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    Obtain and Convey Workplace Information

    Uploaded by

    alvin manalaysay

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    © All Rights Reserved
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    Obtain and Convey Workplace Information

    Uploaded by

    alvin manalaysay
    48 views37 pages

    Original Title

    1. Obtain and Convey Workplace Information

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    © © All Rights Reserved

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    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    48 views37 pages

    Obtain and Convey Workplace Information

    Uploaded by

    alvin manalaysay

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 37

    Unit of competency:

    Participate in workplace
    communication

    Obtain and convey workplace information


    MODULE DESCRIPTOR:

    • This module covers the knowledge, skills, and


    attitudes required to gather, interpret and convey
    information in response to workplace requirements.
    WHAT IS
    COMMUNICATION?

    It is any written or non-verbal behavior which


    gives people an opportunity to send their thoughts,
    feelings and to have these thoughts and feelings
    received by someone , in other word. It is the
    process by which we give, receive or exchange
    information with others.
    What is effective communication?

    Effective communication is about more than just


    exchanging information. It’s about understanding the
    emotion and intentions behind the information. As well as
    being able to clearly convey a message, you need to also
    listen in a way that gains the full meaning of what’s being
    said and makes the other person feel heard and understood.
    EFFECTIVE
    COMMUNICATION
    For spoken communication:
    Maintain eye contact
    Make notes on what you intend to say
    Choose the right time to say
    Select your words carefully
    Make sure the information is given to the right person
    Try to judge the other person’s reaction
    Make sure it is not too noisy to hear what is being said
    Sit or stand so that you directly face the person who you are talking or
    listening too
     Use polite opening and closing greeting
     Speak clearly and at a medium pace
     Speak in an open and neutral tone
     Be straight forward and to the point
     Keep the message simple
     Be patient
     Show interest
     Listen carefully to the conversation so that you get the right message
    For written Communication
    Assemble the information you need
    Check and double check that the information is
    accurate
    Make notes to form an outline
    Prepare a draft copy
    Read the draft and amend where necessary
    Prepare the final copy
    INEFFECTIVE
    COMMUNICATION
    • If people working together are not able to
    communicate well, it can lead to confusion,
    unhappiness, frustration and annoyance. It
    can also mean that the organization‘s goal will
    not be met.
    WHY DO WE NEED TO ASK QUESTION ?
    ASKING QUESTION TO CLARIFY
    UNDERSTANDING:

    Asking questions shows interest, not ignorance


    1. We need to find out what to do
    2. We need get information
    3. We need to check that we have understood correctly
    MAKING CLARIFICATION
    Tips in making inquiries or clarification:

    Look for the right person with whom you want to


    inquire or clarify things
    Practice good manner in making the inquiries
    Make clear what exactly you want to know and why
    you need the information
    Forms of Communication
    • Verbal • Nonverbal
    • it uses spoken or written • it is the message relayed through
    word. Verbal language is body movements, without using
    necessary to establish and words. It includes facial
    understand. This include expression, eye contact, gestures
    vocabulary, denotative and posture, touch, physical
    connotative meaning, pacing, appearance, dress, silence and
    intonation, clarity, brevity, use of time, space and objects. It
    timing and relevance is often revealing for it is very
    hard to control
    ELEMENTS OF COMMUNICATION

    Sender one who send the message

    Receiver listener

    Message thoughts and feelings that the sender wants to convey

    Communication mode this is the route when the message passes through

    Feedback reaction of the listener or receiver


    Four Kinds of Communication

    1. Verbal or spoken communication

    2. Written communication

    3. Visual image

    4. Body language (non-verbal )


    1. Verbal or spoken communication
    KINDS OF VERBAL OR SPOKEN
    COMMUNICATION

    Meeting
    Unplanned Chat
    Talk
    Discussion
    Telephone Conversation
    Interview
    ADVANTAGES OF VERBAL OR
    SPOKEN COMMUNICATION

    1. Speaking to someone is more personal


    2. Feelings, on both sides can be expressed more easily
    3. Your message is instantly relayed
    4. The receiver’s initial reaction can be judged
    DISADVANTAGES OF VERBAL/SPOKEN
    COMMUNICATION ARE :

    It is hard to tell if other person is really listening


    Facts can be distorted when messages are passed on
    There is no permanent record ( unless it is taped )
    Sometimes personality clashes can occur.
    example:
    loss of temper
    2. Written communication
    WRITTEN
    COMMUNICATION
    Examples are :

    1. Newsletter 6. Fax 11. Advertisement


    2. Report 7. Letter
    3. Notice 8. Memo
    4. Form 9. E-mail
    5. Telex 10. Note
    ADVANTAGES of WRITTEN
    COMMUNICATION ARE:

    Writing provide permanent record


    It is good for complex subjects the document
    can be carefully planned and drafted in advance
    There is less chance of impulsive statements
    being made
    DISADVANTAGES OF WRITTEN
    COMMUNICATION ARE:

    More costly
    A written record, because it is permanent, cannot be altered in
    any way
    There is no guarantee that written communication will be read
    3. Visual image
    VISUAL IMAGE

    • Apart from actual written words, charts, and


    graphs can be used to communicate, often very
    effectively .
    • They provide an instant visual image that many
    people can understand better than book of text.
    EXAMPLES ARE :
    A table
    Flow chart
    Bar graph
    Line graph
    Pictograph-an ancient or prehistoric drawing or painting on a rock
    wall
    Pie graph - A pie graph (or pie chart) is a specialized graph used in
    statistics. The independent variable is plotted around a circle in
    either a clockwise direction or a counter clockwise direction
    Organization chart
    4. Body language (non-verbal )
    • There is another way of communicating which does
    not involve the use of paper or the spoken words.
    This is known as body language.
    • It is also known as non-verbal communication by
    using different parts of the body rather than the
    written or spoken word.
    Example of these are:

    Nod of the head


    Smile
    Grievance
    Shaking of the shoulder
    Look at the eye
    An evasive look and eyes look at their directions
    Communication with others

    • Communication needs to be clear and


    effective in order to achieve its aim. When
    it is not, all kinds of problem can result. It
    is the responsibility of the sender to relay
    the message clearly.
    What Are Organizational Policies?
    Organizational policies are rules and
    regulations employees must follow to
    keep business running smoothly. Some
    are intended to provide guidance and be
    helpful to employees.
    Policies can cover many areas, including:

    •Safety
    •Hours
    •Dress code
    •Use of company assets
    •Activation of employee benefits
    •Guidelines for turning in paperwork
    •Harassment
    •Diversity in hiring
    •Issuing employee warnings
    •Filing grievances
    Policies Explain Unique Procedures

    Some corporate policies explain to employees how to


    operate at a specific company. For example, the company
    might have specific dates for enrolling in benefits
    programs, requesting vacation time or filing a grievance.
    The company might have specific procedures for
    managers, such as issuing verbal and written warnings,
    handling year-end reviews, giving raises and terminating
    employees.
    Policies Explain Legal Requirements

    Businesses can't assume their employees know all


    labor employment laws. They can protect
    themselves by educating employees on state and
    federal rules and requirements. This can include
    guidelines for safety practices, hiring policies,
    harassment, data security and discrimination.
    Policies Can Improve Operations
    Some policies are intended to help employees understand
    how to begin and end their shifts, submit work orders, use
    hardware and software, and perform other tasks that help
    the company run smoothly. For example, restaurants
    often have a policy that staff use a pre-shift checklist to
    perform all tasks necessary to prepare for the upcoming
    shift. The employee must then follow an end-of-shift
    checklist to make sure everything is ready for the next
    shift.

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