Lesson 4

Communication
for Work
Purposes
Workplace communication and the value of
relaying information

Using appropriate language in the

workplace

Using the appropriate tone, style, and

format in professional communication

Types of workplace communication:

Letters, Memorandums, and Minutes

Maintaining smooth and interpersonal

communication in workplace
 WORKPLACE
COMMUNICATION
: Its Definition and Its Value in
Relaying Information
 WHAT IS
WORKPLACE
COMMUNICATION?
 WHAT IS Organizational or

WORKPLACE
workplace communication
is the type of

OMMUNICATION?
communication existing and
mostly used within the
workplace or organizational
set-up.

One of the kinds of

communication that is
Workplace primarily but not
communication is exclusively to business
the exchange of and industry.
information between
employees in a work
environment.
IMPORTANCE OF
RELAYING
INFORMATION IN
WORKPLACE
 Productivity among
the organization
Acts as a source of
information and
helps in the
decision-making
Job satisfaction process. Motivation

Creativity Fostering
positive
attitude Helps in
fostering
personal and
professional
growth.
 WORKPLACE
COMMUNICATION:
Using Appropriate Language in
Workplace
 Why Language Matters: Using
Appropriate Language in Workplace

• Professional communication requires that you

use language that is most appropriate to a given
situation in a workplace.
• Positive communication in workplace can
impact relationship between colleagues.
• It enhance company’s mission, team
effectiveness, and productivity.
• Using positive communication or appropriate
language in workplace can increase one’s
credibility.
• It can also demonstrate a commitment to
diversity, inclusion, and belonging.
Using the Appropriate Tone,
Style, and Format in
Professional Communication

• Wr it ing a B us ine s s L e t te r
• Wr it ing a M e mo r a ndum ( M e mo )
• Wr it ing a M e e t ing M inut e s
TONE
• refers to the attitude that is reflected in the
words that you use, in both writing and
speaking.

• the tone will set how your target audience will

accept your message or idea.

• this focuses on how you sound.

• Examples of tone can be sincere, optimistic,

sarcastic, optimistic, pessimistic, direct, or
indirect and so on.
 Style A:
TONE
We should present our concern in
• refers to the attitude that is reflected in the today’s open forum with the dean so
words that you use, in both writing and that they can be discussed.
speaking.

• the tone will set how your target audience

will accept your message or idea.
Style B:
• this focuses on how you sound.
We should raise our problems in
today’s open forum with the dean so
• Examples of tone can be sincere,
that she can tell us what has been
optimistic, sarcastic, optimistic,
done about them.
pessimistic, direct, or indirect and so on.
 Style encompasses the
STYLE writer’s unique voice,
language use, and
• refers to elements such as active versus composition this
passive writing, varied sentence lengths, includes:
flow, variety of word use, and punctuation
choices. • Vocabulary
• Sentence structure
• style gives your writing a type of and length
personality when coupled together with • Grammar and syntax
tone. • Figurative language
• Narrative voice.
• style also refers on how you write.
STYLE
Style encompasses the To better know your
writer’s unique voice, style as a speaker or
language use, and writer:
composition this
includes:
• Purpose
• Vocabulary • Audience
• Sentence structure • Communication
and length network
• Grammar and syntax
• Figurative language
• Narrative voice.
STYLE

a. to recreate
To better know your
a record
style as a speaker or
writer:
PURPOSE b. to request or
provide
• Purpose information and;
• Audience
• Communication c. to persuade.
network
STYLE

To To
inform persuade
PURPOSE

To argue
• The main purpose of informative or expository
writing is to simply convey information factually.

• Informative or expository writing tries to input

new learning, enhance prior knowledge, to
recreate a record, to request or provide
information, and explain a process or To inform
procedure.

Tips in informative or expository writing:

1. stick to the facts
2. avoid repetition of information
3. make it clear
 • The main purpose of persuasive is to convince
the readers for a certain point-of-view or to move
the readers toward a certain point of view, or
opinion.

• This discourse requires the speaker or the

writer to develop his reasoning skills.

To persuade Tips in persuasive writing:

1. be objective, but subjective
2. use your brain, not your heart
3. cite, cite, cite
 To argue

• Argumentation is like persuasion,

however, it differs in purpose. Tips in argumentative writing:
• This discourse requires readers that your 1. it is a one way debate
idea or point-of-view is better than the 2. move the reader to
others. action
• Its purpose is to move the readers into an 3. end with a punch
action.
Audience

• Who will read what I have

written?
• Am I writing to one
person or more than one?
• What are their job titles
and/ or areas of
responsibility?
• Why do they need the
information?
 Types of Audience in
workplace communication

Upward communication

Lateral communication

Downward communication

Outward/ External
communication
Communication Network
(Directions of
Communication)
Communication Network
(Directions of
Communication)
 Communication Network
(Directions of
Communication)
Formal Communication

Communication systems
designed by management to
dictate who should talk to
whom and to get a job done.
https://www.edrawmind.com/images/article/how-to-create-a-
nonprofit-organizational-chart/functional-structure.png
KATHNIEL, Hiwalay
na! So, eto
na!!!!
 Communication Network (Directions
of Communication)

Informal Communication

This type of communication

network shows how the lines and
routes change rapidly.

This is unstructured form of

communication when the patterns
of interaction based in friendship,
personal or career interests and
proximity between workers
changed.
FORMAT
• style and format of workplace communication
can also dictate your tone.

• Written communication is the most formal form

of communication. It usually takes the form of
business letters, emails, legal documents, and
official records and sticks to strict rules and
professional language and format.

• In writing any workplace communication, like

business letters or memos it should be brief,
clear, and organized .
FORMAT: How to Write a Business Letter

• One of workplace
communications used in an
organization is business letters.

• There are three purposes why

an organization uses this type
of workplace communication.
How to Write a Business Letter: Its Definition

• One of workplace
communications used in an
organization is business letters. to sell, to buy, and to promote good
business relationship
• There are three purposes why
an organization uses this type
of workplace communication.
How to Write a Business Letter: Its Definition

• One of workplace
communications used in an
organization is business letters. to sell, to buy, and to promote good
business relationship
• There are three purposes why
they are written by people who
an organization uses this type intend to effect business transactions
of workplace communication.
How to Write a Business Letter: Its Definition

• One of workplace
communications used in an
organization is business letters. to sell, to buy, and to promote good
business relationship
• There are three purposes why
they are written by people who
an organization uses this type intend to effect business transactions
of workplace communication.
used by people whose ultimate goal is to
prosper in business and industry.
How to Write a Business Letter: Its Basic Parts

All business letters have these basic

parts:

• Heading
• Date Line Remember! There are
• Inside address/ Recipients other parts of a letter such
as; letter head, thru lines,
address
attention, enclosure line,
• Salutation copy furnish line, and the
• Body of the letter initial of typist.
• Complimentary closing
• Signature block
How to Write a Business Letter: Its Basic Parts

All business letters have these basic

parts:

• Heading
• Date Line
• Inside address/ Recipients
address
• Salutation
• Body of the letter
• Complimentary closing
• Signature block
How to Write a Business Letter: Different Formats

1 Full Block/ Block style

• All parts of the letter are

positioned to the left, single
space, and justified. Double
space is used only when
starting a new paragraph.
How to Write a Business Letter: Different Formats

2 Modified block style

• All parts of the letter are

tabbed on the left, single
space, and justified except
the heading and the
closing which are tabbed
at the center.
How to Write a Business Letter: Different Formats

3 Semi - block style

• Paragraphs are indented

instead placing them all on the
left. Heading is on the center,
date can be placed in the right
side three spaces after the
heading. Recipient’s address is
on the left, and the closing on
the right.
MEMORANDUM

a short written report prepared

specially for a person or group
of people that contains
information about a particular
matter (
https://dictionary.cambridge.org/dictionary/e
nglish/memorandum#google_vignette
).
MEMORANDUM: Its Purpose

a short written report prepared • Formally document a

specially for a person or group verbal exchange.
of people that contains • Inform, notify, or update
colleagues about certain
information about a particular matters;
matter ( • Request, remind, or
https://dictionary.cambridge.org/dictionary/e recommend and;
nglish/memorandum#google_vignette • Serve as an introduction
to specific documents
). (Marsen, 2013).
MEMORANDUM: Its Parts

1.The word memo,

memorandum, or an
equivalent is written at 2. The To line, enabling
or near the top of the the
page. memo to be
addressed,
3. The DATE line. and the FROM line,
enabling it to be
signed 4. The SUBJECT
line, identifying
5. The message of the the topic
memo. Usually
consists of three to
four paragraphs.
Writing a Minutes
 Writing Minutes

Writing minutes Adler (2012), a written

means to create a record of the major
record of what discussions held,
transpired in a decisions made, and
meeting held. action items assigned.
 How to Write Minutes?
• Indicate the time, date,
venue, and attendees.
• Show the flow of the
Writing Adler (2012), a
minutes discussion and the
written record
means to of the major points raised.
create a discussions • Use formal language
record of what held, decisions and avoid including
transpired in a made, and your thoughts and
meeting held. action items reactions.
assigned. • Be sure to record all the
significant details
Writing a Minutes: Its Parts
How to Maintain a Smooth Interpersonal
Relationships in the Workplace

Do’s and Don’ts in Workplace

Communication
Tips to maintain a smooth interpersonal relationship in
workplace:

1.Do your job proficiently and efficiently because your work

may affect the entire operations of your team.

2. Help all members of the team if needed to make sure

the job gets done.

3. Listen and provide constructive feedback to

improve
the performance of the entire team
4. Take a positive and proactive attitude towards
works.
You do not focus on problems; instead, focus on
solutions and take the initiative to help overcome
challenges.
5. Help resolve conflict instead of creating it,
magnifying it, and spreading it. You strive to be a
positive influence in your organization.
Workplace Communication will fail the ethics of communication if it
corrupted by any of the following tactics (Searles, 2014)

Suppression of information
• The situation in which important and relevant facts and conclusions
that are in the public interest to be disclosed are concealed or withheld
from the public domain.

Falsification or fabrication
• Falsification is making up data results, on the other hand, fabrication is
manipulating materials, equipment, or processes, or changing or omitting
data or results such that is not accurately represented in the record.

Overstatement or understatement

Selective misquoting
• According to Kolin (2017), it refers to "deliberate omission of
damaging or unflattering comments to paint a better but
untruthful picture of you or your company.
Workplace Communication will fail the ethics of communication if it
corrupted by any of the following tactics (Searles, 2014)

Subjective wording
This refers to the intentional use of terms and words that will
hide the real meaning of the situation.

Plagiarism
This refers to stealing someone's else's words, ideas.

Withholding of information
Refusing to share important information or relevant data with
coworkers is an unethical act especially if it would jeopardize the
success of an ongoing project.
Example: Withholding information about operating a new software
to gain an upper hand over a recently hired colleague to make the
latter appear incompetent is a breach of workplace ethics.