COMMUNICATION FOR WORK PURPOSES - BROAD CATEGORIES OF WORKPLACE

MODULE 7 PURPOSIVE COMMUNICATION COMMUNICATION

1. Workplace Communication A.UPWARD COMMUNICATION

2. Business Letters - From your position to an audience above you in the
3. Memos job hierarchy
4. Importance of Good communication at the workplace EXAMPLE: a response to a letter from your manager
B. LATERAL COMMUNICATION
1. WORKPLACE COMMUNICATION - Between you and an audience within your level of
- Is the process of exchanging information and ideas, hierarchy
both verbally and non-verbally between are person or EXAMPLE: a phone call to/ from a co-worker you are
group and another person or group within an collaborating with
organization. It includes e-mails, videoconferencing, text C. DOWNWARD COMMUNICATION
messages, notes, calls, etc. - From your position to an audience below you in the
job hierarchy
Email – messages distributed by electronic means from EXAMPLE: an oral reminder to a trainee
one computer user to one or more receipts via a D. OUTWARD COMMUNICATION
network. - Between you and a company that you do business with
or an audience outside your workplace
Video conferencing is a technology that allows users in EXAMPLE: a letter of inquiry addressed to a supplier
different locations to hold face to face meetings without regarding a delivery to your office.
having to move to a single location together.
3. TONE
Text messages – an electronic communication sent and - It will set how your target audience will accept what
received by mobile phone. you are trying to say.
- you do not have to sound tough, demanding, or
Notes – a short informal letter or written message. condescending in your discourse especially in sensitive
subjects or issues.
Calls – an instance of speaking to someone on the
phone or attempting to contact someone by phone. Workplace communication will fail the ethics test if it is
corrupted by any of the following tactics (Searles,
THINGS TO CONSIDER IN COMMUNICATING IN THE 2014):
WORKPLACE: 1. Suppression of information.
2. Falsification or fabrication.
1. PURPOSE 3. Overstatement of understatement.
A. Am I writing to create a record, to request/ provide 4. selective misquoting.
information or to persuade? 5. subjective wording.
B. What am I trying to say? 6. conflict of interest.
7. Withholding information
2. AUDIENCE 8. Plagiarism.
A. Who will read what I have written?
B. What are their job titles and/ or areas of 2. BUSINESS LETTERS
responsibility? “Business writing refers to memorandum, reports,
C. What do they already know about the specific proposals, e-mails, and other forms of writing used in
situation? organizations to communicate with internal and
D. Why do they need this information? external audiences. Business writing Is a type of
E. What do I want them to do as a result of receiving it? professional communication. Also known as business
F. What factors might influence their response? communication and professional writing (Nordquist,
2017).”
PARTS OF A BUSINESS LETTER
1. HEADING
- It includes the return address and the date on the last
line.

EXAMPLE:
Lisa Johnson
1882 Shelby St.
Seattle, WA, 98112

June 16, 2004

2. INSIDE ADDRESS/ RECIPEINT’ S ADDRESS 5. COMPLIMENTARY CLOSING

- contains the name to which the letter is written and - Is the polite yet business-like ending of the letter. This
addressed ends with a comma (,).

EXAMPLE: EXAMPLE:
Ms. Margaret Edwards Sincerely yours,
Barnelli Ltd Truly yours,
48 Stanstead Road Respectfully yours,
London SE27 1HF
6. SIGNATURE BLOCK
3. SALUTATION - The name of the sender is written on the first line,
-Is the greeting part that is written in a polite and then his/her position on the next line. It is expected that
courteous manner followed by a comma (,) or a colon (:) the sender will put his/ her signature above his/ her
name.
EXAMPLE:
Mr. (name),
Sir (name),
Dear Sir (name),

4. BODY OF THE LETTER

- contains the main purpose of the letter, the very FORMATS OF A BUSINESS LETTER
reason for writing. It is very important that the body of 1. BLOCK
the letter be written in a straightforward, simple, and -Position all the parts of the letter to the left, single
coherent manner. space and justified.
Three parts:
- Introduction
- Middle section
- Conclusion
2. MODIFIED BLOCK
- all parts of the letter are tabled on the left, single
space and justified except the heading and then closing
which are tabbed on the center.

3. Letter of Order 28
a document that confirms the details of a purchase of
goods or services from one party to another.

3. SEMI-BLOCK
- The paragraph are indented instead of placing them all
on the left. Heading is on the center, and the date can
be placed in the right side, three spaces after the
heading. The recipient’s address is on the left, and the
closing on the right

4. Letter of Acknowledgement
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.

Frequently Written Business Letter

1. Letter of Request 26
a letter which is written when you information, need
certain permission, favour, service or any other matter
which requires a polite and humble request

5. Letter of Complaint
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.
 the organization. The goal is clear and concise
communication at all levels with no ambiguity.

6. Letter of Adjustment
-a response to a written complaint. The objective is to
inform the reader that their complaint has been
received. 2. Professional, Formal Tone
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.

3.Subject Emphasis
The subject is normally declared in the subject line and
should be clear and concise.

4. Direct Format
Some written business communication allows for a
choice between direct and indirect formats, but
3. MEMOS memorandums are always direct. The purpose is clearly
A memo (ar memorandum, meaning "reminder) is announced.
normally use communicating policies, proced related
official business with organization. 5. Objectivity
Memos are a place for just the facts, and should have an
SOPOGO LEAH C. BSA-IR objective tone without personal bias, preference, or
interest on display. Avaid subjectivity
Format of Memos
A memo has a header that clearly indicates who sent it Importance of Good Communication at the Workplace
and who the intended recipients are. Pay particular
attention to the title of the individual(s) in this section. Communication is critical to establishing and
Date and subject lines are also present, followed by a maintaining quality working relationships in
message that contains a declaration, a discussion, and a organizations (Adu-Oppong & Agyin-Birikorang 2014
summary.

Five Tips for Effective Business Memos

1. Audience Orientation
An acronym or abbreviation that is known to
management may not be known by all the employees of
 Five important reasons include: the objectives of the project, the department and the
workplace as a whole.
1. Innovation
When employees have the opportunity to express their • Send your message clearly
ideas openly, they are more likely to present their ideas Make sure your message is clear and accessible to the
without fear of ridicule or retaliation. intended audience. To do this, it is important that you
speak clearly and politely to convey your message
2.Growth clearly without confusion or offence.
Communication can be seen internally and externally. By
associating yourself internally and by establishing strong • Choose your medium carefully
communication lines, you ensure the consistency of the Once you've created your message, you need to make
externally delivered message. sure it's in the best possible format. While face-to-face
communication is the best way to build trust with
3. Effective Communication employees, it is not always an option. Take time to
Effective communication not only talks to people, but decide if the information provided on a printed copy
give them the opportunity to talk to each other. Strong works better than an email or whether a general note is
communication channels are essential. sufficient.

4. Team Building
Creating effective teams requires communication
mutual Cooperation. This and will increase morale and
employee satisfaction.

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.

How can you improve the communication of your

workplace?

• Include everyone:
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.

• Listen and show empathy

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).

Define Objectives and Expectations

Managers should provide clear and accessible goals for
teams and individuals that define exactly what is
required for a particular project and that all aware of