Communicating Effectively in the Workplace - Notes

Communicating Effectively in the Workplace

Establishing a Pleasant and Professional Atmosphere

• Effective communication is key to establishing a pleasant and professional atmosphere in the workplace.

• Relaying information requires using appropriate language, tone, style, and format.

• Consider the specific domain, sector, field, or industry your workplace belongs to (e.g., government, academe, corporate world, media, health, or social services).

• Organizations have specific philosophies, values, and ideals that shape communication practices.

• Adjust to the culture established by founders and senior associates in any professional setting.

• Meet prescribed standards and work within specific norms to achieve common goals and objectives.

• Showing respect for company policies reflects maturity and integrity.

• Opportunities may arise to introduce a new culture for a more efficient and innovative organization.

• Communication = Verbal + Non-Verbal

• Consider yourself a relevant member of one big team; focus on primary responsibilities and objectives.

• Interact with colleagues by:

  • Listening purposefully

  • Responding appropriately

  • Expressing ideas respectfully

  • Negotiating proactively

  • Solving problems efficiently

Using Appropriate Language in the Workplace

• Professional communication requires using language appropriate to the situation.

• Use a polite tone in meetings, assemblies, conferences, or formal events.

• Address heads, clients, and colleagues according to their official titles or positions (e.g., Doctor, Professor, President, Justice, Honorable, Representative, Ms., Mr.).

• Learn to craft effective emails that command respect and elicit prompt responses.

• Informal language may be appropriate during break times or after-office hours with peers.

• Knowing the appropriate language register is an art based on unique contexts.

• Vulgar language or slang that demeans is considered offensive.

• Use jargon only among colleagues who belong to the same profession.

• Using politically correct terms means avoiding offending people based on race, religion, gender, age range, class, and group.

• Political correctness involves using words with positive suggestions or connotations to avoid discrimination.

• Be aware of your beliefs, principles, and biases to avoid discriminating through attitudes, behavior, and decisions.

• Treat everyone equally with respect.

Using Appropriate Tone, Style, and Format

• Tone reflects the attitude in your words, both written and spoken (e.g., sincere, optimistic, sarcastic, pessimistic).

• People respond to the tone you use.

• Style and format in written messages suggest your tone.

• Exclamation marks may suggest emotions, excitement, or anger.

• Emoticons in email messages suggest informality and may not be appropriate for formal communication.

• Words in all CAPS may indicate antagonism and may offend the recipient.

• Consider the specific style and format that your organization requires.

Writing Memorandums (Memos)

• Memos are used for official announcements, directives, guidelines, or reminders within a department or across departments.

• 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 a specific document

• Indicate the time, date, recipients, and subject in a memo.

• Keep memos concise, as recipients are usually busy.

• Place detailed information in a separate attachment.

• Use a formal and polite tone with only the essential points.

• Avoid lengthy narratives or heavily detailed accounts of discussions.

• Avoid humorous expressions, as they may be seen as inappropriate.

• Send copies only to those who are concerned.

Sample Memorandum Analysis

• Sample A: Exhibits an aggressive and threatening tone due to:

  • Use of all caps (indicating shouting)

  • Focus on what has not been accomplished

  • Word choice creates resentment and demotivation

• Sample B: Presents a more respectful tone by:

  • Emphasizing the receiver’s ability and willingness to fulfill requirements

  • Encouraging colleagues with enthusiasm

  • Offering an extension to the deadline to allow them to fulfill the requirements.

• Word choice, language use, format, and mechanics have a powerful impact and can either destroy or nurture harmony in the workplace.

Writing Minutes of the Meeting

• Minutes are a descriptive report providing an official written record of discussions and decisions made during a meeting.

• Minutes summarize the proceedings of a meeting.

Standard Elements of Minutes

Introduction

1. Name and address of the organization

2. Type of meeting (special, executive, committee, board, regular, emergency)

3. Call to order: Time, date, and presiding officer/s

4. Attendance (List both present and absent members for groups under 20)

Body

1. Reading, correction, and approval of the previous minutes: "I move that the minutes of meeting dated January 16 be approved as corrected"

2. Business arising from the previous minutes of meeting

3. New Business

   • a. Agenda 1

   • b. Agenda 2

   • c. Agenda 3

Conclusion

1. Announcement (including the time and date of the next meeting)

2. Other matters (new topics that may need to be covered in future meetings)

3. Time of adjournment

4. Name and signature of the minutes-taker and the presiding officer (e.g., Respectfully submitted by Moran Homa)

• Note: The format depends on the organization's pattern and style. Refer to past meeting minutes for familiarity. Suggestions or recommendations for improvement are welcome.

Guidelines in Preparing Minutes of the Meeting

1. Use chronological order.

2. Minutes should be factual, brief, and free from editorial comments or subtle slanting of factual statements.

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.

10. Place page number at the bottom of the paper.

11. All sums of money mentioned should be written in both figures and words.

12. Place corrections made in the previous minutes above the affected line or in the margin.

13. Never discard the original minutes. If you retype the page, attach the original to the revised one.

Writing Business Letters

• Business letters should be brief, clear, and organized.

• Avoid vague words and lengthy, detail-packed sentences.

• Use a polite and formal tone, especially when representing an organization.

Formats

• Block Format: All parts are left justified (most formal).

• Modified Block Format: Date and closing are towards the center.

• Semi-Block Format: Date and closing are toward the center, and each paragraph is indented.

Punctuation Styles

• Open Punctuation: No punctuation marks after the salutation and complimentary close (used with block letter style).

• Mixed Punctuation: Punctuation marks follow the salutation and complimentary close (used with modified block letter style).

  • Comma after the complimentary close.

  • Colon (for business letters) or comma (for personal letters) after the salutation.

Writing Emails

• Emails are typically brief and informal.

• Limit emails to one idea rather than addressing several issues.

• A single topic allows for a descriptive subject line, and facilitates filing by the receiver.

• Divide lengthy messages into logical sections for easy comprehension.