Participate in work place Communication

Module Title: participate in work place Communication

LO 1: Obtain and Convey Work Place Information
1.1 Introduction
---Work place is a place, such as an office, library or factory, hospital, clinics where people are
employed.
What is our workplace?
 Administration office
 Accounting office
 Human Resources Office
 Bookstore
 Maintenance office
 Engineering office
 General Services
 Clinic
 Registrar
 Security Guard office
 Student Services
 Discipline office
 Campus Ministry office
 Libraries
 Others
1.2 Method of Identifying information from appropriate source
To identify information from appropriate sources in order to communicate well, it is helpful to
understand the process of Communication. Communication involves:
 A Sender who has massage or idea wish to send
 A massage which is sent between sender & receiver
 Method [face to face ,telephone Letter, from]
 Receiver-who receives and understand the massage
 Feed back –passed from the receiver to the sender

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1.3 Effective communication skill and application

Communication need to be clear and effective in order to a chive its aim.
Effective Communication leads to
 clear instructions
 people feeling involved
 higher moral and job satisfaction
 people working better as a team
 time effort saved
What is work place Communication?

 It is the sharing of the information between two or more individual or groups to reach
a common under standing
 It is the ensuring the massage is delivered received and clearly understood by using
the most effective means possible to the targeted audience
 It is the process of exchanging information, both verbal and non-verbal, within an
organization.
 It is exchange of thoughts, messages, or information, as by speech, signals, writing, or
behavior.
To communicate with people effectively you need
 make sure –it is not to noisy to hear
 site sand –you directly face the person
 maintain- contact
 use polite opening and closing greetings
 speak clearly and at medium pace
 speak in an open and natural tone
 be straight forward and to the point
 keep the massage simple
 be patient
 show interest
 Use the word that the people you are talking to can understand.

1.4 Type and Appropriate use of Communication medium

 Communicative media is growing day to day to ensure clearly and to

eliminate the ambiguity in Communication.
The following are certain types of Communication medium

 Letter
 Telephone
 E-mail
 Face book

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 Tele conference
 Face to face Communication
1.4 Forms of Communication
 verbal Communication-utilized more than just email or Telephone call
 none verbal Communication –using sign language
 writing Communication -through written word
 visual Communication- through visual display

1.5 Communication Flow

1. Downward Communication

Down ward communication is communication that flow from superior to subordinate.

The managing director Communicates with the department managers, a manager giving
directives to an assistant manager or supervisor, a Forman instructing a worker are all
engages in the Process of downward communication. Orders, individual instructions,
Policy statements, Job sheets, circulars etc. fall under downward communication.

Main Objectives of downward Communication

The following are the main objectives of down ward communication.

 To give specific directives about the job being instructed to a

subordinate.
 To explain policies and organizational procedures.
 To appraise the subordinates of their performance.
 To give information about the rational of the job i.e. to explain to a
subordinate the significance of the job assigned to him and why he has
been entrusted with it.
2. Upward communication

Upward communication is flow of communication from subordinate to superiors. Managers have

only recently come to recognize the importance of upward communication.

Importance of upward communications

 Providing feed back

 Outlet for the pent-up emotion: - gives employees an opportunity to vent
their problems and grievances.
 Constructive suggestions: - often employees provide (offer) constructive
suggestions, which may be helpful to promote the welfare of the organization.
 Easier introduction of new Schemes: Since the employees feel themselves to
be a party to the decision-making process, it helps the organization to
introduce new schemes without unduly antagonize the employees.

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 Greater harmony and cohesion: -upward communication acts as a kind of

lubricant. It makes the atmosphere in the company congenial and creates
greater harmony and cohesion between the management and employees.

3. Horizontal communication

Communication between department and people on the same levels in the managerial hierarchy
of an organization may be termed as horizontal or lateral communication. It is the most
frequently used channel of communication.

Horizontal communication is externally important for promoting understanding and co-

ordination among various departments.

4. Grapevine----This is a communication channel that no one owns and no one controls. And
while we might complain about gossips and busybodies, we all use it sooner or later.

LO 2. Participate in work place meetings and discussions

2.1 Workplace Meetings

An effective workplace meeting relies upon the group of people having a clear understanding of
the purpose of the meeting and its procedures. Meetings vary between informal meetings of
employees through semi-formal meetings on site regarding work procedures, to formal meetings
involving managers, developers, architects and regulatory officials.

An effective meeting is one that takes a minimum time to achieve its objectives and satisfies all
participants.

Some meetings, like a school assembly, are held to pass on information. The participants face the
leader and communication is usually one-way. These are an effective way to pass information to
a large group of people. They must be well planned to be effective. Other meetings are called to
make decisions. These meetings should have a much smaller number (around 12 maximum) and
should have the participants facing each other as the participants are required to discuss points
and make decisions. A well-planned agenda helps these meetings.

It is vital that all participants work co-operatively in meetings to achieve the goals of the
meeting. It is often said that a good meeting is a short meeting. This implies that time wasting
should be avoided and the meeting should remain focused on the task at hand.

2.2 Types of Meetings in the Workplace

Meetings form an important part of workplace communication:--

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Workplace meetings are an important element of business management. Meetings enable you
and your employees to communicate and share information, solve problems or resolve disputes,
improve performance, build teamwork and move projects forward. Workplace meetings can be
formal or informal, and the number of participants can range from two to several hundred,
depending on the size of your company. Your suppliers, customers and business partners may
also participate in workplace meetings if your company has a policy of collaboration.

 Project Meetings

 Staff Meetings

 Sales Conference

 Emergency Meetings

 Collaborative Meetings.

2.3 Basic principles of work place meeting

Meeting is a gathering of two or more people that has been convened for the purpose of
achieving a common goal through verbal interaction, such as sharing information or reaching
agreement.

Effective work place meeting produce results, begin with meeting planning. It identify as the
community needed the meeting. Then, decide what to be accomplishing by holding the meeting.
There are five Principles of work place meeting that we should follow:-

 Address only one topic at a time.

 Use only one process at a time.
 Achieve interactive and balanced participation.
 Use cognitive conflict productively.
 Have all understood and agree to meeting roles.

Efficient and successful meetings

There are good meetings and there are bad meetings. Bad meetings drone on forever, you never
seem to get to the point, and you leave wondering why you were even present. Effective ones
leave you energized and feeling that you've really accomplished something.

So what makes a meeting effective?

Effective meetings really boil down to three things:

1. They achieve the meeting's objective.

2. They take up a minimum amount of time.

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3. They leave participants feeling that a sensible process has been followed.

If you structure your meeting planning, preparation, execution, and follow up around these three
basic criteria, the result will be an effective meeting

2.4 Work place interaction manners

Workplace- is the location at/from which an employee ordinarily performs the duties of his or
her position and in the case of an employee whose duties are of an itinerate nature the actual
building to which the employee returns to prepare and submit reports etc and which other
administrative matters pertaining to the employee’s employment are conducted.

Manners are the unenforced standards of conduct which demonstrate that a person is proper,
caring, non-grouchy, polite, and refined. They are like laws in the set of a standard for human
behavior, but they are unlike laws in that there is no formal system for punishing, the main
informal "punishment" being social disapproval.

The workplace is a great place to practice your manners. There are 6 commandments for good
manners in the work place interaction environment:

1. Say thank you

2. Pay attention

3. Listen particularly before speaking.

4. Be punctual

5. Be assertive

6. Not tolerate bad manners without the sense that there are some rules, there cannot be
agreement about decent behavior.

LO 3. Complete Relevant Work Related Documents

3.1 Process of Recording Work Place Data

Documentation is a term with many meanings, the most common of which are:

 A set of documents provided on paper.

 The process of documenting knowledge, as in scientific articles.
 The process of providing evidence.
 The writing of product documentation, such as software documentation.

Documentation and recording are important to insure accountability, facilitate coordination

to of care between providers and service improvements however the importance of

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documentation and recording may be over locked by the focus on direct services to the
community

Record –keeping and documentation are important process that facilitates

 Continuity of care
 Accountability
 Service improvement.

Record, Organize and Maintain Workplace Information By having a better understanding of

what records to keep and how to keep records, you will gain the skills and knowledge to
participate in your workplace more efficiently and effectively through this process we are able
to:

 •satisfy various legal requirements

 assist in preparation of work place data
 To help community leaders identify areas where efficiencies can be introduced • use
information from the past to plan for the future It is important when considering
implementing recording systems that they are simple, easy to use, effective and suit the
organization.
The 4 basic rules for record keeping are:
Useful — don’t waste your time keeping records you will never use.
Easy to use Simple and neat -to encourage you to use the system.
Accurate — Bad records can lead to poor decisions
Compulsory – These are the records you are Record, Organize and Maintain Workplace data

3.2 METHODS USED FOR COLLECTING AND RECORDING WORK PLACE DATA
Methods for collecting information may include:
 Observation and listening
 File records
 Statistics and reports from other organizations
 translating data from diaries and note-books
 Interviews with colleagues/customers
 Questioning (in person or indirect) via questionnaires or face to face interview
 Recruitment applications and other forms
3.3 Procedure of report writing and record results

A report is a systematic, well organized document which defines and analyses a subject or
problem,

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Reports must always be:-

 Accurate
 Concise
 Clear
 well structure

Report structure

 Title page always include the title your name and the date of submission.
 Acknowledgement, a list of people and organization within and outside the
organization.
 Terms of reference definition of the task your specific objective and purpose of
writing
 Procedure how you’re reasserted was carried out how the information was
gathered
 Summary usually included in longer report may be called executive summery

Content clear well formatted sections and sub-sections of the report

 Writing a fieldwork report that summarizes your fieldwork experiences, observations

and preliminary conclusions helps clarify both qualitative and quantitative data
collected while offering insight into how different sets of data work together to answer
the planned questions implied in your objectives.
 A well written report will help to assess the design of your field work and assess the
reliability of the information you acquired to solve the problem under investigation.
Choose your approach to report your findings and drawing conclusions. Feedback from
facilitators will assist you to organize the final report.

When you are writing a report the main topics you want to cover are:

 Why write reports? (How important is the task?);

 Who should receive reports?
 What should reports contain? (Content; what are the different kinds of reports?);
 How should reports be organized? and
 How can we write better reports? (How can we make report writing easier?)

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