STUDY GUIDE: PURPOSIVE COMMUNICATION

WEEK 1:

1) Linear Models of Communication

● Key points: One-way communication
● Elements:
1. Aristotle’s Model
- Focus on the speaker and their influence (Ethos, Pathos,
Logos).
2. Lasswell’s Model
- Communication involves transmission and its effects on the
receiver.
3. Shannon-Weaver Model
- Focuses on message transmission and noise interference.
4. Berlo’s S-M-C-R Model
- Source, Message, Channel, Receiver.

2) Transactional Models of Communication.

● Key points:
1. Simultaneous sending and receiving.
2. Involves social, relational, and cultural contexts.
3. Focuses on mutual understanding and relationship building.

Examples:
1. Barnlund’s Model
- Dynamic exchange with immediate feedback.
- Elements: Encoding, Decoding, Communicators, Cues, and
Noise.
2. Dance’s Helical Model
- Communication as an evolving and continuous process.
- Expands understanding with each interaction.
-

3) Importance of Business Communication

● Effectiveness: Clear communication is crucial for conveying strategies,
enhancing customer service, and building a brand.
 ● Internal Communication: Fosters rapport among employees and
management, promoting teamwork.
● Good Communicators: Vital for business success; they help in
understanding the company's vision and improving profit margins.

4) Types of Communication Skills

● Verbal Communication: Speaking clearly and confidently; engaging in
two-way conversations.
● Non-verbal Communication: Utilizing body language and facial
expressions to convey meaning.
● Visual Communication: Using images and visuals to enhance message
retention.
● Written Communication: Formal documentation ensuring clarity and
professionalism.

5) Communication Channels
● Internal Channels: Emails, internal blogs, newsletters, video
conferences.
● External Channels: Marketing materials, public statements, social
media.

WEEK 2:

1) Understanding Job Interviews

● Definition: A job interview is a formal meeting between a job applicant
and a potential employer to assess the applicant's qualifications.
● Purpose: To evaluate a candidate's fit for the role and the organization.

2) Interview Preparation
● Research the Company: Understand the company’s mission, values,
and recent developments.
● Know the Job Description: Familiarize yourself with the role’s
requirements and responsibilities.
● Practice Common Questions: Prepare answers for frequently asked
interview questions, such as:
1) "Tell me about yourself."
 2) "What are your strengths and weaknesses?"
3) "Why do you want to work here?"

3) Creating a Video Resume

● Tips for Making a Video Resume:
1) Write a Script: Plan what you will say to ensure you cover all
important points without reading directly from the script.
2) Make it Relevant: Tailor the video to the specific role you are
applying for to make a memorable impression.
3) Keep it Short: Aim for a length of 1-2 minutes, with 90 seconds
being ideal for engagement.
4) Get Creative: Use unique filming techniques and styles to stand
out from other candidates.
5) Make it Professional: Ensure high-quality video and audio, with
good lighting and clear sound.
6) Collect Feedback: Ask friends or family to review your video and
provide constructive criticism.

4) Writing a Resume
● Definition: A resume is a formal document summarizing professional
qualifications, including work experience, education, skills, and
achievements.

● Types of Resume:
1) Chronological
- Lists work experience in reverse chronological order.
2) Functional
- Focuses on skills and experiences rather than chronological
history.
3) Combination
- Merges elements of both chronological and functional
formats.

● Key Elements of Resume:

1) Header: Full name, contact number,and email address.
2) Professional Summary: Brief overview tailored to the job.
3) Work Experience: Relevant positions with job titles, companies,
responsibilities, and achievements.
 4) Educational Background: Degrees, institutions, graduation
dates, and relevant coursework.
5) Skills: Technical and soft skills, including certifications if applicable.
6) Projects and Awards (optional): Significant projects and
recognitions.

5) Writing a Application Letter

● Definition: An application letter (cover letter) accompanies your resume,
providing additional details about your skills and experiences.

● Purpose: Introduces you to the employer, explains your interest in the

position, and highlights your qualifications.

● Key elements:
1) Header: Your contact information and the employer’s details.
2) Salutation: Address the hiring manager by name if possible.
3) Opening Paragraph: States the position you're applying for and
how you found it.
4) Body Paragraph: Highlights relevant experiences, skills, and
tailored information.
5) Closing Paragraph: Reiterates interest, requests an interview,
and expresses gratitude.
6) Complimentary Close: Professional sign-off followed by your
name.
7) Enclosure: Mentions any attached documents (resume, etc.).

WEEK 3:

1. Memo vs Email
● Memo:
1) Definition: Internal documents for organizational communication.
2) Purpose: Convey important information, updates, or instructions.
3) Characteristics: Concise, formal, focused.
4) Format: Includes “To,” “From,” “Date,” and “Subject.”

● Email:
1) Definition: Electronic mail for internal and external
communication.
 2) Purpose: Versatile and interactive communication.
3) Characteristics: Can be formal or informal.
4) Format: Includes subject line, greeting, body, and closing.

2. Types of Speech
● Manuscript Speech
1) Definition: Reading word-for-word from a written text.
2) Use: Formal settings, such as official speeches and broadcasts.
3) Advantages: Precise wording, reduced risk of forgetting.
4) Disadvantages: Can sound monotonous, less engaging.

● Memorized Speech
1) Definition: Delivering a speech from memory without notes.
2) Use: Short speeches, toasts, or performances.
3) Advantages: Allows eye contact, polished delivery.
4) Disadvantages: Risk of forgetting, less flexibility.

● Impromptu Speech
1) Definition: Speaking without preparation.
2) Use: Casual settings, unexpected events.
3) Advantages: Natural, adaptable.
4) Disadvantages: Can lack structure, higher anxiety.

● Extemporaneous Speech
1) Definition: Prepared speech with the use of notes or an outline.
2) Use: Most public speaking situations.
3) Advantages: Engaging, flexible, and structured.
4) Disadvantages: Requires practice, can be unpredictable.

WEEK 4:

1. Diversity in the Workplace

● Definition: Diversity includes differences in race, ethnicity, gender, age,
sexual orientation, and more.
● Types of Diversity
1) Internal Diversity: Traits people are born with (e.g., race,
gender).
 2) External Diversity: Traits acquired through life (e.g., education,
religion).
3) Organizational Diversity: Differences related to job roles and
hierarchy.
4) Worldview Diversity: Variations in beliefs and perspectives.

2. Multiculturalism in the Workplace

● Definition: Multiculturalism involves integrating people from different
cultural and ethnic backgrounds into the workplace.
● Benefit:
1) Enhances Creativity: Diverse perspectives lead to innovative
ideas and solutions.
2) Improves Work Environment: Employees feel valued, leading to
increased happiness and productivity.
3) Improves Customer Service: Reflects a diverse image, helping
connect with a global audience.
4) Building Respect: Diversity training and cultural exchange
activities promote understanding and respect among employees.

WEEK 5:

1. Sensitivity in the Workplace

● Definition: Understanding and respecting coworkers' diverse experiences
and viewpoints. Creating an environment where everyone feels valued and
understood.
● Benefits:
1. Improves employee welfare and engagement.
2. Enhances team dynamics and conflict resolution.
3. Fosters a culture of collaboration and success.
● Strategies:
1. Training Programs: Focus on diversity, inclusion, and empathy.
2. Leadership Modeling: Leaders should demonstrate sensitivity.
3. Clear Communication: Open channels for expressing concerns
and feedback.

2. Communication in the Workplace

● Importance:
1. Prevents misunderstandings and errors.
 2. Builds trust and rapport.
3. Essential for teamwork and collaboration.

● Types of Communication
1. Verbal: Face-to-face, phone, video calls.
2. Nonverbal: Body language, facial expressions.
3. Written: Emails, reports, presentations.
4. Visual: Infographics, charts, videos.

● Tips for Effective Communication

1. Verbal: Speak clearly, use active listening.
2. Written: Proofread, use a professional tone.
3. Nonverbal: Make eye contact, use open body language.

3. Netiquette
● Definition: Adhering to appropriate manners in online communication.
● Importance: Promotes communication skills and prevents
misunderstandings.
● Core Rule:
1. Follow rules and respect privacy.
2. Present yourself well online.
3. Fact-check information.
● Bad Examples:
1. Avoid inappropriate jokes and not proofread.
2. Provide context when commenting.
3. Do not engage in catfishing or online arguments.

4. Workplace Issues
● Communication Problems: Inadequate communication leads to
miscommunication and disputes. Establish clear channels and encourage
active listening.
● Stress and Burnout:
1. Result from persistent stress and workload.
2. Strive for work-life balance.
● Diversity and Inclusion:
1. Address discrimination and bias.
2. Increase diversity and inclusion efforts.
 ● Bullying and Harassment:
1. Persistent mistreatment impacts health and productivity.
2. Address and resolve bullying to prevent long-lasting effects.
● Conflict Resolution:
1. Acknowledge the Conflict: Recognize and address conflicts.
2. Active Listening: Encourage expression and understanding.
3. Identify Underlying Issues: Address root causes for lasting
solutions.

WEEK 6:

1. Technical Documentation
● Definition: Explains software or product-related information. Aids both
internal teams and external users.
● Types:
1. Process Documentation: Focuses on development processes
(e.g., technical briefs, design systems).
2. Product Documentation: Provides user information on how to
use the product.
● Components:
1. Clear, concise, and audience-tailored content.
2. Use headers, bullet points, examples, and visuals.
● Writing Techniques:
1. Adjust style based on audience expertise.
2. Include explanations for non-technical readers.
● Collaboration:
1. Involve team members to ensure accuracy and completeness.
2. Use collaborative tools for content creation.
● Best Practices:
1. Choose writers with technical knowledge.
2. Simplify complex concepts.
3. Utilize knowledge base software for updates.

2. The Writing Process

● Steps:
1. Pre-Writing
- Plan and define your topic.
- Consider your intended audience and purpose.
 2. Researching
- Identify primary and secondary sources.
- Evaluate and organize information.
3. Starting Up
- your ideas into a preliminary version.
- Allow for changes and corrections.
4. The First Draft
- Complete initial writing.
- Prepare for revisions and editing.
5. Evaluating
- Review content for grammar, sentence structure, and overall
clarity.
- Identify mistakes and areas for improvement.
6. Correcting Mistakes
- Edit and revise content.
- Implement new ideas and ensure accuracy.
7. Finalizing
- Publish the final version once criteria are met.

3. Types of Audience
● Categories:
1. Experts: Deep understanding of the subject; often in academic or
R&D settings.
2. Technicians: Practical, hands-on knowledge; build and maintain
products.
3. Executives: Decision-makers with limited technical knowledge.
4. Non-specialists: Least technical; focus on task completion and
basic understanding

4. Importance of Technical Communication

● Key Aspects:
1. Clarity and Understanding: Ensures accurate and
comprehensible information.
2. Collaboration and Teamwork: Facilitates effective teamwork
and task coordination.
3. Problem Solving and Troubleshooting: Essential for addressing
and resolving issues.
4. Audience Adaptation: Tailor communication to audience needs
and expertise.
 5. Documentation and Record-Keeping: Maintains important
records of processes.
6. Risk Management: Communicates risks and safety procedures
clearly.

WEEK 7:

1. The Alphabet of Technical Writing

● A-D
1. Accuracy: It can be attained by guarding against careless thinking
2. Brevity: It is the conciseness of expression, checking the
development of your own ideas.
3. Confidence: Have trust in yourself
4. Dignity: Use straightforward expression with summarized,
simplified, and well-organized information

● E-F
1. Emphasis: Make your report forceful by highlighting key points.
2. Facility: Ensure smooth pacing, sequence, and connections for
readability.

● G-I
1. Grammatical Correctness (G): Use proper grammar for clarity
and professionalism.
2. Honesty (H): Acknowledge sources with proper documentation.
3. Illustration (I): Utilize graphics to support and clarify your text.

● J-L
1. Judgment: Weigh evidence judiciously; prioritize ample, pertinent,
and simple data.
2. Knowledge: Interpret and conclude based on data, not just
present it.
3. Logic: Classify information logically to show relationships clearly.

● M-O
1. Mechanical Neatness: Present a well-organized, neatly formatted
report.
2. Normal Procedure: Follow standard practices to maintain clarity.
 3. Objectivity: Present information impartially, avoiding first-person
narrative.

● P-S
1. Planning: Define your endpoint before starting to write.
2. Qualification: Clearly explain constant and variable factors.
3. Revision: Thoroughly revise to refine and improve your report.
4. Straight Sentences: Begin paragraphs with clear, straightforward
statements.

● T-V
1. Thoroughness: Use checklists to ensure all requirements are met.
2. Unity: Maintain relevance to the main point throughout the report.
3. Viewpoint: Keep a consistent perspective, whether as a reporter,
researcher, or employee.

● W-Z
1. Word Choice: Opt for precise, clear language; avoid vagueness.
2. You: Write with the reader in mind, pacing information
appropriately.
3. ‘Xtra: Effort leads to success; write meaningfully and purposefully.
4. Zest: Engage your audience with enthusiasm and clarity.

2. Writing Genres
● Technical Writing
1. Type: Expository
2. Purpose: Explains and informs; may provide instructions.
3. Examples: Technical reports, case studies.

● Creative Writing
1. Types: Descriptive, Narrative
2. Purpose: Uses figurative language to entertain or express.
3. Examples: Fiction, poetry, creative non-fiction like essays.

● Academic Writing
1. Types: Descriptive, Analytical, Critical, Reflective
2. Purpose: Presents research and analysis with evidence.
3. Examples: Theses, university papers, journals, dissertations.
 ● Business Writing
1. Type: Expository
2. Purpose: Informs and sometimes gives instructions.
3. Examples: Emails, business letters, memos.

● Journalistic Writing
1. Types: Descriptive, Persuasive, sometimes Reflective, Analytical,
Critical
2. Purpose: Reports news, provides opinions or analysis.
3. Examples: News articles, features, opinion columns, editorials.

WEEK 8:

1. Technical Report Structure

● Definition: Discusses processes, progress, or outcomes of technical
research.
● Five main sections:
1. Theoretical Background: Overview of relevant theories and
concepts.
2. Project Description: Outlines objectives, scope, and goals.
3. Process Description: Detailed procedures and methodologies.
4. Assembly & Testing: Details on materials, tools, and testing
results.
5. Discussion: Interprets data, suggests improvements.

2. Technical Descriptions and Definition

● Definition: Combines visuals and text to convey information. Uses
concrete, measurable descriptors.
● Types of Descriptions:
1. Mechanism Descriptions: Details physical aspects and functions.
2. Process Descriptions: Describes sequences to achieve outcomes.
3. Definitions: Clarifies specific meanings and contexts.

3. Signal Phrases
● Definition: Introduce quotations, paraphrases, or summaries. Provide
attribution, integration, and clarification.
● How to use:
1. Introduce Quotations: Attribute sources and integrate smoothly.
 2. Indicate Source's Perspective: Use verbs to reflect attitudes.
3. Vary Phrases: Avoid repetition to maintain engagement.
● Best Practices:
1. Match verbs to source tone.
2. Be consistent with citation styles.
3. Combine with analysis for critical engagement.

WEEK 9:

1. Editing and Revising

● Steps:
1. Editing: Focus on clarity, coherence, and consistency.
- Check grammar, punctuation, and style.
- Ensure logical flow and transition between ideas.
2. Revising: Refine the content and organization.
- Improve argument strength and evidence quality.
- Reorganize sections for better readability and impact.

● Techniques
1. Varying Signal Phrases: Use diverse phrases to introduce
citations and evidence

Examples: "According to...", "The study suggests...", "As noted

by...".

2. Using tools for editing and References

● Grammarly
1. Purpose: Automated grammar checking and style suggestions.
2. Use: Enhance sentence structure, clarity, and tone.
● Mendeley
1. Purpose: Reference management and academic collaboration tool.
2. Use: Organize research, annotate PDFs, and generate
bibliographies.
● Zotero
1. Purpose: Open-source reference management tool.
2. Use: Collect, organize, cite, and share research materials.
3. Peer - Editing
● Process
1. Exchange drafts with peers for feedback.
2. Focus on content clarity, argument strength, and citation accuracy.
3. Provide constructive criticism and suggestions for improvement.

4. Citation Focus: APA 7th Edition

● Key points
1. In-text Citation
2. Reference List:
- Books
- Articles
- Webpages

● Formatting
1. Double-space all text.
2. Use a hanging indent for each reference entry.
3. Ensure consistency and accuracy in referencing.