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The document provides information on workplace communication. It discusses 4 types of communication: 1) verbal communication which is most effective face-to-face, 2) body language and facial expressions which impact communication, 3) phone conversations which require speaking clearly, and 4) written communication which is prone to misunderstanding. The document emphasizes the importance of effective communication and provides tips to improve each communication type.

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19 views6 pages

Basic 1

The document provides information on workplace communication. It discusses 4 types of communication: 1) verbal communication which is most effective face-to-face, 2) body language and facial expressions which impact communication, 3) phone conversations which require speaking clearly, and 4) written communication which is prone to misunderstanding. The document emphasizes the importance of effective communication and provides tips to improve each communication type.

Uploaded by

Ollh Admitting
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Information Sheet 1.

1-1

WORKPLACE COMMUNICATION
Learning Objective:
After reading this INFORMATION SHEET, YOU MUST be able to:
1. Understand and apply the concepts of workplace Communication

Words are only a small portion of how we communicate with one another. Yet
the value of other forms of communication is often overlooked. Learn more
about four different types of communication, and how using them effectively
can improve performance, morale, teamwork and success in your business.

Communication Types and How to Improve Each One

1. Verbal (In-Person) Communication. Whenever possible, use face-to-face


communication in the workplace to eliminate many of the
misunderstandings that can occur. Speaking directly with someone in
person allows both of you to see and hear the bigger picture. As you or
your team member speak, you can see each other's facial expressions
and body language. The emphasis on focusing on one another and the
conversation promotes a feeling of value and credibility. You may think it
will take longer for you to leave your office and walk to the other end of
the building to speak face-to-face with someone. But having one quick
conversation rather than a multitude of emails can actually make it more
efficient in the end.
2. Body Language & Facial Expressions. As mentioned above, your body
language and facial expressions play a vital role in how effective or
ineffective you are at communicating with staff members. Eye contact
makes people feel acknowledged as they talk and listen. A relaxed stance
with your arms by your sides encourages employees to feel comfortable
in a meeting. If you rehearse what you're going to say before a meeting,
do so in front of a full-length mirror so you can see if what your body
language says matches up with your words. Employees will receive your
words more positively if your facial expressions and body language don't
put them on edge or the defensive.
3. Phone Conversations. Use of the phone is a common part of most every
business day. Some people enjoy talking to team members by phone.
Others dislike it so much that they put it off until the last minute. If the
staff you lead is remote and spread out throughout the state, country or
world, the phone will be a vital communication tool. You can positively
impact the effectiveness of your phone communication by doing three
simple things. Smile while you talk (in an appropriate conversation, of
course); it sounds silly, but it gives your voice a friendlier tone. Take
notes before the conversation and use them to ensure you cover all
points. Finally, speak clearly and slowly so your words are understood.
4. Written Communication. Emails, memos and notes are common forms
of written communication. Of all four communication styles, this is the
one that can lead to the most misunderstandings. People often read
between the lines or feel that there are implied messages or emotions in
written forms of communication. In a workplace situation, this should
and can be avoided. Before you send an email to your employees,
distribute a memo or post an important notice on the staff bulletin
board, have an objective pair of eyes read it first. A business coach or
mentor can look over your written communication and and provide
constructive criticism and helpful suggestions.
Communication between you and your team will always be a work in progress.
The tips in this blog post can assist you in becoming more mindful about your
written communication while providing you with strategies for improvement. If
communication between you and your staff has been problematic, you can
zone in on the trouble spots and learn how to change them by working with a
business trainer or coach.
Information Sheet 1.2-1
WORKPLACE MEETINGS

Learning Objective:
After reading this INFORMATION SHEET, YOU MUST be able to:
1. Describe the procedure for workplace meetings

Every workplace will have staff meetings/team meetings, formal and informal
discussions.
When a business places a proper value on the time spent by people preparing
for and attending meetings, it is quickly seen that they are a very expensive
exercise.

Have you ever been to one of those meetings where no objectives were met, no
actions were agreed upon and generally it was a complete waste of your time?
Effective meeting procedures are essential to ensure that the maximum
output is gained from a meeting.

Some basic expectations are:

A clearly defined purpose to your meeting – Ask questions such as; Why are
we meeting? What are we trying to achieve? Are we meeting for meetings sake?
However, consider that at times the purpose of bringing people together for a
meeting may be to achieve other important interpersonal objectives like team
building, brain storming or group problem solving. Make sure that you clearly
communicate the meeting purpose well before hand, this gives attendees time
to gather ideas or research issues prior to attending the meeting.

Advise people of the meeting in time for them to be able to attend – It is


amazing how often key people are left out of meetings or are not able to attend
simply due to a lack of planning and sufficient notice.

Set an agenda – An agenda aims to keep discussions on track and to keep


everyone focussed on the issues. The agenda should be distributed to
attendees before the meeting.

Start and finish on time – Make sure the meeting starts and finishes on time
so participants feel that their time is valued and that they can plan for effective
meeting participation to fit within their work load.

Manage the participants – It is important that every person feels their


attendance and contribution is valued. People must be given the opportunity to
express their opinion as well as recognising they must also listen to others
without interruption. Clear conflict management strategies must be in place.

Sentence Construction
1. The “Subject-Verb” Structure (S-V)
Subject Intransitive Verb (Adverbial)
The boys jumped over the wall.
He sleeps during lectures.
Birds of the same feather flock together.
2. The “Subject-Verb-Object” Structure (S-V-O)
Subject Transitive Verb Object (Adverbial)
She teaches English at the university.
His car hit a tree this morning.
They will meet the boss next Monday.
3. The “Subject-Verb-Indirect Object-Direct Object” Structure (S-V-IO-DO)
Indirect Direct
Subject Transitive Verb (Adverbial)
Object Object
on her
The woman gave her daughter a gift
birthday.
The bank reluctantly the poor
a loan this morning.
manager granted farmer
Mr. Mendoza taught us Greek in those days.
4. The “Subject-Verb-Subject Complement” Structure (S-V-SC)
Subject Linking Verb Subject(ive) Complement (adverbial)
Hannah was a teacher in Delhi.
The old man looks happy today.
Those young people will become experts soon.
5. The “Subject-Verb-Oobject-Object Complement” Structure (S-V-O-OC)
Transitive Object(ive)
Subject           Object               (Adverbial)
Verb Complement
The PM appointed Mr X a minister in 2004.
The Inspector found the man innocent.
The landlord called the new tenant a crook.

Source: TESDA Online Course


Information Sheet 1.3-1

RECORDING AND REPORTING


Learning Objectives:
After reading this INFORMATION SHEET, YOU MUST be able to:
1. Describe the procedure for recording and reporting

Types of Forms

In every workplace you will be required to complete forms. Each workplace will
have forms specific to their requirements. You must make sure that you know
which forms to fill in, when you need to use forms and where to find the
necessary forms.

When filling in a form:


• read the form carefully
• fill in all the required details
• only include necessary information
• write clearly and simply
• check that you have completed it properly
• send or give it to the appropriate person, or file in the appropriate place

Work instructions are the most basic tool used in every business or
organisation to help workers follow a sequence of steps. Inadequate work
instructions are likely to result in a variety of problems in the workplace that
could range from:
• returned products
• loss of materials
• customer complaints
• liability issues
• poor work performance

Work instructions can have a major impact on the effectiveness and


productivity of a workplace. If instructions are difficult to follow, workers will
make errors in implementing the steps.

A good work instruction is a detailed sequence of steps that workers need to


follow each time they perform a task. The purpose of a work instruction is to
organize steps in a logical and systematic way so that workers can easily follow
it independently.
This means a consistent format for your work instructions is important.
Workers can read the information faster and absorb it more quickly if it follows
a consistent font and format. It also makes the development of further work
instructions far simpler as you have a template to follow.
Source: TESDA Online Course

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