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Workplace Communication: Multigenerational Workforce - Employee Classification Composed of Baby

Workplace communication involves transmitting ideas between coworkers, which is important for individual and collective productivity. Effective written communication in the workplace must be accurate, brief, and clear. Various types of letters and documents are used in workplace communication, including business letters, memos, reports, minutes, and more. Proper format and inclusion of key details are important for these written materials. Workplace communication allows for the exchange of information between coworkers and organizations.

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0% found this document useful (0 votes)
39 views13 pages

Workplace Communication: Multigenerational Workforce - Employee Classification Composed of Baby

Workplace communication involves transmitting ideas between coworkers, which is important for individual and collective productivity. Effective written communication in the workplace must be accurate, brief, and clear. Various types of letters and documents are used in workplace communication, including business letters, memos, reports, minutes, and more. Proper format and inclusion of key details are important for these written materials. Workplace communication allows for the exchange of information between coworkers and organizations.

Uploaded by

narizza laluna
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Workplace Communication

The evolution of communication is best described as the process of transmitting ideas


and thoughts through the years for human survival. In the professional context or in the
workplace, harmonious relations with co-workers can be consequential and crucial to both
the individual and the collective productivity and efficiency in the workplace.

Workplace communication, the process of exchanging information, either verbally or


non-verbally, is important in any social environment, including the academic and corporate
environments.

Workplace Dynamics
1. Diversity in the Workplace
 Multigenerational workforce – employee classification composed of Baby
boomers, Generation X, Generation Y, Millennials, and Generation Z or Post-
millennials
 Organizational culture – the way an organization operates, the attitudes the
employees have, and overall tone and approach to any given operation.
 Multiplicities of Identities – differences in gender, ethnicity, language, beliefs,
and other attitudes.
2. Co-worker Relationship
3. Shared Leadership
4. Team Building
Written Communication in the Workplace

As in any form of correspondence, business or workplace correspondence involves


three factors: the sender, the message, and the receiver.

As the sender initiates the process, the intended reader is expected to respond
according to the nature of the business letter. The message, the purpose, and the target
receiver or audience must all be considered in writing business letter. The message and its
purpose should be clear for the letter to be properly understood by the intended receiver.
Tips for Effective Written Communication in the Workplace

1. To ensure the effectiveness of written communication materials in the workplace, the


following qualities must be remembered:
Accuracy – The content must be truthful and accurate. It must stay true to facts.
Sweeping statements that may be challenged later on should be avoided.
Brevity – Sentences must be kept short and direct. Simple, carefully chosen words and
expressions should be used while information overload is avoided. Nonetheless,
completeness should never be sacrificed for brevity.
Clarity – Visualize the reader in front of you wishing only to hear precise words whose
meanings cut across quickly and clearly for him or her.
2. Select the format that is standard, prescribed and acceptable to the institution
represented or to the parties in the transaction.
3. Courtesy, whether in written or oral form, is more implicit than explicit in purposive
communication. Use positive words that are proactive and not reactive. Correct word
usage and sentence structure will make real difference.
Business Letters

Business letters are essential in the workplace, especially in the external operations of
an organization. It is through business letters that an organization can reach out to its
clients and vice versa.
Letter of Inquiry

A letter of inquiry, also known as a letter of interest, is written to ask for specific
information regarding a particular subject matter. Letters are usually written to inquire
regarding particular goods or service of a business.
Response to Inquiries
Letter of inquiry should always and promptly be responded to. Professional and
business ethics demand that the receiver of such letter take the action that the sender
expects.
Letter of Claim

A letter of claim is usually used in legal matters to assert some kind of wrongdoing. This
letter aims to notify the one responsible for the said wrongdoing and demands a response
that would address its effects. Claims are also used in context of legal matters especially in
the instances of a breach of contract.
Adjustment Letter

An adjustment letter is a response to the claimant’s statements, whether the claims


are welcomed or not. If welcomed, the letter would also include offers to resolve the effects
of the action deemed to be unacceptable as well as the explanation for it. If it is not, the
claimant is entitled to a constructive, non-adversarial tone in the adjustment letter.
Letter of Request

A letter of request reports situations which demand actions and decisions to be acted
upon. In the workplace, a letter request is a formal letter which requests a specific product or
service within the professional business context.
Standard Format of Business Letters
Full-block
Semi-block
Modified-block
Parts of a Business Letter

Most experts agree that a business letter should have at least the following seven parts in a
business letter:
1. Sender’s address. You don’t want the recipient to have to look up your address in order to
write a response. A phone number and email address can be included as well.
2. Date. It should be immediately apparent when the letter was written. That way, the
recipient can more easily be reminded of when and why the letter was written especially if
it revolved around a particular event or business situation.
3. Recipient’s address. You don’t want your assistant to have to look up the address to send
the letter (or you don’t want to have to look up the address again yourself).
4. Salutation. A “To whom it may concern” is a sure fire way to get your letter lining a
wastepaper basket. It’s important to have a name in the recipient’s address and
salutation, even if you have to call up the company or do some searching on LinkedIn to
find out who the letter should go to.
5. Body. It’s generally wise to stay professional and get to the point. As with any
communications, being clear and concise tends to reflect best on the writer.
6. Closing/signature. The signature gives a personal touch to the letter, shows exactly who it’s
from and that you approve the contents of the letter.
7. Enclosures. It’s important to have a list of any additional items enclosed with the business
letter, in case the recipient misplaces them.
Memos, Reports, and other Written Documents in the Workplace.

A memorandum (memo) is written message which serves as a reminder for a


particular matter. Memos relay information to a large number of readers at the same time. A
memorandum is a documents that records events in the workplace for everyone’s
information.
Types of Memo

1. Instruction Memo – contains directives that organization members needs to follow.


2. Request Memo – contains a request for the provision of the facilities.
3. Announcement Memo – notice of an important event in the organization.
4. Transmittal Memo – notice officially announcing the release of a report.
5. Authorization Memo – granting permission to the undertaking of an operation in the
organization.

Memo are used for the internal undertakings of an organization whereas business letter
are used for external operations of the organization. Memos are more focused on the flow of
communication within the organization.
The following should be considered in writing a memorandum:

1. Use of formal or academic language


2. Clarity
3. Conciseness
4. General use of active voice of the verb
Incident Report

An incident report, also called accident report, records the occurrence of an unusual
even in the workplace.
Minutes of the Meeting

A meeting is a gathering of people to discuss, plan, make decisions, and resolve issues
together. For documentation purposes, a detailed and descriptive report is prepared.
The minutes of the meeting has the following components:
Introduction

1. Name and address of the organization


2. Type of meeting
3. Call of order – time, date, presiding officer
4. Attendance – for groups less than twenty (20) members, both the present, late and
absent included
Body

 Reading, correction, and approval of the minutes of the previous meeting.


 Business arising from the previous meeting
 New business
Conclusion

 Announcement – time and date of the next meeting


 Other matters – new matters that may need to be covered in the future meetings
 Time of adjournment
 Name and signature of the minutes-taker
 Name and signature of the presiding officer
In preparing the minutes of the meeting, the minutes-taker must ensure that the minutes are:

1. In chronological order;
2. Factual, brief, and free from editorial comments or slanting of factual statements;
3. The gist or a recording of summary of the meeting and not a transcription of the
matters discussed; and
4. A verbatim report of parliamentary points, motions, resolutions and points of order.

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