COMMUNICATION AT WORK

A PRESENTATION FOR
ADMINISTRATIVE COMMUNICATION

Submitted to:
Mrs. Janet R. Aleman
Instructor
Guimaras State University

Submitted by:
Noemi Grace A. Tamaño
January 3, 2023
WHAT IS COMMUNICATION?

- Simply the act of transferring information from one place, person or group to
another.
- Defined as the process of understanding and sharing meaning (Pearson & Nelson,
2000).
- Communication is the act of giving, receiving, and sharing information -- in other
words, talking or writing, and listening or reading

WHAT IS COMMUNICATION AT WORK?

- Is the exchange of information between employees in a work environment

- Exchange of information through multiple different mediums
- A type of internal communication within the boundaries of an organization that
occurs in person or virtually for getting a job done and accomplishing the
objectives of an organization

MEDIUM OF COMMUNICATION

A medium in communication is a system or channel through which a speaker or writer

addresses their audience. It's an outlet that a sender uses to express meaning to their
audience, and it can include written, verbal or nonverbal elements.
A communication medium can either be virtual or physical. It may contain more than
one element or communication type, and it may address either an individual or a
group of people. Some communication mediums may emphasize directness, while
others may be more flexible and allow audiences to derive their own interpretations
from the speaker's message

Types of Communication Medium

1. Face-to-face communication- One of the most common types of communication

in the workplace is face-to-face communication. This involves direct
communication between two or more people, usually in conversation with one
another. It typically uses both verbal and nonverbal expressions to communicate a
message

2. Virtual remote communication- involves the use of technology to send a

message to someone operating in another location.

3. Written communication-This form of communication involves physically

written notes, letters and memos. Written communication may either be formal or
informal, depending on its context.
 4. Social media communication-Social media communication in the workplace is
more commonly used to promote messages to external consumers rather than
internal employees.

5. Nonverbal communication-In addition to spoken and written communication,

nonverbal cues can help you express your message to your audience. Being aware
of how nonverbal cues like tone and gestures affect your communication can help
you use these elements to better express yourself to your listeners.

TYPES OF COMMUNICATION

1. FORMAL COMMUNICATION

• Is exchanging official information between two or more people within the same
organization, by following predefined rules and using official channels of
communication
• Done in written form
• It is controlled and flows through a hierarchical structure and chain of command
in the organizational structure

CHARACTERISTICS OF FORMAL COMMUNICATION

• Rational

- This means that formal communication is based on rules and routines

that promote efficiency and reduce personal biases.

• Structured

- It is explicit, prescriptive, and involves information that concerns all the

members of the organization.
- A structured path is followed by the established chain of command
- It follows well-defined rules and regulations.

• Goal-oriented

- Consists of directives or information that aim to improve the efficiency

of the workflow in the organization
- It is almost exclusively task-related, with the goal of maximizing
efficiency and productivity among the organization members.

KINDS OF FORMAL COMMUNICATION

• Horizontal (Lateral) Communication - refers to our communication with

peers.
 • Vertical Communication - further branches out into downward (from the
top down in the organizational hierarchy) and upward communication (from lower-
level employees to their superordinates).

• Diagonal Communication - takes place among the members of different

teams and departments. It doesn’t follow strict hierarchical rules, so members of
different departments interact with one another, regardless of their position in the
organization.

EXAMPLES OF FORMAL COMMUNICATION

• Meetings: Great for longer discussions about issues concerning the current
and future projects.

• Conferences: Useful for broadening knowledge about any areas of

expertise, by listening and participating in panel discussions. 

• Formal One-on-Ones: According to the research, around 70% of the

surveyed managers cited it as a great way to understand and eliminate
roadblocks. 

• Memos: An effective way to describe a way in which organizational

changes should be implemented.

• Letters and emails: Useful for all kinds of correspondence, including

organizational information. 

• Presentations: Among other things, a practical way to show your

coworkers what you have been working on. 

FORMAL CHANNELS OF COMMUNICATION

• Email — used for all sorts of messages among coworkers.

• Business messaging apps — useful for quick reminders and more pressing
matters.

• Printed statements — usually contain information relevant to all the

members of the organization. 

• News bulletins — a useful way to announce news and upcoming events.

• Digital forms – organization website, internal forums, intranet, etc, used

for sharing information, easier communication, and collaboration.
2. INFORMAL COMMUNICATION

• Refers to the communication that flows without following the formal defined
path.
• An informal communication system is also known as grapevine.
• Under informal communication, a piece of information flows in all directions
without paying any heed to the level or authority.
• It arises out of social interactions among the employees and then spreads
throughout the organization.
• It can take the form of a rumour or a gossip.

3. INTERPERSONAL COMMUNICATION

• Is the process of exchange of information, ideas and feelings between two or

more people through verbal or non-verbal methods
• Includes face-to-face exchange of information, in a form of voice, facial
expressions, body language and gestures
• Interpersonal communication within an organization includes daily internal
employee communication, client meetings, employee performance reviews
and project discussions.

TYPES OF INTERPERSONAL COMMUNICATION

• Oral Communication - This refers to any form of spoken

communication, such as public speaking, phone calls, podcasting, or
speaking up during a staff meeting.

• Verbal Communication -This encompasses all types of written

communication, including emails, reports, Slack messages, texts,
presentation slides, and more.

• Listening - is a key part of communication that doesn’t involve just

hearing what someone says, but also actively understanding what they
say.

EXAMPLES OF INTERPERSONAL COMMUNICATION

• Face-to-face communication- efficient, reduces misunderstandings,

and boosts engagement.

• Email- it allows us to communicate conveniently and efficiently.

• Phone calls- it allows us to more effectively communicate tone, but

they do require strong verbal communication skills.

• Presentations- written text and visual aids can increase understanding

among the audience.
 4. NON-VERBAL COMMUNICATION

• The act of conveying information without the use of words

• Also called manual language, is the process of sending and receiving messages
without using words, either spoken or written. Similar to the way that
italicizing emphasizes written language, nonverbal behavior may emphasize
parts of a verbal message.

TYPES OF NON-VERBAL COMMUNICATION

• Facial expressions - are responsible for a huge proportion of nonverbal

communication.
• Gestures - deliberate movements and signals are an important way to
communicate meaning without words
• Paralinguistics - refers to vocal communication that is separate from
actual language. This form of nonverbal communication includes
factors such as tone of voice, loudness, inflection, and pitch
• Body Language and Posture - posture and movement can also provide
a great deal of information.6 Research on body language has grown
significantly since the 1970s, with popular media focusing on the over-
interpretation of defensive postures such as arm-crossing and leg-
crossing
• Proxemics - people often refer to their need for "personal space." This
is known as proxemics and is another important type of nonverbal
communication.
• Eye Gaze - the eyes play a role in nonverbal communication, with such
things as looking, staring, and blinking being important cues. People's
eyes can indicate a range of emotions, including hostility, interest, and
attraction. People also utilize eye gaze as a means to determine if
someone is being honest.
• Haptics - communicating through touch is another important nonverbal
communication behavior. Touch can be used to communicate
affection, familiarity, sympathy, and other emotions.
• Appearance- our choice of clothing, hairstyle, and other appearance
factors are also considered a means of nonverbal communication.
• Artifacts- objects and images are also tools that can be used to
communicate nonverbally.

TYPES OF COMMUNICATION STYLES IN THE WORKPLACE

• Passive Communication Style - Passive communicators tend to be quiet and

don’t actively seek attention. They rarely take a stance and assert themselves,
share their feelings, or express their needs. Their lack of communication
makes it difficult to know whether they’re uncomfortable or need help.

• Aggressive Communication Style- aggressive communicator's traits include

being arrogant, condescending, sarcastic, and opportunistic. It shows up in
bossy, mean-spirited, lacking gratitude, and disrespectful behavior. An
 aggressive communicator may also act before thinking. It affects long-term
relationships and the effectiveness of their interpersonal abilities.

• Passive - Aggressive Communication Style - Passive-aggressive

communicators appear passive on the surface but often have more aggressive
motivations driving their actions. While their words might sound agreeable,
their actions don’t always align with what they say. They can quietly
manipulate a situation into one that benefits them. Some passive-aggressive
communicators use this approach because they feel powerless or manipulated,
though that isn’t necessarily the case.

• Assertive Communication Style- considered the most effective

communicators but not overpowering. They communicate their wants,
expectations, thoughts, and emotions and practice active listening while
considering other people's needs.

“The tongue has the power of life and death, and those who love it will eat its
fruit.”

-Proverbs 18:21