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Module 4 Lesson 1

The document discusses fundamentals of effective communication in the workplace. It covers topics like identifying differences between personal and professional communication, evaluating communication materials, and explaining the importance of effective workplace communication.

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Hazelle Agustin Del Carmen
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375 views

Module 4 Lesson 1

The document discusses fundamentals of effective communication in the workplace. It covers topics like identifying differences between personal and professional communication, evaluating communication materials, and explaining the importance of effective workplace communication.

Uploaded by

Hazelle Agustin Del Carmen
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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MODULE 4 LESSON 1

FUNDAMENTALS OF EFFECTIVE
COMMUNICATION IN THE WORK PLACE
LEARNING OUTCOMES

At the end of this lesson, you should be able to:

1. identify the similarities and differences of personal


and professional communication;

2. evaluate authentic communication materials using


the criteria of an effective communication; and

3. explain the importance of effective communication


in the workplace.
CORE VALUES

 Responsibility and accountability in communication


 Communication as a strong foundation of human
relationship
 Building a peaceful humanity through established
systems of communication
 Respect for human dignity
“The single biggest problem in communication is the illusion
that it has taken place.”
— George Bernard Shaw
EFFECTIVE
COMMUNICATION
Why effective communication?
Effective communication helps us
better understand a person or situation
and enables us to resolve differences
and build trust and respect.
What is Workplace Communication?

• 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.
• 80% of workplace issues are
communication related.
If words disagree with the tone
of voice and nonverbal behavior,
people tend to believe the
tonality and nonverbal behavior.
Dr. Albert Mehrabian
Effective Communication in the Workplace
“Communication is the lifeblood of an organization.”

• In the workplace, everything depends on effective


communication. Poor communication can
negatively impact:
• Productivity
• Collaboration efforts
• Employee motivation
• Employee engagement
Ineffective Communication in the Workplace
• Supervisors spend roughly 80% of their day
communicating.
• Organizations with 100 employees or more
spend, on average, 17 hours a week clarifying
previous communication.
• Interact/Harris Poll: 91% of 1,000 employees said
“communicating well” is the one critical skill their
leaders lack.
– 57% said the communication issue that most
impairs effective leadership is “not giving
clear directions.”
Email to Supervisee
Subject: Urgent

Following up on our
discussion last week:
we’re going to need an
immediate solution.
Talking to a Supervisee
“I wanted to give you some
feedback on your presentation
the other day. Overall, I thought
it was pretty good, but I did
notice that you kind of had low
energy, almost like you were
bored. A couple people
commented on it. In the future,
I’d really like you to pay attention
to that, ok? Thanks for listening –
it’s really uncomfortable for me
to tell you this.”
Team Memo
“When workloads increase to a level
requiring hours in excess of an
employee’s regular duty assignment, and
when such work is estimated to require a
full shift of eight (8) hours or more on two
(2) or more consecutive days, even
though unscheduled days intervene, an
employee’s tour of duty shall be altered
so as to include the hours when such
work must be done, unless an adverse
impact would result from such
employee’s absence from his previously
scheduled assignment.”
From Technical Writing Essentials
The Seven Cs of Communication
• Clear
• Concise
• Concrete
• Correct
• Considered
• Complete
• Courteous
Clear Communication
• What is your purpose or goal?
• If there’s more than one, address them
separately.
• What information does the employee need?
• What actions do you want the employee to
take?
• Resist the temptation to include unnecessary
information.
Concise Communication
• Get to the point.
• Stick to the point.
• Eliminate unnecessary words.
• Don’t say “due to the fact that” when you can
say “because.”
• Use active voice.
• Cut repetitive information.
Concrete Communication

• Be specific.
• Use facts and figures if available and
appropriate.
• Less concrete: “Our goal is to enroll more
students.”
• More concrete: “Our goal is to increase
enrollment to 10,000 students by 2025.”
Correct Communication

• Your message should be free of factual and


grammatical errors.
• Your communication should fit your audience.
• Technical terms or jargon should only be
used if they fit with the employee’s
knowledge level.
Considered Communication

• Put yourself in the employee’s shoes.


• Show interest in their response.
• Be empathetic.
• Emphasize the positive when possible.
Complete Communication
• A complete message has all the information an
employee needs to fully and accurately understand the
situation and, if appropriate, take action.
• A great way to determine whether your communication
is complete is to ask yourself whether it answers who,
what, where, when, why, and how (5 Ws and H).
• Incomplete: ”You haven’t completed that task I gave
you.”
• More complete: “The data analysis I assigned you on
Nov. 6 is due tomorrow. Will you have it finished by 5
p.m.?
Courteous Communication

• Messages are usually more effective when they


display respect for the audience.
• Strive for tactful honesty.
• Avoid discriminatory language.
• Workforce > manpower
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.
• Communication in the workplace
can break down very quickly when
people don’t understand their
roles and responsibilities.

• Here are 18 Tips for Effective


Communication in The Workplace.
1. Establish a rapport with employees
2. Build trust with employees
3. Meet regularly with your employees
4. Provide enough context around assignments
5. Really listen to employees
6. Avoid making assumptions
7. Learn employee strengths & weaknesses
8. Learn employee communication styles
9. Consistently set expectations & follow up
10. Set the tone for meetings
11. Give constructive feedback thoughtfully
12. Give compliments thoughtfully
13. Keep workflows transparent
14. Make project roles clear from the start
15. Choose the right channels
16. Enhance communication with the right tools
17. Seek out & accept feedback regularly
18. Simplify & streamline processes
Communication is only effective when we communicate in
a way that is meaningful to the recipient, not ourselves.

– Rich Simmonds
How Does it All Fit Together?
• Efforts to build trust with employees through
internal communication can provide benefits for
both employees and employers.
• Employees feel more engaged, build trust with
their supervisor and the company, and are
therefore more empowered to build
relationships with customers on the company’s
behalf.
• More effective internal communication can
enhance this engagement.

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