WORKPLACE COMMUNICATION

VISUAL COMMUNICATION

By
MR..N. NYAHORA
Contact number:0772781520
Email. Address: nnyahora@gmail.com
 LESSON CONTENT

⚫ Use different common types of visual

communications
⚫ Infographics
⚫ Process Diagrams
⚫ Flow Charts
⚫ Roadmaps
⚫ Charts and Graphs
⚫ Visual Reports
⚫ Presentations
⚫ Mind Maps
 DEFINITIONS OF AGENDA
⚫ A meeting agenda is a plan for a meeting. It contains the
activities, goals, and topics to be discussed. It acts as an
enabler of meeting productivity. The idea behind using a
meeting agenda is to give prior notice of what will be
discussed, set the expectations, and maintain the focus of
the meeting. Thus, a meeting agenda is one of the simplest
time management tools. The most basic agenda is in the
form of bullet points. In contrast, detailed agenda include
elaborated topic descriptions (e.g., action items, expected
outcomes) for each item.
Definitions cont.…
⚫ It also contains reference materials (reports and proposals) for the
participants to review prior to the meeting. Some corporations use
formal agenda, which include the timing and speaker information as
a top agenda item. It’s necessary to build a meeting agenda if you
want to maximise meeting productivity and participation.
⚫ Now that you know what the meeting agenda is, you might ask, “but
who’s in charge of creating a meeting agenda?” The answer is the
meeting organizer. The organiser is responsible for creating and
maintaining the agenda.
⚫ But it’s the entire team’s responsibility to add talking points,
suggestions, and specific action items needed. If only the manager
adds his points, it’ll be a manager speech—not a collaborative
meeting.
DEFINITIONS OF A NOTICE
⚫ A standard notice is a common and formal means of communication
which aims to give information regarding an event that is about to
happen. It is a formal announcement of an event weeks or even months
before it actually happens. It is a short piece of writing which follows a
rigid format. A notice is widely used by organisations and/or individuals
to announce celebrations, death, sales, inaugurations or to issue public
instructions and so much more. It is a very useful tool for communication
and broadcasting information that should be known to the public. It is a
common sight to see in schools and buildings that have designated
posting areas. While notices from government agencies and other big
organizations commonly appear on various newspapers and other media
outlets. It is important to remember that notices are formally written or
printed information or news, thus it follows a formal tone and style as
well. It is strictly factual and information are based on released
information from the upper management. The language is also simple
and formal, it doesn’t need flowery words.
 BENEFITS OF AN AGENDA
⚫ An effective meeting agenda solves that by making sessions
organized. Here are the reasons why a simple meeting agenda
is highly recommended in meetings:
⚫ 1.Increases Accountability: A focused meeting agenda
empowers every teammate to contribute, leading to higher
accountability. As they prepare the talking points and action
items before the meeting, they will be primed with ideas,
questions, and things to consider.
⚫ 2. Provides a Clear Meeting Purpose: An agenda focuses on
key meeting objectives, whether it’s a daily standup or a cross-
team meeting. This helps teammates understand
the why behind the meeting, which leads to a more profound
understanding of the topics.
Benefits of an agenda cont….
⚫ 3. Reduces Distractions: An agenda acts as a lighthouse, guiding
the entire group towards the goal. It reduces distractions as
participants stay on track during discussion. Ultimately, this leads to
less burnout and higher meeting productivity.
⚫ 4. Acts as a Refresher: Do you remember the meeting you had last
Friday? What was discussed, and what were the decisions made?
Probably tough to recall. But by reviewing the meeting agenda, you
can get a clear overview of the last meeting’s highlights. An agenda is
a perfect refresher for past meetings.
⚫ 5. Makes Meeting Actionable: All the required discussions just
finished, and the meeting is now ending. What’s next? What
responsibilities are assigned and to which person? A well-crafted
meeting agenda helps everyone understand their set of
responsibilities and next steps.
CONTENTS OF AN AGENDA
⚫ Name of the participants
⚫ Introduction to the meeting agenda
⚫ Presentation on the task/project
⚫ Progress review & updates on action items
⚫ Cross-collaboration (open discussion)
⚫ Answering questions from participants
⚫ Next steps & action items to complete before the next
meeting
TYPES OF AGENDAS
The following are some of the types of agendas;
⚫ Staff meeting agenda
⚫ Internal team meeting agenda
⚫ Business meeting agenda
⚫ Formal meeting agenda
⚫ Board meeting agenda and etc.
 CONTENTS OF A NOTICE
The following are some of the contents to include
in a notice;
⚫ Name of issuing organisation, institution or office.
⚫ Date of notice issuance.
⚫ To make it clear, the heading “Notice” should be indicated.
⚫ An eye-catching heading or headline to catch the immediate
attention of the audience.
⚫ The purpose of the notice.
⚫ Details regarding the purpose of the notice.
⚫ Authorized signatory.
 CHARACTERISTICS OF A NOTICE
A good and effective notice must have the following features:
⚫ 1. Brief
⚫ A notice usually has a specific word count. It is common to adhere to the
40 to 50-word limit. The sentences in the notice should be short, concise
but should express a complete thought. Repetition is prohibited and
there is no need for an introduction. It is straight-to-the-point
information; as it is a formal method of communication, it is expected to
be direct and clear. It should leave no room for further query but should
not compromise the word limit.
⚫ 2. Complete
⚫ As mentioned above, it is a short piece of writing but still expresses a
complete thought. Indicate the necessary information regarding the
event like date, venue, fees, guests, prizes, etc. It should answer the 5 Ws
and 1 H questions effectively and must not leave audiences with more
questions instead of no questions.
CHARACTERISTICS A NOTICE CONT..
⚫ 3. Authority
⚫ The authority in a notice is the individual, organization, office, etc.
issuing the notice. The people responsible for the event should be
indicated to make it clear that the notice is legitimate and valid
⚫ 4. Clarity
⚫ Avoid being vague about the information regarding the event. The
purpose of the notice must be easily understood after just a quick read
through the whole material. It must be crisp, straight-forward and
direct.
⚫ 5. Language
⚫ As it is a formal announcement, simple and formal language must be
used. No need for flowery words in the notice. It must convey
formality and clarity.
CHARACTERISTICS A NOTICE CONT..
⚫ 6. Clearly Stated Purpose
⚫ As mentioned earlier, it must contain the following
information:
⚫ Name of issuing organisation, institution or office.
⚫ Date of notice issuance.
⚫ To make it clear, the heading “Notice” should be indicated.
⚫ An eye-catching heading or headline to catch immediate
attention of the audience.
⚫ The purpose of the notice.
⚫ Details regarding the purpose of the notice.
⚫ Authorized signatory.
 The Syntax of a Notice

A notice should have these three basic parts:

⚫ 1. Heading
⚫ This is supposed to be eye-catching. It should immediately capture
the audiences’ attention and urge them to read the notice. The
heading talks about the main topic or issue of the notice.
⚫ For example, NOTICE – Dance Competition, NOTICE – School Field
Trip, NOTICE – Inter-school Sports Competition.
⚫ 2. Body
⚫ The body of the notice should include all the necessary details
regarding the event. It should be able to explain all the information
about the event. It answers all the basic questions before the
audience even asks anything. It must be complete even though it is
written in short sentences.
Syntax of a notice cont..
⚫ 3. Authority/Contact Person
⚫ The name and signature of the individual or head of the office
issuing the notice should be indicated in the end part of the
notice. If matters or items need to be handed in, do not forget
to include his/her contact number and address. It is important
to include a contact person as they are responsible for
answering more questions for clarification and information.
 Types of notices
⚫ A notice is a formal announcement that is written down or
printed for a certain group of individuals. It is written in
extremely exact terms, and any unnecessary elements have
been omitted. Notices, in their most fundamental form, are an
instrument for spreading information about any occasion or
issue in a way that reaches a large number of people in a shorter
amount of time. There are different types of notices. The
following are some of the types of notices.
⚫ Employee Notice
⚫ It’s possible that some of your workers will not act in the
appropriate manner, which might create issues for the
company
 Types of notices cont.…
⚫ Meeting Notice
⚫ The participants will be more prepared for the meeting, if they
are aware of its purpose and are reminded of the date, time and
location of the gathering through the use of a meeting notice.
It does not matter if you are hosting a school meeting, board
meeting sure that the notice is brief. Since this is a reminder for
the meeting, you should also add the fundamental information
on the gathering.
⚫ Payment Notice-If someone is borrowing anything, a notice
of payment is obligatory. It is a notice that is generally in the
form of a letter that is sent to the borrower on a specific basis
detailing the agreement, amount, and when it will be past due.
It is a notice that is delivered to the borrower on a specific basis
Types of notices cont..
⚫ Rent Notice
⚫ A rent notice rent is often handed out to tenants whose
payments are overdue. This acts as a friendly reminder to the
renter that they have not yet paid the appropriate amount or
the remaining balance according to the payment plan that was
agreed upon. This legal notice is provided to the tenant who is
in default by the landlord
⚫ Termination Notice
⚫ You are required to provide a termination notice if you are
ending a contract, employment, or any other relationship.
Always keep in mind that you should speak in a business-like
manner. You are not needed to offer a reason, but if you can, it
would be helpful if you could provide one.
Types of notices cont..
⚫ Warning Notice
⚫ A warning notice is an official document that details the
infraction committed by an employee under the
employee handbook or code of conduct of your firm. The
Human Resources department keeps a database of employee
improvement notes that include both verbal and written
notices. By recording these notices, the employer can monitor
whether or not the employee has made amends for the previous
crimes or whether or not the person continues to commit
wrongdoings, which can be grounds for termination
Types of notices cont..
⚫ Work Notice
⚫ Some problems in the workplace need to be addressed and
given a warning. Aside from that, there are a variety of
announcements that fall within the purview of the department
of human resources, which is responsible for their distribution.
For this reason, you need to create a work notice that can be
used for a variety of situations, especially when you are going to
alert the other workers.
⚫ Restaurant Notice
⚫ The term “restaurant notice ” is used to describe any letter that
is instructive, mandatory, and communicative and is delivered
by the HR department of a restaurant to a specific team or
everyone
Importance of notices
⚫ A notification letter of this kind is always helpful for
commanding and communicating various data to the many
folks who work at the restaurant. Not only does it count only
the legal documents, but it also includes the official decisions,
warning letters, and other similar documents.
⚫ Notices serve different purposes, including the following
amongst the host;
⚫ The purpose of writing a notice is to draw the attention of a
certain group of individuals to a particular piece of
information. In most cases, they are affixed with pushpins in
any communal location where the individuals who are affected
may access them and read them. The following are the various
applications that may be made of it, as well as the significance
that it holds for everyone who employs it.
Importance cont..
⚫ A Medium of Information
⚫ The term “notice” refers to a specific type of
formal communication medium. It can be used to make an
official announcement or display information, notification, or a
warning about anything. Because it is a kind of corporate
communication that is used to alert employees of a company
about anything significant, notice writing plays an important
part in the business world.
⚫ Encourages Communication
⚫ Notices also have a further, more subtle role, which is to urge
parties to communicate effectively with one another. They
provide the parties with the opportunity to raise issues in a
formal setting and to elicit a response from the other party that
Importance of notices cont..
Serves As a Requirement
⚫ A significant number of contracts and certain
terms mandate the provision of notices. They are
written in such a way that the parties to a contract
have an obligation to notify one another under
particular conditions. These clauses are
incredibly significant, even though they are
frequently undervalued and underappreciated.
Importance cont..
⚫ For The Effective Transition of Work
⚫ The act of giving notice ought to go in both directions.
Employees are required to provide notice to the firm for the
business to formulate an exit strategy. Companies also have the
option to “give notice” to their staff members. For instance,
when a person’s employment is being abolished, the
corporation may offer to compensate the employee for two
weeks’ worth of work in place of giving notice.
Telling Human Resources
⚫ the very last step in the procedure of handing in one’s notice is
to inform human resources. If the intention of providing notice
is to pave the way for a transition, then it seems sensible to
include the department of human resources in that transition.
 Parts of a notice
⚫ Header- It refers to the ad’s headline, which must be larger than the
body and employ eye-catching colours.
⚫ Subtitle- This is responsible for presenting a lot clearer and more
appealing image of the product or service that is currently being
offered.
⚫ Benefits- In this area, every quality is evaluated and then recast as a
benefit, in such a manner that it is demonstrated how individuals’
lives might be enhanced as a result.
⚫ Image-The image that is required to be utilized in the
advertisements has to accurately portray the features, without
exaggerating any of the traits in any way.
⚫ Call to Action -This section of the notice is often placed at the very
end of the advertisement, which is where you have the opportunity to
impart a feeling of urgency.
Parts of a notice cont..
⚫ Body- A component that stores all of the relevant information
and makes it possible for an individual to comprehend all of
the advantages it offers.
⚫ Logo- The picture that symbolises the firm is a component of
the company’s visual identity, and it is this image.
⚫ Slogan This is the textual representation of the logo, which
condenses into a few words the vision that the firm has for how
it wants the public to see it.