Unit Two

Workplace written notices

 This learning guide is developed to provide you the necessary information
regarding the following content coverage and topics:
 Reading and interpreting written notices and instructions
 Following in sequence routine written instruction
 Giving feedback to workplace supervisor
 Specifically, upon completion of this learning guide, you will be able to:
 Read and interpreting written notices and instructions
 Follow in sequence routine written instruction
 Give feedback to workplace supervisor

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2.1. Reading and interpreting written notices and instructions
 Written notices are a means of formal communication targeted at a particular person or a
group of persons.
 It is like a news item informing such person or persons of some important event.
 This can be an invitation to a meeting, an announcement of any event, to issue certain
instructions, make appeals etc.
 On the other hand, written instructions mean directions, orders, or recommended rules for
guidance, use, etc.
A) Written information resource
o In the workplace, written information can take the form of:
 Written work instructions
 Internal memos/memorandum
 Business letters
 External communications
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  Electronic mail
 Briefing notes
 General correspondence
 Marketing materials
 Journal articles
 Workplace signs
 Informal notes
B) Writing effectively
o To make your writing effective, follow the succeeding tips:
 Use short sentences, because they are easier to read than long ones
 Use the ‘active voice’, which tells the reader who does what, for example ‘the driver
will unload the bricks’.
 Using the ‘passive voice’ to write the same thing requires a longer and more complicated
sentence, for example ‘the bricks will be unloaded by the driver
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  Use as few words as possible
Only include the relevant information
 Use simple everyday language, and avoid technical terms (jargon) unless you are writing
for a specialist in the field and you know that they will understand.
C) The writing process
o It’s important that anybody who reads information that you write is able to understand it.
o Your writing needs to be clear, concise and logical.
 There are three main things to do:
1. Plan before you write
2. Draft
3. Edit and check your work.
1. Plan before you write
o Before you start writing, take a few minutes to ask yourself the following questions.

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a) Why am I writing?
o Be clear in your own mind about why you are writing.
o For example, requesting agenda items from workmates for a meeting,
explaining to a client why there’s been a delay, persuading someone to do
something, or sharing good or bad news.
oDon’t expect the reader to understand why you’re writing if you don’t!
b) Who am I writing for?
o Who you are writing for will determine how much and what type of
information you provide.
o You might use technical language with an expert that you would not use with a
client.
o Or you might provide a lot of detailed information when asking a supplier for
product information, but only the most important details when explaining to a
workmate what product will be supplied.
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c) When is it required?
o Being aware of time requirements allows you to prioritize and structure your time.
o Timing refers to when you need to have finished the task, whether it needs to be sent
somewhere by a particular time and also when you would like an answer, action or result
from the reader/s.
2. Draft
o Once all your planning is complete, gather all the information you need and put it into a
logical order.
o Regardless of how big or small your written item is, it will be easier to read if the
information follows a logical progression.
o This might be from most to least important, or maybe from first to last step.
o Then write a first version of your document – this is called a draft.
o A draft is a version which is made for examining and correcting before writing the final
version.
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3. Editing and checking your writing
o Editing and checking gives your work a professional finish.
o Mistakes in written communication distract the reader and reflect badly on you and the
organization.
o Check that there are no spelling errors or incorrect words, that nothing is missing, and that
the information flows smoothly when read.
o No matter what the subject is, think about whether it is polite and courteous.
o If necessary, ask someone else to read your work and give feedback
2.2. Following in sequence routine written instruction
 The following points should help you to follow written instructions in a more effective way.
o Read through all the instructions or steps before beginning the task.
o This will give a clear picture of what the whole tasks involve - If diagrams are provided take
the time to look at them carefully.
 As you work through the task check the diagrams to make sure that your work matches
the example given.
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o If you are not sure of the meaning of any words or terms take the time to find out the correct
meaning
o Ask your workplace supervisor if you guess correctly you may find that you cannot
complete the task or that the finished task is not done properly.
o Avoid the temptation to try to complete the task before reading all the instructions
o Although the job may take a little longer, it will save time in the long run as you may avoid
mistakes.
2.3. Giving feedback to workplace supervisor
o Feedback will look differently depending on the type of work you do.
o In small teams and creative settings, the relationship between a manager and an employee
might be more friendly and relaxed, so feedback can be casually tossed around without much
friction or stress.
o No matter the scenario, feedback should always lead to a constructive discussion between a
manager and an employee it shouldn’t, for example, be a directive or contain an ultimatum.
o Here are some tips how you can give constructive feedback to your manager
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a) Make sure your constructive feedback is actually constructive
oThe clue is in the name constructive feedback should be motivating and help to build
toward, or construct, a positive outcome or change in behavior.
o That doesn’t mean you can’t give negative feedback, but all feedback is generally
better received when you focus on solutions rather than complaints.
b) Use questions to get a sense of the situation
o Did you know that questions are an effective way of delivering feedback to your boss
in a cooperative and non-confrontational way?
o Keep in mind that this is a well-known negotiation tactic, so be careful not to come
across as patronizing or ambiguous.
c) Be sincere and express your true feelings
o Be completely honest, while also remaining professional.
o Don’t avoid your feelings or water down your feedback; otherwise, the importance
you feel about the matter might not be fully expressed to your manager.
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o In turn, they might fail to act entirely, or even fail to adjust to the extent you need them to.
o Avoid diluting your feedback with wavering phrases like, “It’s not a big deal, but…”
d) Get straight to the point
o Cutting straight to the chase leaves no room for misinterpretation, avoids emotion, and
makes you appear decisive and confident in your ideas.
o Circling around the issue for too long or building up to your point with too much small talk
can make things awkward and places a needlessly uncomfortable focus on the impending
feedback.
e) Give some positive feedback, too
o The technique of delivering hard-to-swallow feedback in a “compliment sandwich” is a
classic, but it works as long as you can pull it off naturally.
o You don’t have to bookend your criticism with praise, but by leading with some positive
feedback while avoiding ambiguity you can create a more constructive atmosphere in the
room.
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END OF CHAPTER TWO
THANK YOU!!

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