402974739-The-Principles-of-Professional-Communication.pptx

Purposive Communication

1. THE PRINCIPLES OF PROFESSIONAL COMMUNICATION LESSON 1

2. CORPORATE CULTURE AND PROFESSIONAL COMMUNICATION

3. People's use of language in different social activities SOCIAL FACTORS Who they are talking to the number of people they are addressing general social context PHYSICAL FACTORS distance between speakers or the presence of a crowd CHRONOLOGICAL FACTORS utterance is made, time of a day, certain point of a week, season of a year

4. PROFESSIONAL COMMUNICATION In Technical Writing: A practical approach The purpose of Academic Writing is to generate new knowledge in a particular academic branch, the purpose of Professional Communication is to get something done with or within an organization. William S. Pfeiffer (2013)

5. Pfeiifer (2013) Academic Writing Professional Writing dept, logic, clarity, unity, grammar and critical thinking are the criteria fpr evaluating academic papers clear and simple organization of ideas in a format that meets the needs of busy readers

6. STYLISTIC DIFFERENCES BETWEEN THE LANGUAGED USED Business and Administrative Communication Language used in: Conversations Traditional Research Papers Professional Writing Locker and Kienzler (2013)

7. STYLISTIC DIFFERENCES BETWEEN THE LANGUAGED USED Locker and Kienzler (2013) Conversations Traditional Research Papers Professional Writing used in speech and informal writing uses short, simple words, slang expressions and contractions friendly and personal tone uses the first and second perspective can contain references to personal experiences is more formal features many abstract, academic or technical terms and few or no contractions no effort to make the style friendly first and second person pronouns used minimally sentences and paragraph tends to be long has features in between the two styles sounds like a real person talking short and simple words and occasional contractions but local expressions and slangs are avoided make a personal connection with the reader paragraphs tend to be short but Standard Edited English is used

8. PROFESSIONAL PURPOSE

9. PROFESSIONAL PURPOSE 1. One purpose is to record important workplace information minutes of the meeting secretarial notes official documentation of proceedings All kinds of professional writing have specific purposes related to the workplace setting.

10. PROFESSIONAL PURPOSE 2. To give or ask for information from people within the company via memos business letters All kinds of professional writing have specific purposes related to the workplace setting.

11. PROFESSIONAL PURPOSE 3. Persuade readers to take action pay a fee buy something accept changes give someone a job All kinds of professional writing have specific purposes related to the workplace setting.

12. PROFESSIONAL DOCUMENTS 1. Transmittal Memo - A MEMO (or letter) of transmittal acts to officially announce the release of the report, give the reader the background necessary to understand the report's importance, and. further establish the relationship between the writer and the reader. 2. Monthly or Quarterly Report - These forms may include more detail than quarterly and annual reports. Quarterly reports are usually accompanied by presentations from a company's management where key performance indicator data are presented to investors and analysts. 3. Performance Appraisal - A performance appraisal, also referred to as a performance review, performance evaluation,[1] (career) development discussion,[2] or employee appraisal[3] is a method by which the job performance of an employee is documented and evaluated

13. PROFESSIONAL DOCUMENTS 4. Claims Adjustment - A claims adjuster investigates insurance claims to determine the extent of the insuring company's liability. 5. Thank-you letter - A letter of thanks, or thank you letter, is a personal letter that is used when one party wishes to express appreciation to another party on a personal level. 6. Annual Report - a company's yearly report to shareholders, documenting its activities and finances in the previous financial year.

14. PROFESSIONAL DOCUMENTS 7. Quotation - a group of words taken from a text or speech and repeated by someone other than the original author or speaker. 8. Job Description - A job description or JD is a document that describes the general tasks, or other related duties, and responsibilities of a position. 9. Policy and procedure bulletin - The bulletin board is reserved for the sole use of nonprofit organizations to announce their missions, upcoming events, activities or public services.

15. AUDIENCE OF PROFESSIONALS

16. AUDIENCE OF PROFESSIONALS Professional writing targets a specific audience; homogenous one; 1. a discourse community with the same level of technical knowledge (e.g writing for a specific discourse of professionals like lawyers, engineers or architects, the writer may use technical terms that are familiar to the readers without explain what these mean.)

17. AUDIENCE OF PROFESSIONALS Professional writing targets a specific audience; homogenous one; 2.“a group of people who share assumptions about what channels, formats and styles)

18. AUDIENCE OF PROFESSIONALS Professional writing targets a specific audience; when the audience is not homogenous or consist of different technical background; ( the writer should aim for diction or word choices that will be understood by everyone )

19. THE STYLES OF PROFESSIONAL WRITING

20. THE STYLES OF PROFESSIONAL WRITING I - Attitude You- Attitude If I can answer any of your queries, I'm perfectly willing to do so. If you have any questions, please ask. We delivered the order to the provided address this morning. Your order was shipped to your address this morning. I'm happy to tell you that... You'll be happy to hear that... 1. Adopting a professional style means adopting a reader perspective in writing.

21. THE STYLES OF PROFESSIONAL WRITING Negative Wording Positive Wording We cannot process your reimbursement request because your documents are not complete. Your reimbursement request will be processed as soon as you submit all the requirements. We do no reply to emails on weekends. You may contact us via email at any time from Monday to Friday. We can't give you the list of the books because we have not yet finished taking inventory. You will receive the completed book inventory by tomorrow morning. 2. Professional style is the emphasis on the positive order to build a positive image and goodwill.

22. THE STYLES OF PROFESSIONAL WRITING Biased Bias-free Chairman Salesman Stewardess Fireman Chairperson/chair Sales representative/rep/staff flight attendant firefighter Woman lawyer woman doctor lady president male nurse lawyer doctor president nurse 3. Use of bias-free language Biased Bias-free manpower mankind man hours manning labor force/personnel humankind hours/worker hours staffing managers and their wives faculty and their wives Dear Sir: managers and their spouses faculty and their spouses Dear Sir or Madam:

23. PROFESSIONAL LANGUAGE

24. PROFESSIONAL LANGUAGE 1. Polite language 2. Avoid using overly personal language 3. Avoid grammatical and typographical errors 4. Avoidance of "business jargon" 5. Avoid using emojis, shortcut and overly emotive punctuation.

25. GENES OF PROFESSIONAL WRITING

26. GENES OF PROFESSIONAL WRITING Each type of documents follow specific genetic conventions which are, simply put, conventions for the formatting, layout, and contents of the documents.

27. The Difference of Letter and Memorandum William Pfeiffer (2013) “a letter is a document that conveys information to a member of one organization from outside of that organization,” while a memo (memorandum) is a document written by a member of an organization to one or more members of the same organization.”

28. GENES OF PROFESSIONAL WRITING LETTER form of external communication contain an inside address and a signature specify the recipient and sender respectively along with their contact information salutation and complimentary consist of the word “Dear” followed by Mr., Mr. and etc) Conventional complimentary close; Sincerely, Respectfully, Best regards. the letter is formatted in a ways that makes relevant information easy to see and understand.

29. Business Leter Template Company Letterhead (two or more blank lines) Date or letter (two or more blank liines) Name of Recipient Position/Designation of Recipient Address of Recipient (one blank line) Dear+ Courtesy title + Readers last name: (one blank line)

30. Business Leter Template First single-spaced paragraph (one blank line) Second single-spaced paragraph (one blank line) Third single-spaced paragraph (one blank line) Complimentary Close, such as “Repectfully yours” (three blanklines for the sender's signature) Name of Sender Title/Designation of Sender

31. GENES OF PROFESSIONAL WRITING MEMO internal communication immediately gives the date, addresse and sender and the subject of the memo in the standard format there is no need for a salutation, complimentary close and signature block.

32. Memo Template (two inches of blank space) Memorandum of Memo To: Reader's names (individual or group name) and designations/job titles (one blank line) From: Writer's name and designation/job title (one blank line) Date: Current date (one blank line) Subject: What the memo is about (two blank lines)

33. Memo Template First single-spaced paragraph: an opening that grabs attention and introduces the purpose of the memo, the contect and problem, and the specific assignment task (one blank line) Second single-spaced paragraph: a body that explains the purpose and context in greater detail; uses lists, if necessary, for easy digestion of information (one blank line) Third single-spaced paragraph: a closing that includes a request for action, deadline and reasons; ends courteously

34. GENES OF PROFESSIONAL WRITING The writer should also know the mechanics or the conventions governing the writing aspects suchas punctuation, capitalization, the use of number versus figures and abbreviations.

35. GENES OF PROFESSIONAL WRITING General guides/mechanics Spell out acronyms at first mention; afterwards, use the acronym for example, “The University of the Philippines (UP)...” Spell out symbols such as ampersands, for example “and” not “&” In general, spell out numbers from one to nine as words and write the rest as figures.

36. THE DESIGN PRINCIPLES OF PROFESSIONAL WRITING

37. THE DESIGN PRINCIPLES OF PROFESSIONAL WRITING Various elements: 1. Size 2. Type 3. Quality 4. Paper to use

38. THE DESIGN PRINCIPLES OF PROFESSIONAL WRITING Another elements to consider: 5. Line use 6. Proper arrangement of content or LAYOUT.

39. THE DESIGN PRINCIPLES OF PROFESSIONAL WRITING Layout: *font size *font choices *effects *line breaks *foreground key information

40. THE DESIGN PRINCIPLES OF PROFESSIONAL WRITING Typography: - typeface of font's design. How easy it is to read or to tell one letter from another Ex. Times new roman, arial, calibri and verdana

41. THANK YOU FOR LISTENING! :) -GROUP 4