Lesson 10: Enhancing Professional Communication

Introduction

In today's interconnected world, effective communication is the cornerstone of

professional success. Effective communication is not just about exchanging information; it’s
about ensuring that the information is conveyed clearly, understood accurately, and received
positively. This module is designed to equip you with the tools and techniques to enhance your
professional communication. Our focus in Lesson 10 is on three fundamental areas: active
listening, writing professional emails and reports, and non-verbal communication.

Objectives

1. Identify the fundamental principles of effective communication, including the

communication process, verbal and nonverbal cues, and active listening.
2. Enhance written communication skills, such as writing effective emails, reports, and
proposals.
3. Compose well-structured emails with a clear introduction, body, and conclusion.
4. Cite the significance of active listening in personal and professional relationships.
5. Improve nonverbal communication skills, including body language, facial expressions,
and tone of voice.
6. Internalize the value of having a professional skill in communication.

Active Listening in Professional Dialogues

Active listening is defined as a way of listening and responding to another person that
improves mutual understanding. Through active listening you are making a conscious effort to
hear not only what the other person is saying but, more importantly, try to understand the
complete message being sent. Active listening helps build rapport, understanding, and trust. To
practice active listening:

1
Let’s take a look at this picture!

Picture 1. This image shows a group of people having a conversation or an important discussion
about their work. Notice how the people in the photo are positioned. Identify the key elements of
active listening depicted in the image.

Guide Questions:
 Are they facing each other? Are they leaning in? Are they making eye contact?
 Can you spot any specific techniques, like nodding, smiling, or paraphrasing?
 How do your listening habits compare to those in the photo? Are there areas where you
can improve?

Writing Professional Emails and Reports

Figuring out how to write a professional email can feel like a challenge for many
students. These communications have their own set of rules (including many that are
largely unspoken), so it can be a bit confusing. Luckily, by learning about proper
professional email writing etiquette, it gets much easier.

2
Here’s a look at how to write a professional email and reports

Picture 2: This image is a sample of writing a professional email upon inviting guest to speak at
conference. This shows in how to properly address your recipient and ensure your subject line
clearly states the topic of your email. Keeping the body of the email short and to the point and
address the most important information first. Your goal is for your email to be as simple and
straightforward as possible.

Guide questions:

1. What is the primary goal of the email?

2. Who is the intended recipient(s)?
3. Is the email well-organized with a clear introduction, body, and conclusion?
4. Does the email provide all necessary information?
5. How does the writer tailor the message to the specific audience?

3
Non-Verbal Communication Skills
Nonverbal communication, often referred to as body language, is a powerful tool that can
significantly impact how your message is perceived. While words can convey information,
nonverbal cues can reveal emotions, attitudes, and intentions. From facial expressions to body
posture, every gesture has the potential to either reinforce or contradict your verbal message.

Let us take a look at this picture!

Picture 3. This image shows the different nonverbal cues such as gestures, postures and facial
expressions. The way we stand, sit or recline, walk and our facial expression reflect our attitude,
thoughts or feelings, whether we are feeling difficult, confident or over- confident.

Guide Questions:

1. What emotions do their facial expressions convey?

2. Are they making eye contact with each other or looking elsewhere? What does this
suggest about their relationship or feelings?
3. What is the overall mood or atmosphere of the picture? How do the nonverbal cues
contribute to this?
4. What is the relationship between the people in the picture? Are they friends, family,
colleagues, or strangers?
5. What are some possible scenarios or stories that could be happening in the picture?

4
Let’s watch a few videos that demonstrate the importance of enhancing our professional
communication skills as an individual.

Video 1: Active listening in professional skills

https://youtu.be/rzsVh8YwZEQ

The video is titled “Active listening” and it features the different approaches or strategies in
active listening. It discusses how active listening is vital. By actively engaging with the speaker,
we demonstrate empathy, understanding, and respect. This fosters trust and builds stronger
connections.

Video 2: Writing professional emails and report

https://youtu.be/fSHQ-oi3pDc?t=17

5
The video “Writing professional emails and report” demonstrates the ways on how to write
professional emails. Well-crafted emails and reports convey information clearly, concisely, and
persuasively. They enhance credibility, professionalism, and organizational skills. These
documents often serve as official records, making it essential to maintain high standards of
accuracy and clarity. By mastering the art of professional writing, individuals can build strong
relationships, influence decisions, and achieve their goals.

Video 3: Nonverbal Communication at Work

https://youtu.be/HVC-rsbeTW0

The video “Nonverbal communication at work” explains the significance of nonverbal

communication at work. From understanding the power of body language to leveraging effective
gestures and expressions, we will delve into the art of non-verbal communication and how it can
enhance your workplace interactions and contribute to your overall success.

6
Activity time!
Individual activity
Instruction: Write a professional email / report using the given scenario.

Scenario: Requesting a Letter of Good Standing

“You're a student at a university and you need a Letter of Good Standing to apply for a graduate
program or a job. You'll need to write a formal email to your academic advisor or the registrar's
office to request this document.”

Rubrics:
Content- 40 points

Conciseness- 30 points
Clarity- 30 points

Total points 100 points

Objective alignment: This activity is to enhance written communication skills, such as writing
effective emails and reports (Objective 2) and compose well-structured emails with a clear
introduction, body, and conclusion (Objective 3).

Pair Activity: Think- pair and share

Instruction: Find a pair. Share your most memorable experience in your life to your partner.
Each pair will have 10 minutes one-on-one talk. One person will be the “SPEAKER” and the
other one will be the “LISTENER” and vice versa.

Follow-up questions:

1. How did it feel to be listened to?

2. What did you find challenging about active listening?
3. What techniques were most effective?

Objective alignment: This activity aligns with the objective of understanding the fundamental
principles of effective communication, including the communication process, verbal and active
listening (Objective 1) and valuing the importance of active listening in personal and

7
professional relationships (Objective 4) and internalize the value of having a professional skill in
communication (Objective 6).

Group activity

Instruction: Group the class into 5 . Each group draws a scenario or emotion from a hat or a list.
The group must act out the chosen scenario or emotion without speaking, using only nonverbal
cues like facial expressions, gestures, and body language. The other groups will try to guess what
the performing group is portraying.

WHAT HAVE I LEARNED FROM THIS ACTIVITY?

1. How did it feel to communicate without words?

2. What gestures or body language were most effective?
3. What challenges did you face in interpreting non-verbal cues?
4. What is the importance of nonverbal communication in everyday life and how it can
impact our interactions with others?

Objective alignment: This activity allows students to understand fundamental principles of

effective communication including non-verbal cues (Objective 1) and improve nonverbal
communication skills, including body language, facial expressions, and tone of voice (Objective
5).

Conclusion
Enhancing our professional communication involves refining how we listen, write, and
convey non-verbal signals. By practicing active listening, crafting clear and concise written
communications, and being aware of our non-verbal cues, we can significantly improve our
interactions in professional settings. These skills not only aid in effective information exchange
but also build stronger, more collaborative relationships.