Participate in Workplace Communication

COMPETENCY BASED LEARNING
MATERIALS
Sector: METALS AND ENGINEERING SECTOR
Qualification: SHIELDED METAL ARC WELDING (SMAW) NC II
Unit of Competency: PARTICIPATE IN WORKPLACE COMMUNICATION
Module Title: PARTICIPATING IN WORKPLACE COMMUNICATION
PIONEER PRIVATE ACADEMY INC.

Purok 1, Apo Esquivel, Jaen, Nueva Ecija
HOW TO USE THIS COMPETENCY-BASED LEARNING MODULE
Welcome to the Module PARTICIPATING IN

WORKPLACE COMMUNICATION. This module
contains training materials and activities for you
to complete.
The unit of competency is Participate in Workplace Communication

one of the Basic Competencies which contains the knowledge, skills and
attitudes required for all the programs offered by all TESDA-Institutes in
Region 03.
You are required to go through a series of

learning activities in order to complete each
learning outcome of the module. In each learning
outcome there are Information Sheets, Resource
Sheets and Reference Materials for further reading
to help you better understand the required
activities. Follow these activities on your own and
answer the self-check at the end of each learning
outcome. Get the answer key from your trainer
and check your work honestly. If you have
questions, please don’t hesitate to ask him/her for
assistance.
Recognition of Prior Learning (RPL)
You may already have some or most of the

knowledge and skills covered in this module
because you have:
 Been working in the same industry for some time.
 Already completed training in this area.
If you can demonstrate to your trainer that you

are competent in a particular skill or skills, talk
to him/her about having them formally recognized
so you won’t have to do the same training again.
If you have qualifications or Certificates of
Competency from previous trainings, show them
to your trainer. If the skills you acquired are still
relevant to this module, they may become part of
the evidence you can present for RPL.
Date Develop: Document No.:

January 2024
Issued by:
PARTICIPATE IN WORKPLACE Developed by:
COMMUNICATIION Page 2
PIONEER PRIVATE Revision No.: 1
ACADEMY INC.
A Trainee Record Book (TRB) is given to you to record important
dates, jobs undertaken and other workplace events that will assist you in
providing further details to your trainer/assessor. A Record of
Achievement/Progress Chart is also provided to your trainer to
complete/accomplish once you have completed the module. This will show
your own progress.
DIRECTION FOR USE OF THE CBLM
This module was prepared to help you achieve the required

competency: PARTICIPATE IN WORKPLACE COMMUNICATION. This will
be the source of information for you to acquire the knowledge and skills in
this particular module with minimum supervision or help from your trainer.
With the aid of this material, you will acquire the competency independently
and at your own pace.
Talk to your trainer and agree on how you will both organize the
training of this unit. Read through the module carefully. It is divided into
sections which covers all the skills and knowledge you need to successfully
complete in this module.
Work through all the information sheets and complete the activities
in each section. Do what is asked in the INSTRUCTIONAL SHEETS and
complete the SELF-CHECK. Suggested references are included to
supplement the materials provided in this module.
Most probably, your trainer will also be your supervisor or manager.

He/she is there to support you and show you the correct way to do things.
Ask for help.
Your trainer will tell you about the important things you need to
consider when you are completing activities and it is important that you
listen and take notes.
Talk to more experienced workmates and ask for their guidance.
Use the self-check questions at the end of each section to test your
own progress.
When you are ready, ask your trainer to watch you perform the
activities outlined in the module.
As you work through the activities, ask for written feedback on your
progress. Your trainer gives feedback/pre-assessment reports for this
reason. When you have successfully completed each element or learning

COMMUNICATIION
PIONEER PRIVATE Page 3
Revision No.: 1
ACADEMY INC.
outcome, ask your trainer to mark on the reports that you are ready for
assessment.
When you have completed this module and feel confident that you
have had sufficient practice, your trainer will schedule you for the
institutional assessment. The result of your assessment/evaluation will be
recorded in your COMPETENCY ACHIEVEMENT RECORD.
LISTS OF BASIC COMPETENCIES
Competenc Unit of Competency Module Title Code

y Number
Participate In Participating in
1 Workplace Workplace 400311210
Communication Communication
Work in a Team Working in a Team
2 400311211
Environment Environment
Solve/Address General Solving/Addressing
3
Workplace General Workplace 400311212
Problems Problems
4 Develop Career and Developing Career
400311213
Life Decisions and Life Decisions
5 Contributing to
Contribute to
Workplace 400311214
Workplace Innovation
Innovation
6 Presenting
Present Relevant
Relevant 400311215
Information
Information
Practicing
7 Practicing
Occupational
Occupational Safety
Safety and Health 400311216
and Health Policies
Policies and
and Procedures
Procedures
Exercising Efficient
8 Exercise Efficient and
and Effective
Effective Sustainable
Sustainable 400311217
Practices in the
Practices in the
Workplace
Workplace
Practicing
9 Practice
Entrepreneurial
Entrepreneurial Skills 400311218
Skills in the
in the Workplace
Workplace

January 2024
Issued by: Page 4
COMMUNICATIION
ACADEMY INC.
MODULE CONTENT
MODULES OF INSTRUCTION
UNIT OF COMPETENCY :PARTICIPATE IN WORKPLACE

COMMUNICATION
MODULE TITLE :PARTICIPATING IN WORKPLACE
COMMUNICATION
MODULE DESCRIPTOR : This module covers the knowledge, skills and
attitudes required to gather, interpret and convey
information in response to workplace requirements.
SUGGESTED DURATION : 3 hours
SUMMARY OF LEARNING OUTCOMES:
Upon completion of this module the students/ trainees will be able to:
LO 1. Obtain and convey workplace information

LO 2. Perform duties following workplace instructions
LO 3. Complete relevant work related documents
ASSESSMENT CRITERIA:
1. Specific and relevant information is accessed from appropriate

sources
2. Effective questioning , active listening and speaking skills are used to
gather and convey information
3. Appropriate medium is used to transfer information and ideas
4. Appropriate nonverbal communication is used
5. Appropriate lines of communication with supervisors and colleagues
are identified and followed
6. Defined workplace procedures for the location and storage of
information are used
7. Personal interaction is carried out clearly and concisely
8. Written notices and instructions are read and interpreted in
accordance with organizational guidelines
9. Routine written instruction are followed based on established
procedures
January 2024
PARTICIPATE IN WORKPLACE Developed by: Issued by:

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
10. Feedback is given to workplace supervisor based instructions/
information received
11. Workplace interactions are conducted in a courteous manner
12. Where necessary, clarifications about routine workplace
procedures and matters concerning conditions of employment are
sought and asked from appropriate sources
13. Meetings outcomes are interpreted and implemented
14. Range of forms relating to conditions of employment are
completed accurately and legibly
15. Workplace data is recorded on standard workplace forms and
documents
16. Errors in recording information on forms/ documents are
identified and acted upon
17. Reporting requirements to supervisor are completed according
to organizational guidelines

January 2024
Issued by: Page 6
COMMUNICATIION
ACADEMY INC.
LEARNING OUTCOME 1
OBTAIN AND CONVEY WORKPLACE INFORMATION
CONTENTS:
- Effective verbal and nonverbal communication

- Different modes of communication
- Medium of communication in the workplace
- Organizational policies
- Communication procedures and systems
- Lines of Communication
- Technology relevant to the enterprise and the individual’s work
responsibilities
- Workplace etiquette
1. Specific and relevant information is accessed from appropriate

sources
2. Effective questioning , active listening and speaking skills are used to
gather and convey information
3. Appropriate medium is used to transfer information and ideas
4. Appropriate nonverbal communication is used
5. Appropriate lines of communication with supervisors and colleagues
are identified and followed
6. Defined workplace procedures for the location and storage of
information are used
7. Personal interaction is carried out clearly and concisely
CONDITIONS:
The students/ trainees must be provided with the following:

- Fax machine
- Telephone
- Notebook
- Writing materials
- Computer with Internet Connection
- CBLM: Participating in Workplace Communication
METHODOLOGIES:
- Distance Learning /Modular
January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
- Self-paced Learning
ASSESSMENT METHODS
- Demonstration
- Observation
- Interviews/Questioning
LEARNING EXPERIENCES
LEARNING OUTCOME # 1 OBTAIN AND CONVEY WORKPLACE

INFORMATION
Learning Activities Special Instructions
1. Read information sheet 1.1-1 If you have some problem on the
content of the information sheet
- Effective verbal and nonverbal don’t hesitate to approach your
communication facilitator.
If you feel that you are now
knowledgeable on the content of
the information sheet, you can
now answer self-check provided in
the module
2. Answer self-check 1.1-1 Refer your answer to answer key
1.1-1
If you have some problem on the
3. Read information sheet 1.1-2
don’t hesitate to approach your
modes of communication facilitator.
the module.
1.1-2

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
If you have some problem on the
5. Read information sheet 1.1-3
- Medium of communication in the facilitator.
workplace If you feel that you are now
the module.
1.1-3
7. Read information sheet 1.1-4 If you have some problem on the
facilitator.
the module.
1.1-4
INFORMATION SHEET 1.1-1

January 2024
Issued by:
ACADEMY INC.
EFFECTIVE VERBAL AND NONVERBAL COMMUNICATION
Learning Objectives: After reading this INFORMATION SHEET, you MUST

be able to:
1. Identify the verbal and nonverbal communication.
2. Enumerate the parts of communication.
What is verbal and nonverbal communication?
What is communication?
Communication is simply the act of

transferring information from one place,
person or group to another.
Every communication involves (at least) one

sender, a message and a recipient. This may
sound simple, but communication is actually a
very complex subject.
The transmission of the message from

sender to recipient can be affected by a huge
range of things. These include our emotions, the
cultural situation, the medium used to
communicate, and even our location. The
complexity is why good communication skills are
considered so desirable by employers around the
world: accurate, effective and unambiguous
communication is actually extremely hard.

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Communication - is the sharing of
information between two or more individuals or
groups to reach a common understanding. The
most important part of this definition is that the
information or ideas conveyed must be
understood. To see what this definition means in
practice, consider giving or receiving incomplete
information. With only a partial understanding,
problems will occur.
Good communication is often incorrectly

defined by the communicator as agreement
instead of clarity of understanding. If someone
disagrees with us, we may often assume the
person just did not fully understand our position;
but a person can clearly understand us and
simply not agree. In fact, when a manager
concludes that a lack of communication must
exist because a conflict between two employees
has continued for a long time, a closer look often
reveals that, to the contrary, plenty of effective
communication is going on. Each fully
understands the other's position, but their
communication does not necessarily produce
agreement.
Communication therfore has three parts: the sender, the masseges, and
the recipient.
The sender ‘encodes’ the message, usually

in a mixture of words and non-verbal
communication. It is transmitted in some way (for
example, in speech or writing), and the recipient
‘decodes’ it.

January 2024
Issued by: Page 11
COMMUNICATIION
ACADEMY INC.
Of course, there may be more than one
recipient, and the complexity of communication
means that each one may receive a slightly
different message. Two people may read very
different things into the choice of words and/or
body language. It is also possible that neither of
them will have quite the same understanding as
the sender.
In face-to-face communication, the roles of

the sender and recipient are not distinct. The two
roles will pass back and forwards between two
people talking. Both parties communicate with
each other, even if in very subtle ways such as
through eye-contact (or lack of) and general body
language. In written communication, however, the
sender and recipient are more distinct.
CATEGORIES OF COMMUNICATION
The different categories of communication include:
Spoken or Verbal Communication, which includes face-to-face, telephone,

radio or television and other media.
Non-Verbal Communication, covering body language, gestures, how we

dress or act, where we stand, and even our scent. There are many subtle
ways that we communicate (perhaps even unintentionally) with others. For
example, the tone of voice can give clues to mood or emotional state, whilst
hand signals or gestures can add to a spoken message.

January 2024
Issued by: Page 12
COMMUNICATIION
ACADEMY INC.
Written Communication: which includes letters, e-mails, social media,
books, magazines, the Internet and other media. Until recent times, a
relatively small number of writers and publishers were very powerful when it
came to communicating the written word. Today, we can all write and
publish our ideas online, which has led to an explosion of information and
communication possibilities.
Visualizations: graphs and charts, maps, logos and other visualizations

can all communicate messages.
SELF-CHECK 1.1-1
Identification: Fill in the blank.
1. __________________ it is the sharing of information between two or

more individuals or groups to reach a common understanding.
2. __________________includes letters, e-mails, social media, books,

magazines, the Internet and other media. Until recent times, a
relatively small number of writers and publishers were very powerful
when it came to communicating the written word.
3. __________________ covering body language, gestures, how we dress

or act, where we stand, and even our scent.

January 2024
Issued by:
ACADEMY INC.
4. __________________ includes face-to-face, telephone, radio or
television and other media.
5. __________________ encodes the message.
ANSWER KEY # 1.1-1
1. Communication
2. Written Communication
3. Non-Verbal Communication
4. Spoken or Verbal Communication
5. Sender

January 2024
Issued by:
ACADEMY INC.
INFORMATION SHEET # 1.1-2
DIFFERENT MODES OF COMMUNICATION

be able to:
A. Identify different modes of communication.
What is Mode od Communication?
Modes of communication means interpersonal communication

involving conversational speaking and listening or signed exchanges;
interpretive reading, listening, or viewing; and presentational
communication shown by creating messages for a reader, listener, or viewer
through writing, speaking, or signing.
Why are the modes of communication important?
Help in building soft skills and cordial relationships. They help in

making the entire decision-making process more effective and lesser time-
January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
consuming. With the help of these, conflict management and problem-
solving get easier.
What are the five modes of communication?
Linguistic Mode
The linguistic mode refers to the written or spoken words. The mode
includes word choice, the delivery of written or spoken text, the organization
of words into sentences and paragraphs and the development and coherence
of words and ideas. Linguistic is not always the most important mode; this
depends on the other modes at play in the text, what kind of text it is and
other factors. Linguistic is probably the most widely used mode, because it
can be both read and heard, on both paper or audio. The linguistic mode is
the best way to express details and lists.
Visual Mode
The visual mode refers to the images and characters that people see.
This mode includes color, layout, style, size and perspective. The visual
mode is used in order to instruct, persuade, entertain, represent feelings or
etc. The visual mode also does a good job of expressing details.
Aural Mode
The aural mode is focused on sound including, but not limited to,
music, sound effects, ambient noises, silence, and tone of voice in spoken
language, volume of sound, emphasis and accent. Audiences don’t often pay
attention to all of the sounds around them and how they signal information,
such as feelings, actions and responses. Every aural mode conveys a
message. By pairing the aural mode with different modes, say visual, a more
detailed and creative message will be conveyed.
January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Spatial Mode
The spatial mode is about the physical arrangement, organization
and proximity of the text. One example of this is often a brochure, and how
it is folded and organized. The spatial mode also can also refer to the
navigation bar on a website, and how a user interprets and navigates the
web. The designer is the one who decides upon and designs a webpage
spatially but the consumer is the one who decides how to use that
navigation.
Gestural Mode
The gestural mode refers to the way movement is interpreted. Facial

expressions, hand gestures, body language and interaction between people
are all gestural modes. This has always been important in face-to-face
conversations and in theater, but it has become more apartment on the web
lately with the wide use of YouTube and other video players. The gestural
mode works with linguistic, visual, aural and sometimes even spatial in
order to create more detail and covey it better to the consumer.
Self-Check 1.1-2
Differentiate the 5 modes of communication.

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
SELF CHECK ANSWER KEY 1.1-2
 The linguistic mode refers to the written or spoken words.

 The visual mode refers to the images and characters that people see.
 The aural mode is focused on sound including, but not limited to,
music, sound effects, ambient noises, silence, and tone of voice in
spoken language, volume of sound, emphasis and accent.
 The spatial mode is about the physical arrangement, organization
and proximity of the text.
 The gestural mode refers to the way movement is interpreted.

January 2024
Issued by:
ACADEMY INC.
MEDIUM OF COMMUNICATION IN THE WORKPLACE
be able to:
A. Identify medium of communication in the workplace.
What is mediums in communication?
In the communication process, a medium is a channel or system of

communication—the means by which information (the message) is
transmitted between a speaker or writer (the sender) and an audience (the
receiver).
TYPES OF COMMUNICATION

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
VERBAL
Verbal communication is the use of language to transfer information

through speaking or sign language. It is one of the most common types,
often used during presentations, video conferences and phone calls,
meetings and one-on-one conversations. Verbal communication is important
because it is efficient. It can be helpful to support verbal communication
with both nonverbal and written communication.
Here are a few steps you can take to develop your verbal communication
skills:
 Use a strong, confident speaking voice

 Use active listening
 Avoid filler words.
NONVERBAL
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. Nonverbal communication is helpful when
trying to understand others’ thoughts and feelings.
Here are a few steps you can take to develop your Nonverbal
Communication.
 Notice how your emotions feel physically.

 Be intentional about your nonverbal communications
January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
 Mimic nonverbal communications you find effective.
WRITTEN
Written communication is the act of writing, typing or printing symbols

like letters and numbers to convey information. It is helpful because it
provides a record of information for reference. Writing is commonly used to
share information through books, pamphlets, blogs, letters, memos and
more. Emails and chats are a common form of written communication in the
workplace.
Here are a few steps you can take to develop your written communication
skills.
 Strive for simplicity

 Don’t rely on tone
 Take time to review your written communications
 Keep a file of writing you find effective or enjoyable
VISUAL
Visual communication is the act of using photographs, art, drawings,

sketches, charts and graphs to convey information. Visuals are often used
as an aid during presentations to provide helpful context alongside written
and/or verbal communication. Because people have different learning styles,
visual communication might be more helpful for some to consume ideas and
information.
Here are a few steps you can take to develop your visual communication
skills:
 Ask others before including visuals

 Consider your audience

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Self-Check 1.1-3
1. Explain the 4 types of communication and its uses.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
ANSWER KEY 2.1-3
 Verbal communication is the use of language to transfer information

through speaking or sign language. It is one of the most common
types, often used during presentations, video conferences and phone
calls, meetings and one-on-one conversations.
 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.
 Written communication is the act of writing, typing or printing
symbols like letters and numbers to convey information. Writing is
commonly used to share information through books, pamphlets,
blogs, letters, memos and more.
 Visual communication is the act of using photographs, art,
drawings, sketches, charts and graphs to convey information. Visuals
are often used as an aid during presentations to provide helpful
context alongside written and/or verbal communication.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
INFORMATION SHEET #1.1-4
ORGANIZATIONAL POLICIES
be able to:
A. Identify organizational policies.
What are Policies and Procedures?
A policy is a set of general guidelines that outline the organization’s plan for
tackling an issue. Policies communicate the connection between the
organization’s vision and values and its day-to-day operations.
A procedure explains a specific action plan for carrying out a policy.

Procedures tells employees how to deal with a situation and when.
Using policies and procedures together gives employees a well-rounded view

of their workplace. They know the type of culture that the organization is
striving for, what behavior is expected of them and how to achieve both of
these.
What is organizational policies?

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Organizational policies are rules and regulations employees must
follow to keep business running smoothly. Some are intended to provide
guidance and be helpful to employees. Others aim to protect the business
from legal risk and warn employees not to do certain things.
Why are policies important to organizations?

Policies provide guidance, consistency, accountability, efficiency, and
clarity on how an organization operates
How to Develop Policies and Procedures in the Workplace
 set out the aim of the policy

 explain why the policy was developed
 list who the policy applies to
 set out what is acceptable or unacceptable behavior
 set out the consequences of not complying with the policy
 provide a date when the policy was developed or updated”
Types of Policies and Procedures Every Workplace Needs
Organizations need policies and procedures for a wide range of HR

topics. Below are some of the subjects you should consider creating
guidelines for.
Policies and Procedures for Attendance

Absenteeism costs wages for the employee who doesn’t show up,
wages for a replacement worker, and delays and disruptions to the whole
organization. That’s why you need to write (and consistently apply)
attendance policies.
These documents can include guidelines on tardiness, vacation time,
sick leave, appointments and paid volunteer hours. You can also include the

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
amount of notice required before booking time off. Take your corporate
culture into consideration when developing these rules.
Policies and Procedures for Employee Conduct
This is a broad topic and may require multiple, separate policies.
Including guidelines on drugs and alcohol use, smoking, performance
management and discipline helps employees know what is and is not
acceptable behavior at work.
Policies and Procedures for Use of Company Property

The number of ways employees can misuse company property is
never-ending. “Renting out the company’s equipment to third parties,
intentionally producing scrap product that is actually being sold by the
employee, taking vehicles for recreation, hosting their own websites on
company servers, even directing other employees to perform tasks
that unknowingly benefit the ghost business” are just a few examples of
risks your organization could face, according to ASG Investigations.
Employees have to use company property in order to do their jobs.
Depending on your industry, this could include electronics, medical
equipment, vehicles, tools and uniforms. Include guidelines on how to care
for company property, as well as how much (if any) and what types of
personal use are permitted using company property.
Policies and Procedures for Harassment and Discrimination

Did you know that the average harassment lawsuit costs the employer
$250,000 to defend? With rules in place, you can prevent these incidents
and protect both your company and your employees.
Harassment and discrimination affect the entire workplace culture.
Keep employees safe and treat them fairly by developing policies and
procedures that prohibit behaviors such as:
 sexual harassment
 bullying
 verbal and physical harassment
 stalking
 hiring discrimination
 workplace discrimination
Include information on how to report harassment and discrimination and

explain that the company will not retaliate for reporting.
Policies and Procedures for Internet and Social Media Use

Make employees aware that any internet use at work is not private.
Urge employees to limit personal internet use and ensure everything they do
online in the workplace is legal, ethical and appropriate (and explain what
January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
these mean). Add guidelines about what is and is not appropriate to post on
social media regarding your organization as well.
Policies and Procedures for Health and Safety
In 2020, OSHA awarded workers $30.1 million in settlements, nearly
double the total from the year before. Without strong health and safety
policies that are actually enforced, your employees and your organization
are at risk.
Protecting employees’ safety and well-being should be every
organization’s top priority. When writing your health and safety policies,
include information about how to deal with illness or injury at work,
equipment safety guidelines and how to report a health or safety concern.
Also include procedures to follow in the event of a fire or natural disaster.
Policies and Procedures for Expenses
If your employees travel or purchase things for work, having an
expense reimbursement policy in place is essential. Explain what types of
expenses are acceptable for reimbursement (airfare class, transportation,
meals, etc.). Include procedures on how to submit a reimbursement claim.
Policies and Procedures for Remote Work
With a desire for more flexibility in location and hours, as well as the
COVID-19 pandemic, many companies and employees are choosing to work
remotely at least some of the time. If you allow employees to work from
home, you need two main policies to ensure the set-up is safe and runs
smoothly.
First, a general remote work policy should describe who can work
remotely and how often. What hours do remote workers need to be
available? What communication standards must they meet? Will you provide
necessary work equipment or reimburse employees for their purchases?

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Self-Check 1.1.4
A. List down the types of Policies and Procedures every workplace needs.
B. Give examples on how to Develop Policies and Procedures in the

Workplace?

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Answer Key 1.1.4
A.
1. Policies and Procedures for Attendance
2. Policies and Procedures for Employee Conduct
3. Policies and Procedures for Use of Company Property
4. Policies and Procedures for Harassment and Discrimination
5. Policies and Procedures for Internet and Social Media Use
6. Policies and Procedures for Health and Safety
7. Policies and Procedures for Expenses
8. Policies and Procedures for Remote Work
B.
1. Set out the aim of the policy
2. Explain why the policy was developed
3. List who the policy applies to
4. Set out what is acceptable or unacceptable behavior
5. Set out the consequences of not complying with the policy
6. Provide a date when the policy was developed or updated”

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
LEARNING OUTCOME 2
PERFORM DUTIES FOLLOWING WORKPLACE INSTRUCTIONS
CONTENTS:
- Effective verbal and nonverbal communication
- Medium of communication in the workplace
responsibilities
- Effective questioning techniques ( clarifying and probing)
1. Written notices and instructions are read and interpreted in accordance

with organizational guidelines
2. Routine written instruction are followed based on established procedures
3.Feedback is given to workplace supervisor based instructions/ information
received
4. Workplace interactions are conducted in a courteous manner
5. Where necessary, clarifications about routine workplace procedures and
matters concerning conditions of employment are sought and asked from
appropriate sources
6. Meetings outcomes are interpreted and implemented
CONDITIONS:
- Fax machine
January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
- Telephone
- Notebook
- Writing materials
- Computer with Internet connection
METHODOLOGIES:
- Distance Learning Modular
ASSESSMENT METHODS:
- Demonstration
- Observation
- Interviews/ questioning
LEARNING OUTCOME # 2 PERFORM DUTIES FOLLOWING
WORKPLACE INSTRUCTIONS
1.Read information sheet 1.2- If you have some problem on the
1 content of the information sheets don’t
hesitate to approach your facilitator.
- Communication
procedures and systems If you feel that you are now
knowledgeable on the content of the
information sheets, you can now
answer self-check provided in the
module.
2.Answer self-check # 1.2-1 Refer your answer to answer key1.2-1.
3 .Read information sheet 1.2- If you have some problem on the
module.
4. Answer self-check 1.2-2 Refer your answer to answer key1.2-2
- Technology relevant to the
enterprise and the If you feel that you are now
individual’s work knowledgeable on the content of the
responsibilities information sheets, you can now
module.

January 2024
Issued by: Page 31
COMMUNICATIION
ACADEMY INC.

- Effective questioning
techniques ( clarifying If you feel that you are now
and probing) knowledgeable on the content of the
module.
module.
COMMUNICATION PROCEDURES AND SYSTEMS

Learning Objectives: After reading this INFORMATION SHEET, you
MUST be able to:
A. Elaborate communication procedures and systems
COMMUNICATION PROCEDURES AND SYSTEMS
Communication systems are the various processes, both formal and

informal, by which information is passed between the managers and
employees within a business, or between the business itself and outsiders.
Communication Procedure
The communication process is made up of four key components.
Those components include encoding, medium of transmission, decoding,
and feedback. There are also two other factors in the process, and those two
factors are present in the form of the sender and the receiver.
What are the types of communication systems?

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
1. Parallel wire communication - Parallel wire communication is a method of
sending several data signals simultaneously over a transmission link at one
time
2. Twisted wire communication - Twisted pair cabling is a type of wiring in
which two conductors of a single circuit are twisted together for the
purposes of improving electromagnetic compatibility.
3. Coaxial cable communication - Coaxial cable is a type of cable that has
an inner conductor surrounded by an insulating layer, surrounded by a
conductive shielding.
4. Optical fibre communication - Fiber optics (optical fibers) are long, thin
strands of very pure glass about the size of a human hair
What is the purpose of a communication procedure?

The overall goal of the communication process is to present an individual or
party with information and have them understand it.
What is communication process with example?

The receiver will process the message according to the communication
channel the sender uses. For example, the sender could deliver the message
by speaking to the receiver face-to-face. For more formal messages, the
sender may present the message during a board meeting instead.

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Self-Check 1.2-1
Definition. Define the four types of communication system.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
SELF CHECK ANSWER KEY 1.2-1
1. Parallel wire communication - Parallel wire communication is a method of

sending several data signals simultaneously over a transmission link at one
time
2. Twisted wire communication - Twisted pair cabling is a type of wiring in
which two conductors of a single circuit are twisted together for the
purposes of improving electromagnetic compatibility.
3. Coaxial cable communication - Coaxial cable is a type of cable that has
an inner conductor surrounded by an insulating layer, surrounded by a
conductive shielding.
4. Optical fibre communication - Fiber optics (optical fibers) are long, thin
strands of very pure glass about the size of a human hair

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
LINES OF COMMUNICATION
MUST be able to:
A. Identify the lines of communication.
LINES OF COMMUNICATION
A line of communication (or communications) is the route that
connects an operating military unit with its supply base. Supplies and
reinforcements are transported along the line of communication. Therefore,
a secure and open line of communication is vital for any military force to
continue to operate effectively.
What are lines of communication?
Establish and manage the various lines of communication within a
business early on so that all workers and managers understand who they
should contact.
What are clear lines of communication?
Lines of communication are the routes used to communicate by
people or groups who are in conflict; a government might open lines of
communication with terrorists if it wished to negotiate with them. "There
needs to be a clear line of communication that reaches out to all of the
diaspora
What Are the Lines of Communication in a Business?
Owner to Manager
The lines of communication must stay open between company

owners and management. It’s rare that an owner speaks directly with
employees or other contacts at the business, as a rule of order, when he
has managers to do this form him. The company owner provides direction
for how to manage the company as well as updates and news he wants to
give employees through managers.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Manager to Employee
The lines of communication between managers and employees is

crucial to the day-to-day operation of the company. Managers must
delegate specific duties to workers and answer questions about work
projects. A manager commonly communicates through regular meetings
with her entire department. She may also schedule yearly employee review
sessions with individual workers to discuss performance and productivity.
The relationship between a manager and employee requires

reciprocal communication – if an employee has questions, he must ask his
direct manager or supervisor to respect the chain of command.
Employee or Manager to Business Contacts
An owner might also have to establish rules of communication for his

employees or managers and outside business contacts. For instance,
employees of a manufacturing company may have to communicate directly
with representatives of companies that supply raw materials to submit
orders or request information. An investor may want to speak to the
company’s management team. As venture capitalist Brad Feld states, “It's
hard enough getting a business up and running; having forced barriers to
communication between the key leaders and influencers of the company
just makes it more difficult.”
At the same time, if the owner or manager allows too many individual
employees to contact an outside contact, it could cause confusion. For this
reason, managers assign specific employees, such as purchasing agents or
business liaisons, to communicate with outside business contacts.
Communication with Customers
Possibly the most important line of communication at a business is

between the employees of a business and its customers. It’s not uncommon
for any level employee, including the business owner, to make direct
contact with a client. However, in some cases, certain employees are not
authorized to speak to clients or customers for the same reason they
cannot speak with service providers and business contacts – the potential
for confusion.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Self-Check 1.2-2
Rearrange the following Lines of Communications by its correct order.
Employee or Manager to Business
Manager to Employee
Contacts
Communication with Customers

Owner to Manager
1.
2.
3.
4.

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
ANSWER KEY 1.2-2
1. Owner to Manager
2. Manager to Employee
3. Employee or Manager to Business Contacts
4. Communication with Customers

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
TECHNOLOGY RELEVANT TO THE ENTERPRISE AND THE

INDIVIDUAL’S WORK RESPONSIBILITIES

MUST be able to:
A. Identify the role of technology in the enterprise.
Technology helps in keeping the business fully organized. Systems like

Project Management Software helps in building, delegating, reviewing, and
assessing a task. Employers and managers can easily supervise workplace
activities that help in keeping everything on track.
The role of technology in the enterprise
It provided a faster, more convenient, and more efficient way of
performing business transactions. Some of actions of technology in business
include accounting systems, management information systems, point of
sales systems, and other simpler or more complicated tools. Even the
calculator is a product of technology.
What benefits does technology can provide to enterprise or business?
Technology can be used to protect financial data, confidential
executive decisions and other proprietary information that leads to
competitive advantages. Simply put, technology helps businesses keep their
ideas away from their competition.
Self-Check 2.2-3
BONUS
ANSWER KEY 1.2-3

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
EFFECTIVE QUESTIONING TECHNIQUES ( CLARIFYING AND PROBING)

MUST be able to:
A. Identify effective questioning techniques.
Clarifying questions are basic questions about facts that clear up an

issue. It provides background that can lead to a probing question. Probing
questions assist the participant to dig deeper into the problem.
What is the questioning probing technique?

Asking probing questions is another strategy for finding out more
detail. Sometimes it's as simple as asking your respondent for an example,
to help you understand a statement that they have made.
What are the 5 questioning techniques?

 #1 Open-ended versus closed-ended questioning.
 #2 Funnel questioning.
 #3 Asking probing questions.
 #4 Asking leading questions.
 #5 Asking rhetorical questions.
#1 Open-ended versus closed-ended questioning
Open-ended questions typically elicit more information, while closed-

ended questions can be answered with one word or phrase. For instance,
“Tell me what happened that night” is an open-ended question that might
lead to your gathering plentiful information from the interviewee, whereas
“where was the party” is a closed-ended question that can be answered
directly with the address of the event, with no other detail.
Use open-ended questions when you want to initiate a conversation,

find out more information about a situation, or explore the interviewee’s
opinions more deeply. Use closed-ended questions to find out or confirm
very specific details (e.g. the location example above), or to validate your
understanding of a situation (e.g. “based on our conversation, my
understanding is that we want to move forward with the proposal. Is that
right?”).

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
#2 Funnel questioning
Funnel questioning involves an intentional sequence of inquiry that

typically consists of a long line of closed-ended questions, which, when
answered, can allow for more open-ended questions later on. For instance, if
you wanted to learn about a car accident your client was involved in, you
might choose to use a line of questioning similar to the one below:
Q: About how many other people were in the car with you?
A: Just two of us.
Q: Who was in the car with you?
A: My brother, John.
Q: Where were you driving to?
A: Our mom’s house, in Walnut Creek.
Q: What time of day was it?
A: Mid-morning, about 11 a.m.
Q: Tell me what happened when your car was hit?
A: [Open-ended answer.]
The funnel questioning technique is useful in gathering very specific

information about the past (using closed-ended questions), which allows for
a clear establishment of facts about a situation, or scene-setting. Once the
facts have become clear, the interviewer can then begin to ask effective
open-ended question that enable more exploration of opinions or issues.
#3 Asking probing questions

Probing is a technique that involves asking for more information about
a previous statement. For example, if you needed something from a direct
report who told you the information wasn’t accessible, you could ask, “what,
exactly, makes the information difficult to access?”
Probing questions are useful if you need more information to clarify a
situation, or if you need to sort out an issue by uncovering layers of details,
opinions, or feelings.
#4 Asking leading questions

Leading questions are typically closed-ended lines of inquiry that
result in the interviewer upholding the interviewee’s opinion. For instance,
“when’s the soonest you can get me the report today?” already assumes the
report can be ready today, leaving it more difficult for the interviewee to
suggest an alternative timeline.
Leading questions can be useful to persuade one or more interviewees

to a specific point of view or course of action. Of course, leading questions
are not allowed during direct examination, but are permitted during
depositions. Outside of trial and deposition contexts, using this technique to
influence business decisions may not be ethical, and can harm relationships
in the long run.
#5 Asking rhetorical questions

The purpose of rhetorical questions is not to elicit answers, but
rather, to express key ideas or opinions in an engaging way.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
For instance, if you were addressing a jury, saying “isn’t it true that the key
witness in this case stated that he was only 70% certain of what he saw?”
may be more effective than the statement “recall that the key witness in this
case stated that he was only 70% certain of what he saw.” This
article provides some other examples of how rhetorical questions can be
useful persuasion tools when addressing juries.
Rhetorical questions are useful for persuading a listener by drawing them
in, rather than simply telling or stating an opinion as fact, with no
opportunity for engagement.
The takeaway? Questioning techniques can be useful in a range of

applications, including but not limited to work situations. In the context of
clients, these skills are important for learning about the details of the case,
confirming information, and avoiding misunderstandings. In the office, they
can be useful for the same reasons, as well as possibly managing direct
reports, or mediating conflicts.
In any application, thoughtfully asking questions can be an opportunity to
strengthen relationships, which can go a long way in helping your business
to flourish.
Different types of probing questions can include:

 Clarification questions, which help eliminate misunderstandings.
 Example questions, which ask for a specific example to get a better
picture.
 Evaluation questions, which help when assessment is needed by asking
'how.
Effective Questioning Techniques

 Prepare your students for extensive questioning
 Use both pre-planned and emerging questions
 Use a wide variety of questions
 Avoid the use of rhetorical questions
 State questions with precision
 Pose whole-group questions unless seeking clarification
 Use appropriate wait time

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
ANSWER KEY 1.2-4
1. Prepare your students for extensive questioning

2. Use both pre-planned and emerging questions
3. Use a wide variety of questions
4. Avoid the use of rhetorical questions
5. State questions with precision
6. Pose whole-group questions unless seeking clarification
7. Use appropriate wait time

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
WORKPLACE ETIQUETTE
MUST be able to:
A. Identify workplace etiquette.
WORKPLACE ETIQUETTE
Work etiquette is a code that governs the expectations of social
behavior in a workplace. This code is put in place to "respect and protect
time, people, and processes." There is no universal agreement about a
standard work etiquette, which may vary from one environment to another.
What is workplace etiquette?

 Stand straight, make eye contact, turn towards people when they are
speaking, and genuinely smile at people.
 Follow your office dress code, perhaps dressing a step above the norm for
your office.
 Your briefcase or bag and the things you carry in them say something
about you.
The 5 Types of Business Etiquette

 Workplace etiquette.
 Table manners and meal etiquette.
 Professionalism.
 Communication etiquette.
 Meetings etiquette
The 5 Types of Business Etiquette

January 2024
Issued by:
ACADEMY INC.
Workplace Etiquette
These rules deal with your behavior at the office. Culture and
expectations differ from company to company, so what's rude at one
workplace may be normal at another.
For instance, HubSpot is dog-friendly, so my coworkers frequently

bring their pups in with them. At a traditional office, showing up with Rover
would probably annoy your colleagues -- and may even get you in hot water
with upper management.
Figure out what's acceptable and what's not by reading your company
handbook, paying attention to how the executives behave (and following
suit), and sticking by the standard rules (such as "Don't heat up excessively
smelly foods in the break room.")
Table Manners and Meal Etiquette
There's far more to dinner and meal etiquette than knowing which
fork to use. Luckily, once you've memorized these rules, you'll be well-
equipped for any eating situation.
I can't even begin to cover them here -- you should read a book on meal
etiquette or watch some videos for a full briefer -- but every professional
should know the following:
 Put your napkin in your lap when you sit down
 Order items in a similar price range to your dining companions
 Don't start eating until everyone has received their food
 Pass condiments and dishes from left to right rather than reaching across
the table
 Chew with your mouth closed
 Don't snap your fingers at your server
 After the meal is over, partially fold your napkin and put it to the left of your
plate

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Professionalism
Being professional means contributing to a pleasant, productive, and

inclusive work environment. Professionalism includes an entire range of
behaviors; however, here are the most standard:
 Keeping your word: When you make a commitment -- whether it's big or
small -- keep it. If you know that will be impossible, give the other person as
much notice as possible.
 Being punctual: Show up on time (or early).
 Remaining calm: Even in heated situations, do your best to stay cool.
 Acting flexible: Sometimes you'll have to stay late, show up early, change
plans, move meetings, and more to make things work. Unless this is
happening all the time, accommodate these changes without raising a stink.
 Using diplomacy: There will be people you don't like -- prospects, coworkers,
or both. Be kind and amiable anyway.
 Accepting constructive criticism: Throughout your career, others will offer

feedback. If you're closed off to it, you'll not only harm your professional
rapport, you'll also lose valuable opportunities to improve.
Communication Etiquette
A large majority of our relationships hinge on good communication.

Not sure what that entails? Let's break communication etiquette down
into three categories:
Phone Etiquette
 Don't speak too loudly or too softly. If you're worried about your volume,
ask, "How am I coming across? Do you need me to talk more or less quietly?"
 Never interact with your phone while you're with someone else. Keep it
stashed in your pocket or bag at all times.
 If you're on a conference call and you're not speaking, mute yourself so the
others aren't distracted by the outside noise.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Email Etiquette
 Aim to answer internal emails within one day and external emails within
three days.
 Avoid overusing exclamation marks and smiley faces.
 Default to "Reply" over "Reply All."
 Check with each party before you make an introduction.
In-Person Etiquette
 Steer clear of complimenting someone's appearance, since this can make

people feel uncomfortable.
 Maintain eye contact 60% to 70% of the time.
 Match their speaking volume.
 Show interest in what they're saying.
5. Meetings Etiquette
Meetings are an important aspect of business communication that

allow teams to share ideas, discuss strategy, and get on the same page
about projects and priorities. Below are some strategies for maintaining
proper meeting etiquette, whether you're meeting in-person or virtually:
 Send a meeting agenda around when you invite people to attend so they can
prepare for the discussion in advance.
 Be mindful of time zones and the daily schedules of the people you're
inviting when setting a time so nobody has to attend a meeting too early or
too late in the day.
 Set up lunch or ask people to bring lunch if your meeting is scheduled

during a typical lunch hour.
 Introduce new team members or first-time meeting attendees to the larger

group.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
In-Person Meetings Etiquette
 Give attendees up to five minutes to settle in before diving into the agenda.
 Follow or set a clear agenda so people have time to think about

contributions and ideas before presenting.
 Call on everyone who wants to participate in the discussion, or go around in

a circle so everyone can speak.
 Don't speak too loudly so as not to disturb people working around you.
Virtual Meetings Etiquette
 Look at the camera -- not your own face or theirs -- so you seem like you're
making eye contact.
 Shut the door and make sure you're not interrupted by your pets, children,
roommates, significant other, etc.
 Before your meeting, check the area in camera range for inappropriate or
overly personal items.
 If you're the meeting facilitator, make sure all participants have the chance
to speak or present ideas, even if they're tuning in remotely.
Self-Check 2.2-5
Enumeration: List down 5 Types of Business Etiquette

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
ANSWER KEY 1.2-5
1. Workplace etiquette.
2. Table manners and meal etiquette.
3. Professionalism.
January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
4. Communication etiquette.
5. Meetings etiquette
LEARNING OUTCOME 3
COMPLETE RELEVANT WORK RELATED DOCUMENTS
CONTENTS:
- Effective verbal and non-verbal communication
- Workplace forms and documents
January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
- Organizational/ Workplace policies
responsibilities
1. Range of forms relating to conditions of employment are completed

accurately and legibly
2. Workplace data is recorded on standard workplace forms and
documents
3. Errors in recording information on forms/ documents are identified
and acted upon
4. Reporting requirements to supervisor are completed according to
organizational guidelines
CONDITIONS:
- Fax machine
- Telephone
- Notebook
- Writing materials
- Computer with Internet connection
METHODOLOGIES:
- Distance Learning Modular
ASSESSMENT METHODS:
- Demonstration
- Observation
- Interviews/ questioning
LEARNING OUTCOME # 3 COMPLETE RELEVANT WORK RELATED
DOCUMENTS

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
1.Read information sheet 1.3-1 If you have some problem on the
content of the information sheets
- Workplace forms and don’t hesitate to approach your
documents facilitator.
the information sheets, you can
the module.
2.Answer self-check # 1.3-1 Refer your answer to answer
key1.3-1.

WORKPLACE FORMS AND DOCUMENTS

MUST be able to:

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
A. Identify workplace forms and documents.
WORKPLACE FORMS AND DOCUMENTS

The Workplace Documents assessment measures skills that
individuals use when they read real workplace documents and use that
information to make job-related decisions and solve problems. The
documents include messages, emails, letters, directions, signs, bulletins,
policies, websites, contracts, and regulations.
What are types of workplace documents?
These are email, memos, letters, fax cover sheets, and short report
Preparing a Workplace Document
When you sit down to write a document at work, you’ll need to

consider who the audience is and what the purpose of your message is (to
inform, persuade, or entertain). With that information you can decide which
document type (channel) to use.
A good approach is to outline the document first, marking out where

each element belongs. For example, if you have chosen to write a letter, you
might first identify the location of each address, the date, the salutation, the
signature, and so on. This will help you to create the structure of your
document and make the writing process (and, further, the editing process)
much easier.
When you are writing a workplace document, you will choose whether
to approach your topic directly or indirectly. A direct message gets to the
point immediately within the document, whereas an indirect message
sandwiches the key point (often bad news) between other information
(positive or neutral detail) so as to “soften the blow” of an undesirable
communication.

January 2024
Issued by:
ACADEMY INC.
Email
Electronic mail, usually called email, is probably familiar to you. It

may be used similarly to text messaging or synchronous chat, or as a
quicker way to receive and send information that would traditionally be
written in a letter. It can be delivered to a mobile device. In business, it has
largely replaced printed letters for external (outside the company)
correspondence, as well as taking the place of memos for internal (within the
company) communication (Guffey, 2008). Email is best for fairly brief
messages.
Many businesses use automated emails to acknowledge

communications from the public or to remind people that reports or
payments are due. Your job might require you to populate a form email in
which standard paragraphs are used, but you choose from a selection of
sentences to make the wording suitable for a particular scenario, for
example.
Emails are often informal when used for personal communication, but
business communication requires attention to detail, awareness that your
email reflects you and your company, and a professional tone so that it may
be forwarded to any third-party if needed. Email often serves to exchange
information within organizations. Although email may feel informal,
remember that when used for business, it needs to convey professionalism
and respect. Never write or send anything that you wouldn’t want read in
public or in front of your company president.
Memos
A memo (or memorandum, meaning “reminder”) is normally used for

communicating policies, procedures, or related official business within an
organization. It is often written from a one-to-all perspective, broadcasting a
message to an audience, rather than a one-on-one, interpersonal
communication. It may be used to update a team on activities for a given
project or to inform a specific group within a company of an event, action, or
observance.
Business Letters
Letters are brief messages sent to recipients that are usually outside
the organization. They are often printed on letterhead and usually take up
one or two pages.
While email may be used more frequently today, the business letter
remains a common form of written communication. It can serve to introduce
you to a potential employer, announce a product or service, or even to
communicate emotions. We’ll examine the basic outline of a letter and then
focus on specific types.

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
Your organization may have its own letter format, but this chapter
outlines common elements across business letters. There are many types of
letters, and we’ll look at two primary purposes—good news and bad news—
in this chapter. We’ll first discuss the elements of a block-style letter.
Letters may serve to introduce your skills and qualifications to

prospective employers, deliver important or specific information, or serve as
documentation of an event or decision. They may deliver information with a
positive, negative, or neutral tone. Regardless of the type of letter you need
to write, it can contain up to 16 elements in five areas. While you may not
use all the elements in every case, they are listed in the following table.
Fax Cover Sheet
You might think that email has surely replaced fax by now, but that
isn’t the case in the business world, at least not yet! You’ll notice that faxes
are still commonplace when a signature is needed, or when a legally binding
document (a contract, for example) is being transmitted. Some industries
(such as medical and legal) still rely on faxes because their transmission
cannot be intercepted. When confidentiality is important, a fax may be your
go-to document format.
Your organization may have a fax cover sheet template that all
employees use, so look for this before you send your first fax, as it will make
the process much quicker. In general, fax cover sheets usually have some or
all of the following contents:
 Company name or logo

 Date
 Name and fax number of receiver
 Name, fax, and phone number of sender
 Number of pages
 Subject*
 Message*
 Confidentiality Notice
Short Report
Reports are designed to record and convey information to the reader

and can be used both internally and externally. Reports serve to document
new information for specific audiences, goals, or functions. The type of
report is often identified by its primary purpose, as in an accident report, a
laboratory report, or a sales report. Reports are often analytical or involve
the rational analysis of information. Sometimes they report the facts with no
analysis at all. Other reports summarize past events, present current data,
and forecast future trends. This section will introduce you to the basics of
report writing
10 Must-Have Forms for Your Workplace

January 2024

COMMUNICATIION
Revision No.: 1
ACADEMY INC.
#1: Pre-employment forms
Many employers use application forms, candidate evaluation forms,

and checklists to help identify qualified candidates during the pre-hire
process. It's important to review these forms regularly to ensure that they
comply with applicable laws. For instance, several state and local
jurisdictions have prohibited employers from asking about pay history and
certain other information on application forms.
#2: Required new hire forms
Employees must complete paperwork at the time of hire, including a

Form W-4 and a Form I-9, and employers must provide certain notices to
new hires. For instance, under the Affordable Care Act (ACA), employers
must provide a Notice of Coverage Options to all new hires within 14 days of
their start date. Many states and local jurisdictions also require that
employers provide specific notices to employees at the time of hire. For
example, California requires employers to provide new hires with notices
related to state disability insurance, paid family leave, workers'
compensation, and other employment-related protections. Provide new hire
notices in accordance with your state and local requirements.
#3: Receipt of company property
If you provide employees with equipment, tools, or other company

property, use this form to document what was provided to the employee.
This can help ensure that all property is returned and accounted for at the
time of separation.
#4: Handbook acknowledgments
After providing new hires with a copy of your employee handbook, ask
them to sign a form acknowledging that they have received and are
responsible for complying with all company policies. Make sure you give
employees enough time to read and ask questions about the handbook
before they are required to sign the acknowledgment form. Obtain signed
acknowledgments when you first issue the handbook, at the time of hire for
new employees, and whenever you make changes to the handbook.
#5: Leave of absence
When possible, ask employees to submit requests for time off or other
types of leave in writing. Where leave is required under law, the government
agency responsible for enforcement may provide sample forms. For instance,
the Department of Labor provides sample forms for leave requests covered
by the Family and Medical Leave Act (FMLA). In response to COVID-19
pandemic, lawmakers and agencies have approved new leave requirements
for employees impacted by COVID-19. Be sure that your leave-request forms
have kept pace. For instance, the Families First Coronavirus Response Act
(FFCRA) temporarily entitles employees to emergency paid sick leave and
public health emergency/expanded FMLA leave. For the purposes of tax
January 2024
Issued by:
ACADEMY INC.
credits associated with FFCRA leave, employers must obtain and retain
certain documentation.
#6: COVID-19 notices
In addition to considering new leave requirements, employers should

evaluate whether they need additional forms and notices to address COVID-
19. For instance, state or local orders may require employers to provide a
notice to employees about safety protocols that are implemented to prevent
the spread of COVID-19, such as social-distancing and face-covering
requirements. These notices may need to be provided to employees and/or
posted in the workplace. Additionally, if you're conducting COVID-19
screening on employees before they enter the workplace, you may be
required to obtain authorization from employees first. Depending on your
circumstances, you may also consider daily health attestations, a notice of
potential exposure to COVID-19, or a notice of recall after a furlough.
#7: Reasonable accommodation requests
Under certain laws, such as the Americans with Disabilities Act and
Title VII of the Civil Rights Act, employers must provide reasonable
accommodations to qualified applicants and employees with a disability, or
sincerely held religious beliefs and practices, unless doing so would cause
an undue hardship on the business. Some states have similar requirements
that apply to smaller employers, and some states have laws that require
accommodations in additional circumstances, such as when an employee
has a pregnancy-related condition. While employees aren't required to make
these requests in writing (or even use the term "reasonable
accommodation"), make sure you thoroughly document the request, any
follow-up discussions, and the resulting accommodation, if any.
#8: Performance and discipline
Document all performance and disciplinary events, whether positive or

negative. This includes annual performance reviews, rewards and
recognitions, promotions, and disciplinary action, including written and oral
warnings and performance improvement plans.
#9: Business expenses
If employees travel for work, or incur other business-related expenses,

have them maintain an expense log and submit reimbursement requests in
writing. With more employees continuing to work remotely, you may want to
review your reimbursement policy to make sure it accounts for any
additional expenses that employees may incur.
#10: Termination forms

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
The termination process is a delicate one for employers. Not only is
there the human factor that makes it difficult to let someone go, but it also
comes with risk of complaints and lawsuits. Consider using a checklist to
help manage the process and ensure that you follow all appropriate steps,
including documenting the reason for separation, complying with final pay
requirements, providing the employee with benefits information, furnishing
state-required required separation notices and forms, and ensuring the
return of company property.
Self-Check 1.3-1
Comparison. Compare the 5 type of workplace documents and its functions.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
ANSWER KEY 1.3-1
 Electronic mail, usually called email, is probably familiar to you.

 Memos (or memorandum, meaning “reminder”) is normally used for
communicating policies, procedures, or related official business within
an organization.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.
 Business Letters are brief messages sent to recipients that are
usually outside the organization.
 Fax Cover Sheet are still commonplace when a signature is needed,
or when a legally binding document (a contract, for example) is being
transmitted.
 Short Reports are designed to record and convey information to the
reader and can be used both internally and externally.

January 2024
COMMUNICATIION
Revision No.: 1
ACADEMY INC.

Participate in Workplace Communication

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Participate in Workplace Communication

Uploaded by

Copyright:

Available Formats

COMPETENCY BASED LEARNING

Sector: METALS AND ENGINEERING SECTOR

Qualification: SHIELDED METAL ARC WELDING (SMAW) NC II

Unit of Competency: PARTICIPATE IN WORKPLACE COMMUNICATION

Module Title: PARTICIPATING IN WORKPLACE COMMUNICATION

PIONEER PRIVATE ACADEMY INC.

Welcome to the Module PARTICIPATING IN

The unit of competency is Participate in Workplace Communication

You are required to go through a series of

Recognition of Prior Learning (RPL)

You may already have some or most of the

If you can demonstrate to your trainer that you

Date Develop: Document No.:

DIRECTION FOR USE OF THE CBLM

This module was prepared to help you achieve the required

Most probably, your trainer will also be your supervisor or manager.

Talk to more experienced workmates and ask for their guidance.

Date Develop: Document No.:

PARTICIPATE IN WORKPLACE Developed by:

LISTS OF BASIC COMPETENCIES

Competenc Unit of Competency Module Title Code

Date Develop: Document No.:

UNIT OF COMPETENCY :PARTICIPATE IN WORKPLACE

SUGGESTED DURATION : 3 hours

SUMMARY OF LEARNING OUTCOMES:

LO 1. Obtain and convey workplace information

1. Specific and relevant information is accessed from appropriate

PARTICIPATE IN WORKPLACE Developed by: Issued by:

Date Develop: Document No.:

- Effective verbal and nonverbal communication

1. Specific and relevant information is accessed from appropriate

The students/ trainees must be provided with the following:

PARTICIPATE IN WORKPLACE Developed by: Issued by:

LEARNING OUTCOME # 1 OBTAIN AND CONVEY WORKPLACE

Date Develop: Document No.:

INFORMATION SHEET 1.1-1

Date Develop: Document No.:

Learning Objectives: After reading this INFORMATION SHEET, you MUST

Communication is simply the act of

Every communication involves (at least) one

The transmission of the message from

Date Develop: Document No.:

PARTICIPATE IN WORKPLACE Developed by: Issued by:

Good communication is often incorrectly

The sender ‘encodes’ the message, usually

Date Develop: Document No.:

In face-to-face communication, the roles of

The different categories of communication include:

Spoken or Verbal Communication, which includes face-to-face, telephone,

Non-Verbal Communication, covering body language, gestures, how we

Date Develop: Document No.:

Visualizations: graphs and charts, maps, logos and other visualizations

Identification: Fill in the blank.

1. __________________ it is the sharing of information between two or

2. __________________includes letters, e-mails, social media, books,

3. __________________ covering body language, gestures, how we dress

Date Develop: Document No.:

5. __________________ encodes the message.

ANSWER KEY # 1.1-1

Date Develop: Document No.:

DIFFERENT MODES OF COMMUNICATION

What is Mode od Communication?

Modes of communication means interpersonal communication