MODULE 7

• FORMAL ORGANIZATIONAL COMMUNICATION

  • ______ – bottom to top
  • ________ – top to bottom
  • __________ – same level


  Upward

  Downward

  Horizontal
• Are communication interferences that arise from human emotions, values, and poor listening habits. It also stems from differences in education, race, religion and socioeconomic status.

  Personal Barriers
• Are communication interferences that occur in the environment. (noise)


  Physical Barriers
• S________ is the science of meaning in language. Sometimes we choose the wrong meaning and misunderstanding occurs.

  Semantics
• 3 COMMUNICATION BARRIERS?

  Personal Barriers

  Physical Barriers

  Semantic Barriers
• Your p______ spells out what you would like to achieve in communicating to your audience/receiver.

  Purpose
• Know your a_______ and adopt your message according to their needs.

  Audience
• The attitude the writer expresses toward a person or thing.

  Tone
• C__________ is achieved when you try to use the fewest possible words without sacrificing meaning in your messages.

  Conciseness
• C______ is achieved when you try to use short, specific, and familiar words.

  Clarity
• One of the most common tools for communicating in business.

  Business Letter
• • It is an effective tool because it brings results.
  • It serves as a record for future reference.
  • Permanent, serious, and formal 
  • It is best remembered.
  • It is used for communicating with people from outside your organization

  Business Letter
• 7 Standard Parts of a Letter?

  Heading

  Dateline

  Inside Address

  Salutation

  Body

  Complimentary Close

  Signature Line
• 3 Business Letter Formats?

  Block

  Modified Block

  Semi-Block
• What format?

  Block Format

  
• What format?

  Modified Block Format

  
• What format?

  Semi-Block Format

  
• • your request or question, statement, and reason.
  • your reader wants to know immediately what your letter is about.

  Main Idea
• Details needed to help the reader respond correctly

  Explanation
• C________ C____ with motivation to whatever action desired

  Courteous Close
• D_____ Request

  • Inquiries
  • Claims/complaints
  • Request for adjustment
  • Request regarding routine business
  • Invitation, orders, reservation
  • Early stage collection messages

  Direct Request
• F________ R______

  • Answering inquiries about individuals, products
  • Granting adjustments on claims and complaints
  • Approving credit
  • Acknowledging orders

  Favorable Replies
• F________ M_______

  Announcement about:

  • sales and event
  • procedures
  • policies and responsibilities
  • transmittal

  Favorable Messages
• B_____ Statements

  are designed to establish rapport with the reader by being positive

  Buffer
• DIRECT-REQUEST PLAN/GOOD-NEWS PLAN (Deductive)

  • M___ I___
  • Ex_________
  • C________ C____

  Main Idea

  Explanation

  Courteous Close
• U_________ R______ to Request

  • Refusing adjustments on claims
  • Refusing credit
  • Acknowledging orders you can’t fill now or at all
  • Declining invitations and request for favors

  Unfavorable Replies
• U__________ Un_________ Me______

  • Announcing bad news about prices or services
  • Penalizing for non-conformity to rules or procedures

  Unfavorable Unsolicited Messages
• • Written for internal communication.
  • Used to convey announcements, policies, instructions, directives, or commands

  Memo
• A memo contains the (4) following headings:

  To

  From

  Date

  Subject
• • Summary of what happened at a meeting.
  • Shows the information shared, the discussion made, and decisions reached during the meeting.?

  Minutes of the Meeting
• Basic Parts of the M______

  1. Day, time, and place of the meeting
  2. Name of the group holding the meeting
  3. Name of presiding officer or chair
  4. Name of present and absent members
  5. Approval or amendment of minutes of the previous meeting
  6. For each major point, what was done is indicate

  • What was discussed, suggested, or proposed
  • What was decided and the votes, including abstentions
  • What was continued or tabled for further study or for another meeting
  • What time the meeting was officially closed

  7. Secretary’s signature

  Minutes
• A Pro____ P_______ is a document designed to convince or persuade someone to follow a specific course of action

  Project Proposal