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3. Lesson outline:
1. Workplace Communication
2. Business Letters
3. Memos
4. Importance of Good
Communication at the
Workplace
4. -is the process of exchanging
information and ideas, both verbally
and non-verbally between one
person or group and another person
or group within an organization. It
includes e-mails, videoconferencing,
text messages, notes, calls, etc.
1. Workplace
Communication
Indoc, April Joy BSA-1B
5. Video conferencing is a technology
that allows users in different
locations to hold face-to-face
meetings without having to move to
a single location together.
Email - messages distributed by
electronic means from one computer
user to one or more recipients via a
network.
6. Text messages- an electronic
communication sent and received by
mobile phone.
Calls- an instance of speaking to someone
on the phone or attempting to contact
someone by phone.
Notes - a short informal letter or
written message.
7. THINGS TO CONSIDER IN
COMMUNICATING IN THE WORKPLACE:
1. PURPOSE
a) Am I writing to create a record, to request/provide information,
or to persuade?
b) What am I trying to say?
8. THINGS TO CONSIDER IN
COMMUNICATING IN THE WORKPLACE:
2. AUDIENCE
a) Who will read what I have written?
b) What are their job titles and/or areas of responsibility?
c) What do they already know about the specific situation?
d) Why do they need this information?
e) What do I want them to do as a result of receiving it?
f) What factors might influence their response?
9. BROAD CATEGORIES OF WORKPLACE
COMMUNICATION
a)UpwardCommunication
- from your position to an audience above you in the job hierarchy
Example: a response to a letter from your manager
b)LateralCommunication
- between you and an audience within your level of hierarchy
Example: a phone call to/from a co-worker you are collaborating
with
10. BROAD CATEGORIES OF WORKPLACE
COMMUNICATION
c)DownwardCommunication
- from your position to an audience below you in the job hierarchy
Example: an oral reminder to a trainee
d)OutwardCommunication
-between you and a company that you do business with or an
audience outside your workplace
Example: a letter of inquiry addressed to a supplier regarding a
delivery to your office
11. THINGS TO CONSIDER IN
COMMUNICATING IN THE WORKPLACE:
3. TONE
- it will set how your target audience will accept what
you are trying to say.
- you do not have to sound tough, demanding, or
condescending in your discourse especially in
sensitive subjects or issues
12. 1. Suppression of information.
2. Falsification or fabrication.
3. Overstatement of understatement.
4. Selective misquoting.
5. Subjective wording.
6. Conflict of interest.
7. Withholding information.
8. Plagiarism
Workplace communication will fail the ethics
test if it is corrupted by any of the following
tactics (Searles, 2014):
14. “Business writing refers to memorandums, reports,
proposals, e-mails, and other forms of writing used
in organizations to communicate with internal and
external audiences. Business writing is a type of
professional communication. Also known as
business communication and professional writing
(Nordquist, 2017).”
15. Writing business correspondence like letters and
memos is a skill or potential that must be developed
and possess by a person regardless by his work,
profession, or specialization (Mosura, et al., 199).”
16. PARTS OF A BUSINESS LETTER
- includes the return address and the date on the last line.
1. HEADING
17. 2. INSIDE ADDRESS/RECIPIENT’S ADDRESS
PARTS OF A BUSINESS LETTER
- contains the name to which the letter is written and addressed
18. PARTS OF A BUSINESS LETTER
3. SALUTATION
-is the greeting part that is written in a polite and courteous
manner followed by a comma (,) or a colon (:)
19. - contains the main purpose of the letter, the very reason for
writing. It is very important that the body of the letter be written
in a straightforward, simple, and coherent manner.
PARTS OF A BUSINESS LETTER
4. BODY OF THE LETTER
Three Parts
•Introduction
•Middle Section
•Conclusion
20.
21. PARTS OF A BUSINESS LETTER
5. COMPLIMENTARY CLOSING
- is the polite yet business-like ending of the letter. This ends with a
comma (,).
22. - the name of the sender is written on the first line, then his/her
position on the next line. It is expected that the sender will put his/her
signature above his/her name.
PARTS OF A BUSINESS LETTER
6. SIGNATURE BLOCK
23. BLOCK
1.
Positions all the parts of the letter to the left,
single space and justified.
FORMATS
OF A
BUSINESS
LETTER
24.
25. 2. MODIFIED BLOCK
All parts of the letter are tabbed on the left,
sigle space and justified except the heading and
the closing which are tabbed on the center.
FORMATS
OF A
BUSINESS
LETTER
26.
27. FORMATS
OF A
BUSINESS
LETTER
3.SEMI-BLOCK
The paragraph are indented instead of
placing them all on the left. Heading is on
the center, and the date cam be placed in
the right side , three spaces fter the
heading. The recipient’s address is on the
left, and the closing on the right.
30. -a letter which is written
when you need certain
information, permission,
favour, service or any other
matter which requires a
polite and humble request
Letter of Request 26
1.
31. -asks someone for specific
information. In other cases,
such as a request for
specific information on a
product, the recipient may
or may not be as motivated
to respond quickly.
2. Letter of Inquiry 27
32. -a document that
confirms the details of
a purchase of goods or
services from one party
to another.
3. Letter of Order 28
33. -Its objective is to let
the reader know that
items requested in a prior
communication, usually an
inquiry or an order letter,
have been received.
4. Letter of
Acknowledgement
34. -It is normally written
to deal with a problem
situation when other
attempts (i.e. phone
contacts, e-mails, etc.)
have failed to rectify
the situation.
5. Letter of Complaint
35. -a response to a written
complaint. The objective
is to inform the reader
that their complaint has
been received.
6. Letter of Adjustment
36. A memo (or memorandum, meaning
“reminder”) is normally used for
communicating policies, procedures, or
related official business within an
organization.
3. MEMOS
Soposo, Leah C. BSA-1B.
37. Format of Memos
A memo has a header that clearly indicates who
sent it and who the intended recipients are. Pay
particular attention to the title of the individual(s) in
this section. Date and subject lines are also present,
followed by a message that contains a declaration, a
discussion, and a summary.
39. Five Tips for Effective Business Memos
An acronym or abbreviation that is known
to management may not be known by all
the employees of the organization. The
goal is clear and concise communication at
all levels with no ambiguity.
Audience Orientation
1.
40. Memos are often announcements, and the person sending the
memo speaks for a part or all of the organization. While it may
contain a request for feedback, the announcement itself is
linear, from the organization to the employees.
The subject is normally declared in the subject line and
should be clear and concise.
2. Professional, Formal Tone
3.Subject Emphasis
41. Some written business communication allows for a choice
between direct and indirect formats, but memorandums are
always direct. The purpose is clearly announced.
Memos are a place for just the facts, and should have
an objective tone without personal bias, preference, or
interest on display. Avoid subjectivity.
4. Direct Format
5. Objectivity
43. Communication is critical to
establishing and maintaining quality
working relationships in organizations.
(Adu-Oppong & Agyin-Birikorang,2014)
44. When employees have the
opportunity to express their
ideas openly, they are more
likely to present their ideas
without fear of ridicule or
retaliation.
Five important reasons include:
Innovation
1.
45. 2.Growth
Communication can be seen
internally and externally. By
associating yourself internally and
by establishing strong communication
lines, you ensure the consistency of
the externally delivered message.
47. Creating effective teams
requires communication and
mutual cooperation.This will
increase morale and employee
satisfaction.
4.Team Building
48. 5. Giving A Voice to All
employee satisfaction can be very much
dependent on their having a voice and being listened
to, whether it is in regards to an idea they have
had or about a complaint they need to make.
Consolidated communication lines should enable
everyone to communicate freely with their
colleagues, peers and superiors at any level.
50. Include everyone:
Listen and show empathy
-make sure that the communication lines are always open. Search
and actively promote progress reports and project updates. This is
especially important when it comes to remote personnel.
Communication depends on the ability not only to send but also to
receive messages. So the ability to listen effectively greatly enhances
the communication process (Lunenburg, 2010).
51. Define Objectives and Expectations
Send your message clearly
Choose your medium carefully
– Managers should provide clear and accessible goals for teams and individuals that
define exactly what is required for a particular project and that all of the team is
aware of the objectives of the project, the department and the workplace as a
whole.
– Make sure your message is clear and accessible to the intended audience. To do
this, it is important that you speak clearly and politely – to convey your message
clearly without confusion or offence.
– Once you’ve created your message, you need to make sure it’s in the best
possible format. While face-to-face communication is the best way to build trust
with employees, it is not always an option. Take time to decide if the information
provided on a printed copy works better than an email or whether a general note is
sufficient.
53. References:
RyanBuer. (2019). Communication for Work Purposes. Slideshare.net.
https://www.slideshare.net/RyanBuer/communication-for-work-purposes
Parts of a Business Letter | NMU Writing Center. (2011). NMU Writing Center.
https://nmu.edu/writingcenter/parts-business-letter
Geena Maris Mangiliman. (2015). Business letter final. Slideshare.net.
https://www.slideshare.net/GMRM12/business-letter-final
https://www.facebook.com/thebalancecom. (2019). What Should Be in the Body
Section of Your Cover Letter. The Balance Careers.
https://www.thebalancecareers.com/what-to-include-in-the-body-section-of-a-
cover-letter-2060306
https://courses.lumenlearning.com/technicalwriting/chapter/memos_-purpose-and-
format-2/
https://www.longdom.org/articles/communication-in-the-workplace-guidelines-
for-improving-effectiveness.pdf
https://www.incorp.asia/blog/hr/importance-of-good-communication-at-
workplace/
