TLE8 - Animal - q1 - Mod1 - v2 - DivLevel

8
Technology and Livelihood Education

Animal Production
Module 1
Participating in Workplace Communication
Government Property
NOT FOR SALE
Technology and Livelihood Education - Grade 8
Alternative Delivery Mode
Module 1: Animal Production
First Edition,2020
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Published by the Department of Education – Division of Gingoog City

Division Superintendent: Jesnar Dems S. Torres, PhD, CESO VI
Development Team of the Module
Author/s: Isabelita D. Beril

Reviewers:
Illustrator and Layout Artist: Jonie Mar D. Rebucas
Management Team
Chairperson: Jesnar Dems S. Torres, PhD, CESO VI
Schools Division Superintendent
Co-Chairpersons: Conniebel C.Nistal ,PhD.

Assistant Schools Division Superintendent
Pablito B. Altubar
Chief, Curriculum Implementation Division
Members: Elvira A. Almonte, EPS - SPED

Imelda R. Fabe, PSDS
Narcisa Sabello, PSDS
Himaya B. Sinatao, EPS – LRMDS
Jay Michael A. Calipusan, PDO II
Mercy M. Caharian, Librarian II
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8
Technology and Livelihood Education
Animal Production
Module 1
Participating in Workplace Communication
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Table of Contents
What This Module Is About...................................................................................................................x
What I Need to Know.............................................................................................................................x
How to Learn from this Module.............................................................................................................x
Icons of this Module.............................................................................................................................xi
What I Know........................................................................................................................................xii
Pre-Test / Diagnostic........................................................................................................................xii
Participating in Workplace Communication (PWC)...............................................................................1
LO1. Obtain and convey workplace information...................................................................................1
1.1 Access specific relevant information is from appropriate sources..................................................1
What I Need To Know............................................................................................................................1
What’s In...............................................................................................................................................1
Activity 1.1.1 Definition of terms.......................................................................................................1
What’s New..................................................................................................................................2
Activity 1.1.2 Matching type:.............................................................................................................2
What is It...............................................................................................................................................2
Effective Communication...................................................................................................................2
What’ More...........................................................................................................................................4
Activity 1.1.3 Bubble Map..................................................................................................................4
What I Have Learned.............................................................................................................................5
Activity 1.1.4......................................................................................................................................5
What I can do........................................................................................................................................5
Activity 1.1.5 True or False:...............................................................................................................5
1.2 Use Effective questioning and active listening and speaking to gather and convey information....6
What’s In...............................................................................................................................................6
Activity 1.2.1 Matching type:.............................................................................................................6
What’s New...........................................................................................................................................6
Activity 1.2.2 Define the following: write your answer on your activity notebook............................6
What is It...............................................................................................................................................7
EFFECTIVE QUESTIONING..................................................................................................................7
ACTIVE LISTENING.................................................................................................................8
What’s More........................................................................................................................................10
Activity: 1.2.3...................................................................................................................................10
What I Have Learned...........................................................................................................................10
Activity: 1.2.4 Direction..................................................................................................................10
What I can do......................................................................................................................................10
Activity: 1.2.5 True or False.............................................................................................................10
1.3 Use appropriate medium to transfer information and ideas.........................................................11
What’s In.............................................................................................................................................11
Activity 1.3.1 Concept Map. Direction...........................................................................................11
What’s New................................................................................................................................12
Activity: 1.3.2 Describe the following terms, as communication medium:......................................12
.............................................................................................................................................................12
What is It.............................................................................................................................................12
Choose the Right Medium for the Communication.........................................................................12
What’s More........................................................................................................................................15
Activity: 1.3.3 Sentence completion:...............................................................................................15
What I Have Learned..................................................................................................................16
Activity 1.3.4: Enumeration:............................................................................................................16
What I can do......................................................................................................................................16
Activity: 1.3.5 Direction:..................................................................................................................16
1.4 Use appropriate medium to transfer information and ideas.........................................................16
What’s In.............................................................................................................................................17
Activity 1.4.1....................................................................................................................................17
What’s New.........................................................................................................................................17
Activity 1.4.2....................................................................................................................................17
What is It.............................................................................................................................................18
What’s More........................................................................................................................................20
Activity 1.4.3 Directions:...............................................................................................................20
What I can do......................................................................................................................................21
Activity 1.4.5 Bubble Map................................................................................................................21
What’s In.............................................................................................................................................21
Activity 1.5.1....................................................................................................................................21
What’s New.........................................................................................................................................22
Activity 1.5.2 Definition of terms:..................................................................................................22
What is It.............................................................................................................................................23
What’s More........................................................................................................................................26
Activity 1.5.3. Enumeration.............................................................................................................26
Activity 1.5.4 True or False..............................................................................................................26
What I can do......................................................................................................................................27
Activity 1.5.5 Directions: Copy this figure on your activity notebook. And write your answer
on the aunt clipart extended family tree.........................................................................................27
1.6 Define work procedures for the location and storage of information...........................................27
What’s In.............................................................................................................................................28
Activity 1.6.1....................................................................................................................................28
What’s New.........................................................................................................................................28
Activity 1.6.2....................................................................................................................................28
What is It.............................................................................................................................................28
What’s More........................................................................................................................................31
Activity 1.6.3 Enumeration..............................................................................................................31
Activity 1.6.4 Concept Map..............................................................................................................32
What I can do......................................................................................................................................33
Activity 1.6.5 True or False : Write True if the statement is correct and False if it is wrong..........33
1.7 Carry out personnel interaction clearly and concisely...................................................................33
What’s In.............................................................................................................................................34
Activity 1.7.1 Direction:...................................................................................................................34
What’s New.........................................................................................................................................34
Activity 1.7.2 Directions:..................................................................................................................34
What is It.............................................................................................................................................34
What’s More........................................................................................................................................37
Activity 1.7.3 Concept Map..............................................................................................................37
Activity 1.7.4 Matching Type...........................................................................................................38
What I can do......................................................................................................................................39
Activity 1.7.5. True or False.............................................................................................................39
Summary.............................................................................................................................................40
Post Test..............................................................................................................................................41
True or False:...................................................................................................................................41
Key Answers........................................................................................................................................42
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What This Module Is About
This module covers in obtaining and conveying workplace information. The relevant
information from the appropriate sources, effective questioning, active listening and
speaking, medium use to transfer information, nonverbal communication, lines of
communication to superiors and colleagues, location storage and clear and concise
interaction with personnel.
Communication is the glue that holds a society together. The ability to communicate
enables people to form and maintain personal relationships. And the quality of such
relationships depends on the calibre of communication between the parties (Brennan, 1974).
Communication is the process of sharing ideas, information, and messages with others in a
particular time and place. Communication includes writing and talking, as well as nonverbal
communication (such as facial expressions, body language, or gestures), visual
communication (the use of images or pictures, such as painting, photography, video or film)
and electronic communication (telephone calls, electronic mail, cable television, or satellite
broadcasts). Communication is a vital part of personal life and is also important in business,
education, and any other situations where people encounter each other (Encarta, 1998).
What I Need to Know
At the end of this module, you should be able to:

Lesson 1: Participating in Workplace Communication (PWC)
LO1: Obtain and convey workplace information (TVL_AFAAPPC9-12PWC-1a-1)
How to Learn from this Module

To achieve the objectives cited above, you are to do the following:
 Take your time reading the lessons carefully.
 Follow the directions and/or instructions in the activities and exercises diligently.
 Answer the pre-test honestly; the purpose of the pre-test is for you to determine your
prior knowledge before going through the lessons and activities.
 If you have hard time understanding the lessons and activities, please do take a
break. Having breaks between lessons and activities will give you some space where
you can absorb the lesson well.
 You can use the internet if you need more information about the lesson.
i
Icons of this Module
What I Need to This part contains learning objectives that
Know are set for you to learn as you go along the
module.
What I know This is an assessment as to your level of

knowledge to the subject matter at hand,
meant specifically to gauge prior related
knowledge
What’s In This part connects previous lesson with that
of the current one.
What’s New An introduction of the new lesson through

various activities, before it will be presented
to you
What is It These are discussions of the activities as a

way to deepen your discovery and under-
standing of the concept.
What’s More These are follow-up activities that are in-

tended for you to practice further in order to
master the competencies.
What I Have Activities designed to process what you

Learned have learned from the lesson
What I can do These are tasks that are designed to show-

case your skills and knowledge gained, and
applied into real-life concerns and situations.
ii
What I Know
Pre-Test / Diagnostic
Matching type:
Direction: Match the word in Column A with its meaning in Column B. Write the letter
of your answer on your activity notebook.
Column A. Column B
___
------------1. Communication A. The data that can be applied to solve a problem
------------2. Work place B. Suitable in the circumstances
------------3. Relevant information C. Sending or receiving information
------------4. Appropriate D. Able to be believed
------------5. Diaries E. Primary source of information
------------6. Credible F. A place where people work, like factory
------------7. Dictionaries G. Other source of information
------------8. Verifiable H. Secondary source of information
------------9. Internet I. Pass from a sender to a receiver
------------10. Communication process J. Credible
iii
Module
Participating in Workplace
1 Communication (PWC)
LO1. Obtain and convey workplace

information
1.1 Access specific relevant information
is from appropriate sources
What I Need To Know
At the end of this module, you should be able to:
LO1: Obtain and convey workplace information (TVL_AFAAPPC9-12PWC-1a-1)
1.1 Access specific relevant information is from appropriate sources

1.2 Use effective questioning and active listening and speaking to gather and
convey information
1.3 Use appropriate medium to transfer information and ideas
1.4 Use appropriate nonverbal communication
1.5 Identify appropriate lines of communication with superiors and colleagues
1.6 Define work procedures for the location and storage of information
1.7 Carry out personnel interaction clearly and concisely.
What’s In
Activity 1.1.1 Definition of terms. Copy the terms on your activity notebook and write
the
meaning.
1. Workplace
2. Communication
3. Relevant information
4. Appropriate source
5. Access
1
What’s New
Activity 1.1.2 Matching type:

Direction: Match the word in Column A with its meaning in Column B. Write letter and
word/words on your activity notebook.
Column A. Column B
1. Credible A. A place where people work, like factory
2. Appropriate B. Able to be believed
3. Workplace C. Sending or receiving information
4. Communication D. The data that can be applied to solve a problem
5. Relevant information E. Suitable in the circumstances
What is It
Effective Communication
Communication is the process of exchanging information and ideas. There are
many means of communication. To be an effective and valuable member of your
workplace it is important that you become skilled in all of the different methods of
communication that are appropriate. This website looks at different types of communication
and associated technology, but before that it is important to understand the communication
process.
The Communication Process for communication to occur it must pass from a
sender to a receiver. This must occur irrespective of the form of communication. For
communication to be effective it must be understood by the receiver and be able to be
responded to. This means that total communication involves speaking, reading, listening,
and reasoning skills. As communications pass from the source to the receiver there is
plenty of opportunity for its original meaning to change or alter.
Therefore listening, reasoning and feedback is an important part of the process as it is
an opportunity for the sender to make sure the receiver has understood the message.
The other consideration is the “noise” associated with the communication – what else is
happening, what are the distractions, the baggage etc. Noise can have a big impact on the
message the receiver decodes.
Workplace communication is the process of exchanging information and ideas, both verbal
and non-verbal between one person/group and another person/group within an organization.
Workplace communication is tremendously important to organizations because it
increases productivity and efficiency.
Communicating information
Workers must be able to communicate information to work effectively. Information is
communicated in two directions - sometimes you receive information and sometimes you
convey it. You communicate regularly with your employer or supervisor and your co-workers.
You might also communicate with customers and suppliers, contractors, local government
employees, or other people from outside your workplace.
2
Gathering information for work
Every day, you have to gather information that you need for your work. Some information
comes from your supervisor, co-workers, clients, suppliers and other people you speak with
each day. Some information, such as work rosters, vehicle logbooks, or telephone
messages, comes in written form. You might also gather information from your own
observations by, for example, looking at a rain gauge, or checking supplies of materials.
Information sources
 Letters Plans
 memos emails
 internet websites faxes
 newsletters work notes order sheets
 SMS industry magazines
Observing
-You can also collect information by observation. 'For instance you might:
 count items of stock
 check the condition of equipment or livestock
 check a thermometer, vermin traps, a fuel gauge
 Watch a TV program or DVD.
Examples of primary sources include: statistics, standards, legislation and company data.
 Identifying relevant information

 Census data.
 Institutional records.
 Private correspondence.
 Oral testimony.
 Research diary.
 Original datasets.
 Reports.
 Dissertations.
What are the characteristics of a strong source of information?
The literacy standards state that students should gather information from “relevant” sources.
This requires explicit instruction. In particular, students need a concrete definition of the
qualities that make a source relevant. Here are three basic criteria:
1. The source must be credible. It is verifiable. Other sources corroborate the

information from this source. Other texts include similar information. If the source is a
person, then other authors reference that person as an authority, validating his
expertise.
2. The source must also be accurate. More than just making sure the information is not
false, it must be completely true. It’s not misleading or omitting anything. Part of
accuracy is also assessing if the information is timely. The source has to be current–
not outdated.
3. The third criterion is that the source is relevant. The information addresses the thesis
statement and/or answers the research question. Keep in mind, a source might be
credible and accurate in its information, but if the information isn’t about the topic,
then it’s irrelevant.
In general, there are three types of resources or sources of information: primary,
secondary, and tertiary. It is important to understand these types and to know what type is
appropriate for your course work prior to searching for information
3
There are, however, many other sources of information which should not be
overlooked. Such sources include: the internet, newspapers, journals, transcripts from radio
or TV programmes, leaflets, photographs and other artefacts (man-made objects)
1. Primary sources are original materials on which other research is based, including:
 original written works – poems, diaries, court records, interviews, surveys,
and original research/fieldwork, and
 Research published in scholarly/academic journals.
2. Secondary sources are those that describe or analyze primary sources, including:
 reference materials – dictionaries, encyclopaedias, textbooks, and
 Books and articles that interpret, review, or synthesize original
research/fieldwork.
3. Tertiary sources are those used to organize and locate secondary and primary
sources.
 Indexes – provide citations that fully identify a work with information such as
author, titles of a book, article, and/or journal, publisher and publication date,
volume and issue number and page numbers.
 Abstracts – summarize the primary or secondary sources,
 Databases – are online indexes that usually include abstracts for each
primary or secondary resource, and may also include a digital copy of the
resource.
What’ More
Activity 1.1.3 Bubble Map.

Direction: Copy this figure on your activity notebook. You write the different sources of information for
work. Write it on the blank circles at the sides.
Sources of
information for
work
4
What I Have Learned
Activity 1.1.4
Direction: Give your own opinion in answering the questions below; Write your
answer on your activity notebook.
1. Is it important to validate the source of information?
----------------------------------------------------------------------------------------------------------
________
2. Why we need to get information from the right source?
___________________________________________________________
___________________________________________________________
___________________________________________________________
3. If you are assign to get the actual numbers of lactating sows from the
piggery house, how will you get the right source of information?
___________________________________________________________
___________________________________________________________
___________________________________________________________
What I can do
Activity 1.1.5 True or False:

Direction: Write True if the statement is correct and False if it is wrong.
________1. Anyone that you provide with a product or service is your manager.
________2. Work schedules, product catalogues, orders and receipts, time sheets and
memos are all examples of written information.
________3. Workers must be able to communicate information to work effectively.
________4. When you are dealing with people from outside your workplace, you are
representing your employer and you need to present a good image.
________5. Some information, such as work rosters, vehicle logbooks, or telephone.

messages, comes in written form.
________6. Poor communication can result in distrust, conflict and eventually.
employee (or manager) turnover.
_______7. The words you choose and your tone of voice can impact the
effectiveness of your communication.
_______8. All informations you have heard are all completely true.
_______9. If the source of information is a person, then believe it because it is
always true.
_______10. It is a source of relevant information if the source is credible.
5
1.2 Use Effective questioning and active
listening and speaking to gather and
convey information
What’s In
Activity 1.2.1 Matching type:
Direction: Match the word in Column A with its description in Column B. Write letter and
word/words on your activity notebook.
Column A Column B
1. Memos A. Primary source of information
2. Internet B. Credible
3. Verificable C. Information sources
4. Census data D. Pass from a sender to a receiver
5. Communication process E. Other source of information
What’s New
Activity 1.2.2 Define the following: write your answer on your activity
notebook.
1. Active listening -
2. Effective questioning -
3. Effective Speaking -
4. Convey information -
5. Passive listening -
6
What is It
EFFECTIVE QUESTIONING
Have you ever tried to get an answer out of someone and found your answer ‘blocked’ with
‘yes’ or ‘no’ answers? Perhaps you weren’t asking the right question.
Asking questions has many purposes, some of which are to build rapport, obtain information,
control a conversation, influence others, and check for understanding, all of which
demonstrate effective questioning. “Closed “questions, such as; are you Filipino? Are you
female?
“Open” questions such as; can you please describe the concept of your report? Remind me
who is you co –reporter?
In addition to ‘open’ questions, there are other good types that can help you gain
information:
 Probing questions – used to clarify information and draw out information from
reluctant participants. Example: ‘Who, exactly, wanted this report?’
 Leading questions – used to get the answer you want but leaving the person feeling
that they had a choice. Example: ‘How late do you think the project will be delivered?’. This
assumes the project will certainly not be completed on time.
 Rhetorical questions – statements used in a question form designed to gain

agreement. Example: ‘That training was really helpful, wasn’t it?’
 Funnel questions – used to find out more detail about a specific point, often requiring
a mix of open and closed questions. Example: ‘What are your greatest challenges with this
client?’ ‘Of those challenges, which is the biggest challenge?’ ‘Why?’
Of course, there is a time and place for closed questions with ‘yes/no’ answers, but we
would encourage you to also use open questions to solicit information when you are learning
about your new workplace.
By using the correct type of question in your conversation, you are much more likely to get
the information you need more quickly.
7
ARE YOU LISTENING?
Have you ever had a conversation with someone and you can just tell that they are not
engaged? It’s very frustrating, especially when you are trying to convey something very
important to them. How can you communicate effectively with someone when they are
clearly not listening?
There are different types of listening, typically presents as different levels of engagement:
 Passive/not listening – nothing is registering with the person you are speaking to;
they are not concentrating at all.
 Pretend (or responsive) listening – using stock standard nods, smile and agreeable
noises (‘uhuh’, ‘of course’); quite often the person is distracted or daydreaming.
 Biased (or projective) listening – intentionally disregarding the other person’s views;
they take in certain information, but because they have differing views they do not accept
(take in) anything in contrast to their views and selectively omit it.
 Misunderstood listening – unconsciously overlaying their own interpretations and

making things ‘fit’ when they actually don’t.
 Attentive (data driven) listening – the person is listening to the content but fails to
receive all the non-verbal communications such as tone of voice, facial expression and the
speaker’s body language.
 Active listening – listening to words and intonation, observing body language and
facial expressions, and giving constructive feedback/responses.
 Empathetic listening – active listening, plus the person you are speaking to
demonstrates an understanding of the emotional content of the discussion.
 Facilitative listening – listening, understanding fully, and helping, with the other
person’s needs uppermost.
We understand that it can be difficult to maintain facilitative listening for long durations – for
example, you may be better at it in the morning after a good night’s sleep rather than in the
afternoon when your concentration is flagging.
Given this, you should always aim for active listening at the very least, out of respect for the
people you are speaking with.
HOW TO ACTIVELY LISTEN
ACTIVE LISTENING
Listening is a conscious activity which requires attention. Rather than waiting to speak, you
need to listen attentively to fully understand the other person. Remember, there is no point in
asking a question if you do not intend to listen carefully to the answer!
8
Listening fully - or actively means putting everything else out of your mind and
acknowledging the other person so they have feedback that you are listening properly and
valuing what they have to say1. Understanding and valuing does not mean agreeing; active
listening is particularly valuable in situations of conflict2 or disagreement where if the other
party feels you understand their viewpoint, an atmosphere of cooperation can be created
which increases the possibility of resolving the conflict.
Active listening comes down to three main points – you should pay close attention to the
speaker, encourage them to continue to speak, and reflect the message back to them.
By adopting these methods, this ensures you are listening to the whole message and not
just the words coming out of their mouth.
Pay close attention
 Body language - use eye contact, turn your body to face them and adopt an open
position or stance, be aware of personal space
 Verbal – let them speak, use an appropriate tone of voice in your responses, be
encouraging
Encourage them
 Use conversation openers

 Invite them to speak
 Make brief, responses without asking too many questions
 Pause when appropriate
Reflect their message back
 Paraphrase their point

 Ask questions to clarify their point
 Reflect their feelings and meanings about the topic
 Summarise their point
Effective speaking:
Speaking effectively is defined as speaking in such a way that your message is clearly
heard and if possible, acted upon. There are two main elements to speaking effectively:
what you say, and how you say it.
What you say means your choice of words. The words you might use when chatting to a
friend are likely to be quite different from those used in a formal presentation or interview.
Similarly, the way that you speak will also vary in different situations. However, there are
also likely to be some common factors: for example, whether you naturally talk quietly or
loudly, and how you use body language.
Whether you are talking to a major conference about a new scientific discovery, your
children about their behaviour, or your boss about a pay rise, you need to be to speak
effectively. This means considering every possible tool and aspect to ensure that nothing
distracts or detracts from your message
9
You can also convey a message or information, which means that you communicate it to
someone directly or indirectly through your words or actions. In law, the word convey
means to transfer or pass property to someone.
What’s More
Activity: 1.2.3 Direction: Arrange the scrambled letters to form the correct word/words. Copy and
answer this on your activity notebook.
1. TECVEFIFE GANSIEKP ---
2. CHAPEMETIT GEISTINLN ---
3. NEOP STONSIQUE ---
4. LUNFUNE ITESQUONS ---
5. AVITAFICITEL TILENSGIN ---
What I Have Learned
Activity: 1.2.4 Direction: Answer the following questions, with your own ideas or
opinion. Copy the questions on your activity notebook and explain your answer in each
question. This is a samples of effective questioning, and active listening.
1. What happened at the Homeroom meeting?
2. What else did you discuss in the meeting?
3. Can you explain the important topics discuss in the meeting?
4. Where do you live?
5. Are you hungry?"
What I can do
Activity: 1.2.5 True or False

Direction: Write True if the statement is correct and False if it is wrong. You write your
______1. Active listening means you should pay close attention to the speaker.
______2. Speaking effectively is defined as speaking in such a way that your message is
10
clearly heard and if possible, acted upon.
______3. Convey a message or information means you communicate it to someone
directly or indirectly through your words or actions.
______4. It’s very inspiring, especially when you are trying to convey something very
important to them, but they are clearly not listening.
______5. Asking questions has many purposes, some of which are to build rapport, obtain
information, control a conversation, influence others, and check for understanding,
all of which demonstrate effective questioning.
1.3 Use appropriate medium to transfer

information and ideas
What’s In
Activity 1.3.1 Concept Map. Direction: Write the types listening on the blank
boxes at the side. Copy the figure on your activity notebook.
Types of
listening
11
What’s New
Activity: 1.3.2 Describe the following terms, as communication medium:

1. Face-to face --
2. Personal letter –
3. Weekly letters ---
4. Video chat ---
5. Phone ----
What is It
Choose the Right Medium for the Communication

David Cummings Entrepreneurship, Leadership January 28, 2013
One leadership lesson that took me entirely too long to learn was that different
communications require different mediums. The idea is that communication mediums like
face-to-face, video chat, phone, and email make it easy to share words but the context and
nuance varies wildly. As an example, if people are upset or any sort of miscommunication is
going on, face-to-face is significantly better than email or text message.
Let’s look at some of the different mediums and communication circumstances:
 Face-to-face – Best for anything emotional (good or bad), alignment-oriented, or

difficult
 Video chat – Not as good as face-to-face but still auditory and visual, especially for
staying connected to someone in a different physical location
 Phone – For exchange and dialogue on a complicated subject as well as times when
emotion and relationship are an important part of the equation
 Email – Simple, fast, and effective for basic information exchange, tasks, and
clarification
Chat and text message are similar to email in that they’re digital but have a greater sense of
immediacy and two-way communication about them. Regardless, it’s important to choose
the right medium for the communication.
What else? What are your thoughts on choosing the right medium for the communication?
Types of Communication Medium
We divide the different types of communication medium into two different categories:
1. Physical media
2. Mechanical media (everything that is not No. 1)

12
This site focus on the internal communication. Our listings of types of communication
medium therefore exclude external media.
Physical media
With physical media we mean channels where the person who is talking can be seen and
heard by the audience. The whole point here is to be able to not only hear the messages but
also to see the body language and feel the climate in the room. This does not need to be
two-way channels. In certain situations the receiver expect physical communication. This is
the case especially when dealing with high concern messages, e.g. organizational change or
downsizing. If a message is perceived as important to the receiver they expect to hear it live
from their manager.
 Large meetings, town hall meetings

 Department meetings (weekly meetings)
 Up close and personal (exclusive meetings)
 Video conferences
 Viral communication or word of mouth
Large meetings
Large meetings have got great symbolic value and should be used only at special occasions.
This channel works very well when you need to get across strategic and important
messages to a large group of people at the same time, creating a wide attention, get
engagement or communicate a sense of belonging. Large meetings are excellent when you
want to present a new vision or strategy, inform about a reorganisation or share new values.
The opportunity for dialogue is limited at large meeting, of course but you can create smaller
groups where dialogue can be performed.
Weekly departmental meetings
In the weekly meetings you and your group communicate daily operative issues, gives status
reports and solves problems. Weekly meetings are also used to follow up on information
from large meetings, management team meetings etc from a “what’s-in-it-for-us-
perspective”. This type of smaller group meetings gives good opportunities for dialogue. This
channel is often the most important channel you have as a manager, because that’s where
you have the opportunity to build the big picture, you can prepare for change, you can create
ownership of important strategies and goals etc. This is a favourite among the types of
communication medium.
Up close and personal
This is a form of meetings where, often, a senior manager meets with a “random” selection
of employees to discuss and answer questions. Some managers use this as an ongoing
activities on a monthly basis. It can also be used in specific projects or campaigns e.g.
launching new strategies.
Viral communication
Or viral marketing as it is also called works external as well as internal and refer to marketing
techniques that use pre-existing social networks to produce increases in awareness or
knowledge through self-replicating viral processes. It can be word-of-mouth delivered or
enhanced by the network effects of social media.
Mechanical media
13
The second of the two types of communication medium is mechanical media. With
mechanical media we mean written or electronic channels. These channels can be used as
archives for messages or for giving the big picture and a deeper knowledge. But they can
also be very fast. Typically though, because it is written, it is always interpret by the reader
based on his or her mental condition. Irony or even humour rarely travels well in mechanical
channels.
 E-mail
 Weekly letters or newsletters
 Personal letters
 Billboards
 Intranet
 Magazines or papers
 SMS
 Social media
E-mail
E-mail is a good channel for the daily communication to specific target groups. It is suitable
mainly for up-to-date and “simple” messages and where there is no risk of
misunderstanding, E-mail is an important supplement to weekly meetings and the Intranet.
Invitation to and agenda for meetings can with advantage be sent out with e-mail before the
meeting, while background facts and minutes from meetings is well suited to be stored on
the Intranet.
Weekly letters
Managers that have large groups of employees and who has difficulties in meeting all of
them often choose to publish a personally weekly letter. It is sort of a short summary of news
with personally reflections. Many employees often appreciate it because it has the potential
to give the “what’s-in-it-for-us” angle. They can also contain summaries and status in tasks,
projects or issues – yesterday, today and tomorrow.
Personal letters
At special occasions it can be justified to send a personal letter to employees in order to get
attention to a specific issue. E.g. pat on the back letter after extra ordinary achievements. Or
it can be a letter with your personal commentary on an ongoing reorganisation that affects
many employees. One other example is a letter that summarizes the past year and wishes
all the best for the holidays.
Billboard
One of the most forgotten types of communication medium is clearly the billboard. Especially
today, when everything is about social media. But the good thing with the billboard is that
you can use billboards to inform people who does not have computers and/or access to the
Intranet or to reach people that work part time and does not attend weekly meetings.
 News summary
 Weekly letters
 Minutes from meetings
14
 Schedules
 Holiday lists
Intranet
The Intranet is of course one of the most used types of communication medium and a very
important communication channel and work tool for you as a manager, but it is also your job
to help your employees prioritise and pick out the information on the Intranet, as well as
translating messages into local consequences. Ask yourself: what information concerns you
employees? In what way are they concerned? How do I best communicate this to my
employees? Weekly meeting or your weekly letter can be a suitable channel to discuss or
inform of information found on the Intranet.
Employee magazine
A Magazine offers the opportunity to deepen a specific issue, explain context, describing
consequences or tell a story. It also has the opportunity to reach many employees. If you
want to create a broad internal understanding of strategic messages the magazine can be a
good vehicle to use e.g. by writing an article based on an interview with you. As were the
case with the Intranet you also have to “translate” the information in the magazine to your
employees. You can ask yourself: What does the content in a specific article mean to us?
How shall I best communicate it to the employees?
SMS
Or text messaging to the mobile phone is one of the new types of communication medium
and not a very widely used channel but where it is used it is proven very effective. Some
companies use it as an alert system e.g. for giving managers a head start when something
important will be published on the Intranet. The advantage with SMS is that it is fast. But it
should be used rarely as an exclusive channel. Some companies use it as a subscription
tool where you can subscribe to e.g. press-releases.
Social media
Wikipedia describe social media as “Media designed to be disseminated through social

interaction, created using highly accessible and scalable publishing techniques. Social
media supports the human need for social interaction, using Internet- and web-based
technologies to transform broadcast media monologues (one to many) into social media
dialogues (many to many). It supports the democratization of knowledge and information,
transforming people from content consumers into content producers. Businesses also refer
to social media as user-generated content (UGC) or consumer-generated media (CGM).”
What’s More
Activity: 1.3.3 Sentence completion: Complete the statement below. Copy and
answer this on your activity notebook.
1. Social media supports the human need ___________________________________.

2. How do I best communicate this _________________________________________
3. Large meetings are excellent when you ___________________________________
15
4. Weekly meeting or your weekly letter can be _______________________________
5. A senior manager meets with a “random” selection of ________________________
What I Have Learned

Activity 1.3.4: Enumeration:
Direction: Copy the questions on your activity notebook and write your answers.
1. What are the two categories of communication medium?
a.
b.
2. Write 5 examples of each category:
Category -1:
a.
b.
c.
d.
e.
Category – 2:
a.
b.
c.
d.
e.
What I can do
Activity: 1.3.5 Direction: Choose 5 examples of communication medium that are used
to transfer information and ideas. Make a bubble Map. Apply light colours Write your answer
on your activity notebook
1.4 Use appropriate medium to transfer

information and ideas
16
What’s In
Activity 1.4.1 Pictures Collage spelling out word, using old magazine /news pictures.
Direction: Make a spelling collage of the following word. Write your answer on your activity
notebook.
Example:
1. MEDIA
2. VIDEO
3. SMS
4. INTRANET
What’s New
Activity 1.4.2 Describe the 3 pictures in 1 or 2 sentences each, observed feelings/emotions

shown in the pictures as an examples of nonverbal communication. Write your answer on your
notebook.
https://www.sellahousefast.biz/selling-house-situations/ https://www.ishn.com/articles/106641-talking-politics-leads-
to-distraction-hostility
17
What is It
Nonverbal communication refers to gestures, facial expressions, tone of voice, eye contact
(or lack thereof), body language, posture, and other ways people can communicate without
using language.
When you’re interviewing for a job or participating in a meeting, your nonverbal

communication is almost as important as your verbal responses. Crossed arms can seem
defensive. Poor posture may appear unprofessional. A downward gaze or avoiding eye
contact can detract from you being seen as confident.
Employers will evaluate what you do as well as what you say, and you can use your
nonverbal communication skills to make the best impression. If your skills aren't top-notch,
you can practice them so you make a positive impression on everyone you meet in the
workplace and beyond.
Nonverbal communication is the use of body language, gestures and facial expressions to
convey information to others. It can be used both intentionally and unintentionally. For
example, you might smile unintentionally when you hear a pleasing or enjoyable idea or
piece of information. Nonverbal communication is helpful when trying to understand others’
thoughts and feelings.
If they are displaying “closed” body language, such as crossed arms or hunched shoulders,
they might be feeling anxious, angry or nervous. If they are displaying “open” body language
with both feet on the floor and arms by their side or on the table, they are likely feeling
positive and open to information.
Here are a few steps you can take to develop your nonverbal communication skills:
 Notice how your emotions feel physically. Throughout the day, as you experience
a range of emotions (anything from energized, bored, happy or frustrated), try to
identify where you feel that emotion within your body. For example, if you’re feeling
anxious, you might notice that your stomach feels tight. Developing self-awareness
around how your emotions affect your body can give you greater mastery over your
external presentation.
 Be intentional about your nonverbal communications. Make an effort to display
positive body language when you feel alert, open and positive about your
surroundings. You can also use body language to support your verbal communication
if you feel confused or anxious about information, like using a furrowed brow. Use
body language alongside verbal communication such as asking follow up questions or
pulling the presenter aside to give feedback.
 Mimic nonverbal communications you find effective. If you find certain facial
expressions or body language beneficial to a certain setting, use it as a guide when
improving your own nonverbal communications. For example, if you see that when
someone nods their head it communicates approval and positive feedback efficiently,
use it in your next meeting when you have the same feelings.
All of your nonverbal behaviours—the gestures you make, your posture, your tone of
voice, how much eye contact you make—send strong messages. They can put people at
ease, build trust, and draw others towards you, or they can offend, confuse, and undermine
what you’re trying to convey. These messages don’t stop when you stop speaking either.
Even when you’re silent, you’re still communicating nonverbally.
18
In some instances, what comes out of your mouth and what you communicate through your
language may be two totally different things. If you say one thing, but your body language
says something else, your listener will likely feel that you’re being dishonest. If you say “yes”
while shaking your head no, for example. When faced with such mixed signals, the listener
has to choose whether to believe your verbal or nonverbal message. Since body language is
a natural, unconscious language that broadcasts your true feelings and intentions, they’ll
body likely choose the nonverbal message.
However, by improving how you understand and use nonverbal communication, you can
express what you really mean, connect better with others, and build stronger, more
rewarding relationships.
Why does nonverbal communication matter?
Your nonverbal communication cues—the way you listen, look, move, and react—tell the
person you’re communicating with whether or not you care, if you’re being truthful, and how
well you’re listening. When your nonverbal signals match up with the words you’re saying,
they increase trust, clarity, and rapport. When they don’t, they can generate tension,
mistrust, and confusion.
If you want to become a better communicator, it’s important to become more sensitive not
only to the body language and nonverbal cues of others, but also to your own.
Interpersonal communication expressed other that speech is nonverbal communication.

Different use of facial expressions, voice tone, and pitch, gestures and movements, eye
contact, appearance and posture all have influences in the way we communicate.
Main types of non-verbal communication as Cenere et al (2015) described are:
What people are wearing, their personal accessories.
 Physical contact with other people.

 Eye contact.
 Posture of the body.
 Proximity of space.
 Eye contact.
 Gesturing, facial expression and movement.
 Use of time, the pause in a presentation or speech.
19
What’s More
Activity 1.4.3 Directions: You describe the facial expressions as shown in the
pictures to convey information to others as an examples of nonverbal communication.
Write your answer on your activity notebook.
( https://donbensted.wordpress.com/2016/05/17/what-makes-a-good-public-speaker/)
What I Have Learned
Activity 1.4.4 Direction: In your home perform at least 5 of nonverbal communication.

Share the reaction of your family member on what you are doing. Ask them if they
understand your facial expressions and body language used in communicating them. Write
your answer on your activity notebook.
20
What I can do
Activity 1.4.5 Bubble Map.

Direction: Describe the nonverbal communication/ body language. Write your answer on
your activity notebook after you copy the figure below.
Non-verbal
communication/body
language
1.5 Identify appropriate lines of communication

with superiors and colleagues
What’s In
Activity 1.5.1
Direction: Fill in the blank. Identify the answer of the given statement, write it on your
activity notebook.
____________1. This refers to your gestures, eye contact, and tone of your voice.
____________2. If they are displaying “closed” body language, such as crossed arms or
hunched shoulders, they might be feeling ________________.
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____________3. Different use of facial expressions, voice tone, and pitch, gestures and
movements, eye contact, appearance and posture all have influences in
the way we __________________.
____________4. If they are displaying “open” body language with both feet on the floor and
arms by their side or on the table, they are likely ____________________.
____________5. if you see that when someone nods their head it communicates ________.
What’s New
Activity 1.5.2 Definition of terms: Write your answer on your activity notebook.
1. Expectation ---------
2. Accountable ---------
3. Feedback -----------
4. Straightforward -----
5. Conversation --------
22
What is It
Here are 10 tips on how to communicate with your boss at work.
Your work will consume a large part of your life, and learning how to communicate with your
boss makes sense if you want to enjoy your work. They have certain expectations, and it's up
to you to figure out what they need ... especially if you want to advance your career, or at
least, enjoy what you do.
One of the essential factors to a positive work environment is establishing good working
relationships with your co-workers and your supervisor. According to a recent workforce
study, 84% of employees rated their relationship with their supervisor as good or excellent.
The study also found that these strong relationships are based on trust from both employees
and supervisors, and that it takes an open line of communication from both parties to create
this type of environment. With that said, successful relationships are built upon the practice of
effective communication skills. Effective communication with your supervisor is a key element
of your eventual success in the workplace. Therefore, it is important that you feel comfortable
and prepared to approach your supervisor in a timely manner to discuss concerns, request
assistance, or report work progress.
Here are 10 tips on how to communicate with your boss at work.
1. Stay on the same page.
To be on the same page with your boss, you need to spend time with him or her. There is no
shortcut. Getting more time on your boss's calendar, especially if you are an executive or
middle manager, gives you more time to get into the details and stay on the same page.
In an ideal world, managers would need to interact with their juniors on a frequent basis. In
reality though, juniors need to act to get the time they want with their bosses. The more time
spent together, the easier it is for your boss to know if you are on the same page. This results
in a less stressful working environment.
How do you get more face time with your boss? Just ask.
2. Think ahead and offer solutions to problems.
Communicating with your boss is similar to a game of chess ... it demands staying three

steps ahead of your opponent to take the lead. If you can anticipate the needs of your boss
before they arise, you will be seen as a leader and a problem solver. Paying attention to your
boss’s work habits and style of working will help you determine where and how to assist.
Check out their upcoming schedules and deadlines and offer to help.
Remember, corporate communication is no longer just from the top-down. The more
problems you can try and solve independently without going to your boss, the more likely you
are going to impress. This also makes you seem more responsible and valuable ... qualities
that your boss will love about you.
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3. Offer suggestions that produce results.
There are many things you can do to get ahead in your career, like getting educated. Not
surprisingly, improving your skills also improves your job performance. When you have a 360-
degree viewpoint of your work, it’s easy to identify pain points and offer suggestions that
work. Communicate these suggestions to your boss.
4. Make your boss look good.
According to the book, Work 101: Learning the Ropes of the Workplace without Hanging
Yourself, by Elizabeth Freedman, “if you don’t look good, your boss doesn’t look good.”
Find out what the boss wants from you by asking what you can do to improve ... or if there is
anything you can do to make their day easier. Be careful not to lose perspective; you and
your boss are not the same person. You need to focus on your own path and boost your own
reputation as well.
Since your boss is being judged, not only by their individual performance, but also by the
performance of employees, the best way to make your boss look good is to make yourself
look good first.
5. Communicate effectively at work.
Very likely, your boss has a certain approach or style to effective corporate communications.
Some bosses prefer to communicate over the phone rather than by email ... or vice versa.
Knowing what your boss likes, or prefers, will help you better communicate with him or her.
Rather than insist on using email, sometimes picking up the phone would work best for them.
Show your willingness to work with them in this area. They will appreciate it.
6. Communicate on a personal level.
You don’t have to be friends with your boss to have a more personal conversation. Asking
how their weekend went or how they're handling a certain situation doesn't require a close
bond; it requires a genuine interest. When you can talk on a personal level with your boss,
they are likely going to respond and give you time. Everyone appreciates a person who
shows concern ... and your boss will too when you take the initiative.
7. Ask for feedback or help.
When you are doing a fine job, it is likely you won't hear from your boss often ... unless he is
the demanding, micromanager type. However, don’t be over-comfortable when your boss is
not on your back... he/she may also be a disengaged boss. Either way, ask for feedback.
This will help you find out if you are doing a good job or where you can improve. And it
doesn’t always have to be negative feedback.
8. Offer your help on projects.
Between corporate meetings, responding to emails, and taking phone calls, your boss is likely
to be one of the busiest people in the organization. As you can imagine, they will appreciate if
you can offload some of their burden and help them meet their deadlines as well.
24
9. Be accountable.
We all want praise and recognition at work when it is due, but rarely do we want to be blamed
for something we did wrong. Being accountable will enable you take on responsibility for
decisions and actions in the organization, and it helps you grow as a leader? Likely, your
boss is also looking for people to delegate work to ... and if you take on the role, which also
comes with accountability, it says a lot about you and your leadership qualities.
10. Don't complain behind their back.
One of the easiest ways to lose your boss’s trust is to complain behind their back. Gossip.
We've all done it, but it's toxic. And no one likes a toxic influence in the workplace. You will
quickly lose favour if you go down this road.
Effective communication with your supervisor is a key element of your eventual success in
the workplace. Therefore, it is important that you feel comfortable and prepared to approach
your supervisor in a timely manner to discuss concerns, request assistance, or report work
progress.
TIPS FOR EFFECTIVE COMMUNICATION WITH YOUR SUPERVISOR
 Know what you want to achieve. Before talking to your supervisor, make sure that
you are clear about the goal of your conversation, whether it’s to request guidance or
assistance on something you are working on, or report your progress on a project. It
is helpful to write down all the topics you hope to discuss and communicate before
the conversation.
 Choose a preferred method of communication. Some people are more effective
communicating via email while some others prefer to have face-to-face time or a
quick conversation. Tailor the communication method to the one your supervisor
prefers.
 Schedule your conversation. Be considerate of your supervisor’s time and schedule
when you approach him/her. Don’t try to communicate or pressure for an answer
when he or she is under a deadline or resolving an urgent issue. If your supervisor
prefers face-to-face meetings, schedule your conversation ahead of time so that you
can prepare accordingly. Try not to wait until the last minute to ask for instructions
and/or assistance on projects you are working on.
 Be concise and straightforward. When speaking with your supervisor, you should
concisely introduce your concerns or requests and explain why you are bringing them
to his/her attention. It is also important to focus the communication on the issues at
hand and how to find solutions to move forward.
 Practice active listening. During a meeting with your supervisor, you should engage
to be an active listener instead of worrying about what you are going to say.
Practicing active listening skills will help you understand and anticipate your
supervisor’s needs and what actions need to be taken. Take notes as needed so that
you will remember more of the conversation and action items.
 Have a positive attitude and be open to feedback. The rule of thumb in effective
communication and a successful relationship is to exhibit a positive attitude. It is also
crucial to keep an open mind and be receptive to feedback that your supervisor may
provide you.
 Communicate regularly with your supervisor to develop and maintain a successful
professional relationship. Establishing an effective communication channel with your
supervisor on a regular basis when things are going smoothly will make it easier to
approach him/her when a problem arises.
25
Some of the ways that you can establish good lines of communication are through:
 full staff meetings

 regular supervisions
 emails
 newsletters
 team development days
 employee surveys
 employee forums
 360 degree feedback
 Ensuring that everyone understands the vision, aims and objectives of the
organization and their role in this.
What’s More
Activity 1.5.3. Enumeration.

1. Give at least 5 examples of good lines of communication.
a._____________________
b._____________________
c._____________________
d._____________________
e._____________________
What I Have Learned
Activity 1.5.4 True or False. Write True if the statement is correct and False if is
wrong.
_________1. Your boss will ignore your effort if you can offload some of their burden and
help them meet their deadlines as well.
_________2. You and your boss are not the same person. You need to focus on your own
path and boost your own reputation as well.
________3. The rule of thumb in effective communication and a successful relationship is to

exhibit a negative attitude.
________4. Practicing active listening skills will help you understand and anticipate your
supervisor’s needs and what actions need to be taken.
________5. Establishing an effective communication channel with your supervisor on a

regular basis will make it easier to approach him/her when a problem arises.
26
What I can do
Activity 1.5.5 Directions: Copy this figure on your activity notebook. And write your
answer on the aunt clipart extended family tree.
Some ways to established

good lines of
communication
(https://webstockreview.net/image/aunt-clipart-extended-family-tree/239265.html
1.6 Define work procedures for the location

and storage of information
27
What’s In
Activity 1.6.1
Direction: Write on your activity notebook, 10 examples of ways that you can establish good
lines of communication are through:
1. 6.
2. 7.
3. 8.
4. 9.
5. 10.
What’s New
Activity 1.6.2
Direction: Make a letter photo collage on the given words below. Use your activity notebook
for your answer. Use old Magazines (Avon) and newspapers pictures.
Example: 1. RECORDS 2. FILE 3. STORED 4. LOCATION

(https://za.pinterest.com/pin/425308758532359390/)
What is It
28
Information storage and retrieval, the systematic process of collecting and cataloguing
data so that they can be located and displayed on request. Computers and data processing
techniques have made possible the high-speed, selective retrieval of large amounts of
information for government, commercial, and academic purposes. There are several basic
types of information-storage-and-retrieval systems. Document-retrieval systems store entire
documents,
The following good records management practices will not only help you meet legal
requirements, they will benefit you and the Agency in many ways such as:
 Improving access to information;

 Controlling the growth of materials taking up valuable office space;
 Reducing operating costs;
 Minimizing litigation risks;
 Safeguarding vital information;
 Supporting better management decision making; and,
 Preserving FAA history.
. Sooner or later, your small business will need more space for data storage. Information in the
form of e-mails, documents, presentations, databases, graphics, audio files and
spreadsheets is the lifeblood of most companies, and the applications that run and protect
your business require a lot of disk space. In addition, a number of trends are fueling our
growing hunger for storage:
Recent government regulations, such as Sarbanes-Oxley, require businesses to maintain

and back up a variety of data they might have otherwise deleted.
For legal reasons, many small businesses are now archiving e-mail messages dating back
five or more years.
The pervasiveness of viruses and spyware requires ever-more vigilant backups--which

requires ever-more storage capacity.
Each new version of a software application or operating system demands more hard-drive
real estate than its predecessor.
The growing need to store large media files, such as video, and make them available to
users on a network is generating demand for more sophisticated storage solutions.
Storing information and managing its storage is critical to a company's behind-the-scenes

success. Fortunately, there are many options available to small businesses for both the
actual storage and the location of that storage. Often, the best solution is a combination of
different storage options.
So how do you decide what's best for you? First, you'll want to consider your storage needs
in terms of both capacity and physical location. Then you should look at the storage options
that best fit those needs. Lastly, you need to develop a plan for implementing your chosen
storage solutions.
What are Your Storage Needs?

Small businesses should first assess the storage needs associated with their applications,
their data, and how and where they need to access that data. These questions will help you
get started:
 Which applications generate the largest amount of files?

 Which applications run on which servers?
 How old is the data?
29
 How much of it is duplicate or stale?
 How much is not business related?
 How quickly do you need to be able to access that data?
 From what locations do you need to access which data?
Once you're able to get a handle on how much data you're dealing with and the how, when
and where of accessing that data, then you'll have a better idea about your storage needs.
Consider Your Storage Options

From flash memory to network-area storage, small businesses have more storage choices
than ever before. They range from portable flash memory thumb drives to network-attached
storage systems that can be located physically anywhere on a network. Here's a more
detailed look at some of your options:
Flash memory thumb drives. These type of drives are particularly appealing to mobile
professionals because they consume little power, are small enough to fit on a keychain and
have no moving parts. You can connect a flash memory thumb drive to your laptop's USB
port to back up files on the road. Some USB thumb drives even provide encryption to protect
your files should the drive get lost or stolen. Some let you store your Outlook data (such as
recent e-mails and calendar items), Internet Explorer bookmarks, files and even some
desktop applications. That way, you can leave your laptop at home and just plug the USB
drive into a borrowed computer.
External hard drives. A simple and relatively inexpensive way to add more storage is to
connect an external hard disk drive to your computer. External hard drives directly
connected to PCs have several disadvantages, however. Any files stored on the drive but
not elsewhere need to be backed up. Also, if you travel for work and need access to files on
an external drive, you'll have to take the drive with you or remember to copy the required
files to a USB thumb drive, your laptop's internal drive, a CD or some other storage media.
Finally, in the event of a fire or other catastrophe at your place of business, your data will not
be protected.
Online storage. Services that provide remote storage and backup over the internet offer
businesses a number of compelling benefits. By backing up your most important files to a
secure, remote server, you're protecting the data stored at your place of business. You can
easily share large files with clients, partners and others by providing them with password-
protected access to your online storage service, thereby eliminating the need to e-mail those
large files. And in most cases, you can log into your account from any computer using a web
browser--a great way to retrieve files when you're away from your PC. Remote storage--
especially during an initial backup session--can be slow, however: It's only as quick as the
speed of your network access to that storage. For extremely large files, you may have to
invest in higher speed network access.
Network-attached storage. Network-attached storage (NAS) provides fast, simple, reliable

access to data in an IP networking environment. NAS solutions are suitable for small and
mid-sized businesses needing large amounts of economical storage that multiple users can
share over a network. And given that many small businesses lack IT departments, NAS
solutions are easy to deploy, centrally manage and consolidate.
Workplace data is recorded on standard workplace forms and documents.
1. Management of Active Paper Records
1.2 Responsibilities Records custodians have the responsibility to:
• Maintain the index and retrieval system of office files through the Directory of Records
30
• Request standard file folders from Supply Management
• Produce file folder labels through the Directory of Records database, or an appropriate
alternative, indicating the classification to which files belong
• File incoming documents into the records management system to support the business
process
• Use papers when needed and eliminate paper duplicates
• Use appropriate file supplies and equipment
• Conduct an annual purge of active records to destroy those no longer needed, and transfer
to semi‐active storage or archives those no longer needed in the office
• Assist other office staff with proper security levels to identify and retrieve the active
records.
1.3 File System Arrangement
The basic options of file arrangement are alphabetic, numeric, alphanumeric, and
chronological. When arranging case files within each classification, a department chooses a
filing option arrangement that best serves its retrieval needs. The scope notes of the
Directory provide guidance on case file arrangement.
1.4 Indexing and Filing Aids
Each records series requires an indexing tool and method. Directory of Records database to
create file labels, to index active and semi‐active records, and provide the transfer and
disposition review dates for files. Filing aids are the lists and indexes that supplement the
collection of folders. The file list shows the case file names within the department, the date of
coverage for the files, the classification number, and the transfer date. Other types of filing
aids are: registers; computer databases; list of standards and abbreviations. The Directory of
Records database provides the following finding aids:
• File lists and indices within a custodian’s filing station
• Cross references and synonym search capability
• Disposition lists
• Full‐text search capability.
1.5 Advice on Filing Systems The Records Management Office will provide active records
and filing system advice to custodians on topics such as:
• Electronic filing methods
• Indexing methods
• Filing supplies and equipment
• File labelling and colour coding methods
• Retrieval systems
31
What’s More
Activity 1.6.3 Enumeration: Write your answer on your activity notebook.
1. Write at least 6 responsibilities of a records custodians.

a.
b.
c.
d.
e.
f.
2. Give 4 examples of storage options
a.
b.
c.
d.
What I Have Learned
Activity 1.6.4 Concept Map.

Directions: Copy the figure on your activity notebook and write the answer on the space
provided for in the figure. You describe each type of data storage option.
Storage of
information
3.
1.

2.
description
description
description
32
What I can do
Activity 1.6.5 True or False : Write True if the statement is correct and
False if it is wrong.
___________1. By backing up your most important files to a secure, remote server, you're
protecting the data stored at your place of business.
___________2. If you want to stored data consider your storage needs in terms of both
capacity and physical location.
___________3. Network-attached storage (NAS) provides fast, simple, reliable access to

data in television.
___________4. For extremely small files, you may have to invest in higher speed network
Access.
___________5. . Filing aids are the lists and indexes that supplement the collection of
folders.
___________6. You can connect a flash memory thumb drive to your laptop's USB port to
back up files on the road.
___________7. External hard drive use to log into your account from any computer using a
web browser--a great way to retrieve files when you're away from your PC.
___________8. Records custodians have the ongoing responsibility to purge files
continually by reviewing folders and eliminating unnecessary paper.
___________9. The aim of proper titling is necessary to give a correct idea to the reader on
the subject matter and to make it easily traceable among the others.
___________10. If you travel for work and need access to files on an external drive, you'll
have to take the drive with you or remember to copy the required files to a USB thumb drive.
1.7 Carry out personnel interaction clearly

and concisely
33
What’s In
Activity 1.7.1 Direction: Explain your answer. Write it on your activity notebook.
1. What is mean by work procedures?
2. What are the examples of communication storage?
3. Why is it important to know where your important information stored or kept?
What’s New
Activity 1.7.2 Directions: Arrange the rumbled letter to form a word which is related to
importance of communication. Copy and answer. Write your answer on your activity
notebook.
1. LONENPERS -------
2. CATERINNTIO -------
3. LEYCLAR -------
4. SONCLYICE -------
5. SAMEGESS -------
What is It
When people are happy at work, they tend to do a better job. Errors are reduced,
productivity increases and customer service improves. Having great office interaction also
improves teamwork, which makes an entire team more efficient during times of high stress,
such as holiday sales or end-of-year report production.
It doesn't matter what your company does, what product or service it provides, good
interaction means that people are having positive experiences. What are some examples
of positive interactions?
Positive interactions start with basic pleasantries. These include answering the phones in a
professional, pleasant way, keeping in mind the old school idea that people can "see your
smile" over the phone. A positive interaction also starts with greeting people who are
walking into the establishment, perhaps even opening the door for them, as they enter.
34
But interaction goes well beyond politeness and communication between people.
Interaction is an experience that other workers and consumers have when working with
someone for a short time or for an extended period of time. For example, look at a typical
office dynamic. If Jane's job is reliant upon Joe completing his tasks and upon handing the
file over to her, she will have a positive interaction experience with him, if he is on time
consistently, is efficient, and has few errors. Conversely, she would have a negative
experience if he is always late, hands her his files, complete with gaps and errors, and is
rude in the process.
The winner in every business competition is always whoever communicates the most clearly.
Whether you're dealing with employees, bosses, colleagues, or customers, your ability to get
what you want hinges on how well you talk and write.
With that in mind, here are five basic rules that apply to one-on-one, one-to-many, and
many-to-many communications alike:
1. Always know the "why."
Whenever you're communicating at work, you're wasting time and energy if you don't know
the reason the communication is taking place.
Before you initiate any communication, ask yourself, "What am I trying to accomplish?" Even
chitchat should have a purpose, even if it's just to build camaraderie.
If somebody else is initiating the conversation, ask yourself, "Why is this conversation taking
place?" If the answer isn't obvious, guide the dialogue to the "why" of it.
Understanding and focusing on the "why" allows you to avoid side issues and ratholes that
might otherwise obscure the situation.
2. Communicate emotions in person.
Any communication that has high emotional content should be delivered in person (if
possible and practical) or by telephone and teleconferencing (if not).
For example, if you've got great news that will get everyone stoked up, it will be more
effective and create more positive energy if you deliver it in person.
A group meeting to announce a big sales win, for example, is like an instant celebration. By
contrast, an email announcing the same win seems a bit like an afterthought.
Similarly, if you've got bad news or criticism, it will be better received, and more likely to be
helpful, if it's delivered in person. If you use email, it will seem like you don't care or that
you're cowardly.
3. Communicate facts via email.
Any communication that is primarily factual should be communicated in writing for two
important reasons:
People only retain a small percentage of facts when they're communicated verbally.
Therefore, having a written record of those facts helps ensure that they don't get lost when
it's time to make decisions.
As I pointed out in "Why You Should Never Have Update Meetings," communicating facts
verbally to large groups is extremely inefficient. It's much better to use email to get everyone
up to speed and then have a discussion of what yet needs to be accomplished.
4. Listen more than you talk.
35
Generally, this rule is applied to in-person conversations, but it also applies in back-and-forth
emails and social-media posts. Perhaps "'tis better to receive than to give" would be a better
way to put it.
In any case, it's almost always a bad idea to try to dominate any conversation or
communication, because if you're motor-mouthing (or motor-mailing), you're not learning
anything.
Also, when you're focused on your output, you're making the communication all about you.
As I explain in "How to Have a Meaningful Conversation," in business situations,
communication is never about you. It's always about the other person.
5. Simplify your messages.
Everybody in today's business world suffers from massive information overload, which
creates seemingly endless confusion and stress.
If you want to cut through the noise, you need to make your message as simple and easy to
digest as possible. My posts "5 Free Apps That Make You Seem Smart" and "8
Conversational Habits That Kill Credibility" explain how to better hone your messages.
11 tips for effective communication with employees.
1. Be clear and concise.
Overwriting and using technical jargon will lead to confusion and misunderstanding. Keep it
simple and clearly outline expectations.
2. Set the tone at the top.
CEOs and senior leaders need to set the tone. These individuals should be visible and
accessible; there needs to be an understanding that there’s a correlation between strategic
employee communication and the achievement of organizational goals.
3. Understand your employees.
You may need to communicate differently with different audiences. Consider surveying your
employee base regularly and ask if they’re getting the information they need.
4. Use many channels.
Most people need to hear or see a message multiple times, in multiple ways, to understand it
completely. Distribute your messages electronically, in writing, face-to-face, and at
meetings. But be sure that your message is consistent across all these channels.
5. Notify employees first.
When you prioritize your communications, always think of your internal people first. Your
employees shouldn’t be surprised by a media report, they should hear it from the
organization first.
6.Match actions with words.
Do what you say you’re going to do. Otherwise, you undermine your credibility and
employees less likely to believe or take future communications seriously.
7. Emphasize face-to-face communication.
36
Although today’s employees may be more tech-savvy than ever, nothing beats human
interaction. Most employees want to hear news and information from their supervisors. Train
managers on how to communicate and provide the necessary tools needed to succeed.
If managers are expected to help explain a complicated change to the organization’s

pension plan, you need to provide the talking points and resources (like handouts).
8. Train often.
It is imperative for a company to continuously train their employees, as stated above.
Improved employee performance – the employee who receives the necessary training is
more able to perform in their job. The training will give the employee a greater understanding
of their responsibilities within their role, and in turn build their confidence. This confidence
will enhance their overall performance and this can only benefit the company. Employees
who are competent and on top of changing industry standards help your company hold a
position as a leader and strong competitor within the industry.
9. Communicate regularly.
Be systematic and strategic. Create an editorial calendar with regular dates for

communicating with your employees, whether it’s by newsletter, email, or a scheduled
meeting.
10. Measure effectiveness.
Set objectives and assess whether you have met them. Ask employees if the organization
has communicated its strategy well.
Do they understand how their day-to-day activities help the organization meet its goals?
11. Facilitate conversation.
One-way communication is a thing of the past. Employees who feel listened to have

enhanced feelings of trust.
There are many ways to facilitate two-way communication including face-to-face meetings,
interactive video interviews, employee surveys, Q&A features on the company intranet, and
suggestion boxes.
Employees significantly influence the outcome of any project. If you communicate

strategically and with purpose, you’re more likely to see all your employees working t a
common purpose, toward shared organizational goals.
Effective employee communication allows everyone to stay informed and work toward
shared organizational goals. It keeps employees engaged and eager to contribute to the
company’s success.
37
What’s More
Activity 1.7.3 Concept Map.

Direction: Write the tips for effective communication with employees on the rectangular
shape, and on the circular shape you write at least 1 or 2 key word/words. Copy and answer
this on your activity notebook.
Tips
Tips for
for effective
effective
communication in
communication in the
the
workplace
workplace
What I Have Learned
Activity 1.7.4 Matching Type. Match Column A with its meaning on Column B. Write
only the letter as your answer on your activity notebook.
Column A
1. Concise
2. Employee
3. Simplify
4. Channel
5. Emphasize
6. Communicate
7. Conversation
8. Face-to-face
9. Interaction
10. Positive interaction
Column B
38
A. Make something easier to do or understand
B. Teach person on a particular skill
C. Giving a short and clear information
D. Serve as a medium of information
E. A talk, especially an informal one,between two or more people
F. A cooperative relationship to increase something,not reduce
G. Communication or direct involvement with someone or something
H. Being close together and looking directly at each other
I. A person working for another person or business firm for pay
J. Give special importance
What I can do
Activity 1.7.5. True or False. Write. Write True if the statement is correct, and False if
it is wrong. Write your answer on your activity notebook.
_________1. Effective employee communication allows everyone to stay informed and work
toward shared organizational goals.
_________2. Most employees want to hear news and information from their supervisors.
_________3. Employees significantly influence the outcome of any project.
_________4. Employees who are competent and on top of changing industry standards
help your company hold a position as a leader and strong competitor within the
industry.
_________5. It is a good idea to dominate any conversation or communication.
_________6. Most people need to hear or see a message in a single time.
_________7. Be sure that your message is consistent across all these channels.
_________8. People only retain a small percentage of facts when they're communicated
verbally.
_________9. An employee may have a positive experience if he/she is always late.
__________10.Having great office interaction also improves teamwork, which makes an
entire team more efficient .
39
Summary
Every day, you have to gather information that you need for your work. Some
information comes from your supervisor, co-workers, clients, suppliers and other people you
speak with each day. To be an active participate in workplace communication, you need
to understand and follow the communication process. By listening in this interactive
manner, you make the speaker feel respected and improve your chances of truly
understanding the message being sent. Stay on topic.
Communication is not just words it is a mixture of tone and body language. You
can effectively utilize your voice tone and body language to convey your message across. It
is often advised to establish eye to eye contact wherever possible rather than other forms of
indirect communication.
To be an ultimately effective communicator, you must understand what underlies the

message you receive. Management consultant Peter Drucker once said, “The most
important thing in communication is hearing what isn't said.” Instead of taking a message at
face value, use what you know about the message sender and her feelings about the topic
to make educated guesses as to what she may mean
I hope students you gained something from this module on how to participate in
workplace communications.
Post Test
True or False:
Directions: Write True if the statement is correct and False if it is wrong. Write your
________1. Practicing active listening skills will help you understand and anticipate your
supervisor’s needs and what actions need to be taken.
________2. Establishing an effective communication channel with your supervisor on a
40
regular basis will make it easier to approach him/her when a problem arises.
Poor communication can result in distrust, conflict and eventually.

employee (or manager) turnover.
_______3. The words you choose and your tone of voice can impact the
effectiveness of your communication.
_______4. All informations you have heard are all completely true.
_______5. If the source of information is a person, then believe it because it is

always true.
________6. The aim of proper titling is necessary to give a correct idea to the reader on
the subject matter and to make it easily traceable among the others.
_________7. It is a good idea to dominate any conversation or communication.
_________8. Most people need to hear or see a message in a single time.
_________9. Be sure that your message is consistent across all these channels.
_________10. By backing up your most important files to a secure, remote server, you're
protecting the data stored at your place of business.
41
Key Answers:
Pre- Test/ Diagnostic Test:
Matching Type:
1. C 6. D
2. F 7. H
3. A 8. J
4. B 9.. G
5. E 10. I
1.1 Access specific relevant information is from appropriate source
What’s In What’s New What’s More What I Have What I can do

Matching Type Learned
1.1.1 1.1.2 1.1.3 Bubble M 1.1.4 1.1.5 True / False
Answers may vary 1. B Answers may Answers may 1.F 6. T
as this is personal vary as this is vary as this is
view or opinion of 2. E personal view or personal view or 2.T 7. T
the students opinion of the opinion of the
students students
3. A 3.T 8. F
4. C 4.T 9. F
5. D. 5. T 10. T
42
1.2 Use Effective questioning and active listening and speaking ot gather and convey
information
What’s In 1.2.1 What’s New What’s More What I Have What I can do
Matching Type 1.2.2 1.2.3 Learned 1.2.4 1.2.5-True
/False
1. C Answers may 1.Effective Answers may 1.T

vary as this is Speaking vary as this is
personal view or personal view or
2. E opinion of the 2.Empathetic opinion of the 2.T
students Listening students
3. B 3.Open 3.T
Questions
4. A 4.Funnel 4.F
Questions
5. D 5.Facilitative 5.T
Listening
1.3 Use appropriate medium to transfer information and ideas
What’s in What’s New What’s More What I Have What I can do

Learned
1.3.1 Concept 1.3.2 1.3.3 1.3.5
map 1.3.4
Sentence
completion
Answers may Answers may Answers may Answers may Answers may
vary as this is vary as this is vary as this is vary as this is vary as this is
personal view or personal view or personal view or personal view or personal view or
opinion of the opinion of the opinion of the opinion of the opinion of the
students students students students students
1.4 use appropriate nonverbal communication

1.4.1 1.4.2 1.4.3 Learned 1.4.4 1.4.5
Answers may Answers may Answers may Answers may Answers may
vary as this is vary as this is vary as this is vary as this is vary as this is
personal view or personal view or personal view or personal view or personal view or
opinion of the opinion of the opinion of the opinion of the opinion of the
students students students students students
1.5 Identify appropriate lines of communication with superiors and colleagues

1.5.1 1.5.2 1.5.3 Learned 1.5.4 1.5.5
1.Non verbal Answers may Answers may 1. F Answers may
2.feeling anxious or vary as this is vary as this is 2. T vary as this is
angry personal view personal view personal view
3.communication or opinion of or opinion of 3. F or opinion of
4.feeling the students the students 4. T the students
43
positive/open to
information
5.approvoval/positive 5. T
1.6 Define work procedures for the location and storage of information
What’s In What’s New What’s More What I have What I can do

1.6.1 1.6.2 1.6.3 Learned 1.6.4 1.6.5
Answers may Answers may Answers may Answers may 1.T 6. T
vary as this is vary as this is vary as this is vary as this is 2.F 7. F
personal view or personal view or personal view or personal view or 3.F 8.T
opinion of the opinion of the opinion of the opinion of the 4.F 9.T
students students students students 5. T 10. T
1.7 Carry out personnel interaction clearly and concisely
What’s In What’s New What’s More What I have What I can do

1.7.1 1.7.2 1.7.3 Learned 1.7.4 1.7.5
Answers may 1. personnel Answers may 1.C 6.B 1.T 6. F
vary as this is 2. interaction vary as this is 2.I 7.E 2.T 7. T
personal view 3. clearly personal view 3.A 8. H 3.T 8. T
or opinion of 4. concisely or opinion of 4.D 9.G 4.T 9. F
the students 5. messages the students 5.J 10.F 5. F 10. T
Post test:
1.T 6. T
2. T 7. F
3.T 8. F
4. F 9. T
5. T 10. T
44
References:
 https://webstockreview.net/image/aunt-clipart-extended-family-tree/239265.html
 https://policy.federation.edu.au/information_management_and_infrastructure/web_servic
es/it/ch06.php
 https://www.google.com/search?q=what+is+pecs+in+tle&tbm=isch&hl=en-
US&ved=2ahUKEwiqjda57o_qAhViJqYKHXsMAgYQrNwCKAJ6BQgBENYB&biw=1017&bih=60
3#imgrc=C11fqWuKL6YR2M&imgdii=RUKWjn20zHljAM
 https://www.skillsforcare.org.uk/Leadership-management/managing-a-service/workplace-
culture/Lines-of-communication.aspx
 https://smallbusiness.chron.com/importance-interaction-workplace-issues-11429.html
 https://www.inc.com/geoffrey-james/5-ways-to-communicate-more-clearly.html
 https://gselodelmsapp.wordpress.com/online-courses-page/course-1/course-1-
particpate/lesson-3-participate-in-workplace-meeting-and-discussion/
 https://work.chron.com/six-tips-participate-meeting-2014.html
 https://www.mosaicprojects.com.au/WhitePapers/WP1012_Active_Listening.pdf
 https://www.mcgill.ca/engage/files/engage/active_listening_and_effective_questioning.pdf
 https://www.skillmaker.edu.au/workplace-safety-procedures-and-instructions/
 http://vle.nephilaweb.com.ph/course/info.php?id=349
 https://www.verywellmind.com/top-nonverbal-communication-tips-2795400
 https://www.skillsyouneed.com/ips/what-is-communication.html
 https://www.upliftevents.com.au/blog/communicate-effectively-colleagues/?
__cf_chl_jschl_tk__=8df728b8341f77b1b8de970f40ce0a32935ae2ea-1592386295-0-
AfHJGrYBBw2SORbvULRM0PQ
45
 https://www.google.com/search?
q=effective+communication+in+the+workplace+examples&sa=X&ved=2ahUKEwjZ_aqRxojqA
hXFBogKHdTgB_wQ1QIoAHoECAwQAQ&biw=1366&bih=608
 https://www.deped.gov.ph/wp-content/uploads/2019/01/Animal-Production-Swine-NC-II-
CG.pdf
 https://www.slideshare.net/OSit3/basic-1-166358279
 https://gselodelmsapp.wordpress.com/online-courses-page/course-1/course-1-
particpate/lesson-01-obtain-and-convey-workplace-information/
 https://libguides.biblio.polymtl.ca/c.php?g=480412&p=3284312
 https://www.umflint.edu/library/identifying-information-sources
 https://libguides.merrimack.edu/research_help/Sources
 https://core.ac.uk/download/pdf/5066737.pdf
 https://www.slideshare.net/EugzOlmedillo/personal-entrepreneurial-competencies
46

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8

Technology and Livelihood Education

Borrowed materials (i.e., songs, stories, poems, pictures, photos, brand

Published by the Department of Education – Division of Gingoog City

Development Team of the Module

Author/s: Isabelita D. Beril

Co-Chairpersons: Conniebel C.Nistal ,PhD.

Members: Elvira A. Almonte, EPS - SPED

Printed in the Philippines by

What I Need to Know

At the end of this module, you should be able to:

LO1: Obtain and convey workplace information (TVL_AFAAPPC9-12PWC-1a-1)

How to Learn from this Module

What I know This is an assessment as to your level of

What’s New An introduction of the new lesson through

What is It These are discussions of the activities as a

What’s More These are follow-up activities that are in-

What I Have Activities designed to process what you

What I can do These are tasks that are designed to show-

------------9. Internet I. Pass from a sender to a receiver

------------10. Communication process J. Credible

LO1. Obtain and convey workplace

What I Need To Know

At the end of this module, you should be able to:

LO1: Obtain and convey workplace information (TVL_AFAAPPC9-12PWC-1a-1)

1.1 Access specific relevant information is from appropriate sources

Activity 1.1.2 Matching type:

 Identifying relevant information

1. The source must be credible. It is verifiable. Other sources corroborate the

Activity 1.1.3 Bubble Map.

Activity 1.1.5 True or False:

________5. Some information, such as work rosters, vehicle logbooks, or telephone.

 Rhetorical questions – statements used in a question form designed to gain

 Misunderstood listening – unconsciously overlaying their own interpretations and

Pay close attention

 Use conversation openers

Reflect their message back

 Paraphrase their point

1. TECVEFIFE GANSIEKP ---

2. CHAPEMETIT GEISTINLN ---

3. NEOP STONSIQUE ---

4. LUNFUNE ITESQUONS ---

5. AVITAFICITEL TILENSGIN ---

What I Have Learned

1. What happened at the Homeroom meeting?

2. What else did you discuss in the meeting?

3. Can you explain the important topics discuss in the meeting?

4. Where do you live?

5. Are you hungry?"

Activity: 1.2.5 True or False

______3. Convey a message or information means you communicate it to someone

directly or indirectly through your words or actions.

important to them, but they are clearly not listening.

information, control a conversation, influence others, and check for understanding,

all of which demonstrate effective questioning.

1.3 Use appropriate medium to transfer

Activity: 1.3.2 Describe the following terms, as communication medium:

Choose the Right Medium for the Communication