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Participate in a Workplace Communication, Part 11
DEALING WITH PARAGRAPH
INFORMATION SHEET No. 9:
DEALING WITH PARAGRAPH
The Technical writer should be careful about the length of his sentences. The amont of difficulty a reader experiences in reading a given tex is positively correlated to sentence length and number of syllables per word. Since technical subject matter often requires the use of a complex technical vocabulary and the expression of complex ideas, the use of shorter words and sentences simple in structure will help a lot in the readability of difficult material.
A. Paragraph Structure and Length
Typically, a paragraph begins with the topic sentence which state the main idea to be developed. The other sentences of the paragraph develop, support, and clarify this central idea. But this topic sentence may appear in the middle, ir it may appear last as a summary or generalization based on material already presented. Sometime, it doesn’t appear at all, in so many words, but is implied.
In technical writing, the topic sentence comes first in the paragraph, or, at the very latest just after whatever transitional sentences appear. When the writer states his thesis or main idea at the start of the paragraph, he uses the rest of the paragraph for proof, discussion, or other kinds of amplification. Sometimes he does the opposite and give his details, facts and examples at the beginning and then concludes by stating the main idea.
Two things govern paragraph length: unit of thought and eye releif for the readers. The use of one or more very short paragraphs achieves an especially forceful effect. All sentences in a paragraph must be about the same topic, but paragraphs should not be too long. One or more breaks on every page of a report is ideal in technical writing.
Paragraph Writing for Functional Purposes
Your proficiency in English is shown by the ability to use functional English. Functional English is the English that people use in order to communicate with a purpose. The functional purposes that language service in connection with rhetorical modes are generally the following:
a. to tell what happened or how an incident occurred
b. to show steps in a process or sequence in procedure
c. to give direction on how to reach a place or achieve an objective
In this type of functional English use the parts of speech that abound are verbs and adverbs.
a. to describe a person or persons
b. to describe an event or idea
c. to describe a place
In this type of function the part of speech abounds is the adjective.
Narration in Description of Process
One of the most common function of narration (not in the sense of story telling but of relating sequence) is in description of process, considering that process is a series of actions done in sequence.
The careful step-by-step exposition of a process necessitates the use of narration in the sense of observing sequence of action or order of occurrence. In this sense the development techniques used is chronological.
Note the following illustration and be able to answer the questions that follow:
Salt-Making in the Ilocos
Ilocano salt takes time and effort to produce. For the saltmaker it means leaving home and building a make-shift dwelling near the seashore. It entails days of hard work under the heat oif the sun and nights of tending the fire.
A least two persons must work together in producing salt.
First they stake out a portion of the sandy shore for their use. This is usually twenty to thirty square meter in size. The sand is then sprinkled with sea water and allowed to dry. This process is done three times
When the sand is caked it is scraped off and deposited into an unglazed earthen jar called burnay which has a spout at the bottom. Additional sea water is sprayed into the jar.
The resulting saline fluid is straineed and collected. This fluid is then brought to the hurno, a large oven-like cooking place made of clay. It is cooked for hours, sometimes overnight, under very high temperature until salt crystals form.
The crystals are then cooled off and allowed to dry in a large bamboo basket.
Salt made this way is very fine and almoist sugar like. It is not course nor bitter in taste which may be the result is made simply from sea water allowed to dry until the salt crystals remain.
Producing good fine salt than means sacrifice and hard work, but is well worth the effort.
ACTIVITY SHEET No. 9:
PRACTICUM: ANALYSIS OF TOPIC SENTENCES
The topic sentence which is the controlling idea in the paragraph consists of the broad topic or subject, the specific topic and the limiting terms.
Example: The coconut palm is one of the most important trees in mIcronesia because it provides many of the necessities of life for the people of the Western Pacific.
Broad topic or subject: trees of Micronesia.
Specific Topic : the coconut palm
Limiting topic : 1. it provides many necessities of life
2. it is important to the people of the
English ______ Under _____Student ________________________________
Scale: 24 = 100% 21-23 = 95% 18-20 = 90% 15-17 = 85% 12-14 =80%
9-11 = 75% Below 5 = 65% No Test = 60%
Analyze the following topic sentences and give for each: a the broad topic or subject b. the specific topic c. the limiting terms.
1. Training a fighting cock requires skill, patience and a deep knowledge of chicken pshchology.
2. Shakespeare’s Romeo and Juliet is a tragic drama about a young Italian couple who died for love.
3. My eighteenth birthday was a day of both happiness and sadness.
4. Among Batangas’ most interesting tourist attractions is Taal Volcano.
5. Furniture making requires careful planning, well selected materials and fine craftsmanship.
6. Lord Jim is one of the most exciting novels that Joseph Conrad ever wrote.
7. The student of karate should have strength, agility, patience and a good supplu of bandages.
SELF- CHECK No. 9:
A. In three or five sentences develop at least two of the following topics into a single paragraph.
NOTE: Topic sentence should be at the beginning.
- What I Hope to be in the Future……
- How to do…..
- Ladder Diagram d. Repairing
- Trouble shooting e. Operating a machine
B. Written Notices in the Workplace
In a workplace, written notices refer to short notes, memorandum, written announcement in the Bulletin Board and letters are the most commonly used methods of communication.
Read the three samples of written notices below:
TO : Ms Sanchez
FROM : Emily Rodriguez, Secretary
DATE : June 16, 2006
SUBJECT : EXECUTIVES’ ROUNDTABLE MEETING
There will be a meeting of all members of the Executive Roundtable on Thursday, June 29, 2006, at 11:00 am, in the Beacon Room of the TowerBuilding in Makati, City
Luncheon will be served at 12:15p.m. If you cannot be with us, please call 713-9731 no later than June 5, 2006
An agenda is enclosed. Also, you will find a map with complete travel directions and a description of the parking facilities at the TowerBuilding.
It will be a pleasure to welcome all members to this important planning session of our organization.
Answer the Questions:
- Give the important message of the memorandum?
- List down the related details included in the memorandum?
ACLEM EQUIPMENT COMPANY
436 Amorsolo Street
Makati City, 1600
July 16, 2006
Mr. Rico Almendras
1231 Condo Street
Makati City, 1600
Dear Mr. Almendras:
Presently we are planning to add yard and garden tractors to our line of leased equipment. It is my pleasure to announce that we shall feature Kamagong Tractors.
Would you please send us a complete list of model and specifications for Kamagong Tractors. It would be helpful to have the following data as soon as possible:
1. Horsepower/range of job function
2. Commercial/homeowner equipment
3. Contract samples/sales terms.
Since the publication date for our catalog is slated for November, your early reply will be appreciated.
- What is the purpose of writing this letter?
- Why is there a need to get the data immediately?
D. Sample of Marketing Material:
(Poster) JZGMSAT Brochure
- What is the main idea presented by the poster?
- Why is the poster necessary for meeting?
E. Sample of Briefing Notes:
In the absences of the officer-in-charge, briefing notes may be written: Below is a sample of a note written by an Administrator who will be on leave.
In two month leave of the JZGMSAT Administrator Mrs. Yolanda S. Naval, the Vocational Instruction Supervisor will be in-charge of the following;
- Management of tools and materials;
- Attendance of workers;
- Supervision of workers to their assigned tasks;
- Submission of monthly report
Please be guided accordingly.
ROBERTO O. NIEZ
Vocational School Administrator II
- What is the content of briefing note and when does a person write a briefing note?
F. You have read and understood the above written notices, what would you do if you are:
- Messenger of Mr. Sanchez
- Mr. Rico Amendras
- A worker/student/parent
RECORD OF COMPETENCE
ASSESSMENT /PERFORMANCE CRITERIA
1. Identified and understood the forms of communication
2. Illustrated the flow of communication.
3. Followed the organizational procedures.
4. Gathered and recorded information read and listened to.
5. Grasped the ideas heard.
6. Followed routine spoken messages.
7. Comprehended and identified the ideas in reading materials/ written notices.
8. Gave feedback based on the instructions information received.
9. Interpreted the written notices
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