Learning Module 3: Lesson 1 & 2 PDF

LEARNING MODULE 3: LESSON 1 & 2 Instructor: Ms. Felisa D. Priego Lesson 1: COMMUNICATING WITH MEMBERS OF THE WORKPLACE EFFECTIVELY ◦Successful communication among members of the workplace comes to light when they strive to develop interpersonal skills. People come from different walks of li...

LEARNING MODULE 3: LESSON 1 & 2 Instructor: Ms. Felisa D. Priego Lesson 1: COMMUNICATING WITH MEMBERS OF THE WORKPLACE EFFECTIVELY ◦Successful communication among members of the workplace comes to light when they strive to develop interpersonal skills. People come from different walks of life, so it imperative that every individual strive to acquire skills for communicating and interacting with others.  What can be done to establish a pleasant and professional atmosphere in the workplace? ◦One of the key factors is effective communication. ◦❖ Relaying information means using the appropriate language, tone, style, and format. ◦❖ Communication in the workplace requires the same elements. ◦❖ You have also to consider the specific domain, sector, field, or industry to which your workplace belongs. ◦ For example, your work maybe in government, the academe, the corporate world, media, health, or social services. ◦Each organization or community has specific philosophies, values, and ideals that shape the way communication is practiced. ◦❖ Thus, in any kind of professional setting, you have to consider the culture established by the founders and senior associates and adjust to it accordingly. ◦ ❖ You are expected to meet prescribed standards and work within specific norms to achieve common goals and objectives. ◦ For example, if the culture promotes conventions such as adhering to certain dress code, you cannot just disregard them to show your individualism. ◦Showing respect for the company policies reflects maturity and integrity. ◦❖ However, there may be opportunities to introduce a new culture for a more efficient and innovative organization (Inett 2016; Guo and Sanchez 2009). ◦ For example, to help negotiate heavy traffic during the morning rush, you are inspired by the idea of ride-sharing within your department when going to work. ◦❖ As you have learned, communication is not only verbal. ◦❖ When it comes to face-to-face communication, people read your facial expression and body language. ◦ If you keep looking at your watch, your colleague may sense that you are in a hurry and do not have time to listen. ◦ If you raise your eyebrows after hearing a suggestion, you maybe communicating that you are not convinced that it will work. ◦❖ Indeed, when you join an organization or community, consider yourself as a relevant member of one big team. ◦❖ Keep in mind your primary responsibilities and objectives. Interacting with colleagues in the workplace means listening purposefully, responding appropriately, expressing ideas respectfully, negotiating proactively, and solving problems efficiently. Using Appropriate Language in the Workplace ◦❖ Professional communication requires that you use language that is most appropriate to a given situation in your workplace. ◦When you are in a meeting, assembly, conference, or a formal event, you are always expected to use a polite tone. ◦❖ You have to address your heads, clients, and colleagues according to their official titles or positions (e.g., Doctor, Professor, President, Justice, Honorable, Representative, Ms., Mr.). ◦❖ You need also to learn how to craft an effective email that commands respect and elicits a prompt response. ◦❖ However, there are instances when informal language may be used in the workplace. ◦ For example, conversations during break time or after-office hours with peers may not call for such formal language. ◦ In fact, being formal all the time may result in your alienating the rest of the department. ◦ There is an art to knowing the appropriate language register based on unique contexts. ◦❖ However, there are instances when formal language may be used in the workplace. ◦ For example, conversations during break time or after-office hours with peers may not call for such formal language. ◦ In fact, being formal all the time may result in your alienating the rest of the department. ◦ There is an art to knowing the appropriate language register based on unique contexts. ◦❖ Vulgar language or slang that demeans is considered offensive in the workplace. ◦❖ In addition, remember to use jargon only if you are among colleagues who belong to the same profession; otherwise, do not use jargon in the company of colleagues who are not familiar with your field of expertise or interest. ◦❖ Indeed, the workplace consists of diverse individuals. ◦❖ Hence, using politically correct terms means to avoid offending people belonging to a specific race, religion, gender, age range, class, and group is ◦❖ Political correctness in language means using words that have positive suggestions or connotations to avoid discrimination. ◦❖ As in any community, being in a work place means being aware of your beliefs, and principles, as well as your dormant or unexamined biases. ◦❖ Make sure you do not discriminate against a particular group through your attitudes, behavior, and decisions. ◦❖ If you talk politely to your heads and associates, but talk disrespectfully to the staff or your peers, then you are not treating people equally with respect. Using the Appropriate Tone, Style, and Format in Professional Communication ◦❖ Tone refers to the attitude that is reflected in the words that you use, in both writing and speaking. ◦❖ Your tone may be sincere, optimistic, sarcastic, pessimistic, and so on. ◦❖ People usually respond to the tone that you use. ◦ For example, if you say “Sorry” with a sincere tone, then people are more likely to accept your apology. ◦ But if you say it sarcastically, the response can be negative. ◦❖ When you write messages, style and format also suggest your tone. ◦❖ Exclamation marks may suggest emotions or excitement or anger. ◦ ❖ Emoticons in email messages suggest informality and may not be appropriate if you are writing a formal request or proposal. ◦❖ Words in all CAPS may indicate antagonism and may offend the recipient. ◦ ❖ Consider also the specific style and format that your organization requires. Writing Memorandum ◦❖ When you send an official announcement, a directive, a guideline, or a reminder to your colleagues within your department or across departments, you will have to write a memorandum or, in short, a memo. ◦❖ Memos may be used to: ◦ Formally document a verbal message ◦ Inform, notify, or update colleagues about certain concerns ◦ Request, remind, or recommend ◦ Serve as an introduction to specific document ◦❖ When you write a memo, you have to indicate the time, the date, the recipients, and the subject. ◦ Recipients are usually busy, and they do not have much time to read lengthy emails. ◦ If there are details that need to be presented, place them in a separate document and send them as an attachment. ◦❖ Similar to any communication in the workplace, use a formal and a polite tone with only the essential points. ◦❖ Do not go into a lengthy narratives or heavily detailed accounts of discussions during meetings. ◦❖ Avoid using humorous expressions in an effort to lighten the tone; this may offend your recipients as it may be understood as an inappropriate. ◦❖ Be sure the copies are only sent to the ones who are concerned. ◦The language, tone, style, and format in Sample A seem to show an aggressive and threatening tone. ◦ First of all, the use of all caps indicates “shouting” at the receiver. ◦ Second, the message seems to focus on what has not been accomplished. ◦ The word choice and language use may create an attitude of resentment that may lead to demotivation. ◦On the contrary, the tone in Sample is more respectful as the word choice seems to emphasize the receiver’s ability and willingness to fulfill the organization requirements. ◦ This may encourage your colleague to do the expected tasks with more enthusiasm. ◦Therefore, before you write a memo, remember that the elements of word choice, language use, format, and mechanics have a powerful impact on the recipients. It may destroy or nurture the harmony in the workplace.  finds well I hope this email find you well. As you all know, the employees’ professional development company is committed to ensuring our employee's profesional development. Therefore, we will hold a mandatory training session on "Effective Communication attendance is mandatory Skills" on December 5, 2024. The training will start at 9AM sharp, and attendance is very successful mandatory. Please be prepared to participate actively. Let us aim to make this session succsessful for the growth of our organization! Spot the error! Here are some custom elements you can include in your meeting minutes: Supplementary documents Action items Purpose of meeting Items to be discussed next time Project status updates and voting results Next steps, like research and follow-ups A section to define attendees who are guests, nonvoters, or speakers Corrections or amendments to previous meeting minutes 5 tips for writing meeting minutes 1. Be consistent It helps to use a template every time you take meeting minutes. That way, they’re all laid out the same way, and you won’t have to waste time adding headings and bullet points. This is useful later when other people in the organization need to reference them. Some organizations even put their agenda and expected attendees on the meeting notes for efficiency. 5 tips for writing meeting minutes 2. Record it When you start in your secretary role, you might have trouble keeping up with note-taking. If you’re experiencing this, consider recording the meeting. You can do this with any smartphone, audio recording device, or camera. Later, you can use an artificial intelligence transcription service or just listen back to the recording as a refresher when needed. Before recording, though, be sure to let your attendees know they are being recorded. 5 tips for writing meeting minutes ◦3. Make your notes viewable during the meeting ◦Sometimes, meetings are collaborative. This can sometimes feel chaotic and make it difficult to keep track of everything. Making the notes viewable on a projector or sharing your screen or document during meetings allows your teammates to contribute to them. 5 tips for writing meeting minutes ◦4. Summarize ◦When you’re writing meeting notes, summarize. You should document as much information as possible, but don’t write everything verbatim. It’s not necessary to record everything that was said during the meeting notes. You also might have difficulty keeping up if you try to write the entire conversation word-for-word. Simplify and clarify what happened during the meeting. 5 tips for writing meeting minutes ◦5. Label comments with initials ◦If multiple people in the meeting have input on a matter, it can help to use attendees’ initials to indicate who contributed what. You can also use initials to indicate who will be in charge of the next steps. This shorthand technique is an efficient way to clarify a multiperson conversation. Why are meeting minutes important? Create a historical record Show progress over time Offer legal protection for the organization Adhere to local bylaws Explain why an organization made a decision Serve as a reminder of assignments or projects Act as evidence of deadlines Inform members who were unable to attend Guidelines in Preparing Minutes of the Meeting ◦ 1. Use the chronological order. ◦ 2. Minutes should be factual, brief, and free from editorial comments or subtle slanting of factual statements. Example of an editorial comment is: As always, Mr. Garcia rejected the proposition of Ms. Roces. ◦ 3. Capture the gist of the meeting. Summarize rather than transcribe. ◦ 4. Verbatim record is required for parliamentary points: motions, resolutions, and points of order. Motions and amendments should be stated accurately including the name of the maker. The name of the seconder of the motion should not be entered unless ordered by the body. ◦5. During voting, the number of votes on each side must be entered. ◦6. Use the meeting’s agenda to guide you in organizing the information. ◦7. Focus on action taken rather than topics discussed. ◦8. Be objective. If someone who is your adversary provided an excellent suggestion, include it. ◦9. Type the minutes while the facts are still fresh. ◦11.Place page number at the bottom of the paper. ◦12. All sums of money mentioned should be written in both figures and words. ◦13. Place corrections made in the previous minutes above the affected line or in the margin. ◦14. Never discard the original minutes. If you retype the page, attach the original to the revised one. ◦ ❖ Two punctuation styles are used in business letters: open and mixed. ◦ Open punctuation means that no punctuation marks are used after the salutation and the complimentary close. ◦ Open punctuation is considered a time-saving style and is used with block letter style. ◦ Mixed punctuation may be used with modified block letter style, in which as the salutation and complimentary close are followed by punctuation marks. ◦ The proper punctuation with this style is a comma after the complimentary close and a colon (for business letters) or a comma (for personal letters) after the salutation. Quiz 1 - End term Instructions: 1. Write a memorandum that informs, notifies, or updates colleagues about certain concerns in the company or workplace. You may also request or remind your colleagues in your memo. 2. Important components of a memo must be included. Lesson 2: WRITING YOUR COVER LETTER ❖ Cover letters accompany your application when applying for a new position. You can use cover letters to introduce yourself, describe your interest in a company and outline your qualifying skills. Tips in Preparing a Cover Letter Content 1. 1. Never begin your letter with ho-hum phrases (e.g., “Enclosed please find my résumé for…”). To be more creative, you may begin with the following topics: a. Begin with a question that stimulates the reader’s interest. b. Lead in with a name of someone you both know (e.g., When Dr. Gilda Nomer mentioned your name in a conference…) c. Start out with a quote that applies to the type of business of the employer. d. Explain how you learned about the job opening you are applying for. However, though readers want attention-getters, do not be tempted to use shallow gimmickry. ◦2. The cover letter must not simply repeat the content of your résumé. Emphasize concrete examples ◦3. Address the letter to a specific person. If you do not know the specific addressee, call the company and inquire. ◦4. be specific with the position you are applying for. do not use general or incidental job vacancies. ◦5. Avoid superfluous information. Do not begin with “let me tell you something about myself. My name is …” Moreover, do not include lots of specifics (dates, numbers, names, places). Just choose the hard factual information. ◦ 7. Minimize opinions about yourself. When you claim one, be sure to support it with specific and factual evidence. ◦ 8. Highlight two or three of your most significant accomplishments or abilities. ◦ 9. Use the active voice and powerful action verbs. ◦ 10. Be sure you observe correct grammar, spelling, vocabulary, and usage. Avoid jargon, clichés, and verbosity. Readers expect good grammar and writing. Any typographical and grammatical error may cause the reader to doubt your competence. ◦ 11. Be direct to the point because some readers are impatient. ◦ 12. Be factual. Never misrepresent yourself by overstating your experience and skills. In short, don’t exaggerate. ◦ 13. Do not beg for the job (e.g., “Please call today! I’ll be waiting by the phone. I am desperately eager to start.”) ◦ 14. As you write, imagine that you are writing a script for your interview: how you could break the ice at the beginning of the interview; how you can convey positive personality; the things you want to talk about during the interview; and what you hope to get from the interview. Parts of a Cover Letter ◦A. Introduction. State your purpose in writing the letter. Indicate your source of information: newspaper, magazine, the internet, personal contact. State an eye-catching or attention-getting statement about yourself that will make the reader continue reading your credentials. Show your enthusiasm to work with the company ◦B. Body ◦-Present your work experience, academic qualifications, training, some personal qualities with specific evidence.. Be sure to segregate and organize your paragraphs. Parts of a Cover Letter ◦C. Conclusion ◦- Indicate your interest for an interview at a time most convenient to the employer. If necessary, specify the day and time you are available for an interview. Indicate how the interviewer can contact you. Anticipate a positive response from the employer.. Say thank you. The Essential Parts of a Job Application Letter ◦1. Heading ◦ ❖ contains your full name, residential address, landline and cellphone number, and email address. ◦ ❖ Your contact details must be updated and active so the hiring manager can update you on the progress of your application.. Quiz 2- Endterm Instructions: 1, Write a cover letter. 2. You must include the important parts of a cover letter. THANK YOU