8

Unit 6
MODULE

Communication in the
Workplace

I. Introduction

Communication is something that we do involuntarily -- like breathing. We

communicate with our superior, colleagues, and friends without giving much
thought to how we are doing it.

It might seem easy, but communicating effectively actually takes quite a bit
of grace and refinement. Choosing the right expressions to utter, writing the best
words to express meaning, listening with our minds instead of just our ears, and
getting our message across are skills that we all need to work on.

In this unit, the concepts of effective communication in the workplace will

be discussed. It also tackles the communication skills that recruiters and hiring
managers want to see in you as future employees. You will learn some of the
good things that communication has to bring in the workplace.

This unit of the module likewise gives you information that will guide you
through the process of writing a cover letter and resume. If you follow these
steps, you'll have a better chance of securing job interviews and of landing a job
in the future.

Furthermore, this unit introduces you to one of the communication modes

in a company-the memorandum. The types and tips on how to effectively write a
memorandum is discussed in this unit.

Finally, this learning module unit provides you tips in your job search
journey in the future– the job interview. As a future professional, it is always a
good idea to brush up on the basics of interview etiquette. To help you land
easily in your future job, this module was designed to help you.
II. Learning Objectives

At the end of this unit, you are expected to:

1. Discuss the concepts of workplace communication;

2. Distinguish the components of communication in the workplace;
3. Explain the skills needed for workplace success; and
4. Demonstrate effective communication in the workplace based on a developed
script.

III. Pre-Assessment

Direction: Please answer the online assessment in the link below,

https://www.mindtools.com/pages/article/newCS_99.htm

Assume that you are already employed or working. Choose the answer that best
describes you.
After answering the questions, take a picture or screenshot of the website showing
your score. Submit the photo on google classroom as attachment.

Further read the materials given in the website to help you improve your
communication skills.
IV. Workplace Communication

Workplace communication is the process of exchanging information and ideas, both

verbal and non-verbal, within an organization. An organization may consist of
employees from different parts of the society. These employees may have different
cultures and backgrounds, and to unite activities of all employees and restrain from any
missed activity that could affect the company negatively, communication has to be given
consideration.

Effective workplace communication ensures that all the organizational objectives are
achieved. Workplace communication is tremendously important to organizations
because it increases productivity and efficiency. Ineffective workplace communication
leads to communication gaps between employees, which causes confusion, wastes
time, and reduces productivity.

Misunderstandings that cause friction between people can be avoided by effective

workplace communication. Effective communication, also called open communication,
prevents barriers from forming among individuals within companies that might impede
progress in striving to reach a common goal.

For agencies or companies to function as desired, managers and lower-level employees

must be able to interact clearly and effectively with each other through verbal
communication and non-verbal communication to achieve particular goals. Effective
communication with clients plays a vital role in the development and success of any
organization.

The Components of Communication in the Workplace

1. Sender - a person, group or organization who initiates communication. Also

known as the source, encoder, speaker, writer or communicator.He/she is initially
responsible for the success of the message. It can be influenced by attitudes,
knowledge, skills, perceptions and culture influence.

2. Message - the component that is being transmitted in communication. It can be

an idea, opinion, information, feeling or attitude of the sender. The selected
written or spoken words and non-verbal language are vital to guarantee that the
message is understood by the receiver as intended by the sender. More
importantly, the sender should use a language that is understood by the sender
and mentally visualize communication from the receiver’s point of view.
3. Channel - pathway or medium through which the message travels to reach its
destination. It may be oral, written or visual. The telephone and various written
forms like letters, reports and memoranda are common channels but with the
technology we now have e-mail, video conferencing and other mediums.

4. Receiver - person who receives, analyzes, understands and interprets the

message. Also known as the decoder, reader or listener. The message is
examined by the receiver assigning some types of meaning to it.Successful
communications take place when the receiver correctly interprets the sender’s
message.

5. Feedback - receiver’s response that provides information to the sender. It is the

return process in which the receiver provides both verbal and non-verbal signals
to show whether the message is understood or not. Verbal signals may be in the
form of a comment or written message while non-verbal signals may be a long
sigh, smile or some other actions. It is a very important component of the
communication process because it makes the whole process a dynamic, two-way
interactive event.

6. Adjustment - done when the message is distorted or is not clearly understood by

the receiver. The feedback provides the sender to adjust the message or send
the same message but adjust the means of transmission or language to get a
better response or a positive feedback.

7. Noise - form of distortion, barrier or obstacle that occurs in any phase of the
communication process.Some common noise includes the use of an
inappropriate channel or medium, incorrect grammar, inflammatory words, words
that conflict with body language and technical jargon.
Communication Skills for Workplace Success

The ability to communicate effectively with superiors, colleagues, and staff is very
important, no matter what agency or company you work in. Workers in the digital age
must know how to effectively convey and receive messages in person as well as via cell
phone, telephone, email, and social media. Furthermore, good communication skills will
help you get hired, land promotions, and be successful in your career.

The following are the communication skills that would lead you the way to success.

• Positive Feedback: Giving feedback involves giving praise as well – something

as simple as saying "good job" or "thanks for taking care of that" to an employee
can greatly increase motivation.

• Open-Mindedness: A good communicator should enter into any conversation

with a flexible, open mind. Be open to listening to and understanding the other
person's point of view, rather than simply getting your message across.

• Respect for people and their ideas: People will be more open to communicating
with you if you convey respect for them and their ideas.

• Nonverbal Communication: Your body language, eye contact, hand gestures,

and tone of voice all color the message you are trying to convey. A relaxed and
a friendly tone will make you appear approachable and will encourage others to
speak openly with you.

• Friendliness: It is important to be nice and polite in all your workplace

communications. This is important in both face-to-face and written
communication.

• Active Listening: Being a good listener is one of the best ways to be a good
communicator. Take the time to practice active listening. Active listening
involves paying close attention to what the other person is saying, asking
clarifying questions, and rephrasing what the person says to ensure
understanding.

• Clarity and Conciseness: Good verbal communication means saying just

enough – don’t talk too much or too little. Say what you want clearly and directly,
whether you're speaking to someone in person, on the phone, or via email.
 • Confidence: It is important to be confident in your interactions with others.
Confidence shows your coworkers that you believe in what you are saying and
will follow through.

• Choosing the Right Medium: An important communication skill is to simply know

what form of communication to use.

• Empathy: Using phrases as simple as "I understand where you are coming
from" demonstrates that you have been listening to the other person and
respect their opinions.

The Power of Good Communication in the Workplace

Good communication is an important skill in any environment with human interactions.

However, when it comes to communication in the workplace, good communication is an
integral element to business success.

1. Good Communication Mitigates Conflict

One of the times an organization is most likely to seek communication training is when
there’s clear tension or conflict in the workplace. Regardless of the conflict,
communication is usually an underlying factor.

2. Good Communication Increases Employee Engagement

Communicating is more than just talking. It is about connecting with people. One of the
most powerful benefits of better communication in the workplace is more engaged
employees.

3. Good Communication Creates Better Client Relationships

When your employees are trained to communicate more effectively and to connect with
others, they can do better:
a.) mitigate and resolve conflict,
b) understand needs,
c.) help the customer feel understood, and
d.) present new information in a way in which the client will be more receptive

4. Good Communication Results in a More Productive & Talented Workforce

Employee engagement is a significant factor in the productivity of a workforce. Besides,

contributing to increased employee engagement, communication skills can also help
foster a more productive and talented workforce in many other ways:

a. Understanding team talents & skills.

 b. Achieving more buy-in
c. Innovation and creative thought.
d. More strategic team building.

Tips for Effective Workplace Communication

1. Make work fun. Making work fun will keep workers motivated and productive.

2. Don't just hear. Listen.

3. Take your emotions out of the equation. You can't be professional if you're angry
at your employees. Learn to react stoically.

4. Make employees feel like owners.

5. Trust your people. If you want to keep morale, make sure they know you trust
their instincts.

6. Give employees what they want.

Motivators for employees:

*the desire for compensation and material things

*the need to bond with others and feel as though they belong
*the need to make sense of their environment *the desire to
defend their accomplishments

7. Give good feedback. If you like your employees' work, let them know about it.

8. Respect cultural differences.

9. Revive the great lost art of conversation. Even in our modern world, face-to-face
communication can work wonders for morale.

10. Handle conflicts with diplomacy.

V. ACTIVITY/ QUIZ