Business Communication: Workplace Documents
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Questions and Answers

What are soft skills?

Soft skills are abilities that relate to how one works and interacts with other people.

What are examples of common soft skills?

  • Teamwork (correct)
  • Technical knowledge
  • Creativity (correct)
  • Interpersonal skills (correct)

    • Soft skills are typically easier to teach compared to hard skills.

    False

    What is the importance of communication?

    <p>Communication is the transfer of information or messages between entities, essential for conveying ideas and ensuring understanding.</p> Signup and view all the answers

    Communication involves at least one __________ and at least one receiver.

    <p>sender</p> Signup and view all the answers

    What is the collective term for the documents, papers, reports, letters, and other files that are related to the business?

    <p>Documentation</p> Signup and view all the answers

    What is another term for a cover letter?

    <p>Letter of Intent</p> Signup and view all the answers

    A cover letter typically includes the section 'Intent' which focuses on showing the candidate's interest in the position and company.

    <p>True</p> Signup and view all the answers

    The body of a cover letter includes sections like Intent, Experience, and _______.

    <p>Closing</p> Signup and view all the answers

    Match the following components of a memo with their descriptions:

    <p>Company Header = Shows the name of the company and contact information Employee Header = Includes the date, target people, and topic of the memo Body of the memo = Contains details of the memo and a call to action</p> Signup and view all the answers

    Study Notes

    Communication in the Workplace

    • Documents and files related to business operations are called documents.
    • Types of documents:
      • Financial reports (budget, liquidation, reimbursement)
      • Business reports (graphs, charts, reports)
      • Company bylaws
      • Employee reports (contract, performance reports, hiring documents)
      • Minutes of the meeting
    • Memorandum of Agreement (MOA) and Memorandum of Understanding (MOU) are used to formally initialize a binding argument.

    Creating a Cover Letter

    • Header:
      • Date of submission
      • Full name of the target person (usually the company's HR)
      • Position in the company
      • Name of company
      • Address of company
    • Salutation or Greeting:
      • Address the letter with a common business greeting
      • Specify the salutation or name of the person
    • Body:
      • Intent:
        • Position that you would like to enter
        • How you heard about the position
        • One sentence on why you want to enter the specified company/position
        • One sentence on your "edge" compared to other candidates
      • Experience:
        • Relevant, latest educational experience
        • Relevant work experience
        • 1-2 relevant achievements from the academe or industry (quantified)
        • Relevant skills and qualifications
      • Closing:
        • One sentence that states what you can do for the company
        • Where to contact you (email and mobile number)
        • Thank for their consideration and time
    • Closing Remarks:
      • A simple professional statement to close off your letter
      • Include your full name and signature
      • If you didn't add your contact information at the closing paragraph, you may also place them here

    Writing a Memorandum

    • Primary and most effective ways to communicate information to all members in the organization
    • Can communicate to either one member, a team, or all members in the organization
    • Used to:
      • Disseminate information
      • Request for a call to action
      • Remind existing business processes
    • Some memos can be written like a letter
    • Memo format:
      • Company Header
      • Employee Header
      • Body of the Memo
    • Company Header:
      • Shows the name of the company and the contact information
    • Employee Header:
      • Includes the date, the target people for the memorandum, and the topic of the memo
      • For the target people and topic, it must include the following headers:
        • For
        • Through/Thru
        • From
        • Re
    • Body of the Memo:
      • Depending on the topic, the body of the memo would vary
      • Common contents include:
        • Purpose of the memo (first paragraph)
        • Details of the memo (subsequent paragraphs)
        • Call to action (last paragraph)
        • Noted by (end of the letter, if there is anyone who needs to note the memorandum)

    Curriculum Vitae (CV) and Resume

    • Curriculum Vitae (CV):
      • Summary of professional and academic experiences and skills
      • Focuses on the individual's academic and research background
      • Recommended for those who wish to apply for academia, scientific research, or medical fields
    • Resume:
      • Recommended for fresh graduates or entry-level candidates
      • Individuals as such do not have experience yet
      • Good way to showcase what was achieved during school
      • The length of the CV would be around 2-3 pages for these types of individuals
    • Key differences:
      • Length: CV can be as long as needed, while Resume is recommended to be 1-2 pages
      • Content: CV includes all educational levels, all relevant experience, and all skills, while Resume only includes relevant degree(s) or highest attained educational level, relevant experience, and relevant skills
      • Objective: CV does not include an objective, while Resume includes an objective when requested by the company/employer

    Preparing for an Interview

    • Common interview questions:
      • Tell me about yourself
      • Why do you want to work in this company?
      • What are your expectations for this job?
      • What is your biggest strength?
      • What is your biggest weakness?
      • Are you a leader or a team player?
      • Tell me an experience of when you had a conflict with someone else and how did you resolve it
      • Where do you see yourself in 5/10 years?
      • Why should we hire you?
      • Do you have any questions for me?
    • Best practices for an interview:
      • Dress code
      • Arrive early
      • Turn off your phone
      • Be confident, but not arrogant
      • Listen to the interviewer
      • Give honest, direct answers
      • Ask questions
    • After the interview:
      • Send a thank-you note or email
      • Follow up on the status of your application### Soft Skills
    • Soft skills are typically difficult to teach and are better learned when younger.
    • They can be applied to various situations, including career, friends, and family, and community.
    • Having good soft skills can increase employability and help individuals stay longer in a company.

    Common Top Soft Skills

    • Communication
    • Problem solving
    • Creativity (resourcefulness)
    • Adaptability (ability to work under pressure)
    • Work ethic (punctuality, dealing with others)
    • Active learning
    • Confidence
    • Conflict resolution
    • Negotiation
    • Public speaking
    • Writing
    • Nonverbal communication
    • Empathy

    Communication

    • Communication is the transfer of information or message from one entity to another.
    • It involves at least one sender and one receiver.
    • Communication skills are the set of abilities to transfer information between different entities in different situations.

    Communication Skills

    • Verbal: speaking, listening
    • Written: reading, writing

    Organizational Behavior

    • It is the study of human behavior in organizational settings.
    • It examines the interface between human behavior and the organization.
    • It focuses on the organization itself.

    Communication Style

    • Varies based on the company and team (company culture)
    • Requires strong communication skills for leaders and team members
    • Important for tasks in HBO (Hospitality Business Operations)

    Organizational Culture

    • Also known as company culture
    • Defines the proper way to behave within the organization
    • Includes shared beliefs and values
    • Sets the context for everything an organization does
    • Every company has a different culture

    Effects of Organizational Culture

    • Strong culture: higher success rate for companies
    • Weak culture: brings down the organization and its leadership
    • Merging companies with conflicting cultures can lead to breakdown

    Importance of Organizational Culture

    • Job satisfaction
    • Finding the right people
    • Organizational culture
    • Leadership and conflict resolution
    • Understanding employees better
    • Developing good leaders
    • Developing a good team
    • Higher productivity

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    Description

    This quiz covers the importance of documents in the workplace, including their role in government processes, business integrity, and documentation. Learn about the different types of documents used in various businesses and departments.

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