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MARINERS’ Legazpi
Topic 3 Communication for Work Purposes
Time Frame Week 8|3 hours
Learning Outcome | At the end of this topic, you should be able to:
- create clear, coherent, and effective communication materials;
- present ideas persuasively using appropriate language registers, tone, facial expressions and gestures; and
- adopt awareness of audience and context in presenting and communicating ideas.
Materials
Lesson 1 Professional Communication
Pre-Test
Instructions: Write your name as usual with your course/section and date on the answer sheet provided, this Pre-test was done. You may ask some businessmen or professionals from among your family or relatives and answer the questions below:
- Why do you think there must be a good communication within an organization or company?
- Do you think everybody within a company is allowed to communicate with each other? If so, why? If not, why not?
- In your own opinion or perception, where do you think communications in an organization come from? Is it from the top management always or from the bottom employees or vice-versa? How is it done then?
Vocabulary List
advent - the fact of an event happening, an invention being made, or a person arriving
2. chaos - a state of utter confusion 3. clientele - a body of clients 4. compensation – payment to unemployed or injured workers or their dependents 5. fortify - to add mental or moral strength to; to encourage
MARINERS’ Legazpi
6. havoc - great confusion and disorder 7. repartee - a quick and witty reply 8. stakeholders - a person or group of people who own a share in a business 9. teté-a-teté - a private conversation between two persons
Acronyms
*No Acronyms have been cited in this lesson.
Engagement Activity
Directions. In the sample memorandum given below, try to analyze what is wrong with this particular written organizational communication. This memorandum is a disciplinary one which please make your own corrections as underlined. Just imagine that you are the boss and you are writing this to one of your employees. You can just invent name for your employee, but your name as the “boss” must be your real name.
MEMO
To : [Invented Employee Name]
From: [Your real name]
Date: [Date written]
RE: TARDINESS
This memo serve as a written notice to you. [Invented company name] have made decision to take disiplinary action regarding your being late for work from August 15, 2020 to September 15,
We have notice this habit of yours for almost six [6] months now.
This department has decided to suspended you effective immediately or as soon as this memorandum has bee received by you.
It is our sincere hope that this suspension is meet with understanding on your part and that in the future you will be at your desk on time each day. Please remember that this is your third warning, and according to company policy, if chronic tardiness continue, the next action will be termination.
You have the write to appeal this decision. If you have questions regarding this disciplinary process, please contact the Human Resource Department.
MARINERS’ Legazpi
must be upheld as it relates to stakeholders and/or customers and the clientele as a whole. So, values and principles must be cascaded to your employees so that they may know how to deal with customers as they relate with them. If you do not know the purpose of your communication, they you are creating “noise.”
Business communication occurs across networks. This communication has gone a long way in terms of how to transmit messages and/or information with others. Oral communications have been passed from one generation to the next, but sometimes we also use actions, whether through body language or other approaches, such as smoke signals which were done by Indians. Meantime, most communications were constrained to oral communication. With the advent of writing, another avenue of communication was created, which turned out to be a little enduring than speech. Information nowadays are recorded and made into videos and passed down from generation to generation.
As evolution comes, a communication revolution has arrived with the coming of various channels like smartphones, emails, video calls, social media, satellite communications, teamwork software and so on. The exploration of the virtual network, communications was increased and became a reality as an avenue for communication without the face-to-face thing. The future becomes brighter as other channels are being explored.
As communication is growing rapidly, you are in danger of forgetting why communication is so vital in business. What is the purpose then of communication in business?
Business communication is important to managers, department heads, and supervisors as it assists them in carrying out their major function within the organization. They must know all information regarding to their works including that of the entire organization. Though there are confidential items within the organization, the basic information that employees should know must be disseminated to them in order to ensure that every employee, personnel, and staff is working to achieve one goal.
Speaking of confidentiality, employees who are involved in such secrecy must be involved most especially if they are the items being talked about. A good manager, whether confidential matter is about the staff himself/herself, must be called upon in private before any investigations be made.
A big part of the time consumed by a manager in a company is dedicated to communication. The communication may either be face-to-face or in any other avenue, it occupies a good portion of the manager’s day.
The purpose of business communication can be recapped into a few functions:
MARINERS’ Legazpi
Motivation In order for the employees to work well in an organization, they need some motivations for them to be enthusiastic and have the verve to work even with a very minimal compensation. Managers need to be a little bit careful in giving their staff the tasks that they need to do for them to work harder and better. A good communicator knows how to fortify their message with a small and right amount of inspiration to make them genuinely want to agree on the message being conveyed. Sharing of Information Communication is just a flow of water that allows information to cascade from one place to the other. In order for information to be more operative within the organization, there should be an effortless flow of information. This is the only way where major decision- makers are ensured that the decisions they have made have taken all the points into consideration and are updated. Socialization In a business, play is also given a consideration as a short respite from the humdrums of work. People need to open up and release tensions for them to boil down. There are times that managers too have to loosen up and have a teté-a-teté or short chat with employees. In a repartee, you will know who your team workers are as they talk casually in social gatherings. With this, it creates an atmosphere of goodwill in business communication.
MARINERS’ Legazpi
Growth We see communication in both internal and external way. Should you build strong lines of communication within, you are ensuring that the message you conveyed outside is consistent. Any project for the growth of the company relies on the strength of your communication to all stakeholders, whether internally or externally, for you to be on the same wavelength. Strong Management When managers are strong communicators, they are better able to manage their teams. The delegation of tasks, conflict management, motivation and relationship building (all key responsibilities of any manager) are all much easier when you are a strong communicator. Strength in communication is not just the ability to speak well to people but to empower them to speak among yourselves – facilitating strong communication avenues is the key. How to Improve an Organization’s Communication. ● Define goals and expectations – Managers must deliver clear, achievable goals to both teams and individuals, emphasizing exactly what is required on any given project or task and ensuring that all staff are aware of the objectives of the work, the department and the organization as a whole. ● Clearly deliver the message – Ensure that the message you deliver is clear and can be accessed by your intended receiver. Speaking politely and plainly must be done here for you not to create confusion or offense. ● Choose your medium carefully – Select the best possible format when you make your message. Though face-to-face is the best by far to building trust and rapport with staff, this is not always the preference. You have to decide whether a printed copy of your communication is better than an email or a general memorandum is enough.
MARINERS’ Legazpi
● Keep everyone involved – All lines of communication must be kept open at all times. The best manager always invoked the “open door policy.” But, you may seek and encourage progress reports and plans and program updates. ● Listen and show empathy – Communication is a two-way process and no company or individual will survive long if it does not listen and encourage dialogue with the party or parties. Listening shows respect and allows you to learn about any outstanding issues you may need to address.
Control
Control is one of the key functions of a manager. Usually, managers want to control the attitude, behavior and actions of employees. Let it be known though that these employees are not robots and cannot be used with a remote to respond to the whims of the manager and be forced to do anything out of context of the company policies. Should you need them to do anything, you have to communicate well, as much as possible, written so as not to confuse with other matters beyond what is being dictated by law.
Communication Makes Business Alive
Communication in business is the critical aspect in deciding the future of your company or business. Effectiveness is the key for everything else to work out well.
Source https://www.websofttutorials.com/ https://business.lovetoknow.com/ https://www.merriam-webster.com/ https://www.michaelpage.co.uk/ https://smallbusiness.chron.com/
Further Reading
No further reading for this lesson as details were already discussed.
