Purposive Communication Unit 2 Updated CP

PURPOSIVE COMMUNICATION
Unit 2: Participation in Workplace Communication
Jennis Rollen D. Maagad, LPT

In the workplace, you will be
dealing with different kinds of
people and industries for work
and business transactions.
Thus, it is crucial for you to know

the necessary skills to
communicate to these various
sources. Welcome to the second
module of the communication
course: "Participating in
Workplace Communication."
Indeed, communication is a vital part of being a
team. However, there are other people, besides
your team, you also need to communicate with.
These are the appropriate sources. These are
the people who communicate relevant
information with you, such as requests,
commands, and inquiries.
These sources are classified as internal and

external sources.
Internal Sources
Internal Sources
refer to the people
who are already
inside or are already
part of your
company that you
communicate with.
This includes:
 Team Members
 Supervisor/
Department Head
Internal Sources
Examples:
- Memorandum
- Notice
- Appointment
- Requisition Letter
- Project/Program
Proposals
- Grievance
External Sources
External Sources refer
to the people outside
your company you
communicate with. This
includes:
 Suppliers
 Trade Personnel
 Local Government
Although they are

termed as sources, in a
true communication
flow, these sources can
either play the role of a
sender or a receiver of
the message.
External Sources
Examples:
- Business
Correspondence
- Solicitation
- Invitation
- Project/Program
Proposals
COMMUNICATION WITH TEAM MEMBERS
Communicating effectively with your team builds a happy
and healthy workplace. It makes the team more efficient and the
work easier for everyone. Whether dealing with agreeable or
difficult workmates, here are some tips to ensure effective
communication.
Take responsibility and be a good example

As the one who understands, take the responsibility of
being the model of what you want your members to be.
Lead your team by setting a good example.
Adjust
Learn how to adjust depending on the personality of your team
members. Understand them by observing both their verbal and
nonverbal cues. Their personalities will affect how they would
respond and communicate.
Discuss communication issues

If there are problems in the workplace, talk directly to the ones
involved. Avoid sharing stories to those who are not involved in the
problem. Always talk things out and never let conflicts pass
without talking about it.
Discuss rift among members

If your team members have personal issues with each
other, try to help in resolving it by listening to
everyone’s grievances. Be sincere in talking to them.
Make your team members feel secure in sharing
problems to you. Mediate if you can. Make sure to
apply your active listening and understanding skills.
Keep a tight agenda
Always know what to talk about and when to talk about
these things. Do not deviate from your plans. Allot right
timing for everything. When in a meeting, provide your
team members a detailed agenda of what you are going to
talk about.
Ask for questions from others
Check if things have been clear to everybody. Encourage
them to ask questions and clarify instructions.
Communicating with a
Supervisor/ Department
Head
Communicating with bosses, supervisors, and department heads can be
challenging especially if you feel very inferior to them. However,
communicating with them does not need to feel challenging or
intimidating.
Here are some tips to help you communicate with them effectively:
• Go straight to the point. Do not say unnecessary things. Respect

their time.
• Show numbers and visual representations. When presenting
numbers to your boss, do not just present them in paragraph forms.
• Schedule your appointment. Do not expect that they are always
ready for an ambush talk. They are busy people and their time is
precious.
• Prepare your agenda. Before speaking to your boss, plan what you
need to say. Make a list. This will help you remember all your
concerns.
• Be solution-focused. When consulting problems, always have a

solution in mind.
Presenting
Yourself in the
Workplace
Your voice is the sound produced by your vocal organs and it is affected by many
factors such as pitch, volume, rate, quality, etc. Make sure that all these factors
work together in order to deliver your message well. Here are what you should
consider in order to present your voice:
• Pitch – the highness or lowness of your voice

• Volume – how loudly or softly you should speak
• Rate – the speed of your speech
• Intelligibility – if the message is understandable
• Articulation – using the tongue, teeth, palette, jaw, and lips in order to produce
vocal sound
Voice •
•
Pronunciation – form and accent of various syllable of a word
Accent – Inflection, tone, speech habits of a speaker
• Vocal expression – variety in voice which can be a achieved by changing and
appropriating the pitch, volume, rate, as well as stressing certain words and
phrases
• Monotony – should be avoided since it is lack of vocal expression. This occurs
when there is just a constant pitch, volume, and rate.
Appearance play a major role in communicating
effectively. It can boost an employee’s confidence and it can
also represent the image of the organization or the industry
where the employee works for. In addition to that, good
appearances can also maintain a good first impression; thus,
it really is something that should not be overlooked.
1. Consider the receiver of 2. Consider the topic and 3. Do not be over the top
your message and the the purpose. For example, Too much of something is
situation. Always consider the more serious your topic never admirable. For
your audience and make or purpose is, the more example, too much make-up
sure that your appearance formal you should dress. If or extreme clothing may
fit their expectations. Dress there is also a set uniform distract your audience
appropriately. Doing so for a specific situation, you instead of actually paying
would increase your should adhere to these attention to you.
credibility in delivering the rules.
message.
Posture is referred to as how you position your
body. It is important in the workplace since it shows
how confident and credible you are in delivering your
message. In our previous lessons, good posture also
depicts good nonverbal communication skills.
One must take note that when engaged in face-to-

face communication, display an upright stance and
squared shoulders to show confidence.
When doing video calls or online meetings, sit

properly. Sit upright on a chair with squared
shoulders as well.
Skills and experience are important in the workplace; however, a
right attitude builds a team and makes a person more agreeable in
the workplace. A right attitude will make the people around you be
more comfortable in working with you, thus, productivity and
efficiency will be inevitable in the workplace.
Besides the empathetic skills, here are some attitudes that you
must embody in the workplace:
• Respect for your workmates—may it be your superiors or
subordinates
• Enthusiasm in the workplace
• Commitment to the job
• Creative ideas
• Industriousness
• Genuine kindness
Types of
Workplace
Forms
1. Formal Letter
Types of Block Letter
The most commonly used format for
Workplace business letters is the Block format. In
this format, all the parts are aligned left.
Forms Block format uses single spacing.
Parts of a Business Letter
1. Date – State the month, date, and year that you wrote the letter.
2. Sender’s name and address – State your name and company
address. This part is sometimes no longer required when
writing
business letters.
Types of 3. Inside address – State the complete name of the receiver of your
message. If you can, also include his/her position in the
organization. Also add the address of her organization.
Workplace 4. Salutation – Remember to use a colon ( : ) instead of a comma ( , )
since this is a business letter.
Forms 5. Body Text – State the reason why you are qriting the letter. Do not
forget to use a professional and affirmative note when
writing the content of your letter.

6. Closing/”Call to Action” – At the end, mention what your receiver
Guidelines in Writing a Business Letter
1. Use a professional tone and save chatty, lengthy, and casual
language for email. Business letters should be professional sounding,
yet friendly.
2. Be clear. Be straightforward when writing your letter. Avoid
using jargon or words that will not be understood by your receiver.
Types of 3. Organize your information well. Before writing your letter, you
can write an outline first to organize information first.
Workplace 4. Know your reader. Write the appropriate message for your
receiver. If they follow a style guide or guidelines in their
organization, use that format when writing your letter.
Forms 5. Do not forget your “call to action”. Do not let your reader
hanging at the end. Let them know what they should do after getting
your letter. In addition to that, let them know how they can reach you
should they have follow-up questions.
6. Proofread! Check if there are any errors or information which
you forgot to add.
Memorandum
A memorandum is a workplace document intended to point out and
resolve issues.
1.) At the top of the page, type MEMORANDUM
Types of 2.) TO: (Intended receiver)
3.) FROM: (Sender of the memo)
4.) CC: (Carbon Copy/ other secondary receivers)
Workplace 5.) DATE: (Date the memo is made)
6.) SUBJECT: (The problem that needs to be addressed)
Forms 7.) In writing the body, skip the salutation.
8.) Introduce the problem in the first paragraph.
9.) Suggest the needed solutions.
10.) Close the Memo with a warm note such as:
“I am looking forward to your response.”
11.) Sign your name below.
12.) Use Arial typeface unless your organization has a standard format.
Notices are short formal documents that are sent to
send urgent or important matters.
What a notice shall contain:

Types of • Name of the issuing workplace or organization
• Date
Workplace • Eye-catching header
• Description of the header
• Purpose why it is written
Forms • Other important details
Types of notices:
• Notice of an event
• Lost and Found notice
• Notice about future tours, camps, or fairs
ASSESSMENT:
Answer the quiz upload in our Google Classroom.
PERFORMANCE TASK:
1.Make a sample of the following workplace documents:
- Business Letter
- Memorandum
- Notice

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PURPOSIVE COMMUNICATION

Unit 2: Participation in Workplace Communication

Jennis Rollen D. Maagad, LPT

Thus, it is crucial for you to know

These sources are classified as internal and

Although they are

Take responsibility and be a good example

Discuss communication issues

Discuss rift among members

• Go straight to the point. Do not say unnecessary things. Respect

• Be solution-focused. When consulting problems, always have a

• Pitch – the highness or lowness of your voice

One must take note that when engaged in face-to-

When doing video calls or online meetings, sit

forget to use a professional and affirmative note when

writing the content of your letter.

What a notice shall contain:

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