Module 1 – Lesson 7

Communication for Work Purposes

Introduction
Workplace communication is the process of exchanging
information, both verbal and non-verbal, within an organization. There are many means
of communication. To be an effective and valuable member of your workplace it is
important that you become skilled in all the different methods of communication that
are appropriate. Effective workplace communication ensures that organizational
objectives are achieved. Workplace communication is tremendously important to
organizations because it increases productivity and efficiency. Ineffective workplace
communication leads to communication gaps between employees, which causes
confusion, wastes time, and reduces productivity. Misunderstandings that cause friction
between people can be avoided by communicating effectively. For communication to
occur it must pass from a sender to a receiver. This must occur irrespective of the form
of communication. For communication to be effective it must be understood by the
receiver and can be responded to. This means that communication involves speaking,
reading, listening, and reasoning skills. As communications pass from the source to the
receiver there is plenty of opportunity for its original meaning to change. Therefore
listening, reasoning and feedback is an important part of the process as it is an
opportunity for the sender to make sure the receiver has understood the message.

Learning Contents

The lesson that follows will guide you to work on communication for work purposes.

Module 7, Lesson 2 – Communication for Work Purposes

Workplace communication is the process of exchanging information, both verbal

and non-verbal, within an organization. There are many means of communication. To
be an effective and valuable member of your workplace it is important that you become
skilled in all the different methods of communication that are appropriate. Effective
workplace communication ensures that organizational objectives are achieved.
Workplace communication is tremendously important to organizations because it
increases productivity and efficiency. Ineffective workplace communication leads to
communication gaps between employees, which causes confusion, wastes time, and
reduces productivity. Misunderstandings that cause friction between people can be
avoided by communicating effectively. For communication to occur it must pass from a
sender to a receiver. This must occur irrespective of the form of communication. For
communication to be effective it must be understood by the receiver and can be
responded to. This means that communication involves speaking, reading, listening, and
reasoning skills. As communications pass from the source to the receiver there is plenty
of opportunity for its original meaning to change. Therefore listening, reasoning and
feedback is an important part of the process as it is an opportunity for the sender to
make sure the receiver has understood the message.

Why is Effective Communication for workplace Important?

1. Workplace communication improves productivity.

2. Workplace communication can increase employee job satisfaction.

3. Workplace communication can have a positive effect on absenteeism

and turnover rates.

How to Communicate in the Workplace

Communication in the workplace should occur in a way that responds positively

to individual differences. Consider the following:

 Value all individuals and treat them with respect, courtesy and
sensitivity.

 Recognize cultural differences.

 Communicate in a way to develop and maintain positive relationships,

trust and confidence.

 Make an effort to use basic strategies to overcome communication

barriers.

The way that you communicate impacts your ability to get along with people and
get the things that you want/need done. Communication, whether verbal, written or
visual can be expressed in positive and negative ways. Individuals need to take
feedback from how others interpret or perceive how they are communicating.
Sometimes we can be perceived as aggressive even though it is not intended.

When verbally communicating:

 Speak clearly and listen carefully to ensure information is understood.

 Ask questions and confirm the meaning of information to avoid

misunderstandings.

 Let others talk – a conversation is a two-way event at a minimum.

 Engage in difficult conversations when necessary – not saying something to

avoid a difficult conversation usually makes things worse.

 Ensure the tone you use is open and non-confrontational and encourage
feedback.

When communicating through email (or other written communication):

 Always read, then re-read an email before sending to check spelling, grammar
and tone.

 Ensure that the content of the email is relevant and has an appropriate subject
heading.
  Ensure that contact details are appended to the email, so that those reading it
can contact the sender if required.

 Be polite, concise, use valid points and avoid lengthy ramblings.

 Don’t cc the email to anyone to whom it is not relevant.

 Avoid using email to discuss confidential information.

The workplace is always a professional environment. This means that each type
of written communication has an expected professional standard. Some of the basic
expectations are that all written communication:

Is simple and easy to understand.

 Is to the point and avoids unnecessary repetition or sentence “sprawl” (long

rambling sentences).

 Avoids too many technical terms.

 Avoids slang, offensive language and discriminatory, racist or sexist language.

How to Communicate with Clients & Customers

A client or customer is someone you provide a service to, complete a task for, or
sell a product to outside of your organization. It is important that you are polite and use
verbal and non-verbal communication to respond to the client or customer requests in
an appropriate manner.

Miscommunication can occur in many ways and create significant problems in the
workplace. What your client or customer “hears” as they listen to you can become a
miscommunication based on:

 The words you are speaking being misinterpreted.

 Your body language sending a message that is different from your

words.

 They are not listening to you properly or you are not listening to them
properly.

Here are some tips to help you communicate effectively with clients and
customers:

 Speak clearly and accurately - speak at a rate your customer can understand
you and provide correct information.

 Be open and non-judgmental - have an open posture; do not judge the way
your customer is dressed or presents himself or herself.

 Be respectful of your customers’ feelings - be professional and be aware of the

words you use.  Use the customer’s name - this makes them feel special and valued.

 Unlearn your own bad habits - be aware of your own behaviour, always be self-
assessing.

 Be aware of non-verbal messages - make sure you are displaying positive and
appropriate body language at all times.
  Be interested in people - take a genuine interest in the customer’s needs. This
will build rapport and trust.

 Ask questions and be open to feedback – ask your customers open-ended

questions (not yes/no questions) to find out what they are looking for.

Learning Assessment

After learning communication for work place purposes, answer what is asked of you.

Direction: Define the following terms in your own words:

1. Communication for work purposes

2. Communication through email
3. Communication using social media
4. Informative speech
5. Communication with clients

Enrichment Activities

Activity 1

DIRECTION:
To be an effective and valuable member of your workplace it is important that
you become skilled in all the different methods of communication that are appropriate.
Deliver a formal one-minute informative speech based on communication for the
work place. Send your video clip to my email address – [email protected] or FB
Messenger.

CONGRATULATIONS!

You have now reached the end of module 7, Lesson 2. Continue to

be resourceful, hardworking and diligent.

KEEP ON LEARNING! Be safe!”

REFERENCES

Allan, B. et al. (Eds.) (2018). The Modern Thoughts and Communication. London: Fontana.
Glencoe/McGraw-Hill (2009). American Literature. Teacher's Edition. 8787 Orion Place
Columbus, OH 43240-4027
Malmkjaer, K. (Ed.) (2017). The Communication Encyclopedia. London & New York: Routledge.
Traugott, E. & Pratt, M. (2016). Purposive Communication for Students in the 21st Century. New
York: Harcourt Brace.
Wakat, Geraldine, et. al. (2018). Purposive Communication. Lorimar Publishing House. Cubao,
Quezon City, Metro Manila.