Session 4

Completeness
Coherence
Non-Verbal Communication
Completeness
Definition of completeness

From the Latin completus, past

participle of complere (to fill up);
com- + plere (to fill).
How to ensure completeness in
communication
Plan before writing.
Remember your purpose for
writing.
Check for details.

Put yourself in the readers shoes.

Review for the five Ws.

Completeness in Facts and
Figures

Youneed to provide supporting

evidence whenever you write
Who

What

Where

When

Why
Tips for Writing Letters

All requests should:

Be specific and brief;
Be reasonable; and

Provide complete, accurate information.

If you want your reader to act promptly,

your letter must encourage him or her to
do so.
Make your inquiry easy to answer.
Request Letter
Dear Sir or Madam:

Please send us information about

your office copiers so that we will
know whether one would be suited
to our type of business.

Yours truly,
Fred Chan
Coherence
Definition of Coherence

From the Latin cohaerre, equivalent to

co- + haerre (to stick, cling)
Refers to how something sticks together
In writing, refers to how well a
paragraph's ideas or sentences stick
together, and how well the language fits
together
Coherence

Coherence in communication is
being organized in ideas.
Ideas should be well-defined and
arranged according to a definite
plan to achieve unity of purpose.
Rules for Coherence

Stay focused
Refrain from mentioning facts and trivia that
are not necessary.
Dont elaborate on facts YOU find
interesting.
Focus on the READERS interests.
Rules for Coherence

Keep your message simple

(KISS) and straightforward to
ensure that the person receiving
it understands exactly why youve
written it.
Tell a story have a beginning,
middle, and end.
Analyzing the Audience
Know your audience. Your readers
background will affect how they interpret
and reacts to your document.
To get your point across effectively,
consider the following:
Your audiences level of responsibility;
Your audiences membership in your
organization; and
Your audiences attitudes toward and
familiarity with the subject you address.
Analyzing the Audience

Where your document will be read --

inside the company or outside, in the
Philippines or abroad -- is important
when choosing your words.
Please respond before Labor Day.
Call me during office hours.
Analyzing the Audience

When your audience reads your

document can impact the
response you get from it.
As you write, remind readers
why youre writing to them now.
Has something significant
happened that might affect their
situation?
Organization Patterns

Inductive Deductive
Introduction Summary
Body Conclusions
Recommendations
Summary
Conclusions Introduction
Recommendations Body
Organizing Ideas

Chronological
Geographical/space
Cause-to-effect
Classification
Problem-solution
Comparison or contrast
General to specific/Specific to general
Organizational Patterns

Direct > indirect

Concept > application of the concept,
examples
Data > conclusions
Problem, question > solution, answer
Most important > least important
Direct vs. Indirect Pattern

When you expect the audience to be

pleased, mildly interested or at worst,
neutral
Direct
When you expect the audience to be
uninterested, unwilling, displeased or
perhaps even hostile
Indirect
Advantages of the Direct Method

Saves the readers time

Sets a proper frame of mind
Prevents frustration
Typical business messages that
follow the direct pattern

Routine requests and responses

Orders and acknowledgements
Non-sensitive memos
E-mail messages
Informal reports
Informal oral presentations
Advantages of the Indirect Method

Respects the feelings of the audience

Encourages a fair hearing
Minimizes negative reactions
Typical business messages that
follow the indirect pattern

Letters and memos that refuse requests,

deny claims, and disapprove credit
Persuasive requests
Sales letters
Sensitive messages
Some reports and oral presentations
Coherence in a Paragraph

Stick to the point

The ideas have a clear and
logical relation to each other.
Put details, examples or
4
incidents in logical order 3
2
1
Use the inverted pyramid technique

General Broad, General

Statements
More Specific
Statements

Examples
and
Quotes

Specific
Coherent Paragraph

In a coherent paragraph, each sentence

relates clearly to the topic sentence or
controlling idea.
If a paragraph is coherent, each
sentence flows smoothly into the next
without obvious shifts or jumps.
Coherent Paragraph

Thesis: Working at the local coffee shop was my favorite

job.
I. Pleasant environment
A. Friendly customers
B. ________________
II. Good schedule
A. Short shifts
B. ________________
III. Good pay
A. Generous tips
B. ________________
Coherent Paragraph

A coherent paragraph also highlights the

ties between old information and new
information to make the structure of
ideas or arguments clear to the reader.
The Topic Sentence

The topic of a paragraph is stated in one

sentence. This is called the topic
sentence.
The key issue is developed throughout the
remainder of the paragraph.
The topic sentence is usually the first
sentence of a paragraph, but not
necessarily.
Every sentence in a paragraph should
support the main idea expressed in
the topic sentence.
The Topic Sentence

Topic sentences are particularly

useful for writers who have difficulty
developing focused, unified
paragraphs.
Topic sentences help writers to
develop a main idea or claim for their
paragraphs, and, perhaps more
importantly, to stay focused and to
keep paragraphs manageable.
The Topic Sentence

If the topic sentence is too long or wordy,

it may be more efficient to use lists or
bulleted points.
The rest of the paragraph consists of
sentences that develop or explain the
main idea.

Through the centuries, rats have managed

to survive all our efforts to destroy them.
We have poisoned them and trapped them.
We have fumigated, flooded, and burned
them. We have tried germ warfare. Some
rats even survived atomic bomb tests
conducted on Entwetok atoll in the Pacific
after World War II. In spite of all our efforts,
these enemies of ours continue to prove that
they are the most indestructible of pests.
Techniques to Establish
Coherence
Repeat key words or
phrases.
Create parallel structures.
Be consistent in point of
view, verb tense, and
number.
Use transition words or
phrases between sentences
and between paragraphs.
Repeated Keywords or
Phrases
A keyword or phrase in one
paragraph or the last sentence of
the paragraph is picked up in the
first sentence of the following
paragraph.
Consistency and Repetition

Particularly in paragraphs in which you

define or identify an important idea or
theory, be consistent in how you refer to
it. This consistency and repetition will
bind the paragraph together and help
your reader understand your definition or
description.
"I Have a Dream"
I have a dream that one day this nation will rise up and live out the
true meaning of its creed: "We hold these truths to be self-evident, that
all men are created equal.
I have a dream that one day on the red hills of Georgia the sons of
former slaves and the sons of former slave owners will be able to sit
down together at the table of brotherhood.
I have a dream that one day even the state of Mississippi, a state
sweltering with the heat of injustice, sweltering with the heat of
oppression, will be transformed into an oasis of freedom and justice.
I have a dream that my four little children will one day live in a nation
where they will not be judged by the color of their skin but by the
content of their character.

I have a dream today.

Transitional Words

Using transitional words and phrases

helps papers read more smoothly.
Transitions indicate relations, whether
from sentence to sentence or from
paragraph to paragraph.
Examples of Transitional Words
Addition:
also, besides, furthermore, in addition, moreover,
again
Consequence:
accordingly, as a result, consequently, hence,
otherwise, so then, therefore, thus, thereupon
Summarizing:
after all, all in all, all things considered, briefly, by and
large, in any case, in any event, in brief, in conclusion,
on the whole, in short, in summary, in the final
analysis, in the long run, on balance, to sum up, to
summarize, finally
Examples of Transitional Words
Generalizing:
as a rule, as usual, for the most part, generally,
generally speaking, ordinarily, usually
Restatement:
in essence, in other words, namely, that is, that is to
say, in short, in brief, to put it differently
Contrast and Comparison:
contrast, by the same token, conversely, instead,
likewise, on one hand, on the other hand, on the
contrary, rather, similarly, yet, but, however, still,
nevertheless, in contrast
Examples of Transitional Words
Sequence:
at first, first of all, to begin with, in the first place, at
the same time, for now, for the time being, the next
step, in time, in turn, later on, meanwhile, next,
then, soon, the meantime, later, while, earlier,
simultaneously, afterward, in conclusion
Diversion:
by the way, incidentally
Illustration:
for example, for instance, for one thing
Examples of Transitional Words

Similarity:
likewise, similarly, moreover
Direction:
here, there, over there, beyond, nearly,
opposite, under, above, to the left, to the
right, in the distance
Oral Communication

Self-confidence
Stage fright
"Self-confidence is the first
requisite to great undertakings."

Dr. Samuel Johnson, 18th century writer

 Lasting self-confidence comes from a
sense of control.
When you feel in control of yourself and
your life, you feel confident enough to do
and say the things that are consistent with
your highest values.
The many ways most of us are called on
to perform regularly

Passing an exam
Making a sale
Interviewing for a job
Making a presentation
at work
Performing in a recital
or competition
Attending a social
event
Fear of Public Speaking

Public speaking is said

to be the NUMBER
ONE fear reported in
surveys of American
adults, topping such
fears as the fear of
flying, financial
problems, and even
death!
Public speaking
produces anxiety
in most people.
Physical Symptoms of Stage Fright
Trembling, twitching, Red face
feeling shaky Quivering lips
Pounding heart Dizziness or
Muscle tension or lightheadedness
soreness Difficulty breathing
Sweating Trouble swallowing
Clammy hands Flushes or chills
or feet Ringing in the ears
Nausea, vomiting or Distorted vision
diarrhea Voice distortion
Watery eyes
Uncontrolled
movements
Be aware of stage frights
psychological aspects
Fear is normal
A degree of nervousness
helps to pump up necessary
adrenaline. Look at the
nervousness as a challenge.
Be rational
A presentation is short, and
not a life-or-death situation.
Dealing with Stage Fright
Prepare.
Pace yourself and breathe
normally.
Interact with the audience.
Concentrate on the message.
Channel your nervous energy.
Communicate confidence.
Dont memorize your speech.
Tips on controlling nervous jitters

Realize that people want you

to succeed.
Relax.
Take a deep breath. When
you get nervous, you breathe
shallowly. If you concentrate
on breathing deeply, youll
get enough air to speak and
ease your panic.
Tips on controlling nervous jitters

Use good posture.

We have more power and energy
when we stand erect with weight
balanced equally on our feet.
Concentrate on the message, not
on how you are coming across.
Tips on controlling nervous jitters
Use eye contact. This will help your
audience know that you are speaking to
them, not at them.
Do not apologize.
Forget perfection.