values.
Language ● Argumentative Speech
● system of symbols in communicating. - speech that aims to persuade the audience to
● These can be written or spoken. assent to the plausibility of the speaker’s side of a
debatable question
Communication
● considered one of the basic activities of human beings used
for various purposes
● Tool to express one's feelings, opinion, aspirations, dreams,
fears, apprehensions or regrets in life.
● Various ways if communication
- Verbal and Non-verbal
- Linguistics and Non- Linguistic
Kinds of Speech according to Delivery
● Read Speech
- reading from a manuscript is a manner of
speaking where a written speech is read and
Kinds of Communication delivered word for word
● Informative ● Extemporaneous Speech
- pertains to the presentation of messages that are - speech where topics or ideas are prepared
objective, truthful and unbiased. beforehand
● Affective - the speaker will compose his or her views and
- people express their positive and negative feelings language only at the moment of delivery.
about people, circumstances or events. ● Memorized Speech
● Imaginative - mastered and delivered entirely from memory
- express their appreciation on fictional messages - requires memory skills.
from books, films and conversation ● Impromptu Speech
● Persuasive - speech where the speaker develops his or her
- takes place when people attempt to influence the ideas, thought and language at the moment of
beliefs or actions of others delivery
● Ritualistic
- done when people are able to meet social
expectations Lesson 3: Rhetorical Situation
Jim Rohn – take advantage of every opportunity to practice your
communication skills, so that when important occasions arise, you will
have the gift, the style, the sharpness, the clarity and the emotions to
affect other people.

Sprout, Driscoll and Brizee – there is no one singular rhetorical

situation that applies to all instances of communication. Rather all
human efforts to communicate occur within Innumerable, individual,
and rhetorical situations that are particular to those specific moments
of communication.

Johnson-Sheehan and Paine – awareness of rhetorical situations can

help both in composition and analysis. One will be able to produce
writing that meets the audience’s needs, specific writing you write in
and conveys message and purpose

Five Rhetorical Situation

- Also about using implicit messages like tone or eye contact.
Miller and Webb identified additional components to consider
in communication called the rhetorical situation

● Author
- Consider your needs as an author:
Work habits, Style, Environment
- Knowing your style and being able to edit and
adjust to a particular situation is essential to
effective communication
● Audience
- Level of formality and intimacy are determined by
the recipients of communication
- Different audiences:
Friend/classmates
(personal, informal,jargon, slang)
Professional
(professional tone, formal language)
● Purpose
- Identify the purpose why you communicate, is to:
inform, persuade, convince, entertain CHAPTER 7: Communication for Work Purposes

C.S Lewis - don’t use words too big for the subject. Don’t say infinitely
when you mean very; otherwise you’ll have no word left when you want
● Topic to talk about something really infinite
- this is a specific area of a particular subject that
you choose to communicate
- this should be clearly revealed to your audience LESSON 1: Communication in the Workplace
● Occasion
- this is one of the circumstances prompting a Dunn - although managers spend most of their time in communicating,
communication one cannot assume that meaningful communication occurs in all
- there should be a formality, purpose and tone in exchange.
occasion.
Gou and Sanchez - Creation or exchange of ideas, thoughts, emotions
Rhetoric between senders and receivers
● art of public speaking
Communication
Rhetorical situation ● is an avenue for dissemination of information to be
● circumstances in which you give your speech or presentation understood.
● One can gauge the best ways to reach the listeners and get ● Important in problem solving in works
point across ● Virtually affecting everything that happens in an organization
● Make a transition from your viewpoint to the audience and one of the greatest and weakness
● Essential in building and communicating in a workplace
Importance of audience ● Does not occur until information and understanding have
● It is not a speech passed between sender and receiver
● Gives the time and space to fulfill the role ● It is the key in achieving our goals
● They make a speaker
Communication in the workplace
 ● transpires when there Is transmission of info between one ● Misinterpretation
person and group of persons. - ensure that meaning behind your communication
● Example: minutes, memo, requests, business/incident is clearly and accurately understood.
reports, letters, emails, voicemails, notes
Overcoming Communication Barriers in the Workplace
Workplace ● Listen properly
● becomes harmonious haven when every employee is given ● Avoid Jargons
the avenue to communicate well with each other in a ● Keep an open mind
professional way. ● Be aware of Cultural differences

Employees top 5 skills and qualities

● Communication skills
● Strong work ethics
● Teamwork skills
● Analytical skills
● Initiative

Top 10 communication skills for workplace success

● Nonverbal communication
● Clarity and concision
● Friendliness
● Picking the right medium
● Feedback
● Confidence
● Respect
● Open-mindedness
● Empathy
● Listening

LESSON 3: Flow of Intraorganizational Communication in Workplace

Lee Iacocoa - You can have brilliant ideas, but if you can't get them
across, you're ideas won't get you anywhere
LESSON 2: Barriers in Communication
Longest - communication in the workplace can flow upwardly,
Andre Gide - everything has been said before, but nobody listens, we downwardly, horizontally and diagonally
have to keep going back and beginning all over again.
Upward Communication
Communication breakdown ● Provides feedback on how well the organization is
● may be attributed to lengthy or disorganized messages, functioning
complex or ambiguous language, inconsistent verbal and ● Who uses Upward Communication
non-verbal cues. - Subordinates use this to convey their problems
and performances to their superior
Barriers of Communication in the Workplace - Employees to share their views and ideas and
- Leigh Richards: many barriers; some are more pervasive participate in their decision-making process
and common than others. ● Importance of Upward Communication
- Barriers- can be environmental or personal - Lead to a more committed and loyal workforce in
an organization
● Noise - Employees are given the chance to speak and
- Internal noise represents the internal self- talking raise disatisfaction in the higher levels
that we all do. - Managers also can know and monitor their
- External noise can include other conversations, employees
traffic noise or anything that interferes with our ● Ways on how to effectively increased Upward
ability to maintain focus Communication according to Luthans
● Culture Grievance procedure
- keeps communication from happening or when - Employees can make an appeal upward beyond
employees communicate the information and input their immediate supervisor
they feel they are expected to communicate, and - Protects the individual from arbitrary action by
not what they really believe their direct supervisor
● Role - Encourages communication about complaints
- create barriers to communication in organizations, Open door policy
particularly when they involve interactions - An invitation for subordinates to come in and talk
between subordinates and superiors. to their superior about the things that trouble them
● Bias Counselling, Questionnaires, Exit interviews
- based on preconceived beliefs or impressions
 - Human Resource Department can facilitate - Associated with scare resources
confidential counseling, administer attitude - Associated with interference
questionnaires and exit interviews - Not a sign of poor relationship
Participative decision-making - Cannot be avoided
- Uses informal involvement of subordinates, quality - Cannot always be resolved
improvement teams and union management - Not always bad
committees ● Mclean - conflict is the physical or psychological struggle
- Employees can make valuable contributions to the associated with the perception of opposing or incompatible
organizations to the organization as they goals, desires, demands, wants or needs
participate in the decision-making process
Ombudsperson Conflict Management Strategies
- Provides an outlet for people who feel they have - We can acknowledge and anticipate that conflict will be
been treated unfairly present in every context or environment where
Communication occurs. Joseph de Vito present this strategy
Downward Communication
● Starts from a higher level of organization to a lower level ● Avoidance
● It was used by managers to transmit work related - May choose to change the topic, leave the room,
information to the employees at lower level or not even enter the room, but the conflict remain
● Employees require this information for performing their jobs and resurface when you least expect it
and for meeting their expectations of their manager ● Defensiveness VS Supportiveness
● Reasons why managers use this communication - Defensiveness is characterized by control,
- Providing feedback on employees performance evaluation and judgements
- Giving job instructions - Supportiveness focus on points not personalities
- Providing complete understanding of the ● Face-Detracting and Face-Saving-Face-Detracting
employee's job as well as to communicate them; - Involve messages or statements that take away
how their job is related to other jobs in the from the respect, integrity or credibility of a person
organization - Face saving strategies protect credibility and
- Communicating the org’s mission and vision separate messages from messenger
- Highlights area of attention ● Empathy
- Empathetic listening
Horizontal Communication - Listening to both the literal and implied meanings
● Happens among employees of equal rank like committees, within messages
task forces and cross functional project teams ● Gunnysacking
● Also known as Lateral Communication for it takes same - George Bach and Peter Wyden
levels of hierarchy - Imaginary bag we all carry into which we place
● Advantages of this Communication unresolved conflicts or grievances over time
- Time saving - Holding into the ways things used to be can be like
- Facilities coordination of the task a stone in a gunny sack
- Facilities cooperation among team members - Influences how one interpret current context
- Provides emotional and social assistance to the ● Managing Emotions
organizational members - Awareness of ones emotion can help clear the
- Helps in solving various organizational problems mind and choose to wait until the moment has
- A means of information sharing passed to tackle the challenge
- Used for resolving conflicts of a department with
other departments or conflicts within a department Grapevine Communication
● Informal channel of business Communication
Diagonal Communication ● It stretches throughout the organization in all directions
● Crosses work areas and organizational level irrespective of the authority levels
● Employees can communicate to other employees without ● This informal channels tend to develop when he interacts
considering the hierarchy or the level with other people in an organization
● Crosses the formal network of communication and chain of ● Exist more at lower levels of organization
compound ● Advantages of Grapevine Communication
● Used by expert groups to communicate expert ideas to the - Carry information rapidly. As soon as an employee
different levels of employees gets to know some confidential information, he
becomes inquisitive and passes the details then to
Conflict in the Work Environment his closest friend who then in turn passes it to
● Conflict others. It spreads hastily.
- Produces a sense of anxiety to people but it is part - Manager get to know the reactions of their
of human experience subordinates on their policies. The feedback is fast
- It is universal but does not mean we can't improve compared to formal channel
how we handle disagreements, misunderstandings - Creates a sense of unity among the employees
and struggles to understand or make ourselves who share and discuss their views to each other.
understood - Helps in developing group cohesiveness
● Principles of Conflict by Joyce Hocker and William Wilmot - Serves as an emotional supportive value
- Universal - Is a supplement in those cases where formal
- Associated with incompatible goals Communication does not work
 ● Disadvantages of Grapevine Communication ● Evaluative Feedback
- Carries partial information at times as it is based - Provides an assessment of the person who
on rumors. It does not clearly depicts the complete communicates
state of affairs ● Prescriptive Feedback
- Not trustworthy always as it does not follows - Provides advice about how one should behave or
official path of communication and is spread more communicate
by gossip and unconfirmed report
- The productivity of the employees may be
hampered as they spend more time talking rather
than working
- Leads to making hostility against the executives
- May hamper the goodwill of the organization as it
may carry false negative information about the
high level people of the organization

Four Levels of Feedback

● Task or Procedural Feedback
- Involves issues of effectiveness and
appropriateness
Research about the Grapevine - Specific issues include the quality and quantity of
● Would you put more credence in a speech from a company a group output
leader or in a message heard over the grapevine? ● Relational Feedback
- 47% said they would put more credence - Provides information about interpersonal dynamics
- 11% believe blend elements from both message within a group
- 42% believe senior leadership ● Individual Feedback
● Which would you tend to believe if there were big differences - Provides feedback that focuses on a particular
in a message delivered in an official newsletter (online or individual in a group
print) or the grapevine? ● Group Feedback
- 51% favored the newsletter - Provides feedback that focuses on how well the
- 40% on the grapevine group is performing
● What would you believe a message delivered over the
grapevine or what you hear directly from a direct supervisor?
- 74% said they would believer their supervisor LESSON 5: Written Communication Materials for Workplace
- But everything depends on the relationships
employees have with their supervisor Larry King - I remind myself every Morning: Nothing I say this day will
● Would you believe the grapevine or your most trusted teach me anything. So if I’m going to learn, I must do it by listening
coworker if there were big differences in the messages from
each? 1. Minutes of Meeting
- 80% reported they would believe their coworker ● Written or recorded documentation that is used to inform
- Trust was the key attendees and non-attendees about what was discussed and
● When all is done and said, it comes down to accuracy, which what happened during a meeting
led me to ask people, Just how accurate is the grapevine? ● Generally taken or recorded by a note taker or minute taker
- 57% gave the grapevine favorable ratings during the meeting
- Management communication usually confirms - An employee who takes the meeting numbers, he
what the grapevine already knows or she usually a member of the team and takes
- May not be wholly accurate, but it is a very reliable the note while participating
indicator that something is going on - Must have an ear for details to record accurately
- Validating with multiple sources - Multi-task effectively to participate in the the
meeting while recording the minutes
- The things need: Concise and Informative notes
LESSON 4: A Communication Tool in the Workplace ● Elements
- Heading
Bill Gates - We all need people who will give us feedback. That’s how - Attendees
we improve - Approval of previous meeting
- Action items
Feedback - Announcement
● Keyton - Any information that individuals receive about their - Next Meeting details
behaviour - Sign of Signature
● Liebler and McConnell - Activities like market research, client
surveys, accreditation and employee evaluation. Should not Meetings
be viewed as a negative process, instead it should be used ● Group communication in action around a defined agenda, at
as a strategy to enhance goals, awareness and learning a set time, for an established duration
● Mosvick - If time is money and effectiveness and efficiency
Forms of Feedback with Different Intent are your goals, then if you arrange a meeting, lead a
● Descriptive Feedback meeting, or participate in one, you want it rove be worth your
- Identifies or describe how a person communicates time
 ● Can occur face-to-face, but increasingly business and - Limits communication channels that transmit
industry are turning to options as the technology improves, larger volumes of information
the cost to participate is reduced, and the cost of travel - There is less feedback
including time is considered ● It contributes to information overload
● Deal and Kennedy - together as a team, group or committee, - Messages are created and copied to many people
you will define your purpose in advance with agenda without much effort

Important note Points to consider in writing Formal and Professional Emails

● Meeting is definitely a waste of time, money and effort if ● Consider the audience and occasion
people attending are not aware of the strategies that ● Use a courteous tone in your message
contribute to a meetings success ● Indicate the subject of the message
● More accomplishment are gained if constituents are ● Greet the addressee appropriately
determined to learn the basics in conducting a meeting ● Organize your thoughts and communicate them clearly and
● Meeting is a status arena concisely
- Members converge to check on the many things ● Keep email messages brief and to the point
that concern the development of their busines ● Use proper English grammar and spelling; proofread before
sending
Strategies for Effective Meeting ● Sign your name to the message
● Send out last meeting’s minutes one week before the the ● Read messages you receive carefully before responding
next meeting ● Sign your name to the message
● Send out the agenda for the current meeting at least one ● If you need time to compose a reply, send a brief message
week in advance acknowledging receipt and communicating when you intend
● Send out reminders for the meeting the day before and the to respond in full
day of the meeting
● Schedule the meeting in Outlook or a similar program so Hassett - Email is is appropriate for short, rapid communication;
everyone receives a reminder therefore it is not effective for conveying large amount or complex
● Start and end your meeting on time information
● Make sure the participants know their role and requirements
prior to the meeting Guffey - Many businesses use automated emails to acknowledge
● Make sure all participants know one another before communications from the public, or to remind associates that periodic
discussion starts reports or payments are due.
● Formal communication styles and reference to the agenda
can help reinforce the time frame and task Populate
● Follow Robert’s Rule and Order when applicable, or at least ● An email in which standard paragraphs are used, but you
be familiar with them choose from a menu of sentences to make the wording
● Make sure notes taken at the meeting are legible and can be suitable for particular transaction
converted to minutes for distribution later
● Keep the discussion on track, and if you are the chair, or Tips for Effective Business Emails
leader of a meeting, don’t hesitate to restate a point to - Gauffey suggested in his book of Essentials Business
interject and redirect the attention back to the next agenda Communication
point
● If you are the chair, draw a clear distinction between on-topic ● Proper salutations should demonstrate respect and avoid
discussions and those that are more personal, individual, or mix-ups in case a message is accidentally sent to the wrong
off topic recipient
● Communicate your respect and appreciation for everyone’s - Ex. Dear Ms. X (external) or Hi Barry (internal)
time and effort ● Subject lines should be clear, brief, and specific. This helps
● Clearly communicate the time, date, and location or means the recipient understand the essence of the message
of contact for next meeting - Ex. Proposal attached
● Close with a signature.
- Identify yourself by creating a signature block that
2. Communication via Computer (Electronic Correspondence) automatically contains your name and business
● Most of us rely more on computer-mediated communication contact information
than the traditional way of transmitting information ● Avoid abbreviations.
● Email or Electronic Mail - Widely used medium - An email is not a text message, and the audience
may not find your wit cause to ROTFLOL (roll on
Problems with Emails the floor laughing out loud)
● It is a poor medium for communicating emotions ● Be brief.
- It relies mainly on facial expressions or emoticons - Omit unnecessary words
and other nonverbal cues ● Use a good format.
● It reduces politeness and respect - Include line breaks between sentences or divide
- Messages are less diplomatic your message into brief paragraphs for ease of
- Low social presence, through messages are reading
written but most likely would never be spoken - A good e-mail should get to the point and
face-to-face communication conclude in three small paragraphs or less
● It is a poor medium for ambiguous, complex, and novel
situation
 ● Know your recipient
- “?%dsct” May be an understandable way to ask a
close associate what the proper discount is to offer
● Read, Revise, Review a certain customer, but if you are writing a text to
- Catch and correct spelling and grammar mistakes your boss, it might be wiser to write, “what %
before you press “send” discount does Murray get in $1k order?”
- It will take more time and effort to undo the ● Anticipate unintentional misinterpretation
problems caused by a hasty, poorly written e-mail - Texting often uses symbols and codes to
than to get it right the first time represent thoughts, ideas, and emotions.
● Reply promptly - Given the complexity of communication and the
- Watch out for an emotional response but make a useful but limited tool of texting, be aware of its
habit of replying to all emails within 24hrs limitation and prevent misinterpretation with brief
- Even if only to say that you will provide the messages
requested information in 48hrs or 72 hrs ● Contacting someone too frequently can border on
● Use “Reply All” sparingly harassment
- Do not send a reply to everyone who received the - Texting is a tool; use it when appropriate but don’t
initial email unless your message absolutely needs abuse it
to be read by the entire group ● Unplug yourself once in a while
● Avoid using all caps - Sometimes being unavailable for a time can be
- Capital letters are used on the different Internet to healthy, everything in moderation, including texting
communicate empathic emotion or yelling and are ● Don’t text and drive
considered rude - Being in an accident while conducting company
● Test links business would reflect poorly on your judgement
- If you include a link, test it to make it sure it is as well as on the employer
complete
● Email ahead of time if you are going to attach large files
- This is to prevent exceeding the recipient’s 3. Memorandum
mailbox limit or Triggering the spam filter ● Written communicate policies, procedures, or related official
● Give feedback or follow up business within an organization
- If you don’t get a response in 24hrs, e-mail or call ● Often written from one-to-all perspective
- Spam filters may have intercepted your message, ● Purpose
so your recipient may never have received - It is to inform
- Includes element of persuasion or call to action
Points to remember when exchanging conversations ● All organizations have formal and informal communication
● A good conduct needs to be observed networks
● It does not really impede the freedom of informality
- This simply promotes quality thoughts and ideas Memo Format Header
that are inherent in careful expression of oneself ● Sender
● As professionals, much is required in terms of posting ● Recipients
announcements related to work or even posting personal ● Title of the Individuals
concerns or inclinations ● Date
● The moment one becomes a netizen, propriety should be ● Subject Line
adhered to especially that you communicate not to be ● Message (declaration, discussion, summary)
misjudged but to be understood
Tips for Effective Business Memo
Virginia Shea’s Rules of Netiquette ● Audience Orientation
● Remember the human on the other side of the Electronic - Always consider the audience and their needs
communication when preparing a memo
● Adhere to the same standards of behavior online that you ● Professional or Formal Tone
follow in real life - The person sending the memo speaks for a part or
● Know where you are in cyberspace all of the organization
● Respect other people's time and bandwidth ● Subject Emphasis
● Make yourself look good online - Normally declared in the subject line
● Share expert knowledge - Should be clear and concise
● Keep flame wars under control ● Direct Format
● Respect other people’s privacy - Memo can be direct and indirect but it is always
● Don’t abuse your power direct
● Be forgiving of other people’s mistake - The purpose is clearly announced

4. Business Letters
● Brove and Thil - Brief messages sent to recipients that are
often outside the organization
● Printed on letterhead paper and represent the business or
Tips for Effective Business Texting organization in one or two pages
 ● Shorter messages may include emails or memos, either hard
copy or electronic while reports tend to be 3 or more pages
in length

Parts of Business Letter

● Return Address
- This is your address where someone could send
reply
● Date
- Should be placed at the top, right or left justified
- Five lines from the top of the page or letterhead
● Reference (Re:)
- This is where you indicate what the letter is in
reference to
- The subject or purpose of the document
● Salutations
- Common salutation: Dear Mr. or Ms (Full Name)
- If unsure about the titles may simply write the
recipient’s followed by a colon
- A comma after the salutations is correct for
personal letters
- A colon is used for business letters
● Body
- List of points
- Series of facts
- Number of questions
● Complimentary Close
- Normally placed one or two lines under the
conclusion
- Include hanging coma, as in Sincerely
● Signature
- Five lines after the complimentary close, you
should type your name (required) and below the
line, title (optional)

Letters 5 Main Areas

● Heading
- Establishes the sender
- Often includes the address and date
● Introduction
- Establishes the purpose
● Body
- Articulates the message
● Conclusion
- Restates the main point
- Include call to the action
● Signature Line
- Sometimes includes the contact information

Communicating Effectively and Projecting a Positive Image

● Be clear, concise, specific and respectful
● Each word could contribute to your purpose
● Each paragraph should focus on idea
● The parts of the letter should form a complete message
● The letter should be free of errors