week 9-10 Flashcards
refers to the exchange of information, ideas, opinions, feedback and instructions among individuals and teams within an organization.
Workplace communication
Effective workplace communication is important for? (3)
achieving organizational goals, building strong relationships among employees,
and ensuring a positive work environment.
diversity:
employee classification
Multigenerational workforce
diversity:
the way organization operates, the attitudes the employees have, and the overall tone and approach to any given operation
Organizational culture
diversity:
differences in gender, ethnicity, language, beliefs, and other attributes
Multiplicity of identities
From the moment of hiring to immediate designation to a particular post, it is important to establish pleasant relations with fellow workers.
co-worker relationship
The distribution of leadership responsibilities within a team can influence the functionality of its members.
shared leadership
is not simply taking command of the ship but of sailing the course with the rest in the ship.
Leadership
team building:
roles that help the team carry out tasks and get the work done
Task roles
team building:
roles that strengthen or maintain team relationships
Relationship roles
team building:
roles that interfere with the team’s ability to complete tasks
Self-centered roles
According to Searless (2014), nearly all workplace communication is done for at least one of three reasons:
(1) to create a record,
(2) to request or to provide information, and
(3) to persuade
principles of workplace communication (3)
purpose
reader/audience
tone
Ask yourself the following questions:
* Who am I writing or speaking to? An individual or a group of persons?
* What do they know about the topic?
* What are their job titles and areas of responsibilities?
reader/audience
tone
Sent by subordinates to their superiors
Upward communication
Sent to people who are of equal level or status (between members of same division or department)
Lateral communication
(Horizontal)
Sent by superiors to their subordinates
Downward communication
Intended for workers outside the
workplace
Outward communication
PERSPECTIVE OR APPROACH (2)
writer-centered
reader-centered
SENSITIVITY AND TACT (2)
negative
positive
is a form of professional writing that aims to communicate technical or specialized information to a specific audience in a clear, concise, and informative manner
Technical writing
In technical writing, the writer uses ??? to convey complex information to the reader.
specialized terminology, graphics, and tools
In the workplace, it pertains to written communication present in all kinds of organizations, jobs, and professions.
technical writing
It is ??? when it deals with facts that are completely true.
* It uses words, sentences, numbers, or figures that exactly express what the written work intends to convey.
accurate
The reader should be able to easily understand the main message or point of the written work.
* Use simple, concise, specific, and grammatically correct
language structures
clear
- It should follow the prescribed writing standards which includes structure, pattern, format, and language.
FORMAL
Graphs like tables, charts, figures, diagram, maps, pictures, and other illustrations are necessary in technical writing to support the written information provided.
graphical
It should avoid inclusion of individual and subjective judgment in relaying information.
objective
It should be ??? in the way that it functions according to its purpose.
practical
- Some forms of technical writing provide sets of instructions and sequenced information (e.g., user manuals and laboratory reports).
PROCEDURAL
Language used is ??? (i.e., technical terms, expressions) and can be easily understood by specific set of readers.
specialized
Due to globalization, cross-cultural or multilingual communication emerged
diverse
It presents facts and information honestly and directly.
straightforward
It has the ability to command or to enforce something on anyone.
* It is done to exude credibility in relaying information
authoritative
It must be presentable, without any grammatical or typographical errors.
presentable
are written communications that are typically sent between individuals, organizations, or companies in the context of business or professional settings. These letters are used to convey information, make requests, provide updates, and exchange ideas and opinions in a formal manner
Business letters
PARTS OF A BUSINESS LETTERS:
The writer, his/her address, and contact numbers
Letterhead
PARTS OF A BUSINESS LETTERS:
Placed between the letterhead and the inside address
Date
(April 18, 2024 or 18 April 2024)
PARTS OF A BUSINESS LETTERS:
The reader’s name, position, company, and address
Inside Address
PARTS OF A BUSINESS LETTERS:
Used when the writer wishes to address the whole company but wants to bring it to the attention of particular person in the company
Attention Julie Mendez
Attention: Julie Mendez
Attention Line
PARTS OF A BUSINESS LETTERS:
Writer’s greeting to the readers
Salutation
PARTS OF A BUSINESS LETTERS:
Message of the letter
Body
PARTS OF A BUSINESS LETTERS:
An expression to end a letter
Complimentary Close
Body Format:
single-spaced internally but double-spaced to separate paragraphs
sample complimentary close:
- Respectfully yours,
- Respectfully,
- Very respectfully,
highly formal
sample complimentary close:
- Very truly yours,
- Yours very truly,
- Yours truly,
polite & formal
sample complimentary close:
- Sincerely yours,
- Yours,
- Cordially yours,
less formal
sample complimentary close:
- As ever,
- Best regard,
- Kindest regards,
- Regards,
informal & friendly
PARTS OF A BUSINESS LETTERS:
The signature and the typed name of the sender
Signature Block
PARTS OF A BUSINESS LETTERS:
The typist’s initials if the sender is not the one who personally typed the document
Identification Initials
PARTS OF A BUSINESS LETTERS:
The attachment to the letter
Enclosures (2)
Enclosure
enc./encl.
Enclosure Notation
PARTS OF A BUSINESS LETTERS:
The name of secondary recipients of the letter (cc: carbon copy or courtesy copy)
Copy Notation
Format: All elements (date, recipient details, body paragraphs, closing, etc.) are aligned to the left margin.
full block
Format: The date, closing, and signature are aligned to the right margin or slightly to the center, while the rest (like the body paragraphs) remains aligned to the left margin.
modified block
Format: Similar to modified block, but here the body paragraphs are indented instead of aligned to the left margin
semi-block
It is written to ask for specific information regarding a particular subject matter.
letter of inquiry
letter of inquiry is It is also known as ?
letter of interest.
- It is used in legal matters to assert some kind of wrongdoings. It aims to notify the one responsible for the said wrongdoing and demands a response that would address its effects.
Letter of Claim
- It is a response to a letter of claim. It contains the response to the claimant’s statements, whether the claims are welcomed or not.
Adjustment Letter
- It reports situations which demand actions and decisions to be acted upon.
Letter of Request
MEMORANDUM: It is derived from the Latin term “???,” which means “it must be remembered.”
memo
It is a written message which serves as a reminder for a particular matter. It relays information to a large number of readers at the same time
memorandum
types of memo:
It contains directives that organization members need to follow.
Instruction Memo
types of memo:
It contains a request for the provision of facilities and services.
Request Memo
types of memo:
It is a notice of an important event in the organization.
Announcement Memo
types of memo:
It is a notice that officially announces the release of a report.
Transmittal Memo
types of memo:
It grants permission to the undertaking of an operation in the organization.
Authorization Memo
It is a means of exchanging digital messages between individuals or groups of people using electronic devices connected to the internet. Itis a popular method of communication in both personal and professional contexts, and is used to send messages, documents, images, and other types of digital media.
Email/Electronic Mail
State the ??? in the first sentence of the e-mail.
purpose
parts of an e-mail:
The person or group of people to whom the email is addressed
Recipient/s
parts of an e-mail:
- A brief summary of what the email is about
- Should be clear and concise, and give the reader a good idea of what to expect in the email
subject line
parts of an e-mail:
- The salutation, which should be formal or informal depending on the relationship the sender have with the recipient
- Address the person by name, if possible
Greeting or Opening
parts of an e-mail:
The main message
Body
parts of an e-mail:
An expression to end a letter
Closing
parts of an e-mail:
- The contact information, including the name, job title, company name, and other relevant information
- A link to the sender’s website or social media profiles can also be included
Signature
parts of an e-mail:
- If the sender needs to include any files or documents with the e-mail message, he/she can attach these to the e-mail.
- Common file types that can be attached to an e-mail include PDFs, Word documents, Excel spreadsheets, and images.
Attachments
Reports may be formal or informal, depending on the audience and purpose;
??? are typically used in professional or academic contexts and are often required to adhere to specific formatting and citation styles;
??? are typically used in more casual settings and may be more flexible in terms of structure and content.
Formal reports;
Informal reports
are documents that present information, data, or findings about a particular topic or issue in a structured and organized format. These are used to communicate
information to a specific audience, such as managers, stakeholders, or clients, and are often used in business, academic, or scientific settings
Reports
These reports provide updates on the progress of a project or work assignment. These typically include a summary of what has been accomplished, what still needs to be done, and any problems or issues that have arisen
Progress Reports
These reports assess the feasibility of a proposed project or business venture. These typically include information about the market, competition, financial projections, and other factors that may impact the success of the project.
Feasibility Reports
These reports present the findings of research studies or investigations. These may be used in academic or scientific settings to communicate research findings, or in business settings to inform decision-making or strategy development.
Research Reports
These reports document accidents, injuries, or other incidents that occur in the workplace. These may be used to identify safety issues or to comply with legal or regulatory requirements.
Incident Reports
??? is a document that provides a summary of an individual’s education, work experience, skills, and accomplishments. It is typically used to apply for job openings and is often the first point of contact between an applicant and a potential employer.
resume
- Lists work experience in reverse chronological order, starting with the most recent position.
- Emphasizes the candidate’s work history and progression.
- Provides a clear and easy-to-follow timeline of the candidate’s
employment history
chronological resume
- Emphasizes skills, accomplishments, and qualifications over work history.
- Focuses on the candidate’s abilities and achievements, rather than the timeline of their employment history.
- Highlights transferable skills that are relevant to the job being applied for
functional resume
- Highlights career growth and
promotions within the same company. - Ideal for candidates with a strong work history and consistent job experience.
- May not be suitable for candidates with gaps in employment or frequent job changes
chronological resume
- Ideal for candidates with gaps in employment or changing careers.
- May not be suitable for candidates with limited work experience or a consistent employment history.
- Provides flexibility in highlighting skills and qualifications that may not be evident from a chronological
resume
functional resume
Resumes for recent college graduates should be ??? page.
one
For alumni and those experienced
professionals with enough relevant experience, they may want to create a ???-page resume
two-page
IDENTIFICATION OR HEADING
* The heading should include your (4)
name,
mailing address,
phone number and
email.
This section is a brief statement that summarizes the applicant’s qualifications and career goals.
* It should be tailored to the specific job or industry being applied for and should highlight the skills and
experience that make the applicant a good fit for the position.
objective or profile/summary
should include the applicant’s academic qualifications, including degrees earned, the name of the institution, and relevant coursework.
- It is recommended to list the most recent degree first and to include any academic honors or awards.
The education section
should detail the applicant’s previous job positions, including the job title, company name, employment dates, and key responsibilities and accomplishments.
- It is recommended to use bullet points to make this section easier to read and highlight the most
relevant and recent experience
The work experience section
should highlight the applicant’s key skills and abilities, including technical skills, language proficiency, and any relevant certifications.
- This section can also include soft skills such as communication, leadership, and teamwork
The skills section
should highlight any notable awards, accomplishments, or recognition received by the applicant.
- This section can include academic, professional, or personal achievements that showcase the applicant’s skills and abilities.
The awards and achievements section
It is optional to include this on a resume, but if the applicant chooses to do so, it should include
the name, job title, company, phone number, and email address of each one.
- It is important to obtain permission from the them before listing their contact information on a resume.
references
is a document that accompanies a resume and is sent to a potential employer to express interest in a job opening. The purpose of a cover letter is to introduce oneself, highlight relevant skills and experience, and explain why the individual is the best fit for the job.
cover letter
