Lesson 5 - Communication for Work Purposes PDF

Lesson 5 – Communication for Work Purposes Presented by: Mr. Noli Rull Tambaoan, LPT, MAED (Cand.), CHRA OBJECTIVES At the end of the lesson, you are expected to: ❑ Discuss the importance of oral communication skills in the workplace; ❑ Describe the pressing challenges encou...

Lesson 5 – Communication for Work Purposes Presented by: Mr. Noli Rull Tambaoan, LPT, MAED (Cand.), CHRA OBJECTIVES At the end of the lesson, you are expected to: ❑ Discuss the importance of oral communication skills in the workplace; ❑ Describe the pressing challenges encountered by business communicators; ❑ Expound on the fundamentals of online interviews; ❑ Show the ability to communicate through independent and group communicative learning activities. Lesson 5 - Communication for Work Purposes 2 ORAL COMMUNICATION IN THE WORKPLACE ❑ Oral communication skill in business is highly valued. ❑ Everybody in business needs it to communicate details of information, discuss strategies, map out plans, close business agreements, work in teams, and deal with managers, employees, business partners, guests or clients. ❑ To improve yourself, you also need communication skill to help you initiate personal plans, lead project undertakings, and solve pressing problems. Lesson 5 - Communication for Work Purposes 3 PRESSING CHALLENGES IN WORKPLACE COMMUNICATION ❑ Communication has always been essential in any business’ growth and development. As effective communication is needed to be able to operate and become successful, pressing challenges do interfere and are likely to affect your work and communication in the future. ❑ Andrea Campbell believe that poor communication skills create business problems. Lesson 5 - Communication for Work Purposes 4 TOP COMMUNICATION ISSUES ❑ Failure to listen. Ineffective listening is a big problem in communication. Good communication fails when one doesn’t pay much attention or plan what to say before one ends his statement. ❑ Culture Differences. The diversity of backgrounds and cultural customs create communication issues among team members and leaders. People would just love to stay along with people of the same background. Lesson 5 - Communication for Work Purposes 5 TOP COMMUNICATION ISSUES ❑ Locale or Distance to Office. The office location or its distance to its employees or contributors entails problem in the communication. The company usually resorts to email, phone or video conferencing. ❑ Ego and Attitude. Self-image or ego often affects team’s effort to execute plans. One’s arrogance causes trouble, and more often, teamwork ends due to one’s defiance. Lesson 5 - Communication for Work Purposes 6 TOP COMMUNICATION ISSUES ❑ Authority or Hierarchy Problems. The authority that the team leader or manger demonstrates more often creates intimidation or gap with team members. They become shy and hesitant to approach or talk to their manager for authority being shown doesn’t create friendly atmosphere. ❑ Poorly Written Communication. The confusion or misunderstanding of in interoffice business communication is due to poor content of written documents, substandard organization, fractured grammar, among other flaws in written interoffice materials. Lesson 5 - Communication for Work Purposes 7 TOP COMMUNICATION ISSUES ❑ Gender Bias. The choice of which gender makes a more effective leader in the department is an issue of gender bias. This gender discrimination creates problem in the organization. ❑ Focus or Listening Problems. Inability of employees to focus on the issue is equivalent to listening problems. The generation gap is often the cause of communication barrier that affects the achievement of department goals. Lesson 5 - Communication for Work Purposes 8 TOP COMMUNICATION ISSUES ❑ Inadequate Knowledge. Little knowledge is dangerous. Hence, team performance is affected due to ineffective education or lack of understanding or other inadequate knowledge foundation. ❑ Cliques, Groups and Friendships. Group membership or group affiliation or exclusive grouping of team members can sometimes create segregation. To avoid it, promote teamwork spirit in the department. Conduct team building activities to promote objectivity, teamwork, cooperation, and unity in diversity. Lesson 5 - Communication for Work Purposes 9 Writing the Cover/Application Letter Lesson 5 - Communication for Work Purposes 10 WRITING A COVER LETTER ❑ What is a cover letter? A cover letter is a one-page business letter that you submit when applying to a job, along with your resume. As a piece of persuasive writing, your cover letter will aim to convey to the employer why you’re a great candidate for the role. ❑ What is the purpose of a cover letter? Your cover letter complements your resume by making it easy for the employer to see how your experience and interest connect to the position. Your goal is to convince the employer to interview you. Lesson 5 - Communication for Work Purposes 11 WRITING A COVER LETTER ❑ What is the purpose of a cover letter? ❑ Highlight your qualifications. You’ll show how your skills and experience relate to the employer’s needs for a specific position. ❑ Showcase your motivation. You’ll show how your skills and experience relate to the employer’s needs for a specific position. ❑ Reflect your voice and written communication skills. You’ll give the employer a sense of your personality and writing style. Lesson 5 - Communication for Work Purposes 12 WHEN TO SUBMIT A COVER LETTER ❑ Submit a cover letter when… ❑ The posting explicitly requests that you do so. ❑ You’re applying to an opportunity at a mission-driven organization. ❑ You think that doing so could provide important information to the employer that they wouldn’t get from your resume. ❑ Consider submitting a cover letter when… ❑ It’s marked “optional” in an application, and you have the bandwidth to do so. ❑ You have content that you can easily recycle or repurpose into a tailored cover letter. Lesson 5 - Communication for Work Purposes 13 WHEN TO SUBMIT A COVER LETTER ❑ No need to submit a cover letter when… ❑ A posting specifically tells you not to submit one. ❑ There’s no way to submit one in an application portal, and doing so would require a serious workaround. Lesson 5 - Communication for Work Purposes 14 HOW TO WRITE A COVER LETTER ❑ Do your research first. Before you start writing, find out more about the company and the specific job you want. This research will help you customize your cover letter, since you shouldn’t send a generic one. ❑ Focus it on the future. While your résumé is meant to be a look back at your experience and where you’ve been, the cover letter should focus on the future and what you want to do. Lesson 5 - Communication for Work Purposes 15 HOW TO WRITE A COVER LETTER ❑ Open strong. “Start with the punch line — why this job is exciting to you and what you bring to the table.” Then you can include a sentence or two about your background and your relevant experience, but don’t rehash your résumé. ❑ Emphasize your personal value. Hiring managers are looking for people who can help them solve problems. Drawing on the research you did earlier, show that you know what the company does and some of the challenges it faces. Lesson 5 - Communication for Work Purposes 16 HOW TO WRITE A COVER LETTER ❑ Convey enthusiasm. “When you don’t get hired, it’s usually not because of a lack of skills. It’s because people didn’t believe your story, that you wanted the job, or that you knew what you were getting into ❑ Watch the tone. At the same time, don’t go overboard with the flattery or say anything you don’t mean. Authenticity is crucial. Lesson 5 - Communication for Work Purposes 17 HOW TO WRITE A COVER LETTER ❑ Keep it short. Much of the advice out there says to keep it under a page. It should be brief enough that someone can read it at a glance. ❑ Get feedback. In fact, it’s a great idea to share your cover letter with a few people. Rather than sending it off and asking, “What do you think?” be specific about the kind of feedback you want. In particular, request two things. First, ask your friend if it’s clear what your main point is. What’s the story you’re telling? Are they able to summarize it? Second, ask them what’s wrong with the letter. Lesson 5 - Communication for Work Purposes 18 HOW TO WRITE A COVER LETTER ❑ When you can’t submit a cover letter. Much of the advice out there says to keep it under a page. It should be brief enough that someone can read it at a glance. ❑ Get feedback. Many companies now use online application systems that don’t allow for a cover letter. You may be able to figure out how to include one in the same document as your résumé, but that’s not a guarantee, especially because some systems only allow for data to be entered into specific boxes. Lesson 5 - Communication for Work Purposes 19 PRINCIPLES TO REMEMBER DO’S ❑ Have a strong opening statement that makes clear why you want the job and what you bring to the table. ❑ Be succinct — a hiring manager should be able to read your letter at a glance. ❑ Share an accomplishment that shows you can address the challenges the employer is facing. Lesson 5 - Communication for Work Purposes 20 PRINCIPLES TO REMEMBER DON’TS ❑ Try to be funny — too often it falls flat. ❑ Send a generic cover letter — customize each one for the specific job. ❑ Go overboard with flattery — be professional and mature. Lesson 5 - Communication for Work Purposes 21 Before mailing a cover letter, can you answer the following questions with a “Yes”? ❑ Is it clear? Does it state exactly what I want it to state? ❑ Is it concise? Does it state what I want it to state in the fewest possible words? ❑ Is it well organized? ❑ Am I projecting to the employer or college the contribution I can make? ❑ Have I stressed areas in my experience and/or education that are relevant to the person reading it? Lesson 5 - Communication for Work Purposes 22 PARTS OF A COVER LETTER PARTS SAMPLE ❑ Heading ❑ Your mailing address ❑ Inside Address ❑ Employer’s Name ❑ Job Title ❑ Business Name ❑ Business Address ❑ Salutation ❑ Dear Mr./Ms./Mrs. (Use the name of the person that will read the letter) Lesson 5 - Communication for Work Purposes 23 STRUCTURE OF A COVER LETTER ❑ Introductory Paragraph. Your first paragraph must be very convincing. It tells your reader that you are the best person for the job. It also emphasizes that you have the set of skills and experience that make you the ideal candidate for the post. If someone from the company refers you, include in the opening before stating your main objective. ❑ Main Section. The main section of your cover letter should show the summary of your qualification, organized around the job description and person specification. Describe in this section what you have accomplished, your expertise, and your special skills needed for the job. Lesson 5 - Communication for Work Purposes 24 STRUCTURE OF A COVER LETTER ❑ The Closing Paragraph. Your closing paragraph should be written concisely and neatly. It should make clear what action the reader will be taking after reading your cover letter. But don’t sound arrogant. Lesson 5 - Communication for Work Purposes 25 PARTS OF A COVER LETTER PARTS CONTENTS ❑ Introductory Tell why you are writing. Paragraph ❑ First Main Paragraph Describe your qualifications. Sell your skills and knowledge. Tell why you are interested in the company or college. Point out any related experience you have. Dear Mr./Ms./Mrs. (Use the name of the ❑ Second Main person that will read the letter) Paragraph Lesson 5 - Communication for Work Purposes 26 PARTS OF A COVER LETTER PARTS CONTENTS ❑ Second Main Paragraph Continue to describe qualifications. Highlight relevant training or classes that relate to the job or major for which you are applying. ❑ Closing Paragraph Close by thanking the reader and requesting an interview. ❑ Complimentary Close Sincerely ❑ Signature Your name ❑ Enclosures This indicates that you have enclosed other items (resume, transcripts, etc.) for the reader to see. Lesson 5 - Communication for Work Purposes 27 REMINDERS WHEN WRITING A COVER LETTER ❑ Catch the reader’s attention purposively. ❑ Tailor it to the company, to the employer, and to the job. ❑ Persuade the reader that you are a qualified applicant for the job. ❑ Request an interview. Lesson 5 - Communication for Work Purposes 28 GENERAL GUIDELINES WHEN WRITING A COVER LETTER ❑ Before submitting your application letter, proofread it carefully. Free it from grammatical mistakes and organizational inconsistencies. ❑ Check also for correct punctuations, margins, spacing, and right letter format. ❑ Format your cover letter for post, mail or email. It should consist of one page only. Lesson 5 - Communication for Work Purposes 29 GENERAL GUIDELINES WHEN WRITING A COVER LETTER ❑ Include your complete address, email address, phone numbers. ❑ Use the tile of the person when you address him/her in the letter. If you can’t find a name, write ‘Dear Sir/ Madame.’ ❑ Use standard, easy-to-read font. Make it readable. Times New Roman or Arial is preferred; it should be no smaller than 11 for readability on screen. Lesson 5 - Communication for Work Purposes 30 Designing the Curriculum Vitae Lesson 5 - Communication for Work Purposes 31 WHAT IS A RESUME? CV? ❑ Basically, your CV or resumé describes your education, competence, and experience. It defines what kind of applicant you are for the job. It determines if you are the right person for the job. ❑ As one of the essential requirements for job hiring, your CV should demonstrate to any prospective employer why they should hire you above any of the other skilled candidates who have presented themselves for employment. Lesson 5 - Communication for Work Purposes 32 BASIC RULES OF CV WRITING ❑ In writing a curriculum vitae (CV) or resumé, like other forms of business writing, you should always consider its reader. ❑ In this case, your readers are the recruiters. They are usually the human resource managers or any other staff in the recruitment department assigned to screen applicants through their CVs. ❑ Avoid being eliminated by following these basic rules in writing a CV or resumé. Lesson 5 - Communication for Work Purposes 33 BASIC RULES OF CV WRITING ❑ Write with the recruiter or human resource manager in mind. Assume that you are the recruiter. Think about what he needs to know about you. Consider the job description. ❑ Present your CV or resumé to inform them well about what they need to know. Show it in a way that it reveals very professional and credible information. ❑ A well-written CV or resumé limits the chance of not selecting you. It easily puts you in the shortlist. Lesson 5 - Communication for Work Purposes 34 BASIC RULES OF CV WRITING ❑ CV or resumés are the most important documents needed in job screening. They provide the highlights of your qualifications, work experiences, competence, professional and educational history. ❑ In some academic institutions, the CV or resumé is the standard for job applications. The objective of both CV and resumé remain. However, the appearance of the document is noticeably different. Lesson 5 - Communication for Work Purposes 35 RESUME VS. CV (CURRICULUM VITAE) ❑ A resumé is a brief summary of skills and skills over one or two pages. It is short with no particular format rule and highly customizable. ❑ The goal of a resumé is to make an individual stand out from the competition. A resumé does not have to be ordered chronologically; it does not have to cover the whole career. ❑ The resume contains three simple sections: name and contact information, education, and work experience. Lesson 5 - Communication for Work Purposes 36 RESUME VS. CV (CURRICULUM VITAE) ❑ A CV, on the other hand, is more detailed and can be more than two pages. ❑ It covers your entire career history. ❑ It has a clear chronological order listing the whole career of the individual. Lesson 5 - Communication for Work Purposes 37 GUIDELINES FOR WRITING AN EFFECTIVE CV ❑ Include your contact details at the top. ❑ Decide whether you want to start with a personal statement or career objective. ❑ Include sections on Key Skills, Knowledge and Achievements, Work Experience, and Education. ❑ When discussing achievements, focus on what you have actually done and the end result achieved. Lesson 5 - Communication for Work Purposes 38 GUIDELINES FOR WRITING AN EFFECTIVE CV ❑ Include everything relevant in the ‘Work Experience’ and ‘Education’ sections. ❑ Make sure that your spelling and grammar are all correct. ❑ Work on your presentation. Lesson 5 - Communication for Work Purposes 39 CV MISTAKES AND PITFALLS AVOID ❑ Do not be tempted to lie just to ‘look good’. ❑ Avoid leaving gaps in your career history. ❑ Do not start your CV with the dull bits. ❑ Do not include your hobbies and interests. ❑ Don't make your CV too long. ❑ Do not use an unprofessional email address. 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