LEARNING MODULE

3: LESSON 1 & 2
Instructor: Ms. Felisa D. Priego
Lesson 1: 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.
 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.
◦ • For example, if the culture promotes conventions such as adhering to
certain dress code, you cannot just disregard them to show your
individualism.
◦ Showing respect for the company policies reflects maturity
and integrity.
◦ ❖ However, there may be opportunities to introduce a new
culture for a more efficient and innovative organization
(Inett 2016; Guo and Sanchez 2009).
◦ • For example, to help negotiate heavy traffic during the
morning rush, you are inspired by the idea of ride-
sharing within your department when going to work.
◦ ❖ 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.
◦ • If you keep looking at your watch, your colleague may
sense that you are in a hurry and do not have time to
listen.
◦ • If you raise your eyebrows after hearing a suggestion,
you maybe communicating that you are not convinced
that it will work.
◦ ❖ 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 informal 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.
◦ • In fact, being formal all the time may result in your
alienating the rest of the department.
◦ • There is an art to knowing the appropriate language
register based on unique contexts.
◦ ❖ 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.
◦ • In fact, being formal all the time may result in your
alienating the rest of the department.
◦ • There is an art to knowing the appropriate language
register based on unique contexts.
◦ ❖ Vulgar language or slang that demeans is considered offensive in
the workplace.
◦ ❖ In addition, remember to use jargon only if you are among
colleagues who belong to the same profession; otherwise, do not
use jargon in the company of colleagues who are not familiar with
your field of expertise or interest.
◦ ❖ Indeed, the workplace consists of diverse individuals.
◦ ❖ Hence, using politically correct terms means to avoid offending
people belonging to a specific race, religion, gender, age range,
class, and group is important.
◦ ❖ Political correctness in language means using words that have
positive suggestions or connotations to avoid discrimination.
◦ ❖ As in any community, being in a work place means being aware of
your beliefs, and principles, as well as your dormant or unexamined
biases.
◦ ❖ Make sure you do not discriminate against a particular group
through your attitudes, behavior, and decisions.
◦ ❖ If you talk politely to your heads and associates, but talk
disrespectfully to the staff or your peers, then you are not treating
people equally with respect.
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.
Writing 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.
◦ ❖ Memos may be used to:
◦ • Formally document a verbal message
◦ • Inform, notify, or update colleagues about certain concerns
◦ • Request, remind, or recommend
◦ • Serve as an introduction to specific document
◦ ❖ When you write a memo, you have to indicate the time,
the date, the recipients, and the subject.
◦ • Recipients are usually busy, and they do not have much
time to read lengthy emails.
◦ • If there are details that need to be presented, place them
in a separate document and send them as an attachment.
◦ ❖ Similar to any communication in the workplace, use a formal
and a polite tone with only the essential points.
◦ ❖ Do not go into a lengthy narratives or heavily detailed accounts
of discussions during meetings.
◦ ❖ Avoid using humorous expressions in an effort to lighten the
tone; this may offend your recipients as it may be understood as an
inappropriate.
◦ ❖ Be sure the copies are only sent to the ones who are concerned.
◦ The language, tone, style, and format in Sample A seem to
show an aggressive and threatening tone.
◦ ➢ First of all, the use of all caps indicates “shouting” at the
receiver.
◦ ➢ Second, the message seems to focus on what has not
been accomplished.
◦ ➢ The word choice and language use may create an
attitude of resentment that may lead to demotivation.
◦ On the contrary, the tone in Sample is more respectful as the word choice
seems to emphasize the receiver’s ability and willingness to fulfill the
organization requirements.
◦ ➢ This may encourage your colleague to do the expected tasks with more
enthusiasm.
◦ Therefore, before you write a memo, remember that the elements of word
choice, language use, format, and mechanics have a powerful impact on the
recipients. It may destroy or nurture the harmony in the workplace.
Guidelines in Preparing Minutes of the Meeting
◦ 1. Use the chronological order.
◦ 2. Minutes should be factual, brief, and free from editorial comments or subtle
slanting of factual statements. Example of an editorial comment is: As always,
Mr. Garcia rejected the proposition of Ms. Roces.
◦ 3. Capture the gist of the meeting. Summarize rather than transcribe.
◦ 4. Verbatim record is required for parliamentary points: motions, resolutions, and
points of order. Motions and amendments should be stated accurately including
the name of the maker. The name of the seconder of the motion should not be
entered unless ordered by the body.
◦ 5. During voting, the number of votes on each side must be entered.
◦ 6. Use the meeting’s agenda to guide you in organizing the
information.
◦ 7. Focus on action taken rather than topics discussed.
◦ 8. Be objective. If someone who is your adversary provided an
excellent suggestion, include it.
◦ 9. Type the minutes while the facts are still fresh.
◦ 11.Place page number at the bottom of the paper.
◦ 12. All sums of money mentioned should be written in both figures
and words.
◦ 13. Place corrections made in the previous minutes above the
affected line or in the margin.
◦ 14. Never discard the original minutes. If you retype the page,
attach the original to the revised one.
◦ ❖ Two punctuation styles are used in business letters: open and mixed.
◦ • Open punctuation means that no punctuation marks are used after the salutation and
the complimentary close.
◦ • Open punctuation is considered a time-saving style and is used with block letter style.
◦ • Mixed punctuation may be used with modified block letter style, in which as the
salutation and complimentary close are followed by punctuation marks.
◦ • The proper punctuation with this style is a comma after the complimentary close and
a colon (for business letters) or a comma (for personal letters) after the salutation.
Quiz 1 - End term
Instructions:
1. Write a memorandum that informs, notifies, or updates colleagues about
certain concerns in the company or workplace. You may also request or
remind your colleagues in your memo.
2. Important components of a memo must be included.
Lesson 2: WRITING YOUR COVER LETTER

❖ Cover letters accompany your application when

applying for a new position. You can use cover letters
to introduce yourself, describe your interest in a
company and outline your qualifying skills.
Tips in Preparing a Cover Letter
Content
1. 1. Never begin your letter with ho-hum phrases (e.g., “Enclosed please find my résumé
for…”). To be more creative, you may begin with the following topics:
a. Begin with a question that stimulates the reader’s interest.
b. Lead in with a name of someone you both know (e.g., When Dr. Gilda Nomer
mentioned your name in a conference…)
c. Start out with a quote that applies to the type of business of the employer.
d. Explain how you learned about the job opening you are applying for.
However, though readers want attention-getters, do not be tempted to use shallow
gimmickry.
◦ 2. The cover letter must not simply repeat the content of your résumé.
Emphasize concrete examples
◦ 3. Address the letter to a specific person. If you do not know the specific
addressee, call the company and inquire.
◦ 4. be specific with the position you are applying for. do not use general or
incidental job vacancies.
◦ 5. Avoid superfluous information. Do not begin with “let me tell you
something about myself. My name is …” Moreover, do not include lots of
specifics (dates, numbers, names, places). Just choose the hard factual
information.
◦ 7. Minimize opinions about yourself. When you claim one, be sure to support it
with specific and factual evidence.
◦ 8. Highlight two or three of your most significant accomplishments or abilities.
◦ 9. Use the active voice and powerful action verbs.
◦ 10. Be sure you observe correct grammar, spelling, vocabulary, and usage.
Avoid jargon, clichés, and verbosity. Readers expect good grammar and
writing. Any typographical and grammatical error may cause the reader to
doubt your competence.
◦ 11. Be direct to the point because some readers are impatient.
◦ 12. Be factual. Never misrepresent yourself by overstating your experience and
skills. In short, don’t exaggerate.
◦ 13. Do not beg for the job (e.g., “Please call today! I’ll be waiting by the phone.
I am desperately eager to start.”)
◦ 14. As you write, imagine that you are writing a script for your interview: how
you could break the ice at the beginning of the interview; how you can convey
positive personality; the things you want to talk about during the interview; and
what you hope to get from the interview.
Parts of a Cover Letter
◦ A. Introduction
. State your purpose in writing the letter. Indicate your source of
information: newspaper, magazine, the internet, personal contact. State an eye-
catching or attention-getting statement about yourself that will make the reader
continue reading your credentials. Show your enthusiasm to work with the
company
◦ B. Body
◦ -Present your work experience, academic qualifications, training, some
personal qualities with specific evidence.. Be sure to segregate and
organize your paragraphs.
Parts of a Cover Letter
◦ C. Conclusion
◦ - 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. Indicate how the interviewer can contact you. Anticipate a
positive response from the employer.. Say thank you.
The Essential Parts of a Job Application Letter
◦ 1. Heading
◦ ❖ contains your full name, residential address, landline and cellphone number, and email
address.
◦ ❖ Your contact details must be updated and active so the hiring manager can update you on
the progress of your application.
.
Quiz 2- Endterm

Instructions:
1, Write a cover letter.
2. You must include the important parts of a cover letter.
THANK YOU