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Communication Module
Communication Module
Welcome to the first module of the Communication Integrated with 21st Century Skills
Course. This module is entitled "Receiving and Responding to Workplace
Communication." In this module, we will be covering the basics of communication and
why it is crucial in creating an ideal workplace environment.
For the first part of this module, we will be talking about following routine spoken
messages. You can expect to learn the basics of communication and its context in the
workplace after accomplishing this unit. Knowing the fundamentals of communication
will hopefully aid you in knowing which areas of your communication skills should be
improved. Of course, it's not enough to just know the concepts, so for the second part of
this module, we will tackle: "Performing workplace duties following written notices."
This module will hopefully help-not just in transforming you to a communicator who can
respond, but a communicator who can genuinely understand.
In this lesson, we would be talking about communication and how knowing about the
processes of communication could help in creating a more efficient and effective
workplace environment.
Communication is a systemic process of people interacting with and through symbols
in order to create, share, and interpret meanings. It is referred to as a process because
its beginning and end are hard to identify. It can also take place in different modes.
Modes refer to the way by which communication can be expressed.
In order for communication to take place, two main actors work together. They are
called the sender and the receiver. Being able to send the message to a receiver does
not guarantee a successful communication process. Effective communication takes
place when the sender receives a feedback or response that he initially wanted the
receiver to have.
Meanwhile, workplace communication is defined as the process of information
exchange, may it be through verbal, nonverbal, or written communication, within an
organization. A workplace is identified by employees from different cultures and
backgrounds. Given these differences, effective communication is crucial to unite
employees and ensure that all workplace processes are properly done.
This course would hopefully help you in developing your communication skills in
order to give you advantage whether it may be in finding employment
opportunities or in interacting with your current workplace set-up.
● Telephone
● Cellphone
It can refer to the way we say the words, surroundings that may affect communication,
objects, patterns, and more.
● Letters
● E-mails
● Text messages
● Writing memorandum
● Etc.
Importance of Workplace Communication
Communication is essential because it ensures that you can properly explain your
thoughts in in the workplace. When you can explain your ideas, you can achieve your
personal and professional goals, as well as, better relate to your workmates. It is the
key to your success, may it be in the workplace, being part of the community, or in
whatever place or situation you are. For businesses and organizations, all employees
must be able to communicate may it be through verbal or nonverbal communication.
Everything you do in the workplace results from communication. However, people are
not necessarily born with exceptional communication skills. Like any other ability,
communication is learned and improved through repeated practice.
Therefore, to communicate effectively, here are some skills that you need to learn and
hone. Later on, we will be diving deeper on how these specific skills could be improved.
Speaking – speaking happens when you make vocal sounds. It can also mean to talk,
converse, express one’s thoughts through verbal language.
Critical Thinking – the ability to think clearly and make informed decisions. It needs to
execute reflective and independent thinking.
Empathetic Skills – empathy involves a deep sensitivity to recall, relive, and tap on the
feelings and experiences of others. When you gain understanding of others’ feelings,
every member of the workplace is able to see themselves more clearly.
Restating
Clarifying
Questioning
Interpreting
Confronting
Reflecting feelings
Supporting
Facilitating
Initiating
Setting goals
Evaluating
Suggesting/Giving feedback
Blocking
Listening
Introduction
When we talk about communication, people have the tendency to only focus on the
talking part. However, talking is just a small part of communication. It’s not even
the greatest component of communication. Effective communication entails active
listening and understanding. However, the reality is that people pay less attention to
listening and tend to focus on speaking.
This lesson will be focusing on developing your active listening skills in order to make
you better communicators. Furthermore, this lesson would help you in knowing why
listening is important to becoming effective communicators.
Hearing is referred to as the physiological process that happens when the brain
distinguishes sound waves. Meanwhile, listening refers to the process of receiving,
attending to, making meaning, and responding to messages.
Hearing is the process, listening is when you intentionally hear and try to understand the
message. In the workplace, you are expected to not just hear, but to listen.
Active listening is not just hearing, but also understanding the meaning behind the
message. Active listening entails a lot of focusing because it requires the listener to
repeat in his/her own mind what the speaker is saying.
Facts about listening
Here are some facts about listening:
Stages of the Listening Process
There are two main types of barriers to listening: external and internal obstacles. Take
note of these challenges, so you could identify these issues and hopefully overcome
them to listen better in the workplace.
External
Message overload – This occurs when there is an overwhelming amount of message.
When there are too many messages, it makes it harder to focus on one message. It can
also happen when you communicate with using two channels at a time. For example,
talking on the phone while writing an e-mail.
Message complexity – When a job gets harder, of course the descriptions necessary to
do the job gets more complicated. Thus, there will be times that it would be harder to
follow. Message complexity refers to situations where a message is too complicated to
understand.
Environmental distractions – Finally, the surroundings can also affect listening. When
the environment is noisy, it could be harder to listen.
Internal
Preoccupation – When there are many thoughts or concerns in your head, it would be
quite harder to listen to someone talk.
Prejudgments – Initial judgement of a person or a situation also makes it harder to
listen. When you already have a preconceived idea about someone or your co-worker,
you might assume that it is no longer necessary to listen to his or her ideas.
Lack of effort – Because active listening requires active effort, some are unable or
unwilling to intentionally listen.
Difficulty in adjusting to communication style – Different people communicate
differently. Thus, there are some people who are easier to understand, and some will be
quite challenging.
Whatever the issue you face in when it comes to listening, active listening and
understanding entails conscious effort. You really need to try in attending,
understanding, remembering, evaluating, and responding to a message in order to
show that you are an effective listener.
Here are some strategies that can aid you in every step of the listening process:
Be physically, mentally, and emotionally prepared to listen to the other speaker.
Remove physical or mental distractions (i.e. noise, distracting thoughts, etc.)
Defer judgment and hear the speaker out.
Discover what learning you can take home from the speaker.
Here are some important questions you can ask when evaluating a message. Asking
these questions would help you in evaluating whether you should accept the message
as true:
Lesson 3: Speaking
Introduction
The ability to speak properly is a very important skill as well. It is necessary that you
know what to say to different people in different circumstances.
You should also learn what and how to respond to people talking to you.
This lesson will hopefully aid you in developing and improving your workplace speaking
skills.
2. Partially interactive – only the speaker speaks and the feedback is the audience’s
attentiveness, small gestures like nodding, etc.
Types of Conversations
Besides the types of speaking that were discussed earlier, it is a reality that you will also
be communicating with varying work groups in the workplace. It is important for you to
be prepared should you encounter and talk to different numbers of people. Here are
some forms of conversation that you may encounter in the workplace:
1. One-on-One Conversations
Three or more people who communicate in order to reach a common goal. They
consider themselves as interdependent—as somehow needing one another.
Source:
1. Relevance
It answers the question, “What does it have to do with me?” The person you are talking to will be more interested on your stories if it something that he
or she can relate to. Most of the time, listeners want to hear something that is timely to them, something that is related to their work, and something that
is useful to them.
2. Common ground
Finding out related knowledge, background, information, and shared experiences that your audience can relate to. Setting common ground can be
done by using “we”.
3. Linguistic sensitivity
It is using language that is respectful of others and not offensive to them. To be linguistically sensitive, make sure to use appropriate words for a
specifc industry. Avoid offensive humor, profanity, and vulgarity. Make sure that the words you use are also culturally appropriate.
Speak Accurately
Use of words that tell the meaning you initially intended. Make
sure that when you speak it is understandable, in the right
context, and gives off a positive and neutral tone.
Speak Clearly
1. Use specific language – using precise words that will not
make your message ambiguous.
When you speak confidently, you increase the credibility and effectiveness of your
message. However, there are some instances that people get anxious or nervous
whenever they communicate. These instances can also be referred to as
communication apprehension. Although getting nervous is normal and natural, too much
can hinder the flow of messages.
Here are some tips you can remember when you get communication apprehension:
When you let your mind be preoccupied with anxious thoughts, it may hinder you more
in communicating effectively. Instead, think of it as a natural occurrence that can be
resolved.
In industries where you would have to communicate with larger groups (i.e. hotels,
restaurants, etc.), you can use positive help talk when you feel nervous. Affirming words
such as “I can do this,” or “I can guide these customers,” can gelp you in
communicating.
4. Practice!
Like any other skill, effective speaking skills can be honed through constant practice.
Try speaking in front of the mirror before delivering a presentation or talking to a client.
It can really improve your skills.
Introduction
Nonverbal communication is all forms of communication that does not use spoken
words. It may include the way we utter words, the surroundings affecting the message,
objects that influence personal preferences, etc.
1. Body Signal – Also known as kinesics and are nonverbal signals of the body.
3. Space signal – Also known as proxemics. It can also be sent by use of personal
space.
Example: Distance when you talk to your boss in the workplace, distance of office chairs
and tables
5. Touch signal – Also called as haptics. These are nonverbal messages executed
through touch.
Example: Patting someone on the back, touching someone
Be cautious of your nonverbal communication. Think about its proper use and how it
would affect the people you are directing it to. Also ask yourself the kind of vibe or
image it gives off to other people.
Just as how you monitor your own nonverbal communication, be wary of other people’s
nonverbal cues too. Do their nonverbal cues show that they are interested on what you
are saying?
Another important skill is questioning. When you ask relevant questions, it gives the
idea that you want to know and understand more. There are different types of
questions. You have to know when to use these types of questions appropriately.
Example: “Were you able to finish the report I asked you to do?”
Example: “Why were you not able to finish the report I asked you to do?”
Questions that are asked to elicit more details. These are done by asking up to 5 whys
until you get to the bottom.
Example: Your customer does not want to pay for the dish he ordered.
5.) Leading Questions
Leading questions are questions that make the respondent answer in the way you want
them to. These questions are commonly used for persuasion. Because of this, you
should be very cautious in asking and answering this type of question.
Example: "Would you say that you are extremely satisfied with our care?"
These are questions that do not need any answer at all. They are just statements in
question form and are commonly used to make a point.
It is not enough to simply enough to know the different types of questions. Questioning
is not just for getting information or for just getting tasks done. Questioning can actually
engage or interest your audience or listeners. Through effective questioning, one can
shift from concrete and factual thinking to more analytical and evaluative thinking. In
addition to that, it also promotes reasoning, problem solving, and evaluation. Through
questioning, critical thinking skills are also developed. It promotes higher thinking in the
workplace.
The art of questioning can be very beneficial when in group meetings or when in
brainstorming meetings.
Here are some principles that you can apply when initiating effective questioning:
o When asking questions, give the listener or the team sufficient time to give their
answers and feedback.
4. Personalize questions.
5. Collaborate!
o Suggest ways on how you can collaborate with one another to address the
question ot situation.
Critical thinking refers to the way of thinking by analyzing, assessing, and reconstructing
the thought. It is the thorough pondering of ideas.
Here are several critical thinking skills you can use in the workplace:
4.) Information seeking – searching for evidences and other details related to a specific
problem to further elaborate.
Finally, critical thinking allows an employee to relate better to the experiences of others.
Because of this skill, an employee gets to perform well with other people—and perform
well in the workplace, in general.
Nowadays, companies and organizations prefer to have employees who are not
necessarily smarter, but employees who possess high socioemotional skills. Social
perceptiveness and problem sensitivity are some of the socioemotional skills considered
to be crucial in career development.
When you are socially perceptive, you know what to do when people react in a way that
you did not expect. For example, you can determine if someone is already feeling
uncomfortable in a situation.
Here are some tips that you can do in order to develop problem sensitivity and
social perceptiveness:
Here are the steps in doing the creative problem solving model:
First, clarify or identify the problem. Next, ideate or formulate a plan to address the situation.
Afterwards, develop the necessary strategies needed to address the problem. And
finally, implement or apply these strategies.
Like any other skills, these skills can be learned and honed.
Here are some empathetic skills that you should apply in the workplace:
Lesson 8: Hindrances to
Communication
Topic 1: Hindrances to Communication
Going back to the model, as you can see, the idea of noise is included. Noise is
anything that prevents the receiver to obtain the whole message sent by the sender.
Physical Noise
refers to the everyday environmental noise that disrupts the messages such as low
telephone volume, a distracting seatmate, or the the sound of vehicles.
Physiological impairment such as deafness or blindness may also be considered as
physical noise.
Semantic Noise
refers to when a sender and a receiver interprets words in different ways. Syntactical,
organizational, and cultural noises are kinds of semantic noise.
Example: For Arabians, the nodding of the head signifies disagreement while for the
Filipinos, it signifies an approval.
Psychological Noise
refers to thoughts and feelings that can distract a person from fully understanding a
sender’s message. It can be bias, anger, strong emotions etc.
There are many factors to consider when addressing barriers to communication. First,
you should identify what type of noise is at present. Is it physical? Semantic? Or
psychological? Then from there, you can identify the right type of intervention for that
kind of noise.
Consider the length of your messages. Make sure that the length of your messages is
appropriate for your audience.
Do not write in rush. When writing an important e-mail or presentation, really set time to
create the content.
Proofread.
Consult others. If uncertain on use of terminologies, spelling, words, etc., do not hesitate
to ask a co-worker about it. It is better to consult with others first than to have semantic
noise later.
In the next modules, we will discuss how to better and effectively communicate with
different communication sources that you will encounter in the workplace.
Remember that success in communication is not winning an argument, but being able
to resolve conflicts by empathizing with others.
Here are some strategies that you can take note when faced with such situations:
Ex. “When you tell me that none of my ideas work out for you, I feel kind of frustrated
because I don’t know wthat else to suggest. Would you mind telling me what we can do
both better?”
For this unit, we will be discussing the different attitudes and actions that are expected of you in
the workplace such as work etiquette and common organization guidelines.
In a meeting, it usual to have a clash of ideas. You may think that you have the brightest
idea but others might have different opinions on the matter. When this happens, do not
take things personally. Consider this a constructive comment. Keep in mind that not
everything you want to happen can happen at the time you want it to. Do not let your
ego lead you into saying harsh words or remarks.
Some guidelines:
Speak clearly, audibly, and politely.
Use your normal tone of voice. Avoiding speaking too loudly and too soft.
Do not eat or drink while talking.
Do not use slang words and jargons.
Address the caller properly.
Focus on the call and listen carefully to what the caller is saying.
Radio Language:
o "Over" - I've finished speaking.
o "Say again" - Repeat your last message.
o "Stand by" - I acknowledge your transmission, but I can't respond right now.
o "Go ahead" - I can respond, go ahead with your message.
o "Roger" - Message received and understood.
o "Affirmative" or "Negative" - Yes / No
o "Out" - Conversation is finished. The channel is clear for other users.
Topic 3: Written Communication Etiquette
Aside from the telephone and radio etiquette, there are also some protocols you need to
follow when communicating through writing and handling written documents.
Analyze and assess the information that you will include in your written work. Identify the
key issues and really determine the most relevant topics to discuss.
Outlines produce well-crafted outputs. It’s better to have all your details and topics laid
before you before diving into writing immediately.
3. Create a draft.
Here are some questions you can answer while creating your draft:
o Who is my audience?
o What are my objectives?
o What do I want them to take home from my document?
4. Revise.
You can seek the advice of your other co-workers or your supervisors if there is anything
you need to revise from your work.
6. Proofread.
1. Punch in and out of time. If you are late for work, your pay will be deducted
accordingly.
2. If you must be absent or late, inform your supervisor before work begins.
3. Use equipment carefully. Keep work area neat and orderly. Do not forget to put
supplies and equipment to their proper places before going home.
4. Obey safety rules and signs. Wear proper safety clothes. If there are any accidents,
report it to your supervisor immediately.
6. If you don’t understand, do not be afraid to ask. Mistakes are expensive and can
cause delays.
On Attendance
Attendance is a very important aspect of the workplace because it displays your
commitment to the job. Excuses should be valid and its urgency should be determined
in lieu of the work that you will leave in the case that you will absent yourself.
Skipping yourself from work without giving notice to and without permission from your boss will
declare you AWOL - Absent Without Official Leave. If you continue to be AWOL, you will
consequently get fired or terminated. Getting another job would be very difficult because you
have acquired a BAD ATTENDANCE RECORD. Show your commitment to your job by
appearing regularly and consistently at work.