Communication For Work Purposes - Our Lady of Fatima University

OUR LADY OF FATIMA U N I V E R S I T Y COMMUNICATION FOR WORK PURPOSES Week 14-15 Prepared by: Kate A. Domantay COLLEGE OF ARTS AND SCIENCES Good Communication is just a as stimulating as black coffee, and just a hard to sleep after....

OUR LADY OF FATIMA U N I V E R S I T Y COMMUNICATION FOR WORK PURPOSES Week 14-15 Prepared by: Kate A. Domantay COLLEGE OF ARTS AND SCIENCES Good Communication is just a as stimulating as black coffee, and just a hard to sleep after. - Anne Morrow Lindbergh Communicate in a respectful manner- Don’t just tell your team members what you want, but explain to them why. - Jeffrey Morales Customer service shouldn't just be a department it should be the entire company. - Tony Hsieh  LESSONS 1 2 WORKPLACE EFFECTIVE DOCUMENTS COMMUNICATION IN WORK ENVIRONMENT WRITING 3 PROPOSALS LESSON EFFECTIVE COMMUNICATION 1 IN WORK ENVIRONMENT  OUR LADY OF FATIMA U N I V E R S I T Y Communication Skills These skills are necessary for the development of self-advocacy and self- determination for lifelong success. They are how we give and receive information and convey our ideas and opinions to those around us COLLEGE OF ARTS AND SCIENCES  Communication comes in many forms: non-verbal verbal aural written  Types of Non Verbal Facial expressions Body movements and posture Gestures Eye contact  Types of Non Verbal Touch (Haptics) Space (Chronemics) Voice (Paralanguage) OUR LADY OF FATIMA UNIVERSITY Stages of Communication CONTENT CONTENT MEDIUM Format COMMUNICATION CHANNEL AUDIENCE COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y What makes a good communicator? A powerful message needs to be delivered convincingly. Here are three stages of communication to think about. 1. Prepare well and understand what you want to communicate. 2. Be confident to the point and focused on solutions 3. Let the person or group you are communicating with have the opportunity to respond and listen to what they are telling you COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y How do a good communicator put their message across? COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Good communication ensures that you are being heard. You can then influence your environment according to your own goals and requirements. If you do not get your message across effectively, others will not know or understand your needs. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y In general, effective communication achieves the following: Applies positive influence on decision-making by presenting a strong point of view and developing mutual understanding. Delivers efficient decisions and solutions by providing accurate, timely, and relevant information. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y In general, effective communication achieves the following: Enables mutually beneficial solutions Builds healthy relationships by encouraging trust and understanding. Ensures that all service staff are sending out the same messages. COLLEGE OF ARTS AND SCIENCES Listening Skills?  OUR LADY OF FATIMA U N I V E R S I T Y Core Listening Skills Giving the other party your full attention. Encouraging them to speak. Showing that you are genuinely listening by nodding, repeating back what they have said but in your own words. Acknowledging their feelings. Asking for clarification when you do not understand. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Core Listening Skills Trying to understand other’s point of view, rather than immediately applying own preconceptions about the respondent. Letting the other party put over their response fully before you react and giving them time to express their point of view. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Core Listening Skills Be cautious in expressing your opinion. If it is clearly not appropriate don’t express it. Being timely in your reaction to the other party’s responses to your messages. COLLEGE OF ARTS AND SCIENCES LESSON WORKPLACE 2 DOCUMENTS  OUR LADY OF FATIMA U N I V E R S I T Y A workplace document is any document that provides steps or gives instructions to carry out tasks that contain technical details. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Examples MESSAGES ANNUAL REPORTS AGENDA MEMORANDUM PRESENTATIONS DIAGRAMS MINUTES FROM BUSINESS LETTER MEETINGS COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y It can be a simple phone message an email or a short message left for a work colleague. MESSAGES It is important to be sure that people’s names are spelled correctly, and that phone numbers or other figures are written down correctly. It is also important to mark on the “message” the time and date as well as who is leaving the message. Use clear and neat handwriting. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y MEMORANDUM A memorandum or memo is a workplace document that sends information to people in your organization about a work-related topic. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA GUIDELINES IN WRITING U N I V E R S I T Y MEMORANDUM 1. Choose a representative phrase that immediately tells the reader what the memo will be about. 2. Use plain paper (not stationery) with one-inch margins around the page. 3. Use a professional font and black color. 4. Begin all the lines of the memo at the left margin, except the MEMO line which can be centered. 5. Use single-spaced, with two spaces between paragraphs in the body of the memo. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA GUIDELINES IN WRITING U N I V E R S I T Y MEMORANDUM 6. If your memo is more than 1 page long, use a subsequent page header that includes whom the Memo is addressed to, the page number, and the date. 7. Sign the Memo next to the FROM line, using initials, first name, or complete name. 8. Don’t add a greeting between the memo heading and the body. 9. Use declarative verbs and simple sentence structure. 10. Be specific and detailed. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA GUIDELINES IN WRITING U N I V E R S I T Y MEMORANDUM 11. Use a more informal tone. 12. Pay attention to the intended audience and context. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Agenda is a list of topics that are planned to be discussed at a meeting. It is used as a guide to the Chairperson of a AGENDA AND meeting, to keep the meeting “on track”. MEETING MINUTES The minutes of the meeting are the record of the matters that are discussed during a meeting. They are a “formal” record of what took place in a meeting. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA 5. What was decided? U N I V E R S I T Y 6. What actions were agreed upon? Guide Questions in writing meeting minutes: 7. Who is to complete the actions, by when? 1. When was the meeting? 8. Were materials distributed at the meeting? If so, are copies or a link available? 2. Who attended? 9. Is there anything special the reader of 3. Who did not attend? (Include this the minutes should know or do? information if it matters) 10. Is a follow-up meeting scheduled? If 4. What topics were discussed? so, when? where? why? COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y 4. Don't include any information that will Guidelines for Writing embarrass anyone (for example, "Then Meeting Minutes: John/Jane left the room in tears"). 1. Write minutes soon after the meeting, 5. Use positive language rather than preferably within 48 hours. describing the discussion as heated or angry, use passionate, lively, or 2. Don't skip writing minutes just because energetic--all of which are just as true as everyone attended the meeting and knows the negative words. what happened. 3. Don't describe all the "he said, she said" 6. Edit and proof the meeting minutes. details unless those details are very important. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y 9. Include the following information: Topics Guidelines in Writing Meeting Decisions Minutes: Actions agreed upon by the person responsible Deadline 7. Attach any hand-outs or documents -Next Meeting- electronically, so that all participants Date and Time and non-participants have easy access Location to them. Agenda Items 8. Were materials distributed at the meeting? If so, are copies or a link available? COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA 5. The vote tally may also be included U N I V E R S I T Y 6. The date, time, and place of the next meeting. Formats of the Minutes 7. Assignments and the person responsible. 1. Generally, minutes begin with the organization name, place, date, list of 8. The minutes may end with a note of the people present, and absent, and the time. time that the meeting was adjourned. 2. All the agenda for the said meeting. 9. Is there anything special the reader of the minutes should know or do? 3. All official decisions must be included. 10. Is a follow-up meeting scheduled? If 4. The reports given and the person so, when? where? why? involved. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y Formats of the Minutes 14. Provide details of the meeting to anyone unable to attend. 11. Confirm any decisions made. 15. Serve as a record of the meeting’s 12. Record of who has been allocated any procedure and outcome. task or responsibilities. 13. Record of who has been allocated any task or responsibilities.. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y TASK IN TAKING 4. Concluding The Minutes MINUTES 1. Make a Short Summary of The Meetings 5. Distributing The Minutes Among The Agenda. Attendees. 2. Make A List of All The Details Beforehand 3. Recording The Body Of The Minutes. COLLEGE OF ARTS AND SCIENCES LESSON WRITING 3 PROPOSALS  OUR LADY OF FATIMA U N I V E R S I T Y KEY FEATURES 4. Anticipate questions 1. A well-defined problem 5. A call to action 2. A recommended solution 6. An appropriate tone 3. A convincing argument for your proposed solution. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y GUIDE TO WRITING PROPOSALS 1. Decide on topic 3. Generate Ideas and Texts 2. Consider the Rhetorical Situation (Purpose, Audience, Stance, and Media/Design) COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA PORTFOLIO IN PURC U N I V E R S I T Y DEADLINE: December 12, 2023 CONTENTS: 1. Resume 2. Application Letter 3. Memorandum 4. Business Proposal/Request Letter 5. Resignation letter Note: Use LONG ENVELOPE to compile all the business documents. COLLEGE OF ARTS AND SCIENCES  OUR LADY OF FATIMA U N I V E R S I T Y THANK YOU [email protected] COLLEGE OF ARTS AND SCIENCES