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Communications

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Jan 9, 2024

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Destiny Adams October 6,2023 ENGL2002A-301 Professional Writing Saeid Atoofi , Ph.D. I’m creating a volunteer program that offers student extra help in the subject that they may need help in. In order for this program to work I will need volunteers to stay after school for about an hour to help tutor some of our students. Now, you may ask how I plan to initiate this afterschool program and what effectiveness programs will have for the students. The first part is creating this after school tutoring program, would be gathering, our faculty and staff in asking them to volunteer for this program. After having the teachers decide whether they want to help out or not we would proceed in constructing a newsletter to send home to the parents for the afterschool tutoring program. During this time, we will be sure to educate our tutors on the exact time and location that the afterschool tutoring program would take place. Also, we will be sure that the tutor to student ratio is proportioned. Now, in order for the program to be deemed effective, we will have to put in the hard work and dedication with our students. We will have to be knowledgeable in every subject. Also, we should be very attentive to our students. The ultimate goal is to see major differences in the students grades and also seeing the grade increase as the school. I do believe there will be a change that is very feasible just by having students stay after school and extra hour. If you have any suggestions or feedback, feel free to email me at any time and I will try my best to get back to you as soon as possible. Based on this week's resources, I do believe that there were two choices that I chose to incorporate in my how to guide. One choice direction was to give an introduction. I do believe that he was important to give an introduction so people would know exactly what they could expect. I also provided step less instructions. TO: ABC ELEMENTARY SCHOOL Mrs. Barbra Mitchell, Supervisor From: Destiny Adams

Subject: Proposal for a Tutoring Program Good morning Mrs. Mitchell, I am sending you this email in regards of my idea of starting a tutoring program for our students here at ABC Elementary School. With this tutoring program, I plan to ask other teachers to join me in staying two hours after school and helping our students. A lot of times students tend to not totally connect with certain learning objectives within a classroom where there are multiple students. By having this tutoring program, in after school hours, this cuts down on the number of students that will be around them and will allow them to have a better focus point. Also, I do believe that this tutoring program will help improve our scores as an entire school. I know that it is very important to remain a passing school, and with this program, I do believe that that will be easy to maintain. In order to have enough staff for this program, I plan to ask other teachers to volunteer their time to help me help our students. I will be sure that the teachers who volunteer know that this is an unpaid service, which means that they will not be compensated for their time. I do believe that the overall goal that I want to achieve is to create a safe, judge mental free learning environment for r our students to thrive. A survey that was taken stated that about 56% of students said that homework is stressful for them. A lot of times parents are not helping their children with their schoolwork when the child goes home and with an after-school tutoring program, our students will be able to receive help with their homework. I am most certain that a lot of teachers here could relate to needing extra help. A lot of times kids could be so vulnerable to where they feel as if they can’t ask for help from their peers or even their teachers. That is exactly why I feel it is very necessary to initiate this after- school tutoring program for our students to gain their confidence back.So, after reading this email, I hope you have received an understanding of why I feel it is important to have this program for our students here at ABC elementary school. Also, if there is any explanation that I left out within this email, feel free to contact me at any time. I do appreciate the time you took out to read this letter, and I am looking forward to hearing back from you. With Best Regards, Destiny Adams. So you want to Volunteer? Heres How Greetings to all of my fellow coworkers, who are deciding to take interest in my volunteering program. This volunteer program is an afterschool tutoring program. This program will be held in the school's library from 4 o’clock to 5 o’clock on Tuesdays and Thursdays. The 2

goal of this volunteering program is to have our students who are struggling to become more confident. Also, I want to see improvement in our students' grades. So, I do believe just by donating two hours a week towards helping our students learn more, will be very beneficial. o First, I will send out an initial email which will have information about volunteering for the afterschool program. In this email, I will give you the option to choose whether or not you would want to volunteer. this email will also give you the chance to give any suggestions and also you will have to fill out a form with your information on it. o After receiving the farms from the teachers, who would like to volunteer, I will then go through the volunteer forms and process all of the information that was provided on the forms. This includes maybe separating the teachers by grade levels, and also separating the subjects. o After separating all the volunteering forms, I will send out another email to host a first meeting. And this meeting we will discuss the meeting times as well as the meeting locations. Also, I would discuss what exactly I am expecting of my volunteers. o after this first meeting, I was in schedule to run a test through. This will be the time where I actually see how my afterschool program were operate as far as timing and efficiency. This will also be the time where I am able to make any changes and perfect things that need to be fixed. o After completing the previous steps, you will then be a full pledge volunteer for the afterschool program. I do believe that this will be all of the steps in order to start this volunteer program and once all of the steps are completed and the test run is also completed then I do believe that this program will be very successful. Again, the goal is to better our children as a whole, and if these steps are taken, in all of the rules are followed we will be able to achieve our goal. COMMUNICATION CONTEXT WORKSHEET 3

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Reflecting on the who, what, why, where, when, and how of communication is important. Complete this worksheet to better understand the professional communication you are reading and writing. Make sure to use complete sentences. WHO (AUDIENCE) The audience is the reader(s) for a piece of communication. Writers cannot assume the reader(s) has the same knowledge about a topic as the writer. Writing should be easy to understand for someone with limited or no knowledge of the topic. Who is the intended audience for this communication? I believe the intended audience would be my supervisor as well as some of their colleagues. What do you know about this intended audience that might inform your reading or writing? I know the intended audience Is a person who has a higher position over me which means that I should have a professional tone and use correct grammar as well as have good etiquette. WHAT (COMMUNICATION TYPE) The communication type is the type of document you are writing. Typically, in professional settings, communication types fall into four main categories:  correspondence (emails, letters, faxes, text, instant messages, memos)  procedure (instructions, processes, charts)  strategy (reports, memos, grants, speeches, proposals)  employment (resumes, CVs, cover letters). What type of communication are you viewing, reading, or writing? I will be writing a persuasive email to persuade my supervisor to be a part of my volunteer program. What is the expected scope, length, types of support, and tone for this type of communication? As far as the scope length, I plan to leave a well thought out email that doesn’t have a necessary information. I also plan to be straight to the point and also list as many details as I can without having a long-drawn-out email. Does the communication type match the knowledge, needs, and preferences of the intended audience? I do believe that my communication type fits my it’s an audience because sometimes supervisors can be busy and really don’t have time to check physical letters, so I do believe send me an email will be the best way to get a hold of my supervisor. therefore, I will send an email rather than approaching them at any other kind of way. 4

WHY (PURPOSE) The purpose is the reason why the document is being written. Although the purpose of professional communication varies greatly based on context, your goal in professional communication often requires you to “write to action.” Actions include to inform your audiences, problem solve, complete a task, or reach a specific goal. What is the purpose of this communication? I believe the purpose of this communication is to give knowledge to my supervisor about my tutoring program as well as gang support from my supervisor for this program. What is the desired action that should result from this communication (to inform, to problem solve, to complete a task, to reach a goal)? I believe the desired action will be for my supervisor to support me with my tutoring program and also hear a consider all of my ideas. WHEN AND WHERE (CONTEXT) The context is the situation, setting, or occasion in which a communication takes place. Professional contexts are often dynamic, requiring writers to understand the complete situation within a workplace setting. Aspects of context might include relationships among people (boss, clients, coworkers), institutions, and technologies. Understanding context will help you read or write to the specific issue, task, or problem. What do you know about the general context in which this message is being communicated? I believe in my context, it will be a strictly professional relationship between my supervisor and myself, as well as sending an email through a professional domain. Are there any specific considerations of context that you should consider when reading or writing this document (e.g., pain points within an organization, interpersonal or office dynamics)? When writing this email, I should remember to remain professional and also, I should remember to have good writing etiquette. I should also consider that this email is being sent in a professional workplace or setting. HOW (AUDIENCE ENGAGEMENT) Audience engagement is the way in which a writer uses format , appeals , and tone to guide engagement with and address reader expectations in a type of communication.  Format : the appearance, presentation, and type of document  Appeals : the methods used to inform or persuade the audience  Tone: the general attitude the communication writing conveys How should the intended audience engage I believe the intended audience should 5

with and respond to this document? have good listening skills to be able to listen to the ideas of my tutoring program. Also, the intended audience should be open minded to new ideas. Using this rhetorical appeals guide , what appeals are used to inform or persuade readers to act? , According to the appeals guide, I act. How would you describe the tone of this professional communication (e.g. informal/formal; directive/suggestive; empathetic/apathetic; informative/action oriented)? Explain with examples. directive/suggestive. Does the format, methods of appeal, and tone match the audience’s knowledge, needs, preferences? Explain. Does the format, methods of appeal, and tone match the document’s purpose? Explain. Does the format, methods of appeal, and tone of the communication match the context? Explain. PROOFREADING CHECKLIST While revision focuses on large, global changes that need to be made, proofreading addresses smaller, local changes (i.e. making a paragraph’s topic sentence clearer or correcting a misspelled word). Using this checklist, review the memo document you submitted in Week 5, highlighting notes or changes you would make to prepare a final draft to email all staff and leadership at your organization. PARAGRAPHS Question Yes/No Changes/Notes Are topics clearly stated at the beginning of each paragraph? Yes Does each paragraph cover one central idea and stay on topic? Yes, Is each paragraph cohesive? (each Yes, 6

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sentence leads logically to the next through transitions, pronoun references, and repeating keywords) SENTENCES Question Yes/No Changes/Notes Does each sentence have subject-verb agreement? Yes Are commas used effectively in each sentence? Yes, Are there any sentence fragments? No, Are there any run-on sentences? Yes Instead of having Ronald synthesis, I went back and condensed down my sentences so instead of having one long sentence, I separated it to make it into two sentences. Are there any dangling modifiers? No FINAL READ ALOUD Question Yes/No Changes/Notes Is the writing smooth and easy to follow? Does it avoid choppiness? Yes Are the sentences too wordy or confusing to understand? No Are there any typos that need to be corrected (e.g. spelling, capitalization, punctuation)? Yes Of course, with the use of spelling check, and also grammar check and the Microsoft Word I was able to fix those changes. ADDITIONAL CHANGES Question Changes/Notes Are there any other changes needed for the draft to meet 7

the characteristics of good writing? Accuracy Active Voice Avoiding Bias Clarity and Concision Positive Voice Strong Nouns and Verbs 8

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