Effective Communication in work Nonverbal communication

Environment - is the process of sending and receiving wordless

Communication skills
- Necessary for the development of self-
advocacy and self determination for lifelong
success. How we give and receive information
and convey our ideas and opinions with those
around us.
Forms of communication Verbal
- Sound, language, and tone of voice
Aural
- listening and hearing
Non-Verbal
- facial expressions, body language, and posture
Written
- journals, emails, blogs, and text
messages
Visual
- signs, symbols, and pictures
It is important to develop a variety of skills
for both communicating to others and
learning how to interpret the information
received from others. Knowing our
audience and understanding how they need
to receive information is equally important
as knowing ourselves
messages.
Seven Types of Non-Verbal Communication Facial expressions
- Unlike some forms of non-verbal
communication, facial expressions are universal.
They convey countless emotions without saying a
word. The facial expressions for happiness,
sadness, anger, surprise, fear, and disgust are the
same across cultures.
Body movements and posture
- The way we move and carry ourselves
communicates a lot of information to the world.
This type of non-verbal communication considers
how our perceptions of people are affected by
the way they sit, walk, stand up, or hold their
head. This includes posture, bearing, stance, and
subtle movements.
Gestures
- This is the way we wave, point, plead, and often use
our hands when we are speaking in an animated
way. The meaning of gestures can be very
different across cultures and regions. It is
important to be careful with our gestures to avoid
misinterpretation.
Eye contact
- Eye contact is an especially important type of non-
verbal communication. The way we look at
someone can communicate many things, including
 interest, affection, hostility, or attraction. Eye
contact helps maintain the flow of conversation
and assesses another person’s response.
Touch (Haptics)
- Touch communicates a great deal. A firm
handshake, timid tap on the shoulder, warm bear
hug, reassuring pat on the back, patronizing pat
on the head, and controlling grip on arm are
examples of haptic
communication.
The Importance of Listening
Listening
- Making meaning to the sound. A mental
process and a process of extraction.
Pattern Recognition
- Distinguish noise from signal and name
Differencing
- We discount sounds that remain the same

Space (Chronemics) Filters

- This non-verbal communication refers to physical - From all sounds down to what we are paying
space. The need differs depending on the culture, attention to.
situation, and closeness of the relationship. We can
use physical space to communicate many different Reasons why we are losing our listening: Recording
non-verbal messages, including signals of intimacy, - Writing
aggression, dominance, or affection. - Audio recording
- Video recording
Voice (Paralanguage)
- We communicate with our voices, even when we are The world now is so Noisy
not using words. Non-verbal speech sounds such
as tone, pitch, volume, inflection, rhythm, and
rate are important Listening is our access to understanding
communication elements. When we speak, other
people “read” our voices in addition to listening to
Conscious Listening
our words. These non-verbal speech sounds
- Always creates understanding
provide subtle but powerful clues into our true
feelings and what we really mean. The tone of
voice can indicate sarcasm, anger, affection, or Every human being needs to listen
confidence. consciously in order to live fully
 Writing a Memorandum 5. Use single-spaced, with two spaces between
paragraphs in the body of the memo.
Workplace document
- Is any document that provides steps or gives 6. If your memo is more than 1 page long, use a subsequent
instructions to carry out tasks that contains page header that includes who the Memo is addressed to,
technical details. the page number, and the date.

Types of workplace documents Messages 7. Sign the Memo next to the FROM line, using initials, first
- It can be a simple phone message to name, or complete name.
an email or a short message left for a work
colleague. It is important that date and time is
8. Don’t add a greeting between the memo heading and
indicated and people’s names are spelled
body.
correctly. Use clear and neat handwriting.

9. Use declarative verbs, and simple sentence structure.

Memorandum
- A memo is a workplace document that sends
10. Be specific and detailed without including unnecessary
information to people in your organization about
(i.e. time-wasting or confusing) information and without
a work-related topic. Most messages of this type
insulting the reader's intelligence.
are sent by email, but in some instances a hard
copy of a memorandum is distributed to staff
11. Use a more informal tone. Remember, however, that
members.
what counts as “formal” or “informal” is defined in terms of
each organization’s culture.
Guidelines in Writing a Memorandum

12. Pay attention to the intended audience and context.

1. Choose a representative phrase that immediately
Be guided with the template below.
tells the reader what the memo will be about.

Agenda and Meeting Minutes Agenda

2. Use plain paper (not stationery) with one-inch
- is a list of topics that are planned to be
margins around the page. discussed at a meeting. It is used as a guide to
the Chairperson of a meeting, to keep the meeting
3. Use a professional font and black color. “on track”.

4. Begin all the lines of the memo at the left margin, The minutes of the meeting
except the MEMO line which can be centered. - are the record of the matters that are discussed
during a meeting. They are
 a “formal” record of what took place in a meeting
Following questions in writing meeting minutes
1. When was the meeting?
2. Who attended?
3. Who did not attend? (Include this information if it
matters)
4. What topics were discussed?
5. What was decided?
6. What actions were agreed upon?
7. Who is to complete the actions, by when?
8. Were materials distributed at the meeting? If so,
are copies or a link available?
9. Is there anything special the reader of the minutes
should know or do?
10. Is a follow-up meeting scheduled? If so, when?
where? why?
Guidelines in Writing a Meeting Minutes
1. Write minutes soon after the meeting, preferably
within 48 hours. That way, those who attended can
be reminded of action items, and those who did
not attend will promptly know what happened.
2. Don't skip writing minutes just because everyone
attended the
meeting and knows what happened. Meeting notes
serve as a record of the meeting long after people
forget what happened.
3. Don't describe all the "he said, she said" details
unless those details are very important. Record
topics discussed, decisions made, and action items.
4. Don't include any information that will embarrass
anyone (for example, "Then John/Jane left the
room in tears").
5. Use positive language rather than describing the
discussion as heated or angry, use passionate,
lively, or energetic--all of which are just as true as
the negative words.
6. Edit and proof the meeting minutes.
7. Attach any hand-outs or documents electronically, so
that all participants and non-participants have
easy access to them.
8. Include the following information:
- Topics Decisions Actions Agreed
Upon Person
responsible Deadline Next Meeting Date
and Time Location Agenda items
 Writing Proposals
A well-defined problem.
Example
- “Motorcycle riders who do not wear helmets risk
serious injury and raise health-care costs for
everyone.”
A recommended solution.
- Once the problem is defined, propose solutions to
the problem.
- Explain it by providing details to said solution.
A convincing argument for your proposed solutions.
- Convince readers that your solution is feasible and
that it is the best way to solve the problem.
- Explain in detail how your proposed solution
would work.
An appropriate tone.
- Since you are trying to persuade readers to act,
your tone is important
– readers will always react better to a reasonable,
respectful presentation than to anger or self-
righteousness.
Guide to Writing Proposals Decide on a TOPIC
- Choose a problem that can be solved.
Complex, large problems, such as poverty, hunger,
and terrorism, usually require large solutions.
- Focus on a smaller problem or a limited aspect of
a large problem because it will yield a more
manageable proposal.
Consider the Rhetorical Situation. Purpose
- Do you have a vested interest in the
solution your readers adopt, or do you simply want
to eliminate the problem, whatever solution might be
adopted?

Audience
Anticipate questions.
- How can you reach your readers? Do you know
- Consider any questions readers may have about
how receptive or resistant to change they are
your proposal; and
likely to be? Do they have the authority to enact
your proposal?
- Show how its advantages out-weigh any
disadvantages.
Stance
- How can you show your audience that your
A call to action.
proposal is reasonable and should be taken
- The goal of a proposal is to persuade readers to
seriously? How can you demonstrate your own
accept your proposed solution.
authority and credibility?

- This solution may include asking readers to take

action.
Media/Design
- How will you deliver your proposal? In print? Online? As a
speech? Would visuals help support your proposal?

Generate Ideas and Texts

- Explore potential solutions to the problem. How?

RESEARCH to see how others have solved or tried to solve similar

problems. Don’t settle on a single solution too quickly because you will
need to COMPARE the advantages and disadvantages of several solutions
in order to argue convincingly for one.

Simple Steps in Writing Proposal

1. Introduce and explain the problem

2. Explain the proposed solution

3. Give the reasons why it is the best solution ( anticipate and answer
the question)

4. Call for action or reiterate