LEARNING EXPERIENCES

Learning Objectives:
After reading this Information Sheet, you must be able to:

1. Listen effectively and interpret information correctly

2. Follow instructions/procedures appropriately
3. Seek clarifications on any instruction/procedure

INTRODUCTION

FOLLOW ROUTINE SPOKEN

A. Introduction to Communication

Communication is the Exchange of Information, Messages and Thoughts.

To be effective the information must be communicated to the right person, at the right time and in the
right manner. The person receiving the information must also effectively listen, read and/or observe so
they understand the communication.

Effective communication is vital in the workplace. It enables workers and supervisors to work together
efficiently to meet both the goals of the enterprise and the needs of customers and clients.

B. Communication Process.

A. Effective communication is important so that

• team members understand and agree with team goals
• goals and tasks can be clarified
• team members understand how their tasks fit in with other people’s tasks
• problems can be sorted out before they become too serious
• information that affects team goals can be shared
• the team can evaluate their progress and discuss ways to improve their work.

B. Communication may either be oral or written.

• Oral communication methods may include
• discussion: to share ideas to facilitate a job being completed on time
• debate: when two people do not agree so put forward their point of view in order to
convince the other person
• negotiation: when people discuss their differences of opinion but are willing to
compromise with each other in order to get a job done
• speeches: for example, in a training session.
 • Written communication methods may include
• instructions: to explain how a task must be completed in order to limit
misunderstanding
• schedules: to prioritize tasks so that the most important is completed first

reports: often used as feedback or when evaluating a task/procedure

Effective communication helps workers to:

• complete a schedule of tasks
• follow a set of instructions
• learn correct procedures and improve work practices
• solve problems
• work as part of a team
• follow the enterprise Occupational Health and Safety and environmental procedures

C. Verbal and Written Communication

There are three main modes of communication:

1. Verbal Communication
2. Non-verbal Communication
3. Written Communication

Non-verbal communication
A significant aspect of face-to-face communication is non-verbal body language. This includes body
posture, arm and hand positions, facial expressions, eye contact and hand gestures. Sometimes a
conflicting message may be given because the words spoken do not match a speaker’s body
language.

Good observation skills are needed to “read‟ what is really being communicated. Being aware of
cues and signals is a crucial skill in understanding people’s attitudes.

Personal presentation, dress and hygiene also contribute to the impression a person makes when
they are communicating.

Other forms of non-verbal communication regularly found in the workplace include:

1. Signals, for example hand signals used when operating machinery; traffic lights.
2. Signs, for example safety signs; workplace warnings; men’s, ladies and disabled toilets;
first aid posts.
3. Diagrams, for example property maps; diagrams in machinery manuals.
4. Symbols, for example poison schedules; map legends; machinery gears and levers.
Here are Some of the Signals and Signs
D. Receive and Act on Verbal Messages and Instructions.

In primary industries a large proportion of communication is verbal or spoken. This may occur face-to-
face or via telephones or two-way radios. For verbal communication to be effective both the speaker
and the listener need to be actively engaged in the conversation.

The speaker should be clear, concise, and courteous and use a style of language that is appropriate to
the situation and the audience. The information should be accurate to the best of the speaker’s
knowledge. The tone of voice and body language used when speaking is often as important as the
words themselves.

The listener should give the speaker their full attention and be sure that they clearly understand the
message being conveyed. Again, body language is very important.

Good listening skills are necessary when receiving instruction or being taught new procedures.

E. Gather Information.
Effective workplace communication is vital to company success. If management cannot communicate
their wants with workers, and workers cannot communicate their needs back to management as well
as amongst each other, the workforce will not be a cohesive team. To communicate effectively,
understanding the steps in this information exchange process is vital.

➢ Gather information different ways:

- Record information forms.
- Mass Maida
- New paper
- Poster etc.

F. Internal and External Information

What is the difference between internal and external communication?

Internal communication involves the communication that exists within a company and can take many
forms. Key to the success of an organization is communication from within. in order to effectively
engage in two ways symmetrical communication (the goal of public relations) communication is
essential internally.
External communication covers how a provider interacts with those outside their own organization.
This may be with the public, employers, community organizations, local authorities, job centers,
funding bodies and other training providers.
General correspondence: - In may everyday situations you can deal with people by phone, but
sometimes you have to put things in writing, especially in those situations where you need to keep a
record of what’s been said.

What is email? Electronic email, email is short hand term meaning electronic email, email much the
same as a letter, only that it is exchanged in different way. Electronic email commonly called email or e-
mail is method of exchanging digital messages from another to one or more recipients.
Questions should be asked by the listener to clarify the meaning and by the speaker to ensure that the
information has been fully understood. There are three types of questions:
1. Closed questions are used to obtain a particular piece of information. They are usually
answered with a yes or no or with a limited response. For example:
• Have you driven a four-wheel drive tractor before?

2. Open questions encourage people to discuss a situation and share information. They often
require longer answers and begin with how, where, when, which, who, why or what. For
example:
• What types of tractors have you driven?

3. Reflective questions, also called mirror questions, are used to show the speaker that you have
been actively listening to them. They are also helpful when encouraging a person to express
their opinions clearly. For example:
• So, you’ve driven this type of tractor before?
• You’ve found this type of tractor to run reliably, haven’t you?

Good speaking, listening and questioning skills are essential when communicating via the telephone or
two-way radios to ensure that the correct information has been received.

There are a number of barriers that reduce the effectiveness of verbal communication. These include:
- inappropriate choice of language style
- inappropriate body language
- disruptions
- noise in the proximity and/or a poor signal
- relevance of the topic to the listener
- assumptions made by both the speaker and listener.

G. Record Instructions/Information.
Instruction may be in the form of spoken or written words, pictures, gestures, symbols and (for an
interesting few) telepathic messages from a variety of intriguing sources. Most of the instructions
that enters our life can be ignored or quickly forgotten.
But in the workplace, effective information is essential to our progress and well-being.

Without workplace information, nothing would be accomplished.

- Instructions could not be given;
- equipment and supplies could not be ordered;
- progress could not be measured; and
- services could not be delivered to citizens.
 The Five Functions of Management – are all dependent on information/instruction.
1. Planning,
2. Organizing,
3. Staffing,
4. Leading And
5. Controlling

It is a simple process. Information involves three elements message, someone to send the message
and someone to receive the message.

When a message is sent and received, information/instruction has occurred but this does not
necessarily mean the information/instruction has been effective.

Effective instruction occurs only when the message that the sender intended is exactly the same
message received by the person to whom it was sent

H. Accuracy in Recording Message/ Information/

Instructions for recording your time worked:
✓ At the end of your work week, you must record your time for all hours worked, including
overtime.
✓ It is your responsibility to record your time fully and accurately before submitting it to the
client representative for approval. When required, you should record the
✓ in/out time or total time attributed to your work day and meal period. If you are not being
provided a mea
spent changing in and out of your client required apparel at work (including uniforms and
equipment), travel time required by your assignment (other than commuting time), and time
waiting on client security lines, if applicable, to the nearest quarter (1/4) hour.
✓ Please notify your Branch Representative if you have questions regarding what time should be
recorded.
✓ In order to ensure that your paycheck is accurate you must record your time completely and
without errors.
 SELF-CHECK 1.1-1

Matching Type: Match column A with Column B

Column A Column B
1. Communication a. is a good way to verify what you hear so you respond appropriately
b. covers how a provider interacts with those outside their own
2. Electronic mail
organization.
3. Asking questions c. are used to obtain a particular piece of information

d. is the exchange of information, messages and thoughts.

4. External communication

5. Closed questions
e. is method of exchanging digital messages from another to one or
more recipients.
ANSWER KEY 1.1-1

1. d

2. e

3. a

4. b

5. c