COMMUNICATION

IN THE
WORKPLACE
 Communication is among the top concerns in the workplace.
Ineffective communication or lack thereof can have significant
detrimental effects to a project outcome and an organization.

Without communication, there is no cake.

If a flour is the key ingredient in a cake,

effective communication is the key
ingredient for business.
Communication in the workplace is central to the success of any
business. Did you know that we spend a shocking amount of time,
around 80% of our day, communicating?

Workplace communication takes different forms: writing emails,

phone calls, group meetings, company presentations, coffee break
chats, task and project communication… and this list doesn’t even
touch on non-verbal communication.
COMMUNICATING WITH MEMBERS
OF THE WORKPLACE EFFECTIVELY
Successful communication among
members of the workplace comes to light
when they strive to develop
interpersonal skills. People come from
different walks of life, so it imperative
that every individual strive to acquire
skills for communicating and interacting
with others.
 The Value of
Relaying Information
in the Workplace
and Interacting with
the Members of the
Workplace

 What makes an organization successful? What enables

members of an organization to function and accomplish their
task efficiently and effectively? What can be done to establish
a pleasant and professional atmosphere in the workplace?

One of the key factors is effective

communication. Relaying information means using
the appropriate language, tone, style, and format.
Communication in the workplace requires the
same elements. You have also to consider the
specific domain, sector, field, or industry to which
your workplace belongs. For example, your work
maybe in government, the academe, the corporate
world, media, health, or social services.
Each organization or community has specific philosophies, values, and
ideals that shape the way communication is practiced.
Thus, in any kind of professional setting, you have to consider the
culture established by the founders and senior associates and adjust to
it accordingly.
You are expected to meet prescribed
standards and work within specific norms
to achieve common goals and objectives.
Showing respect for the company
policies reflects maturity and integrity.
As you have learned, communication is
not only verbal.
 When it comes to face-to-face communication, people read your facial
expression and body language.
Indeed, when you join an organization or community, consider yourself
as a relevant member of one big team.
Keep in mind your primary responsibilities
and objectives. Interacting with colleagues
in the workplace means listening
purposefully, responding appropriately,
expressing ideas respectfully, negotiating
proactively, and solving problems efficiently.
Using Appropriate Language in
the Workplace
Professional communication requires that you use language that is most appropriate to a
given situation in your workplace.
When you are in a meeting, assembly, conference, or a formal event, you are always
expected to use a polite tone.
You have to address your heads, clients, and colleagues according
to their official titles or positions (e.g., Doctor, Professor,
President, Justice, Honorable, Representative, Ms., Mr.).
You need also to learn how to craft an effective email that
commands respect and elicits a prompt response.
However, there are instances when formal language may be
used in the workplace.
-For example, conversations during break time or after-office hours
with peers may not call for such formal language.
Using the Appropriate Tone, Style, and
Format in Professional Communication
Tone refers to the attitude that is reflected in the words that you use, in both writing and
speaking.
Your tone may be sincere, optimistic, sarcastic, pessimistic, and so on.
People usually respond to the tone that you use.
- For example, if you say “Sorry” with a sincere tone, then people
are more likely to accept your apology.
- But if you say it sarcastically, the response can be negative.
When you write messages, style and format also suggest your tone.
Exclamation marks may suggest emotions or excitement or anger.
Emoticons in email messages suggest informality and may not
be appropriate if you are writing a formal request or proposal.
Words in all CAPS may indicate antoganism and may offend the recipient.
Consider also the specific style and format that your organization requires.
Maintaining Smooth Interpersonal
Relationships in the Workplace
Working in any organization means working with different individuals with various
personalities.
Having differing opinions on certain matters are fine as long as these are about professional
concerns.
Arguing about differing opinions on personal preferences or
taboo topics and religion may result in intense and emotional
rifts that may affect communication and performance in the
workplace.
Keep communication to a professional standard during
working hours.
Working with people means you have to collaborate with them.
You have to function as a team in order to accomplish
your tasks and achieve your objectives.
THE BENEFITS OF GOOD
COMMUNICATION IN THE WORK PLACE
When employees are directly
involved in work products and
initiatives, it helps to foster a sense
of ownership in the company’s
future. It also makes them want to
work to improve things like the
company’s profitability, customer
satisfaction, and brand.
WRITING A
MEMORANDUM
When you send an official announcement,
a directive, a guideline, or a reminder to
your colleagues within your department
or across departments, you will have to
write a memorandum or, in short,
a memo.
 999 Global Solutions

Memorandum
3rd Floor, Gateway Mall, Cubao, Quezon City

Memorandum Order No. 21

TO: ALL TEAM LEADERS

Memos may be used to: ALL CUSTOMER SERVICE REPRESENTATIVES

1. Formally document a FROM: MS. EVANGELINE DORIA

verbal message Supervisor

2. Inform, notify, or update SUBJECT: 52 TALK GLOBAL SOLUTIONS CHRISTMAS PARTY

colleagues about certain DATE: NOVEMBER 12, 2013

______________________________________________________________
concerns Good day.
3. Request, remind, or
This is to inform you about the scheduled Christmas Party that will be held at Marikina
recommend Convention Center, Marikina City on December 23, 2013 (Saturday), 6:00 P.M. to 10 P.M.

4. Serve as an introduction
to specific document
With this, I am glad to announce that bringing of immediate family members to the event is
highly encouraged to enjoy and to feel the spirit of Christmas.
Please give the list of names of your invited guests to your Team Leader on or before
November 29, 2013 for reservation.

Thank you and God bless.

WRITING MINUTES
OF THE MEETING
One of the most important components of
a meeting is its minutes. Minutes are a
descriptive report that provides an
official written record of the discussion
done and decision made during
the gathering. In other words, the
minutes of the meeting refer to
the summary of the proceedings
of a meeting.
 Standard
Elements
of Minutes
Introduction
1. Name and address of the
organization
2. Type of meeting (special,
executive, committee, board,
regular, emergency)
3. Call to order: time, date,
and presiding officer/s
4. Attendance (For groups of
under 20 members, list both
the present and absent
members.)
Conclusion
Body
1. Reading, correction, and
1. Announcement
(including the time and
approval of the previous date of the next meeting)
minutes: “I move that the 2. Other matters (new
minutes of meeting dated topics that may need to be
January 16 be approved as covered in future
corrected” meetings)
2. Business arising from the 3. Time of adjustment
previous minutes of 4. Name and signature of
meeting the minutes-taker and the
3. New Business presiding
a. Agenda 1 officer(e.g.Respectfully
b. Agenda 2 submitted by Moran
c. Agenda 3 Homa)
WRITING BUSINESS
LETTERS
When you write business letters,
remember that you are communicating
with people who are busy. They
expect letters to be brief, clear,
and organized.
 ELYSIAN EVENTS SPECIALISTS

Business January 20, 2017

Gateway Mall, Cubao, Quezon City

Letters MR. ERIC YATAL

A business letter is a professional, formal
letter that is sent by one company to
another. These letters can be used for
professional correspondence between
business clients, employees, stakeholders
as well as individuals.
Common types of business letters include:
Cover letters
Business Manager
Tiffany Chairs and Tables Co.
Ermita, Manila City
Dear Mr. Yatal:
Can Tiffany Chairs and Tables Co. provide 1,000 pieces of golden tiffany chairs and
500 pieces golden tiffany tables to be delivered on February 5, 2017?
We need to find a bulk supplier of tiffany chairs and tables for our events company.
Please answer the following questions:
1. Can you provide us with the total number of chairs and tables needed?
2. Can you deliver the products on February 5, 2017?
3. Do you accept credit card or cash only?

Thank you letters We will highly appreciate your immediate response to this letter for we are currently
Complaint letters preparing for our schedule events on February 14, 2017. May we please have your
response by January 25, 2017?ours,
Adjustment letters
Acknowledgment letters Thank you so much.

Inquiry letter Sincerely yours,

Response letter Anthony Herrera
Anthony Herrera
Proprietor
WRITING EMAILS
Also known as an "electronic mail
message" an email message is a text,
typically brief and informal, that is sent or
received over a computer network.

An email message is generally

limited to one idea rather than
addressing several issues.
Sample Email
WRITING COVER
LETTERS
Almost always, applying for a job necessitates
an application letter. An effective
application letter can make a good
impression on a prospective
employer. Consequently, it is
best to write an application
letter that can help you land a job.
 Parts of a
Cover Letter
Introduction
1. State your purpose in
writing the letter.
2. Indicate your source of
information: newspaper,
magazine, the internet,
personal contact.
3. State an eye-catching or
attention-getting statement
about yourself that will make
the reader continue reading
your credentials.
4. Show your enthusiasm to
work with the company.
Body
1. Present your work experience,
academic qualifications, training,
some personal qualities with
specific evidence.
2. Be sure to segregate and
organize your paragraphs. You may
group paragraphs by theme (one
paragraph for work experience nd
one for education) or by function
(management, financial. technical)
3. Tell the prospective employer
the benefits of hiring you. Don’t just
give facts; explain how these facts
will benefit the company.
4. Refer the reader to a specific
part of the résumé that suggests
your strongest credentials for
the position. Place this evidence in
the last part of the body.
Conclusion
1. Indicate your interest for
an interview at a time
most convenient to the
employer. If necessary,
specify the day and time
you are available for an
interview.
2. Indicate how the
interviewer can contact
you.
3. Anticipate a positive
response form the
employer.
4. Say thank you.
 5 WAYS
TO DEVELOP
COMMUNICATION
SKILLS AT WORK

1) GIVE IT TIME
Plan what you want to say and review your
communication to make sure it’s actually doing the job
you need it to. For written communications, especially,
this means: revise, revise, revise. Remember, great
communication might seem effortless, but it rarely is.
2) MAKE IT EASY
Workplace communication almost always has a larger goal.
People are busy. Don’t make them work too hard to understand
what you are saying and what you need them to do. State your
objective and main point from the beginning of a presentation
or written communication so that your audience knows where
you’re going. Then fill in the details.
3) SIMPLIFY
While you don’t want to condescend or “dumb it down,” in
everyday work communications, be mindful of not making
the other party work too hard to understand. Find a clear,
simple phrasing to encapsulate your point. Repeat it at the
beginning, middle, and end, and consider using a simple
visual or metaphor to make your point clear and memorable.
4) SEEK FEEDBACK
Ask a few trusted co-workers and your manager to rate your
communication skills. Start by asking them to rate (i.e., on a
scale of 1-10) your written and spoken communication
separately. Then ask these 3 questions:

What one thing should I start doing to communicate better

with you?
What one thing should I stop doing in my communications
with you?
What one area or skill should I work on to improve how I
communicate in this organization?
 5.) THINK IT THROUGH
There are many communications frameworks, but if you want to improve
your communication skills, start by getting in the habit of thinking through
these 5 questions for any communication you create:

Why are you communicating?

Who is the receiver, audience, or participant?
What is your goal or objective?
What do you want the recipient to do as a result of the communication?
What format will best accomplish your goal?

If you struggle to answer these five questions, you should spend some
additional time thinking about how and why you’re communicating. Then,
test your understanding with co-workers or your manager.
 • Good communication provides purpose
and acommon goal.

• Good communication can prevent

misunderstandings and avoid confusion.
What does good
• Good communication stimulates team
communication building and boosts company culture.
look like?
• Good communication encourages employee
engagement and improves morale.

• Good communication often results in a

more productive and talented workforce.
 • Give clear instructions on tasks and
state what results are expected.
• Encourage open discussion and
feedback exchange.

Tips on how to • Communicate frequently and with

transparency.
have effective • Provide specific and descriptive
communication constructive criticism.
at work: • Schedule regular employee check-ins.
• Use the right tools for your business.
• Organize team building activities.
• Continually work on your
communication development.
HELPFUL
TOOLS TO FOSTER
EFFECTIVE TEAM
COMMUNICATION
EMAIL IS HERE TO STAY
Probably the most common form of workplace
communication is via email.

Well suited for both internal and external communication,

several companies have tried to replace
email with chat. Apps and chatbots have
helped foster communication in sectors
like customer service and sales, but in
other sectors such as press and business
relations, they continue to use email and
scheduled meetings.
PROJECT MANAGEMENT TOOLS ARE
BECOMING COMMON FOR PERSONAL
AND PROFESSIONAL USE.
Many companies and individuals are riding
the wave on the mindset of agile work.
Project management has crossed from
corporate to consumer use with plenty of
software to choose from with unique
features for every need.
 INTEGRATING CHAT
INTO THE WORKFLOW.
It’s no surprise that chat is considered a standard form of
communication.

Plenty of teams have a personal employee chat

software where employees and teams can
communicate and collaborate over anything
work related (or send pictures of their dog!).

Corporate chat apps provide unique features

best suited for the workplace environment.
These tools are preferred by many to keep
personal and professional communication
separate.
MEETINGS GET A MAKEOVER.
Although many employees like to complain about sitting in
meetings that could have easily been emails, meetings are an
indispensable part of work life. And the pandemic has forced
the world to go digital. And with this need, virtual meeting
tools have quickly
become part of the most used software
for business and leisure. Due to the
increasing demand of virtual meeting
tools, developers have been working at full
speed to meet demands for features that
allow teams and individuals to replicate
in-person meetings as best as possible.
STORING EVERYTHING
IN THE CLOUD.
Classic search engines may have us believe that data is pulled
from space, however all our data is actually stored in the Cloud.

Funfact we produce and store significant

amounts of data. And we collectively produce
shy 2.5 quintillion bytes of data every day!
On a normal day, 306.4 billion emails and
500 million Tweets are sent.

Companies with huge data centers ranging

from sizes of football fields to small towns
provide users the ability to store, access
and distribute data via the Internet.
 As you can probably tell, good
communication has an important role in the
workplace. The pandemic has shifted the
way in which we communicate and the role
communication plays in our daily lives.
Who would’ve thought that the entire world
would begin to live a nearly virtual life, with
working from home and online school
become the “new normal”.

Either way, stay safe and use digital tools

to foster effective communication in your
workplace.
Thank
You.