4 - completeness and coherence - no answers

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 reader’s shoes.Review for the five W’s.

Completeness in Facts and Figures

You need to provide supporting evidence whenever you writeWhoWhatWhereWhenWhy

Tips for Writing Letters

All requests should:Be specific and brief;Be reasonable; andProvide 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

Sample Good Letter

Coherence

Definition of Coherence

From the Latin cohaerēre, equivalent to co- + haerēre (to stick, cling)

Refers to how something sticks togetherIn 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 focusedRefrain from mentioning facts and trivia that

are not necessary.Don’t elaborate on facts YOU find

interesting.Focus on the READERS’ interests.

Keep your message simple (KISS) and straightforward to ensure that the person receiving it understands exactly why you’ve written it.

Tell a story – have a beginning, middle, and end.

Rules for Coherence

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 audience’s level of responsibility;• Your audience’s membership in your

organization; and• Your audience’s attitudes toward and

familiarity with the subject you address.


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.


When your audience reads your document can impact the response you get from it.

As you write, remind readers why you’re writing to them now. Has something significant happened that might affect their situation?

Organization Patterns

InductiveIntroductionBodySummary

ConclusionsRecommendations

DeductiveSummary

ConclusionsRecommendations

IntroductionBody

Organizing Ideas

ChronologicalGeographical/spaceCause-to-effectClassificationProblem-solutionComparison or contrastGeneral to specific/Specific to general

Organizational Patterns

Direct —> indirectConcept —> application of the concept,

examplesData —> conclusionsProblem, question —> solution, answerMost 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’ timeSets a proper frame of mindPrevents frustration

Typical business messages that follow the direct pattern

Routine requests and responsesOrders and acknowledgements Non-sensitive memosE-mail messagesInformal reportsInformal oral presentations

Advantages of the Indirect Method

Respects the feelings of the audienceEncourages a fair hearingMinimizes negative reactions

Typical business messages that follow the indirect pattern

Letters and memos that refuse requests, deny claims, and disapprove credit

Persuasive requests Sales lettersSensitive messagesSome reports and oral presentations

Stick to the pointThe ideas have a clear and

logical relation to each other.

Put details, examples or incidents in logical order

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Coherence in a Paragraph

Use the inverted pyramid technique

Broad, General Statements

More Specific Statements

Examples and

Quotes

General

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.

main idea

sentence sentence

sentence

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.

concludingsentence

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.

main idea

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 thetrue 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 offormer 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 statesweltering 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 nationwhere 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


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


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


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,

feeling shaky Pounding heart Muscle tension or

soreness Sweating Clammy hands

or feet Nausea, vomiting or

diarrhea Watery eyes

Red face Quivering lips Dizziness or

lightheadedness Difficulty breathing Trouble swallowing Flushes or chills Ringing in the ears Distorted vision Voice distortion Uncontrolled

movements

Be aware of stage fright’s psychological aspects

Fear is normalA degree of nervousness

helps to pump up necessary adrenaline. Look at the nervousness as a challenge.

Be rationalA 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.Don’t 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, you’ll get enough air to speak and ease your panic.


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.


Use eye contact. This will help your audience know that you are speaking to them, not at them.

Do not apologize.Forget perfection.

4 - completeness and coherence - no answers

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