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Module 5

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4 views

Module 5

Uploaded by

snavmic28redkiss
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Module: Communication for Work Purposes (Written

Communication)

Overview

In this module, students will learn about the importance of written


communication in the workplace, the various forms it can take, and how to
ensure that their written communication is effective, clear, and purposeful.
By the end of this module, students will be able to apply the RESULT
Principle to evaluate and improve workplace communication.

Introduction
Importance of Communication in the Workplace: Effective communication is
vital for teamwork, project management, and overall organizational success.
Focus on Written Communication: This presentation will specifically address
written communication, which is often the primary mode of interaction in
professional settings.
Overview of Topics: Types of written communication, importance, characteristics
of effective communication, best practices, common mistakes, tools, and a case
study.
Types of Written Communication
 Emails: Used for quick updates, formal correspondence, and sharing
information.
 Example: A project update email to stakeholders.
 Reports: Detailed documents that present information, findings, or
analyses.
 Example: A quarterly performance report.
 Memos: Short communications within an organization to inform or
direct.
 Example: A memo announcing a new policy.
 Proposals: Documents that outline plans or suggestions for projects.
 Example: A proposal for a new marketing strategy.
 Instant Messaging/Chat: Quick, informal communication for
immediate queries.
 Example: Using Slack to ask a colleague about a project
deadline.
Importance of Written Communication
 Clarity and Precision: Written communication reduces
misunderstandings.
 Example: A well-structured email detailing project tasks
prevents confusion about responsibilities.
 Documentation and Record-Keeping: Written records can be
referred to later for accountability.
 Example: Meeting minutes serve as a reference for decisions
made.
 Professionalism and Credibility: Clear, well-written communication
enhances your professional image.
 Example: A polished proposal can influence decision-makers.
 Facilitates Collaboration and Coordination: Written
communication enables team members to stay aligned.
 Example: A shared project document allows team members to
contribute asynchronously.

Characteristics of Effective Written Communication


 Clarity: Use simple language and avoid jargon.
 Example: Instead of saying "utilize," say "use."
 Tone: Maintain a professional and respectful tone, even in informal
communication.
 Example: Start emails with "Dear [Name]" rather than "Hey."
 Structure: Organize content logically with headings, bullet points, and
paragraphs.
 Example: Use bullet points for lists to enhance readability.
 Audience Awareness: Tailor your message based on the audience's
knowledge and expectations.
 Example: A technical report for engineers versus a summary for
executives.

The RESULT Principle


 R - Relevance: Ensure the content is pertinent to the audience's
needs.
 Example: Modify project updates to highlight information
relevant to specific stakeholders.
 E - Engagement: Use engaging language and formats to keep the
audience interested.
 Example: Incorporate visuals or bullet points to break up text.
 S - Simplicity: Keep language clear and straightforward to avoid
confusion.
 Example: Use short sentences and avoid jargon.
 U - Understanding: Aim for clarity to ensure the audience
comprehends the message.
 Example: Summarize key points at the end of a report.
 L - Legitimacy: Ensure the information is credible and well-
researched.
 Example: Cite sources in reports to enhance credibility.
 T - Timing: Communicate at the right moment to maximize impact.
 Example: Send project updates before key meetings to prepare
stakeholders.

Best Practices for Written Communication


 Proofread: Always check for grammar, spelling, and punctuation
errors.
 Example: Use tools like Grammarly to catch mistakes.
 Use Clear Language: Avoid convoluted phrases; be straightforward.
 Example: Instead of "We are in receipt of your correspondence,"
say "We received your email."
 Be Specific: Provide necessary details to avoid ambiguity.
 Example: Specify deadlines and responsibilities in project
emails.
 Appropriate Formatting: Use fonts and layouts that enhance
readability.
 Example: Use a 12-point font and 1.5 line spacing for reports.

Common Mistakes to Avoid


 Overly Complex Language: Avoid using jargon or technical terms
unnecessarily.
 Example: Instead of "synergize," say "work together."
 Lack of Structure: Disorganized content can confuse readers.
 Example: Avoid long paragraphs; use headings and bullet points.
 Ignoring the Audience's Perspective: Failing to consider the
audience can lead to miscommunication.
 Example: Using technical language with a non-technical
audience.
 Failing to Proofread: Typos and errors can undermine
professionalism.
 Example: An email with multiple spelling mistakes can create a
negative impression.

Tools and Resources


Writing and Grammar Tools: Utilize tools like Grammarly and
Hemingway to improve writing quality.
Templates: Use templates for emails, reports, and memos to save
time and ensure consistency.
 Example: A standard email template for project updates.
Online Resources: Websites like Purdue OWL provide guidelines on
writing styles and formats.

Activity Instructions:

1. Choose a Type of Written Communication


Select one type of written communication from the list below:
1. Email
2. Report
3. Memo
4. Proposal
5. Instant Messaging/Chat

2. Analyze a Real or Hypothetical Example


 Find a real example (from the workplace, school, or online) or
create a hypothetical scenario for your chosen communication
type.
 Ensure the example demonstrates a specific purpose or intent
relevant to workplace communication.

3. Apply the RESULT Principle. Evaluate the communication based on


the RESULT framework

4. Document Your Findings. Prepare a short report summarizing:


1. The type of communication and its purpose.
2. Your analysis using the RESULT principle.

Submit the completed activity by November 28,2024

Grading Criteria:
Your work will be assessed based on:

 Depth of analysis (30%)


 Application of the RESULT principle (40%)
 Clarity and professionalism of the report (30%)

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