COMPETENCY-BASED LEARNING MATERIAL

COMPETENCY BASED LEARNING

MATERIALS
MODULE
ONE

Sector : AUTOMOTIVE AND LAND TRANSPORT SECTOR

Qualification Title : DRIVING (LIGHT VEHICLE) NC II

Unit of Competency: PARTICIPATE IN WORKPLACE COMMUNICATION

Module Title : PARTICIPATING IN WORKPLACE

COMMUNICATION

Purok 8-B Curvada, Magdum, Tagum City

Davao Del Norte
 HOW TO USE THIS MODULE

Welcome!
The unit of competency “Participate in Workplace
Communication” is one of the competencies of Driving NCII, a course
that covers the skills knowledge, attitudes required to gather, interpret
and convey information in response to workplace requirements.
The module, participating in workplace communication contains
competencies and learning outcomes, activities/tasks/ jobs that includes
in Obtaining and conveying workplace information, performing duties
following workplace instructions, and to complete relevant work-related
documents.
In this module, you are required to go through a series of learning
activities in order to complete each learning outcome. In each learning
outcome, there are Information sheets, Self-Checks, Task Sheets/Job
Sheets. Follow them and perform the activities on your own. If you have
questions, do not hesitate to ask for assistance from your facilitator.

Remember to:
● Work through all the information and complete the activities in each
section.
● Read information sheets and complete the Self-Check. Suggested
references are included to supplement the materials provided I this
module.
● Most probably, your trainer will also be your supervisor or manager.
She is there to support you and show you the correct way to do
things.
● You will be given plenty of opportunities to ask questions and
practice on the job. Make sure you practice your new skills during
your regular work shifts. This way, you will improve your confidence,
speed and memory.
● Use the Self-Checks, Task sheets or Job Sheets at the end of each
section to test your own progress. The Performance Criteria
Checklist will be used to check your performances.
● When you feel confident that you have sufficient practice, ask your
Trainer to evaluate you. The results of your assessment will be
recorded in the Achievement chart and the Progress chart.

You must pass the Institutional Competency Evaluation for this

competency before moving to another competency. A Certificate of
Achievement will be awarded to you after passing the evaluation.

DRIVING NC II Date Developed: Document No.

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Recognition of Prior Learning (RPL)

You may already have some or most of the knowledge and skills
covered in this learner’s guide because you have:
● Been working for some time
● Already completed training in this area
If you can demonstrate to your trainer that you are competent in a
particular outcome, you don’t have to do the same training again.
Talk to your trainer about having them formally recognized. If you
have a qualification or certificate of competence from previous training,
show it to your trainer. If the skills, you acquired are still current and
relevant to the unit/s of competency they may become part of the
evidence you can present for RPL. If you are not sure about the accuracy
of your skills discuss this with your trainer.

After completing this module ask your trainer to assess your

competency. Result of your assessment will be recorded in your
competency profile. All the learning activities are designed for you to
complete at your own pace.

DRIVING NC II Date Developed: Document No.

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 LIST OF BASIC COMPETENCIES

DRIVING NC II

No. Unit of Competency Module Title Code

Participate in Participating in
1. Workplace Workplace
Communication Communication
Work in a Team Working in a Team
2.
Environment Environment
Solve/Address General Solving/Addressing
3. Workplace Problems General Workplace
Problems
Develop Career and Developing Career and
4. Life Decisions Life Decisions

Contribute to Contributing to Workplace

5. Workplace Innovation Innovation

Present Relevant Presenting Relevant

6. Information Information

Practice Occupational Practicing Occupational

7. Safety and Health Safety and Health Policies
Policies and Procedures and Procedures
Exercise Efficient and Exercising Efficient and
Effective Sustainable Effective Sustainable
8. Practices in the Practices in the Workplace
Workplace

Practice Practicing Entrepreneurial

9. Entrepreneurial Skills Skills in the Workplace
in the Workplace

DRIVING NC II Date Developed: Document No.

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 MODULE CONTENT

QUALIFICATION TITLE : Driving NC II

UNIT OF COMPETENCY : Participate in Workplace Communication

MODULE TITLE : Participating in Workplace Communication

MODULE DESCRIPTOR : This module covers the skills knowledge,

attitudes required to gather, interpret and
convey information in response to workplace
requirements.

NOMINAL DURATION : 6 hours

Learning Outcome: Upon completion of this module, the

trainee/student will be able to:

1. Obtain and convey workplace information.

2. Perform duties following workplace instructions.
3. Complete relevant work related documents.

Assessment Criteria:

1. Specific and relevant information is accessed from appropriate

sources.
2. Effective questioning, active listening and speaking skills are
used to gather and convey information.
3. Appropriate medium is used to transfer information and ideas.
4. Appropriate non-verbal communication is used.
5. Appropriate lines of communication with supervisors and
colleagues are identified and followed.
6. Defined workplace procedures for the location and storage of
information are used.
7. Personal interaction is carried out clearly and concisely.

8. Written notices and instructions are read and interpreted in

accordance with organizational guidelines.
9. Routine written instruction are followed based on established
procedures.
10. Feedback is given to workplace supervisor based
instructions/information received.
11. Workplace interactions are conducted in a courteous manner.

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12. Where necessary, clarifications about routine workplace
procedures and matters concerning conditions of employment
are sought and asked from appropriate sources.
13. Meetings outcomes are interpreted and implemented.
14. Range of forms relating to conditions of employment are
completed accurately and legibly.
15. Workplace data is recorded on standard workplace forms and
documents.
16. Errors in recording information on forms/documents are
identified and acted upon.
17. Reporting requirements to supervisor are completed
according to organizational guidelines.

LEARNING OUTCOME SUMMARY

DRIVING NC II Date Developed: Document No.

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Learning Outcome 1 Obtain and Convey Workplace Information
ASSESSMENT CRITERIA:
1.1 Specific relevant information is accessed from appropriate
sources
1.2 Effective questioning, active listening and speaking skills are
used to gather and convey information
1.3 Appropriate medium is used to transfer information and ideas
1.4 Appropriate non-verbal communication is used
1.5 Appropriate lines of communication with supervisors and
colleagues are identified and followed
1.6 Defined workplace procedures for the location and storage of
information
1.7 Personal interaction is carried out clearly and concisely

CONTENTS
● Access relevant information
● Gather and convey information
● Transfer information and ideas through appropriate medium
● Use non-verbal communication
● Follow lines of communication
● Store and secure data
● Carry out personal interaction

CONDITIONS: The Trainee must be provided with the following:

● Writing materials (pen and paper)
● Computer with printer
● Television
● Telephone
● References (Books)
● Manuals
● CBLM
● Short film
● Hand-outs
ASSESSMENT METHOD:

● Oral evaluation
● Written examination
● Observation

INFORMATION SHEET 1.1-1

DRIVING NC II Date Developed: Document No.

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 “TRANSMISSION OF IDEAS”

Learning Objective:

After reading this information sheet, the student must be able to

1. Access relevant information,

2. Gather and convey information,
3. and transfer information and ideas through appropriate medium.

INTRODUCTION

Identifying and gathering reliable and relevant information is one of the

most important aspects of the decision-making process. There is no
shortage of information available in today’s digital age and this makes it
more important than ever for decision-makers to choose their sources
carefully.

Types of Information

It’s important for decision-makers to know the differences between

primary and secondary and qualitative and quantitative information
sources. Each type of source has both merits and potential pitfalls; often it
can be most effective to draw upon a combination of these sources.

PRIMARY AND SECONDARY INFORMATION

Primary sources come directly from a person or organization; they are

original pieces of work and have not been altered in any way.

Secondary sources interpret and comment on primary information. They

include ‘word of mouth’, reports that interpret facts and figures and
editorial commentaries in newspaper articles, websites or blogs. Both
types of information can be useful but, by their very nature, secondary
sources may not always be as reliable as primary sources, so be sure
to select them carefully.

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How to improve communication in the workplace.
Workplace communication starts at the individual but doesn’t stop there.
Work culture, technology, and protocols can all play into how effective
communication is in your workplace.
Here are some ways you can improve workplace communication:
1. Work on individual communication skills.

Pay attention to nonverbal cues. Tone and body language can

convey a lot that words don’t. As you’re speaking with somebody, pay
attention to your tone and body language and your partner’s.
Listen. Communication goes both ways. Practice active listening by
internalizing what you hear and paying attention to the intent and
emotion behind what you’re being told.

Provide constructive feedback. Being a part of a team means

everybody’s work should be respected. If you’re providing feedback,
keep a balance between what’s working and what can be improved.

2. Create an open culture.

Creating a trusting environment is key to good communication in a

workplace. People should feel comfortable voicing concerns, asking
questions, and contributing their ideas.

How to Convey Ideas Effectively

Organize your thoughts and idea. Take a few moments to jot your
thoughts on paper. Perform a private “ideastorm”—which is brainstorming
to yourself. It doesn’t have to take long. The more you can write down
what you’re thinking, the better you can “see your thoughts” and organize
them before you say them.

Make sure that at least one of your points is your suggested

action for implementing your idea. While a private ideastorm may
sound like it takes too long and you’ll miss your opportunity to speak up
with your idea, an extra few minutes before you speak can appear that
you’re being thoughtful and carefully working out your idea…which, by
the way, you are! Look for two or three powerful points you can make
relevant to the group and the topic being discussed. These will be the

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points you make to reinforce your idea on the spot. Ideas are great.
Solutions for implementation move them to action.

SPEAK UP and share your idea clearly. At an appropriate time in the

discussion, or butt-in if you have to, speak confidently and so everyone
can hear you. Share your idea in a sentence or two, and then give your
supporting points to reinforce your idea.

BENEFITS OF EFFECTIVE COMMUNICATION IN A WORKPLACE

● People readily adopt your ideas when you present them in a way
that is easy for them to understand.
● You are viewed as being more charismatic and intelligent.
● Career opportunities multiply when you can explain problems and
opportunities in ways that people can easily understand.
● Teamwork improves because ideas flow freely.
● Your natural leadership ability increases when you can influence
others.
● Morale skyrockets when people understand each other and
communicate easily.
● Productivity increases because less time is wasted dealing with
interpersonal problems.

5 TIPS FOR COMMUNICATING EFFECTIVELY

Communicate Relentlessly
Communicate information, thoughts and ideas clearly – and frequently – in
different media.

Simplify
Say what you mean, be direct. Simple communication can be smart
communication.

Hold Your Thoughts

Encourage the other person to offer ideas and solutions before you give
yours.

Use Stories
When you tell a good story, you give life to a vision, goal and objective.

Back It Up
If people hear one thing from you and see another, your credibility is shot.
People need to trust you.

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WHY COMMUNICATION IS IMPORTANT IN A WORKPLACE?

Good communication in the workplace ensures students have the

information they need to perform well, builds a positive work
environment, and eliminates inefficiencies. Effective communication
should accurately convey information while maintaining or improving
human relationships.
1. Improves productivity.

The Four Components of Productivity

● Focus - You need to be able to focus on the task at hand and

avoid any distractions.
● Energy - You need the mental and physical energy required to
complete the task.
● Time management - You need to be able to prioritize tasks
strategically and manage your time effectively.
● Consistency - You need to be able to maintain your focus and
energy in order to work at a consistent pace.
● What causes low productivity?

These are some of the potential causes of low

productivity:

● Distractions: Distractions, such as social media for example,

can pull you away from the task at hand and lower your
productivity.
● Interruptions: Frequent interruptions, such as calls, email
notifications, or meetings, can disrupt your focus and make it
hard for you to get something done.
● Fatigue: Not getting enough sleep or overworking yourself can
leave you feeling fatigued and low on energy, which can affect
your ability to be productive.
● Stress: While short bursts of stress can help you complete a big
project or meet an important deadline.
● Boredom: If the tasks you’re working on are not engaging or
stimulating you, you might find yourself feeling bored, which can
affect your productivity.
● Health conditions: Research shows us that health-related
issues can significantly affect productivity.

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 ● Toxic environment: A toxic home or work environment can
affect your productivity and harm your mental health.

8 Ways to Boost Your Productivity

● Tidy up: Tidying up your workspace and getting rid of

clutter can not only improve the utility of the space but also
improve your decision-making ability, productivity, and overall
well-being.
● Make a to-do list: Having a written plan of action has been
shown to increase productivity.
● Focus on one task at a time: Avoid trying to do multiple things
at a time. The human brian is not wired to multitask, so you’ll be
more productive if you focus on one task at a time, rather than
trying to switch between multiple tasks.
● Block time in your schedule: Designate time to work on a
certain task by blocking time in your schedule. This technique is
known as time boxing.
● Try the Pomodoro technique: The Pomodoro
Technique involves dividing tasks into 25-minute intervals,
known as pomodoros, with a 5-minute break in between each
interval.
● Limit interruptions: Take steps to limit distractions and
interruptions.
● Learn to say no: Since you have limited time and bandwidth,
it’s important to focus on tasks that can help you meet your
goals. In order to improve your productivity, learn to say no to
other requests that take away from your energy and don’t
contribute toward your goals.
● Practice meditation: Meditation can help boost your
productivity by improving your concentration, motivation,
creativity, memory, and emotional intelligence.
2. Develop good culture and environment.

To effectively communicate with your team, you must create a receptive

atmosphere. Avoid a tense environment at all costs because when you
communicate in an overly intense manner, the message you are trying to
share might not be well understood or retained.

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What is a good team culture?
A strong team culture is one where everyone in the team is aligned on
purpose, values, behaviors, and working practices while also feeling they
are celebrated as individuals.

In a good team culture, members of a team understand group and

individual purpose as well as their role within the team. It’s vital to know
why you are doing the work you are doing and believe in the goals and
purpose of the team.

While positive team culture can emerge organically, it’s important that
you come together to define your culture and align on what it is and how
you live it. This might mean creating a culture statement or code of
conduct, or simply working to strengthen the bonds and shared
understanding between your team.

Why is Team Culture Important?

Team culture is important, whether you’re an organization of five people
or five hundred. With a healthy team culture, everyone in your team can
be happier, more engaged, and productive in the work that they do. Your
working environment is a direct result of the team culture you’ve created
– it touches all aspects of the work you do as a group and can make a
workplace successful or unbearable.

3. Decreases Competition.

Collaboration is a key skill for team management, as it fosters creativity,

innovation, and problem-solving.

Sometimes team members may feel competitive with each other, which
can lead to conflict, resentment, and reduced performance.

Here are some tips to help you create a more cooperative and productive
work environment.

● Define a common goal

o One of the main reasons why team members may compete
with each other is because they have different or unclear
expectations about what they are supposed to achieve. To

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 avoid this, you need to define a common goal that aligns with
the vision and mission of your organization, and communicate
it clearly and consistently to your team. Make sure that
everyone understands how their role and tasks contribute to
the overall goal, and how they can support each other along
the way.

● Foster a culture of trust and respect.

o Another factor that can trigger competition is a lack of trust
and respect among team members. If people feel insecure,
threatened, or undervalued, they may try to prove themselves
by outperforming or undermining others. To prevent this, you
need to foster a culture of trust and respect in your team,
where everyone feels safe, appreciated, and empowered. You
can do this by giving positive feedback, recognizing
achievements, encouraging diversity, and addressing issues
constructively.

● Promote collaboration skills and tools.

o Collaboration is not only a mindset, but also a skill that can be
learned and improved. You can help your team develop
collaboration skills and tools by providing training, coaching,
and mentoring opportunities, and by creating spaces and
platforms for sharing ideas, knowledge, and feedback. You can
also use collaboration tools such as project management
software, online chat, or video conferencing to facilitate
communication and coordination among team members.

● Reward teamwork and cooperation.

o One of the most effective ways to encourage collaboration
and avoid competition is to reward teamwork and
cooperation, rather than individual performance. You can do
this by setting team-based goals and incentives, such as
recognition, that depend on the collective results and efforts
of the team. You can also celebrate team successes and
milestones, and highlight the contributions and strengths of
each team member.

4. Increases responsibility and integrity. Having integrity means that

you are honest, ethical, and follow defined moral principles. And integrity
at work is about even more than honesty and respect. If an organization
has a true culture of integrity, that means employees take their

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 commitments seriously, are proactive when they don’t understand their
responsibilities, and ultimately, are accountable for their results. As a
result, the business thrives.
5. Reduces language barriers and cultural differences.

Teams whose members come from diverse races, cultures, nationalities,

and religions are multicultural or cross-cultural teams. Their workplace is a

multicultural workplace. When working in such a setting, there can be

some cultural and language barriers among members of a team.
Language barriers in the workplace go beyond the occasional
misunderstanding or request for clarification; they can fundamentally alter
the dynamics of a team, affecting everything from daily communication to
the overall cohesion and productivity of the group. When team members
struggle to communicate effectively due to language differences, the
fallout is multifaceted, impacting not just the workflow but the social
fabric of the team itself.

Effective communication strategies for multilingual teams

To harness the full potential of a multilingual workforce and mitigate the

challenges posed by language barriers, adopting effective communication
strategies is crucial. These strategies not only facilitate clearer
communication but also foster an inclusive atmosphere where every team
member can thrive.
Here are practical approaches to enhancing communication in multilingual
teams.
● Establish a common working language: While it may seem
straightforward, designating a common working language for official
communications can significantly reduce misunderstandings. This
approach ensures that all team members are on the same page, whether

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 it’s in meetings, emails, or project documentation. However, it’s important
to choose a language that everyone is reasonably comfortable with,
acknowledging that for some, this may require additional support and
learning.

● Foster a culture of patience and empathy: Building an environment

where patience and empathy are valued is essential for multilingual
teams. Encouraging team members to be patient with non-native
speakers and showing empathy toward the challenges they face can
promote a more supportive team collaboration atmosphere.

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 SELF CHECK 1.1-1
Multiple Choice

INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.

1. To be able to maintain your focus and energy in order to work at a

consistent pace.
a. Consistency
b. Focus
c. Time Management
d. Energy
2. It is required or needed to complete the task.
a. Time Management
b. Energy
c. Focus
d. Consistency
3. To be able to prioritize tasks strategically and manage your time
effectively.
a. Consistency
b. Energy
c. Focus
d. Time Management
4. To be able to focus on the task at hand and avoid any distractions.
a. Focus
b. Energy
c. Consistency
d. Time Management
5. Not getting enough sleep or overworking yourself can leave you
feeling fatigued and low on energy.
a. Fatigue
b. Stress
c. Boredom
d. Health Condition

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 ANSWER KEY 1.1-1

1. A
2. B
3. D
4. A
5. A

INFORMATION SHEET 1.1-4

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 “EFFECTIVE COMMUNICATION”

Learning Objective:

After reading this information sheet, the student must be able to:

1. Use non-verbal communication,

2. and follow lines of communication.

Introductory Learning

Performing duties according to workplace instructions is important for

completing tasks efficiently and effectively. Key steps include listening
carefully, understanding written instructions, following instructions
accurately, and seeking help if needed, and addressing conflicts
constructively.

The following are some key steps to performing duties following

workplace instructions:

1. Listen carefully – when receiving instructions make sure to listen

carefully and ask questions when you need clarifications.

2. Read and Understand – if the instructions are written, make sure

to read them carefully and understand them before beginning the
task.

3. Follow Instructions accurately – ensure that you follow the

instructions exactly as given. Do not make assumptions or take
shortcuts unless instructed to do so.

4. Check Your Work – after completing the task, take the time to
check your work and make sure it meets the standards outlined
instructions.

5. Seek help if needed – If you encounter difficulties during the task,

do not hesitate to seek help from your instructor.

6. Document the Process – keeping records of the instructions and

the steps taken to complete the task can be useful for future

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 reference and to demonstrate compliance with workplace policies
and procedures.

7. Be Respectful – when communicating with others, it is important

to be respectful and professional. Avoid using language that is
offensive or unprofessional and treat others with kindness and
consideration.

8. Avoid Gossip – gossip can be harmful and disruptive in the

workplace, so it is important to avoid participating in it. Instead,
focus on communicating information that is relevant and useful for
the task at hand.

9. Use Body Language – nonverbal cues, such as body language and

tone of voice, can be just as important as the words you use when
communicating with others. Make sure to use non-verbal cues that
are appropriate for the situation and that reinforce your message.

What is Non-verbal Communication?

Nonverbal communication, also called

manual language, is the process of
sending and
receiving messages without
using words, either spoken or written.
Similar to the way that italicizing
emphasizes written language,
nonverbal behavior may emphasize
parts of a verbal message.

Types of Non-Verbal Communication

While these signals can be so subtle that we are not consciously aware of
them, research has identified nine types of nonverbal communication.
These nonverbal communication types are:

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Facial Expressions

Facial expressions are responsible for a huge proportion of nonverbal

communication. Consider how much information can be conveyed with a
smile or a frown. The look on a person's face is often the first thing we
see, even before we hear what they have to say.

While nonverbal communication and behavior can vary dramatically

between cultures, the facial expressions for happiness, sadness, anger,
and fear are similar throughout the world.

Gestures

Deliberate movements and signals are an important way to communicate

meaning without words. Common gestures include waving, pointing, and
giving a "thumbs up" sign. Other gestures are arbitrary and related to
culture.

Nonverbal communication via gestures is so powerful and influential that

some judges place limits on which ones are allowed in the courtroom,
where they can sway juror opinions. An attorney might glance at their
watch to suggest that the opposing lawyer's argument is tedious, for
instance. Or they may roll their eyes during a witness's testimony in an
attempt to undermine that person's credibility.

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Paralinguistic

Paralinguistic refers to vocal communication that is separate from actual

language. This form of nonverbal communication includes factors such as
tone of voice, loudness, inflection, and pitch.

For example, consider the powerful effect that tone of voice can have on
the meaning of a sentence. When said in a strong tone of voice, listeners
might interpret a statement as approval and enthusiasm. The same words
said in a hesitant tone can convey disapproval and a lack of interest.

Body Language and Posture

Posture and movement can also provide a great deal of information.

Research on body language has grown significantly since the 1970s, with
popular media focusing on the over-interpretation of defensive postures
such as arm-crossing and leg-crossing, especially after the publication of
Julius Fast's book Body Language.

While these nonverbal communications can indicate feelings

and attitudes, body language is often subtle and less definitive than
previously believed.

Proxemics

People often refer to their need for "personal space." This is known as
proxemics and is another important type of nonverbal communication.

The amount of distance we need and the amount of space we perceive as

belonging to us are influenced by several factors. Among them are social
norms, cultural expectations, situational factors, personality
characteristics, and level of familiarity.

Eye Gaze

The eyes play a role in nonverbal communication, with such things as

looking, staring, and blinking being important cues. For example, when
you encounter people or things that you like, your rate of blinking
increases and your pupils dilate.

People's eyes can indicate a range of emotions, including hostility,

interest, and attraction. People also often utilize eye gaze cues to gauge a

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person's honesty. Normal, steady eye contact is often taken as a sign that
a person is telling the truth and is trustworthy. Shifty eyes and an inability
to maintain eye contact, on the other hand, is frequently seen as
an indicator that someone is lying or being deceptive.

Haptic

Communicating through touch is another important nonverbal

communication behavior. Touch can be used to communicate affection,
familiarity, sympathy, and other emotions.

In her book Interpersonal Communication: Everyday Encounters, author

Julia Wood writes that touch is also often used to communicate both
status and power. High-status individuals tend to invade other people's
personal space with greater frequency and intensity than lower-status
individuals.

Sex differences also play a role in how people utilize touch to

communicate meaning. Women tend to use touch to convey care,
concern, and nurturance. Men, on the other hand, are more likely to use
touch to assert power or control over others.

Appearance

Our choice of clothing, hairstyle, and other appearance factors are also
considered a means of nonverbal communication. Research on color
psychology has demonstrated that different colors can evoke different
moods. Appearance can also alter physiological reactions, judgments, and
interpretations.

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 SELF CHECK 1.1-4

MULTIPLE CHOICE

INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.

1. The eyes play a role in nonverbal communication, with such things

as looking, staring, and blinking being important cues.
a. Appearance
b. Eye Gaze
c. Haptic
d. Proxemics
2. It is a choice of clothing, hairstyle, and other appearance factors are
also considered a means of nonverbal communication.
a. Haptic
b. Proxemics
c. Appearance
d. Eye Gaze
3. It refers to vocal communication that is separate from actual
language.
a. Body Language and Posture
b. Paralinguistic
c. Haptic
d. Appearance
4. Deliberate movements and signals are an important way to
communicate meaning without words.
a. Paralinguistic
b. Gesture
c. Body Language and Posture
d. Eye Gaze
5. Ensure that you follow the instructions exactly as given.
a. Follow Instructions Accurately
b. Body Language and Posture
c. Listen Carefully
d. Read and Understand

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 ANSWER KEY 1.1-4
1. B
2. C
3. B
4. B
5. A

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 INFORMATION SHEET 1.1-6

“DATA SECURITY AND INTERACTIVENESS”

Learning Objective:

After reading this information sheet, the student must be able to:

1. Store and secure data,

2. and carry out personal interaction.

INTRODUCTION

Data storage helps save digital data and information. As data grows
exponentially, the methods of storing information also grow in complexity.
Likewise, the individual pieces of data have evolved from bits and bytes to
documents, video, audio, user preferences, network configurations, etc.

DATA STORAGE MANAGEMENT: WHAT IS IT AND WHY IS IT

IMPORTANT?

Effective data storage management is more important than ever, as

security and regulatory compliance have become even more challenging
and complex over time.

Enterprise data volumes continue to grow exponentially. So how can

organizations effectively store it all? That's where data storage
management comes in.
Effective management is key to ensuring organizations use storage
resources effectively, and that they store data securely in compliance with
company policies and government regulations. IT administrators and
managers must understand what procedures and tools encompass data
storage management to develop their own strategy.

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What data storage management is, who needs it and how to
implement it

Storage management ensures data is available to users when they need

it.
The data retention policy is a key element of storage management and a
good starting point for implementation. This policy defines the data an
organization retains for operational or compliance needs. It describes why
the organization must keep the data, the retention period and the process
of disposal. It helps an organization determine how it can search and
access data. The retention policy is especially important now as data
volumes continually increase, and it can help cut storage space and costs.

Advantages and challenges of data storage management

Data storage management has both advantages and challenges. On the

plus side, it improves performance and protects against data loss. With
effective management, storage systems perform well across geographic
areas, time and users. It also ensures that data is safe from outside
threats, human error and system failures. Proper backup and disaster
recovery are pieces of this data protection strategy.

An effective management strategy provides users with the right amount

of storage capacity. Organizations can scale storage space up and down
as needed. The storage strategy accommodates for constantly changing
needs and applications.

What is data and security?

Data storage involves where you keep your data during the course of the
project, and where you store it for the long-term. Data security involves
ensuring your data is protected, particularly if your data is sensitive. Data
storage and security are important for managing active data while the
project is actively occurring.

Storage security

With threats both internal and external, storage security is as important

as ever to a management strategy. Storage security ensures protection

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and availability by enabling data accessibility for authorized users and
protecting against unauthorized access.

A storage security strategy should have tiers. Security risks are so varied,
from ransomware to insider threats, that organizations must protect their
data storage in a number of ways. Proper permissions, monitoring and
encryption are key to cyberthreat defense

INTERACTION IN THE WORKPLACE

The first and perhaps

most lasting
impression you make
in the workplace
starts with manners:
how you carry
yourself and how you
behave. There are
many cultural issues
involved in
discussing how to
behave in the
workplace. If you are
engaging with individuals from different countries or cultures, be sure to
study up on their cultural standards. There are extensive resources
available online for information about different cultural standards in
business.

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Interpersonal communication is the process of sharing both ideas and
emotions verbally and nonverbally with another person. It allows us to
interact with and understand others in our personal and professional lives.
In the workplace, hiring managers often look for employees with strong
interpersonal skills who will collaborate and communicate well with their
colleagues.
Many interpersonal skills involve communication. That communication can
be verbal—such as persuasion or tone of voice—or nonverbal—such as
listening, gestures and expressions.

What are Interpersonal Skills?

Interpersonal skills—also known as
people skills—are the soft skills you use
to communicate with and understand
others. You use these skills daily when
interacting with people face-to-face.

ASSERTIVENESS

Assertiveness skills are communication strategies that allow you to

convey information and ideas in an open and direct way while maintaining
respect for the people to whom you're speaking.

DECISION-MAKING

The ability to make decisions is a valuable leadership trait and it

demonstrates your capacity to think objectively and weigh different
options. In addition, your aptitude to make a quick decision can help
establish a strong bond of trust with other employees that can strengthen
your company's culture.

PROBLEM SOLVING

The ability to handle difficult or unexpected situations in the workplace as

well as complex business challenges. Organizations rely on people who

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can assess both kinds of situations and calmly identify solutions. Problem-
solving skills are traits that enable you to do that. While problem-solving
skills are valued by employers, they are also highly useful in other areas
of life like relationship-building and day-to-day decision-making.

VERBAL COMMUNICATION

Is the use of words to share information with other people. It can therefore
include both spoken and written communication. However many people
use the term to describe only spoken communication. The verbal element
of communication is all about the words that you choose, and how they
are heard and interpreted.

NEGOTIATION

1. Communication

To achieve your ideal outcome at the bargaining table, it’s essential to

clearly communicate what you’re hoping to walk away with and where
your boundaries lie. Effective negotiators develop communication skills
that allow them to engage in civil discussion and work toward an
agreeable solution.

Deal-making requires give and take; it’s critical to articulate your thoughts
and actively listen to others’ ideas and needs. Not doing so can cause you
to overlook key components of negotiations and leave them dissatisfied.

2. Emotional Intelligence

For better or worse, emotions play a role in negotiation, and you can use
them to your advantage. For example, positive emotions can increase
feelings of trust at the bargaining table. Similarly, you can channel anxiety
or nervousness into excitement.

You need a high degree of emotional intelligence to read other parties’

emotions. This can enable you to pick up on what they’re implying rather
than explicitly stating and advantageously manage and use your
emotions.

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 3. Planning

Planning ahead with a clear idea of what you hope to achieve and where
your boundaries lie is essential to any negotiation. Without adequate
preparation, you can overlook important terms of your deal or alternative
solutions.

4. Value Creation

Value creation is one of the key skills you should add to your negotiation
toolkit.

To illustrate its importance, consider this analogy: When participating in a

negotiation, you and the other parties typically try to obtain the biggest
“slice of the pie” possible. Vying to maximize your slice inherently means
someone will get a smaller piece.

To avoid this, shift your goals from growing your slice to expanding the
whole pie. The benefits of doing so are twofold: First, you can realize
greater value; second, you can establish a sense of rapport and trust that
benefits future discussions.

5. Strategy

In addition to thorough preparation and the ability to create value, you

need a clear understanding of effective negotiation tactics. By knowing
what works and what doesn’t, you can tailor your strategy for every
negotiation.

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 SELF CHECK 1.1-6

Multiple Choice
INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.
1. To achieve your ideal outcome at the bargaining table, it’s essential
to clearly communicate what you’re hoping to walk away with and
where your boundaries lie.
a. Emotional Intelligence
b. Communication
c. Planning
d. Value Creation
2. In addition to thorough preparation and the ability to create value,
you need a clear understanding of effective negotiation tactics.
a. Strategy
b. Planning
c. Value Creation
d. Communication
3. The ability to make decisions is a valuable leadership trait and it
demonstrates your capacity to think objectively and weigh different
options
a. Decision Maker
b. Decision Making
c. Value Creation
d. Verbal Communication
4. Communication strategies that allow you to convey information and
ideas in an open and direct way while maintaining respect for the
people to whom you're speaking.
a. Problem-solving
b. Decision-Making
c. Negotiation
d. Assertiveness
5. The ability to handle difficult or unexpected situations in the
workplace as well as complex business challenges.
a. Assertiveness b. Problem-solving
c. Negotiation d. Decision-Making

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 ANSWER KEY 1.1-6

1. B
2. A
3. B
4. D
5. B

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 LEARNING OUTCOME SUMMARY

Learning Outcome Perform Duties Following Workplace

2 Instructions
ASSESSMENT CRITERIA:
2.1 Written notices and instructions are read and interpreted in
accordance with organizational guidelines
2.2 Routine written instruction are followed based on established
procedures
2.3 Feedback is given to workplace supervisor based
instructions/information received
2.4 Workplace interactions are conducted in a courteous manner
2.5 Where necessary, clarifications about routine workplace
procedures and matters concerning conditions of employment
are sought and asked from appropriate sources
2.6 Meetings outcomes are interpreted and implemented
CONTENTS

● Perform routine workplace duties following written/Spoken instruction

● Observe workplace etiquette
CONDITIONS: The Trainee must be provided with the following:

● Writing materials (pen and paper)

● Computer with printer
● Television
● Telephone
● References (Books)
● Manuals
● CBLM
● Short film
● Hand-outs
ASSESSMENT METHOD:

● Oral evaluation
● Written examination
● Observation

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 INFORMATION SHEET 1.2-1

“RESPONSIBILITY and PROPER ETIQUETTE”

Learning Objective:

After reading this information sheet, the student must be able to:

1. Perform routine workplace duties following written/spoken instruction,

2. and observe workplace etiquette.

INTRODUCTION

Employers hire individuals based on their ability to perform the duties and
responsibilities detailed within an official job description. The job
description is a written explanation of what each employee is responsible
for completing and clearly outlines the qualifications and expectations the
company has. It is important for each employee to be aware of the
requirements set for them to maintain a positive and productive work
environment. Let's learn what work responsibility is, why it’s important in
the work environment, and ways for you to achieve more responsibility in
the workplace and reach your career goals.

What is work responsibility?

Work responsibility is when an employee completes all of their job duties
stated within the job description and adheres to company policy and
procedures professionally and to the best of their ability. When you are
responsible at work, you establish yourself as a valuable employee and a
dependable coworker. Your daily actions at work, your behavior at special
work-related events, and how you treat other employees all play a role in
responsibility at work. The type of job-specific responsibilities you have
and the expectations placed on your behavior at work depend on your
workplace environment and your specific role.
Why work responsibility is important?
Responsibility is important in the workplace because it shows your
professionalism, can advance your career, helps build professional bonds
with coworkers, and shows company leadership that you are a valuable
employee.

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Supervisors value employees who exhibit responsibility because they
know they can trust you to complete tasks on time and submit high-
caliber work. Responsible employees are professionals with a consistent
work ethic who take actions daily toward their professional goals.
Responsible employees work to advance company success and strive to
perform their daily duties well. Responsible employees are engaged in
their daily activities and establish a culture of accountability that
advances individual careers and increases company productivity.
Assuming responsibility at work can benefit you in the ways listed below.
● Reveals your character
Your responsibility for your workplace duties demonstrates your work
ethic. Being a responsible employee shows you take pride in your work
and validates your worth. Supervisors will view you as a dependable and
self-reliant employee and have faith in your abilities.
● Helps secure your position
A responsible employee helps to provide the company with consistency
and security. Your strong work ethic and dependable nature are
demonstrative of your value and make employers want to retain your
talent. By assuming your responsibility at work, you become an asset to
the organization and gain job security because employers tend to keep
employees who deliver the best work and show constancy in their
behavior.
● Show accountability
Having accountability means that you accept the consequences of your
actions, whether they be good or bad. Employer’s value honesty in
workers who can admit to mistakes and take the actions needed to
remedy them. Workers who are accountable learn from their mistakes and
become better because of them. Working to rectify your errors, and
accepting praise for a job well done, shows confidence in your skills and
knowledge.

● Establishes trust
Honesty when admitting an error and the moral character to cheer others
on for their accomplishments helps to develop trust in the workplace.
Coworkers will value your presence, input, and relationship when they
view you as a comrade rather than competition. You can establish trust
with colleagues by recognizing their contributions, working together to
reach a goal, sharing ideas to improve workplace success, and showing a

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genuine interest in them and their personal lives. Although you don't have
to be best friends with everyone at your job, learning about other people
shows you value their individuality and respect them. Develop mutual
respect with coworkers and supervisors to develop trust, credibility, and
foster a healthy company culture.

● Positions you for advancement

Responsibility is important in the workplace because a strong work ethic
and respect for others can impress your employer and open up
opportunities for career advancement.

How to achieve more work responsibility in the workplace

Think about ways to exhibit the following traits through your actions to
earn the trust of your colleagues and supervisors to gain more
responsibilities at work and position yourself for a promotion or raise.

Awareness
When working to show you are a responsible employee, take the first step
by ensuring you are fully aware of your job responsibilities. Review your
job description and be knowledgeable of any current project goals.
Employers value workers who understand the scope of their job and are
focused on completing their duties to the best of their ability. Make sure
you try to do your best when executing your job responsibilities before
you take on additional tasks or help others.

Integrity
Integrity is a skill and trait that takes time to develop. Employees with
integrity follow a strong moral code and can be trusted to make decisions
that are ethical and benefit the company and those around them. This soft
skill is a quality necessary for effective leadership and can gain the
attention of your supervisor, setting you up for a promotion. Express good
and logical judgment and treat others professionally to show your sincere
and honest nature.

Resilience
Resilience, the will to continue when faced with obstacles and the stamina
to continue after you have failed, leads to successful employees and a
dynamic and growing company culture. Strong employees know that

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growth only happens after failure and defeat is a great teacher. Learn
from your mistakes and use them as inspiration to do better next time.

Accountability
Accept the consequences of your actions to take accountability. Although
responsibility and accountability are related, they are not the same. Being
responsible at work for your duties means taking action, while
accountability is the result of those actions. Knowing how to accept praise
or recognition for quality work and accepting blame when your actions
create problems are both forms of accountability. Being accountable for
your actions and showing self-reflection by discussing the consequences
will help managers build trust in you.

Decisiveness
When you have to make a decision at work, do so with confidence. Being
decisive means making informed decisions and having the certainty to
see them through.

Determination
Your determination and drive to succeed are evidence of your dedication
to your job and industry. When you seek opportunities to develop both
your hard skills and soft skills, your supervisor will see your fortitude and
persistence

Tips for showing work responsibility on the job

While you work to hone your skills and establish your worth as an
employee, you can show you have a sense of responsibility at work
through consistency in your daily actions and behavior. Consider the
following tips to show work responsibility on the job.

Be punctual
Arrive on time daily, show up to meetings a few minutes early, and
complete tasks by, or before, deadlines to show your respect and
appreciation of others’ time.

Remain positive
An optimistic attitude is conducive to a healthy workplace environment
and makes overcoming challenges easier. When you are positive, finding

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solutions is a welcomed task and opportunity to grow. Your optimism can
enhance your critical thinking skills and inspire others to want to work
with you toward a solution.

Practice active listening

Work responsibility requires good listening skills. Practice active listening
when communicating with others by making good eye contact, eliminating
distractions, waiting for your turn to speak, having an open and inviting
posture, and asking clarifying questions to fully understand the message.
They will appreciate your efforts and your actions will help to build strong
bonds among your peers.

Motivate others
Encourage others to create goals and praise them for quality work. Show
you value your colleagues by recognizing their efforts and support in your
job. You can give a kind word of praise or send a considerate thank-you
note to communicate the sentiment. It is a professional and kind act that
will be noticed.

Volunteer
Volunteering at work for extra duties shows you want to help the company
succeed and you are ready for more responsibility. Make sure you
complete your regular duties to the best of your ability to ensure you are
not over-committing. Volunteering can be an excellent learning
experience and may align you with further opportunities for advancement.

Be flexible
A transferable skill that can benefit you in both your personal and
professional life is flexibility. Be able to judge when you have to adjust
your efforts or change your perspective in order to reach a goal. This trait
can help you be a better team member and a more reliable employee.

It is important to be successful at work and have a sense of purpose in

your daily duties. Work responsibility is an important characteristic to
establish your value as an employee and maintain a positive company
culture. A positive work environment will recognize you for taking
responsibility at work and support your career path goals.

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OBSERVING WORKPLACE ETIQUETTE

WHAT IS ETIQUETTE?

- It is an indefinite set of rules of good manner and behavior.

- The word etiquette comes from a French word “ticket”.
- It is a formal rules of correct and polite behavior.
- Each society has its own etiquette. It’s important to follow the rules.

Merriam-Webster defines etiquette as, "…the conduct or procedure

required by good breeding or prescribed by authority to be observed in
social or official life."

Understanding conventions can help people avoid embarrassing

situations. It's also a fundamental part of etiquette. But there's more to it
than knowing the correct way to sit at a formal function It really comes
down to relationships between people.

Good manners and proper etiquette include age-old sentiments like the
Golden Rule and putting others before yourself. It means being honest,
trustworthy, and having the ability to put other people at ease. It also
means exhibiting kindness and courtesy when working with others.

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How etiquette is changing in the digital age?

The digital age has changed

the landscape of business,
personal life, and social life. It's
no wonder that it has also had
a great effect on etiquette.

In some cases, these changes

have come on quickly leaving
some wondering what the
proper etiquette is for
technology.

Even more complicated, there

are times when a generation
gap affects technology
etiquette. Younger generations
are less likely to listen to
voicemails, and may even find
them annoying and
inconvenient.

Beyond generational
differences, there are also
questions about the correct
way to use technology in the workplace. Those who work in corporations
may not know what the proper etiquette for cell phones in the office. Are
they appropriate for meetings? Should they be left at their desks, or is it
enough to place them face down at a meeting table?

Technology usually ushers in new changes for etiquette. For instance,

when Alexander Graham Bell invented the telephone, it took a while to
choose the correct greeting. Bell wanted to use the word "Ahoy!" Even,
"What is wanted?" was in the running. "Hello," was the word that was

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finally chosen. Each major technological change brings with it new rules. If
you're wondering how to navigate this new digital age, here are some
specific etiquettes related to technology.

Where you should not use your cellular device:

● When driving for safety reasons.

● In the checkout line because it slows down the flow and comes
across as rude when the cashier can see you're distracted.
● It may come across as rude to have your cell phone out during
class.
● During religious services of any kind including funerals and
weddings.
● When with a client
● At a nice restaurant.
● At a dinner party.
● Cell phones can be used at meetings if they're relevant to the
meeting. Otherwise, they should be left behind or silenced.
● When you're having a personal conversation with someone.
● As a general rule, try to avoid frequently checking your phone.

How to use etiquette on social media:

● Don't use social media to air personal disputes or conversations.

Those should be reserved for private messaging.
● Don't use social media for personal issues if you're friends with
acquaintances or coworkers.
● Don't tag or post pictures of friends or acquaintances that are not
flattering.
● Avoid being over reactive when people post things on social media.
It's easy to misinterpret someone else's motivation especially if you
don't know them well.
● Try to avoid posting offensive things on your social media.
Represent yourself well. Remember that employers and educational
institutes often use social media to vet people.
● Text or call close friends on their birthday instead of wishing them a
happy birthday on social media.

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WHAT ARE SOME BASIC ETIQUETTES FOR EFFECTIVE
COMMUNICATION?
Good communication is a key component to a successful life and proper
etiquette can play a huge part in effective communication. Whether you're
talking to a friend, speaking in class, trying to land a job at an interview,
or in giving a presentation in the workplace, knowing the right way to
communicate with others is essential.

Here are some helpful etiquette’s to help you communicate effectively.

1. LISTEN TO THE PERSON YOU COMMUNICATING WITH

Taking the time to listen to others sounds easy, but it's too often
overlooked. This simple courteous act can go a long way in making others
feel important.

If you want to be a good listener, put your phone away. Set aside
distractions and listen intently. Make eye contact during the conversation
so they know you're paying attention.

It's tempting to interrupt others when something they say sparks your
interest. You may feel like interjecting a similar story or thought. However,
this often makes people feel like you don't really care what they're saying.
It gives the impression that you're more interested in what you have to
say than what they have to say. Instead, wait until they're done talking
before you share your thoughts.

Learning how to listen well can improve both work-related relationships

and personal ones. People feel much more at ease when they feel heard,
no matter what the context.

2. THINK ABOUT YOUR TONE

Communication is often about much about the way you say things, not
just the words you use. Your tone effects the way your words are
perceived.

For instance, you can say, "I love you!" in a romantic way. Or, you can
say, "I really love you," in a sarcastic way with the opposite meaning.

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A person can say, "I hate you," affectionately. They can also bitterly
communicate, "I can't wait to see you again!"

We may think that we can hide our tone behind sweet words, but most
people are keen to pick up our real meaning. When speaking, consider the
way you're coming across.

Are you saying one thing, but really meaning another? Are you being
passive-aggressive or misrepresenting your real intentions?

A tone of voice not only expresses meaning to others, but it also creates
interest. Everyone is bored when someone gives a monotone speech. The
tone and variation of a person's voice can make them sound strong,
emphasize emotion, and impress urgency. It can inspire and motivate
people.

A person's tone can also soothe and comfort someone in pain. The way
someone speaks can make another person feel cared for and at ease.
When communicating effectively, make sure that your tone matches your
intent. Also, be sure to be courteous and thoughtful when you speak.
Choose your words and the way you express them carefully.

3. USE EMPATHY AND THINK ABOUT OTHERS BEFORE YOU SPEAK

When we're frustrated or stressed, it's easy to think inwardly. We

sometimes minimize other people's needs, become irritable, or blow up at
friends or colleagues.

Effective and courteous communication starts with using empathy and

thinking about the needs of others. Even if you're communicating a need
of your own, consider how it will come across to someone else when you
bring it up.

For example, you can kindly ask for your assistant to get you a cup of
coffee, or you can lash out angrily because it isn't already on your desk.

In both instances, you'll probably get your coffee, but the first method is
more effective in the long run. Your assistant may follow your orders when
you're angry, but they're probably not going to want to work with
someone long term who is harsh and unreasonable.

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 HOW TO HAVE PROPER ETIQUETTE WHEREVER YOU GO

The truth is you may not always have perfect etiquette. There will be
certain situations where you're out of our element. You may not always
know the exact rules or conventions.

That doesn't mean that you can't still be courteous, kind, and
mannerly. Peggy Post, author, and spokesperson for the Emily Post
Institute explains, "Manners are a sensitive awareness of the feelings of
others. If you have that awareness, you have good manners, no matter
what fork you use."

SELF CHECK 1.2-1

Multiple Choice
INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.

1. It is an indefinite set of rules of good manner and behavior.

a. Duties
b. Performance
c. Etiquette
d. Responsibility
2. Communication is often about much about the way you say things,
not just the words you use. Your tone effects the way your words
are perceived.
a. Listen to the person you communicating with
b. Be Flexible
c. Think about your tone
d. Remain Positive
3. When working to show you are a responsible employee, take the
first step by ensuring you are fully aware of your job responsibilities.
a. Integrity
b. Determination
c. Awareness
d. Accountability
4. Encourage others to create goals and praise them for quality work.
a. Integrity
b. Determination
c. Motivate others
d. Be flexible

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5. A transferable skill that can benefit you in both your personal and
professional life is flexibility.
a. Determination
b. Integrity
c. Be flexible
d. Remain Positive

ANSWER KEY 1.2-1

1. C
2. C
3. C
4. C
5. C

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 LEARNING OUTCOME SUMMARY

Learning Outcome Complete Relevant Work Related Documents

3
ASSESSMENT CRITERIA:
3.1 Range of forms relating to conditions of employment are
completed accurately and legibly
3.2 Workplace data is recorded on standard workplace forms
and documents
3.3 Errors in recording information on forms/documents are
identified and acted upon
3.4 Reporting requirements to supervisor are completed
according to organizational guidelines
CONTENTS
● Fill-up Forms
● Record Workplace Data
● Use MDAS For Routine Calculations
● Rectify Errors in Forms/Documents
● Complete Reporting Work Requirements
CONDITIONS: The Trainee must be provided with the following:
● Writing materials (pen and paper)
● Computer with printer
● Television
● Telephone
● References (Books)
● Manuals
● CBLM

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 ● Short film
● Hand-outs
ASSESSMENT METHOD:

● Oral evaluation
● Written examination
● Demonstration
● Group Discussion
● Role Play

INFORMATION SHEET 1.3-1

“FILLING UP AND COLLECTING DATA”

Learning Objective:

After reading this information sheet, the student must be able to:

1. Fill up forms,
2. and record workplace data.

What Is This Module About?

Have you ever tried to enroll in a school or apply for a job? What were the
requirements that you had to accomplish? Did the school or the company
ask you to fill up some forms? If you were, then you have an idea of what
this module is about.

Forms are documents that you have to fill up as a requirement for

admission to a school or to a job. These are important because they tell
the school or company about you. There are many types of forms. For
example, a bio-data, Personal data sheet is usually required when you

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apply for a job. Another example is a request form for a community tax
certificate. We fill up this form when we secure a community tax
certificate. This certificate is required for many other documents and is
proof that you live in a certain locality.

How to fill out an Application form?

Most organizations require candidates to fill out job application forms as

part of their recruitment process. This is an important process, as the
hiring manager evaluates candidates' suitability based on the details of
their application form. Understanding how to fill out an application form
can help you successfully pass through this critical step when job
searching. In this article, we discuss the steps when filling out an
application form, explain how to answer open-ended questions, and
highlight post-application tips so you can find success in securing
employment.

Follow these steps if you are interested in learning how to fill out an
application form:

Prepare Yourself

Preparing before filling out any job application is essential, and it makes
the process much easier and more productive. You can prepare by

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studying the job description because this gives you a good understanding
of the skills and qualifications the hiring manager prioritizes. Gather all
the necessary information for filling out the form, like your employment
history, reference contact information and details of academic
achievement. In addition, ensure you study the instructions carefully to
help ensure that you fill out the application form correctly.

Research the Company

Potential employees who research the company can discover important
information to increase the chances of a successful job application.
Research a company and learn its ideals, mission, vision and history. You
can then incorporate these pieces of information into your application and
show the employer you're highly interested in working for the institution.

Plan your time allocation

Application forms ask for various details, so completing those takes some
time. Creating a strategy before you start the application can help you
efficiently address each application segment. This can also help in
completing the application within the specified time if there's a time limit.
Allocating time can ensure you complete the application in the best
possible way.

Be honest
Filling out and submitting an application requires providing the correct
information, especially in segments like education, employment history or
criminal background. Employers usually conduct background checks on a
candidate they consider suitable, and any untruthfulness they detect can
severely reduce your chances of success. In addition, filling the form
honestly is a great way to demonstrate integrity and self-respect, which is
great for your professional reputation.

Add Keywords
Employers typically use an applicant tracking system to filter through the
numerous application forms they receive. These systems consider
keywords when assessing application forms. This makes it essential to
include such keywords on your application form. You can discover the
keywords by searching through similar job postings and noting the words
or phrases that appear most frequently.

Proofread your Application

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Many employers desire people with a proven trait of discipline and
thoroughness, making it essential that your application portrays you in
this manner. Ensure your application is free of errors by personally
proofreading it, having someone do it for you or both. You can also use
online or software tools to ensure your application is error-free.

Include your Resume

Your resume is a document that provides more information to the hiring
manager regarding your qualifications and expertise. Applications
typically require that you submit your resume, but it's vital that you
confirm by reading the instructions. Also, where the hiring manager
provides instructions regarding how to send the resume, ensure you
follow them.

Include your Cover Letter

A cover letter is a document you send alongside your resume when you
submit a job application. It serves as a personal introduction to your
application. Ensure your cover letter adheres to the hiring manager's
preferred format or is in a standard format. For example, cover letters are
usually three to five paragraphs and are within one page. Read through
the application instructions to determine if it's necessary to send a cover
letter.

COLLECTING WORKPLACE DATA

Data is what the business world revolves around. Without data,

organizations would not be able to make clear and strategic
decisions. Human resources activities contribute a great deal of employee
data which is useful to organizations. This data is then collected,
organized, analyzed, and compared to measure success or failure.
Companies collect a variety of employee data to improve effectiveness,
meet business objectives and reduce legal liabilities. With massive
amounts of employee data collection happening, it can be easy for things
to get out of control. Let’s have a look at types of employee data that are
useful and the best practices for protecting, managing, and collecting
employee data.

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WHAT IS DATA MANAGEMENT?

The employee data management

process refers to strategies
companies and HR professionals
use to ensure the employee data
they collect is accurate, organized,
retrievable, and stored in a way
that complies with data privacy
regulations.

EFFECTIVE FILE MANAGEMENT

Avoid saving unnecessary documents.

Don't make a habit of saving everything that finds its way to you. Take a
few seconds to glance through the content, and keep a file only if it's
relevant to your work activity, or required by your business. Having too
many unnecessary documents adds to clutter and makes it harder to find
things in the future.

Follow a consistent method for naming your files and folders.

For instance, divide a main folder into subfolders for customers, vendors,
and co-workers. Use shortened names to identify what or who the folders
relate to. You can even use color coding to make it easier to identify
different categories of folders.

Store related documents together, whatever their type.

For example, store reports, letters, presentation notes, spreadsheets, and

graphics related to a particular project in a single folder – rather than
having one folder for presentations for all projects, another folder for
spreadsheets for all projects, and so on. That way, you'll be much faster
finding documents for a particular project.

Separate ongoing work from completed work.

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Some people prefer to keep current or ongoing work on their desk or
computer desktop until a job is completed. Then, once it's done, they
move it to the appropriate location, where files of the same category are
stored. At periodic intervals (for example, weekly or every two weeks),
move files you're no longer working on to the folders where your
completed work is stored.

Avoid overfilling folders.

If you have a large number of files in one folder, or a large number of

subfolders in a main folder, break them into smaller groups (subfolders or
sub-subfolders). For instance, you could divide a folder called "Business
Plan" into subfolders called "BP2021," "BP2022," and "BP2023." Likewise,
you might divide a folder for a client named Delta Traders into subfolders
named "Delta Traders sales presentations" and "Delta Traders contracts."
The idea is to place every file into a logical folder or subfolder, rather than
have one huge list of files.

Organize documents by date.

Make sure that the date of a document is clear, by highlighting it or

adding it to a paper document, or including it in the title of an electronic
one. That will help you to organize your documents chronologically,
without having to open each one. And you'll then be able to find them
more easily in future.

Make digital copies of paper documents.

This is useful if you don't have much space to store paper documents; you
want to archive documents without destroying them completely; you need
to share documents electronically; or you want to make your information
storage more secure. (This won't be appropriate for all types of
documents, though – for example, legal contracts or documents with
original signatures – so use your best judgment here.)

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 SELF CHECK 1.3-1

MULTIPLE CHOICE

INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.

1. Filling out and submitting an application requires providing the
correct information, especially in segments like education,
employment history or criminal background.
a. Add Keywords
b. Be Honest
c. Plan your time allocation
d. Prepare yourself

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 2. Preparing before filling out any job application is essential, and it
makes the process much easier and more productive.
a. Research the Company
b. Prepare Yourself
c. Be Honest
d. Plan your time allocation
3. Employers typically use an applicant tracking system to filter
through the numerous application forms they receive. These
systems consider keywords when assessing application forms.
a. Plan your time allocation
b. Add Keywords
c. Be Honest
d. Prepare yourself
4. Potential employees who research the company can discover
important information to increase the chances of a successful job
application.
a. Plan your time allocation
b. Research the company
c. Prepare yourself
d. Be honest
5. Application forms ask for various details, so completing those takes
some time. Creating a strategy before you start the application can
help you efficiently address each application segment.
a. Be honest
b. Plan your time allocation
c. Prepare yourself
d. Research the company

ANSWER KEY 1.3-1

1. B
2. B
3. B
4. B
5. B

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 INFORMATION SHEET 1.3-2

“FINDING SOLUTIONS”

Learning Objective:

After reading this information sheet, the student must be able to:

1. Use MDAS rules in Calculation,

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2. and rectify errors in documents.

INTRODUCTION

HOW DO WE USE MDAS RULES?

WHAT IS MDAS?

MDAS stands for Multiplication, Division, Addition, and Subtraction. It is

part of the Order of Operations, a collection of rules that gives a sequence
for simplifying mathematical operations. It is used when an expression or
equation has more than one operation.

According to the order of operations, all multiplication or division must

occur before addition or subtraction. For example, the expression 6+4×5
involves addition and multiplication. According to MDAS, simplify the
multiplication portion of the expression before

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adding. Since 4×54×5 equals 20, rewrite the expression as 6+20, which
equals 26.

Why do we use this system?

Recall that multiplication is repeated addition, which means multiplication

is more powerful than addition. And division is repeated subtraction,
which means division is more powerful than subtraction. Mathematicians
developed the Order of Operations to simplify multiple operations in the
order of their relative power.

What is RECTIFY?
To correct something or make something right.
Making mistakes at work can help
you improve your own processes and
develop trust among your
colleagues. It also shows your team
members how you handle errors,
demonstrating your own
professionalism. Learning the steps
for addressing mistakes at work with
your team and identifying the root
cause of those mistakes can help
you avoid making similar errors in
the future.
WHAT TO DO AFTER MAKING MISTAKES AT WORK

If you make a mistake at work, you can take certain steps to help reduce
the impact and prevent it from happening again. Once you recognize that
you've made a mistake, here’s what you can do:

Address your feelings

It's natural to experience some frustration or embarrassment after making
a mistake at work. However, it's also important to progress forward and
shift your energy to responding properly. Take a few moments to release
negative feelings and adopt a positive attitude so that you can learn from
the mistake and perform better in the future.

Acknowledge the Error

Acknowledging the mistake not only to yourself but also to others
emphasizes your level of professionalism. When you tell others of your
mistake, be direct and straightforward. Explain the situation so

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your manager and coworkers understand what transpired. Promptly
communicate with members of your team once you realize the mistake so
you have time to rectify it.

Offer an Apology
Offering a genuine apology to anyone affected by your mistake
accomplishes multiple things. It shows that you sincerely regret the error
and take responsibility for it. It also demonstrates that you respect the
people who your mistake affected. If there were any lingering feelings of
negativity over the error, a genuine apology can help restore a positive
relationship.

Evaluate the Cause

Think about how the mistake occurred. Evaluating the cause of the error
can help you highlight how your actions contributed to what happened,
and you can more easily identify potential mistakes in the future. For
example, if you submitted a report with spelling errors, you may conclude
that you didn't have time to double-check your work. Now you know to
spend time proofreading before turning in your assignments.

Find a Solution
Next, it's time to rectify any problems that resulted from the error.
Identify a solution to resolve any problems that happened because of the
mistake and communicate your solution to any key stakeholders. This
could mean working after hours or simply apologizing to a client
personally. If the mistake impacted colleagues and added extra work to
their roles, look for ways you can alleviate their workload. You can help
build trust in the workplace since you're demonstrating how you take full
responsibility for mistakes.

Plan what to do next time

Evaluate what you could do differently next time to ensure the mistake
doesn't happen again. Whatever caused the mistake to happen, identify
the issue and address it. You can start on a project sooner to meet the
deadline or set aside time to work undisturbed on just a single project.
Communicate the solution to your managers so they have confidence that
you've taken the steps to avoid similar mistakes in the future.

Prioritize your self-care

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Your physical, mental and emotional well-being can influence your quality
of work. Once you've planned how to rectify your mistake, contemplate
how you can take care of yourself to make sure you have the energy to
focus on your work tasks. For example, you can plan to get more hours of
sleep so you're alert to pay more attention to detail. You can also aim to
establish boundaries between your work and personal life to minimize
distractions.

Create a positive pattern of work

Once you resolve the mistake, take actions that show you're improving
your work style. Adhere to the new guidelines you set for yourself to avoid
making the same errors. If you find a method that works particularly well,
share it with your coworkers, who may find it useful too. Setting this
example encourages more communication, which can be useful in
identifying ways to reduce the possibility of future mistakes.

Tips to Reduce of making mistakes at work.

● Give yours work full attention at optimal times – Depending

on your personal energy levels, structure your day so you’re
working on your highest-priority tasks when you feel most
energized. Another strategy is to work on these projects during the
time in your day when others least likely to disturb you.
● Double-check all communications and presentations - The
more you get in the habit of checking for errors before clicking the
"Send" button in chat or email, or printing documents for others to
read in a meeting, the more assurance you can have that your
communications are error-free.
● Create Checklists - A checklist can help you avoid making
mistakes, especially for more repetitive tasks. Once you have a
process in place, follow the specific steps on your list each time you
complete that task.
● Review your work - Each time you're done with a task or process,
especially high-priority work, review it for mistakes. If possible, take
a break from the project before reviewing it for the final time so you
can more successfully identify errors later.
● Take Break - Take a break from work every 90 minutes to two
hours to increase the likelihood of error-free work. Try to take a
break away from your workspace to fully disengage from your
responsibilities.

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 ● Eliminate distractions - When you're working on high-priority
tasks, put your phone away, close your email and unnecessary
browsers and put any work-related messenger apps on "do not
disturb" mode. Keep a pen and notepad available to write down any
unrelated thoughts to help you stay on task.
● Ask Questions - When you start a new job or begin a new project,
ask questions so you can fully understand your role. Learning more
about your duties and the steps you're planning to take can help
you eliminate the possibility of making errors.
● Create a detailed schedule – To ensure you meet deadlines, use
a calendar that outlines everything you plan to do in a day, week
and month. You can even schedule your hours so you spend the
right amount of time on each task.

COMPLETING WORK REQUIREMENTS

Business reports are often a common part of many peoples' work

responsibilities. There are several types of work reports that you may be
required to write, including daily work reports, sales reports and analyses.
While there is no set format for writing work reports, there are certain
steps you can take to ensure you compose the most effective and
professional report possible.

What is a Work Report?

A work report is a formal document that discusses information about a

specific topic related to an aspect of your job. Most work reports are
addressed to a particular audience, such as a manager. Depending on the
type of work report, you may be given a report brief that outlines what
you should include in your report. Most reports should be written in a
structured format to clearly demonstrate what the report is trying to
convey.

How to write a work report

Writing effective work reports takes practice and requires
good communication skills. The more reports you write, the more efficient
you will be in composing them. The following are steps you can take to
write a professional report in the workplace:

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Identify your audience
Knowing who will be reading your report is an important step in
determining how to format it, what to include and the tone you should use
when writing it. For example, if you are writing a sales report for your
manager, will anyone else be reading it? If you're composing a business
analysis report, will your higher-ups be reading the report or only your
immediate supervisor? Establish who will be reading your report and cater
the report to these specific people.

Decide which information you will include

After determining who your audience is, you should focus on identifying
the purpose of your report to decide what information should be included.
If you know who will be reading the report, you could ask questions
regarding what they expect to see. Choose to include information that will
provide the clearest picture of what you are trying to convey.

Structure your report

When writing a report, you should structure it so that it can be easily read
and digested. While each report will vary in the sections you should
include, you can use the following report components as a guide when
writing your report:
● Title or Title page
● Executive summary/abstract that briefly describe the counter of
your report
● Table of contents
● An introduction describing your purpose in writing the report
● A body with the details of what has been accomplished on the
project and the next steps
● Conclusion or recommendation depending on the purpose of the
report

Use concise and professional language

You should strive to use clear and concise language when writing your
report. Try to get the point across as clearly and quickly as possible and
use simple yet professional language.

Proofread and edit your report

Proofreading your work report is an essential step in the report-writing
process. This gives you the opportunity to ensure your writing is as
professional as possible and to catch any mistakes before you send it out.

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Proofreading also allows you to cut out any unnecessary information and
make sure your report is as efficient and effective as possible.

SELF CHECK 1.3-2

Multiple Choice

INSTRUCTION: CHOOSE THE LETTER OF THE CORRECT ANSWER.

1. It can help you avoid making mistakes, especially for more

repetitive tasks.
a. Create checklist
b. Ask questions
c. Take a break
d. Review your work
2. To correct something or make something right.
a. Rectify
b. Take a break

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 c. Create checklist
d. Ask questions
3. To ensure you meet deadlines, use a calendar that outlines
everything you plan to do in a day, week and month.
a. Create detailed schedule
b. Rectify
c. Take a break
d. Ask questions
4. What is D means in MDAS?
a. Diavision
b. Diviseon
c. Division
d. Divesion
5. When you're working on high-priority tasks, put your phone away,
close your email and unnecessary browsers and put any work-
related messenger apps on "do not disturb" mode.
a. Eliminate destructions
b. Create detailed schedule
c. Ask questions
d. Take a break

ANSWER KEY 1.3.2

1. A
2. A
3. A
4. C
5. A

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References

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at: https://www.verywellmind.com/types-of-nonverbal-communication-2795397.

‌ eamSense. (n.d.). 5 Tips to Reduce Employee Turnover and Absenteeism. [online]

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Heinz, K. (2021). The Dos and Don’ts of Creating a Positive Work Culture. [online] Built
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‌ ww.linkedin.com. (n.d.). How can you encourage collaboration and avoid competition in
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encourage-collaboration-avoid-competition [Accessed 30 Apr. 2024].

Perry, E. (2022). What does integrity mean in the workplace (and why it’s important).
[Online] betterup. Available at: https://www.betterup.com/blog/integrity-in-the-
workplace.

DRIVING NC II Date Developed: Document No.

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‌ eeksforgeeks.org. (2024). Available at:
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TraitsofIntegrity.jpg [Accessed 30 Apr. 2024].

‌ rocetti, P. (2021). Data Storage Management: What Is It and Why Is It Important?

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courses.lumenlearning.com. (n.d.). Interaction in the Workplace | Business

Communication Skills for Managers. [Online] Available at:
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in-the-workplace/.

Miller, K. (2023). 6 Negotiation Skills All Professionals Can Benefit From. [Online] Harvard
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‌Cherry, K. (2023). Types of Nonverbal Communication. [Online] Verywell Mind. Available at:
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‌Anon, (n.d.). The Importance of Good Etiquette | MastersInCommunications.org. [online] Available at:
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What Is This Module About? (n.d.). Available at:

https://dlrciligan.weebly.com/uploads/5/0/8/0/50800379/filling_up_forms_accurately.pdf [Accessed 30 Apr.
2024].

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 DRIVING NC II Date Developed: Document No.
Developed by: Issued by:
TL MABUHAY
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Communication ACADEMY, INC.
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 DRIVING NC II Date Developed: Document No.
Developed by: Issued by:
TL MABUHAY
Participating in Workplace DRIVING LESSON Page | 67
Lucky June A. Singcol, Lpt
Communication ACADEMY, INC.
Revision #