C O M M U N I C AT I O N

FOR WORK
PURPOSES

LESSON 5
PART 1
•professional oral communication or
oral communication in the workplace
•how to write an application letter,
otherwise known as a cover letter.
Contact me via

Krystalyn Enriquez Perez

Krystalyn Perez

[Link]@[Link]

if you have any questions or need clarification.

ORAL COMMUNICATION
IN THE WORKPLACE
ORAL COMMUNICATION IN THE
WORKPLACE
• The importance of oral communication skill at the workplace
is evident in various researches conducted among
organization executives, managers, employees and trainees.
• These researches have revealed that effective oral
communication skill takes the top place among the business
skills needed in the company for its quality performance.
• Executives and managers need good communication skills to
demonstrate effective leadership, efficient transaction, quality
performance, and excellent productivity.
PRESSING CHALLENGES IN
WORKPLACE COMMUNICATION
• Andrea Campbell, author of Top 10 Team Communication
Issues and How to Avoid Them, believe that poor
communication skills create business problems.
• One of these is the team communication issues and problems
among people at work.
• The said problems are considered communication challenges.
• The terms refer to the problem when the manager does not
provide feedback or coaching.
• She said, as quoted, that the root problems of this issue are
managers' inattention to people they supervise.
TOP COMMUNICATION ISSUES
1. Failure to Listen
• Good communication fails when one doesn’t pay
much attention or plan what to say before one ends
his statement.
• Other distractions like noise and other physical
barriers present in the environment take toll resulting
to communication failure.
• To avoid it, speakers have to emphasize the
importance of active listening in the discussion.
TOP COMMUNICATION ISSUES
2. Culture Differences
• The diversity of backgrounds and cultural customs
create communication issues among team members
and leaders.
3. Locale or Distance to Office
• The very low level of interaction in electronic
communication poses a communication barrier.
• Important issues and solutions can be posted or sent
to all for further knowledge and verification.
TOP COMMUNICATION ISSUES
4. Ego and Attitude
• arrogance causes trouble, and more often, teamwork ends due to one’s defiance.
• team member could not accept the fact that he contributes to team’s problem.
• He has to re-direct the group to be able to meet the goals.
• Calmness and tactfulness help reduce tension and friction between or among team
members.
5. Authority or Hierarchy Problems.
• demonstrates more often creates intimidation or gap with team members.
• and hesitant to approach or talk to their manager for authority being shown. To
resolve, managers or team leaders should promote harmoniously relation among
the team members.
TOP COMMUNICATION ISSUES
6. Poorly Written Communication
• The confusion or misunderstanding of in interoffice
business communication is due to poor content of written
documents, substandard organization, fractured grammar,
among other flaws in written interoffice materials.
7. Gender Bias
• The choice of which gender makes a more effective leader
in the department is an issue of gender bias.
• To avoid this, team leaders or managers should ensure that
the issue on gender choice is set aside in tackling issues or
taking course of action for the department.
TOP COMMUNICATION ISSUES
8. Focus or Listening Problems
• To help avoid it, leaders or managers have to initiate mutual
understanding regardless of age.
• Understand one’s weaknesses and capitalize on one’s
strength.
9. Inadequate Knowledge
• Hence, team performance is affected due to ineffective
education or lack of understanding or other inadequate
knowledge foundation.
• To resolve it, leaders or managers encourage team members
to upgrade knowledge by pursuing higher degree programs.
TOP COMMUNICATION ISSUES
10. Cliques, Groups and Friendships
• Conduct team building activities to promote objectivity,
teamwork, cooperation, and unity in diversity.

PREPARING THE COVER/ APPLICATION LETTER

• When you are applying for a new position, a cover letter is
extremely important as your resumé or curriculum vitae
(CV).
• The purpose of the cover letter is to persuade your reader to
consider reading your resumé.
JOB APPLICATION
LETTER OR A COVER
LETTER
WRITING A JOB APPLICATION LETTER OR A COVER LETTER

• Preparing A resume’ or a CV and application letters or cover

letters are essential parts of job hunting.
• A job application letter or a cover letter is like a sales letter in
which you sell your knowledge and competence.
• Without a good cover letter, your résumé is unlikely to be read.
• Remember that your application letter is your selling factor.
• Therefore, your application letter and accompanying resume
have to attract professionals’ attention.
• Your final goal is to get an interview.
WRITING A JOB APPLICATION LETTER OR A COVER LETTER
• After writing the application letter, use the checklist
below to make sure your letter has already met the
needed information.
• When you are writing the
 The title of the job, source of your information and
application letter, bear in mind to the statement of your objective have to be clear.
achieve the four important tasks:  There should be a summary of your qualification
for the job. This includes work experience,
1. Catch the reader’s attention
educational background, and summary of relevant
purposively. skills such as leadership skills,organizational skills,
and intercultural communication skills.
2. Tailor it to the company, to the
 Indicate that you enclosed your CV or resumé.
employer, and to the job.
 Request for an interview. This includes place and
3. Persuade the reader that you time you will be available and the contact
information such as phone numbers and email
are a qualified applicant for the
addresses.
job.  Identify the job. Include any information that is not
4. Request an interview. included in your CV or resumé.
GENERAL GUIDELINES FOR THE OVERALL STRUCTURE
OF YOUR COVER LETTER:

• Format your cover letter for post, mail or email. It should

consist of one page only.
• Include your complete address, email address, phone
numbers.
• Use the title of the person when you address him/her in the
letter. If you can’t find a name, write ‘Dear Sir/ Madamme.’
• Use standard, easy-to-read font. Make it readable. Times
New Roman or Arial is preferred; it should be no smaller than
11 for readability on screen.
COVER LETTER /
APPLICATION
 THE CONTENT OF THE COVER LETTER
•The Introductory Paragraph
•Your first paragraph must be very convincing. It tells your reader that you are the best person
for the job. It also emphasizes that you have the set of skills and experience that make you the
ideal candidate for the post.
•I am seeking a position as a manager in your Data Center. In such a management position, I can use
my master’s degree in information systems and my experience as a programmer/analyst to address
business challenges in data processing. If someone from the company refers you, include in the
opening before stating your main objective.

• In the succeeding paragraphs, expand on the qualifications you mentioned in your opening.
Add any appropriate details, highlighting experience listed on your resume that is especially
pertinent to the job you are seeking.
• During the recent International Research Conference in Vietnam, one of your research heads, Dr.
Rogine Madrigal, informed me of a possible opening for a research director in your institution. My
extensive background in research and my Master’s degree in management make me highly qualified
for the position.
THE CONTENT OF THE COVER LETTER
•The Main Section
•The main section of your cover letter should show the summary of your qualification,
organized around the job description and person specification.
•The main section of your cover letter can be structured to show the sub-section or
subheadings.
•You may want to structure the main section of your cover letter into sub-sections,
with headings, to make it easier for the recruiter to see how you meet each
requirement.
“My ability to manage ____________ speaks for itself: I have accomplished the
____________ in my department.
• Most recruiters prefer shorter application containing only the most essential skills,
experiences, and accomplishments.
 THE CONTENT OF THE COVER LETTER
•The Closing Paragraph

• Your closing paragraph should be written concisely and neatly. It should make clear
what action the reader will be taking after reading your cover letter. But don’t sound
arrogant.
• So it might end, for example:
• “I hope this convinces you that I have the necessary competence and experience to achieve as
___________________ ( job title). I look forward to hearing from you.”
• Close with a request for an interview.
• “If you find my application desirable to your needs, I am willing to come for a personal interview.
I can be reached via my email: eudencellevillahermosa@[Link] or through mobile:
+639488005694.”
• For a letter, end it with “Sincerely Yours” if you have addressed it to someone by name,
and “Yours faithfully” if you started it with “Dear Sir/Madam”.
• Remember: Before you submit your application letter or cover letter, proofread or polish
it carefully.
PART 2
•curriculum vitae
•online interviews
•physical and virtual meetings
•and face-to-face communication
Contact me via

Krystalyn Enriquez Perez

Krystalyn Perez

[Link]@[Link]

if you have any questions or need clarification.

CURRICULUM VITAE
DESIGNING THE CURRICULUM VITAE
It defines what kind of applicant you are for the job. It determines if you are the right
person for the job.

BASIC RULES OF CV WRITING

In writing a curriculum vitae (CV) or resumé, like other forms of business writing, you
should always consider its reader (part of audience analysis, as discussed in Lesson 1).

RESUMÉ VS. CURRICULUM VITAE

A resumé does not have to be ordered chronologically; it does not have to cover the
whole career. However, the curriculum vitae has a clear chronological order listing the
whole career of the individual.
Writing your CV have to consider the following
information: • Guidelines for Writing Effective CV
• Areas of interest. • Include your contact details at the top.
• Education.
• Decide whether you want to start with a
• Grants, honors and awards. personal statement or career objective.
• Publications and presentations.
• Include sections on Key Skills, Knowledge
• Employment and experience. and Achievements, Work Experience, and
• Academic memberships. Education.
• Character references. • When discussing achievements, focus on
• CV Mistakes and Pitfalls to Avoid what you have actually done and the end
result achieved.
• Do not be tempted to lie just to ‘look good’.
• Include everything relevant in the ‘Work
• Avoid leaving gaps in your career history.
Experience’ and ‘Education’ sections.
• Do not start your CV with the dull bits.
• Make sure that your spelling and grammar
• Do not include your hobbies and interests. are all correct.
• Don't make your CV too long. • Work on your presentation.
• Do not use an unprofessional email address.
ONLINE INTERVIEWS
ONLINE INTERVIEWS
• Many companies conduct online job interviews, since these
interviews are more cost effective.
• Online job interviews may vary depending on the company where
one is applying.
• One of the most typical online interviews is the webcam job
interview.
• The interviewer usually conducts interviews using popular video
conferencing applications like Skype, Zoom Cloud or Google Meet.
• Familiarizing with these application is an advantage to meet the
requirements of the employer.
HERE ARE SOME PREPARATION TIPS THAT ALISON DOYLE
HAS SUGGESTED FOR A SUCCESSFUL ONLINE INTERVIEWS

• Create a professional username, such as a variation on your real

name, as it appears on your resume, if it’s available.
• Dress professionally even if you are sitting down.
• You don’t want your interviewer to be distracted by visual noise in
the room or to assume that your disorganized space is a sign of how
you’d perform as a worker.
• Smile and focus as much as possible and try to behave as if you’re
in a regular, in-person interview.
PHYSICAL AND VIRTUAL
MEETINGS
PHYSICAL AND VIRTUAL MEETINGS
• Business meetings and contract deals have been eased by the use of computers and smart
phones.
• However, there are some business enterprises that still use face to face meetings because they
believe they are still effective.
• Virtual meetings can be done using technological • Face to face meetings are the usual meetings
innovations like computers and software that are conducted by people in the same venue
applications. and in person.
• Doyle (2019) explains that people attending virtual
• Meeting people face to face is freer than it is
meetings do not need to leave their home or work
station.
held online.
• With these applications, virtual meetings can be • When meeting face to face, people have to be
done any time, hence the distance is no longer a at the particular venue at the given time.
problem. • They must observe discipline and keep a
• Everybody only needs a computer, laptop, or smart serious environment to be able to give the best
phone, a good internet connection, and a for the meeting.
professional virtual meeting software.
FACE-TO-FACE COMMUNICATION BY RONEL M.
SAPUNGAN
• As many researches have revealed that effective communication skill takes the top place of the
business skills needed in the company, face-to-face communication and online meetings have
been identified as significant key factors that contribute to their realization.
• Effective face-to-face communication skills and online meetings can help you build solid
relationships and achieve success in the workplace and in your social life.

FACE-TO-FACE COMMUNICATION DEFINED

In its instructional manual, IT & Business Process Association Philippines (IBAP) presents two
definitions of face-to-face communication:
• Face-to-face communication is the exchanging of information, thoughts, and feelings between
the sender and the recipient.
• Face-to-face communication takes place during one-on-one discussions, informal groups,
meetings, and more.
FACE-TO-FACE EXPERIENCE
• Because face-to-face communication is the richest medium, it offers better
understanding of the meaning of information.
• It means that you can easily understand what people say when you see and hear
them.
• The idea has been validated by the research conducted by Emeritus Albert
Mehrabian, a UCLA psychology Professor who revealed the following findings:
That when we converse, …
• Seven (7) percent of meaning is conveyed through the spoken words;
• Thirty-eight (38) percent of communication is credited to how one speaks like
tone of voice; and
• Fifty-five (55) percent of communication occurs through facial expression.
• They also have to consider the face-to-face communication in the digital age.
FACE-TO-FACE COMMUNICATION IN THE DIGITAL AGE

• Though digital communication and telecommuting have limitations, it still offers rich advantages for the
company and its people.
• Yet they don’t undervalue the power of face-to-face communication that can improve the people, the business
product, and profit.
• Megan Baker and Jelena Milutinovic of the Australian Institute of Business suggest the top benefits of face-to-
face communication, and scenarios where digital should be the last choice.
1. Stronger working relationships. The more familiarity and exposure you have with your co-workers ensure better
interaction. It establishes trust among yourselves and better working relationship.
2. Perception of thoughts and feelings. Effectiveness of hand gestures and facial expressions can easily reinforce the
message you wish to convey.
3. Engagement and innovation. It creates a healthy environment that inspires and motivates employees to be more
innovative and productive.
4. Addressing sensitive issues. Face-to-face communication is necessary when discussing pressing issues or
addressing sensitive concerns in the company. When it occurs, you should keep your phone, stop working on your
computer, and make effort to engage with the persons. While communicating through technology is effective, face-
to-face communication is much preferred more importantly when you are dealing with pressing problems that need
urgent solutions.
FACE-TO-FACE AND ONLINE MEETINGS
ETIQUETTE
• Many companies remain intact and hold both physical and virtual meetings as essential parts of
the operation to maintain productivity and continuity.
1. Know your surroundings. Organize the place, free it from distractions, and provide good
lighting. Free the place from unhealthful noise like screaming child, barking dogs, or
honking cars.
2. Dress appropriately. Your attire should be work or school appropriate. Think that the best
part of actually getting ready while working remotely is that you want to be effective and
productive.
3. Listen carefully. Be an active listener. While attending a virtual meeting, devote your full
attention to the meeting. Leave the computer keyboard alone. Remember that your typing
may distract your focus. It prevents you from devoting your full attention to the details of the
meeting. Pick a good headset, your notebook and pen to take essential notes.
FACE-TO-FACE AND ONLINE MEETINGS
ETIQUETTE
• Many companies remain intact and hold both physical and virtual meetings as essential parts of
the operation to maintain productivity and continuity.
4. Unmute your microphone when you wish to talk. It is really frustrating to hear echo noise or
unnecessary sounds from the surrounding. Muting your audio when you are not speaking
allows other attendees the chance to fit in and share their views and feelings.
5. Speak clearly. Make sure that the people in the meeting hear and notice your presence. If you
come late in the meeting, you may use the chat box to greet the people and to let them know
of your presence.
6. No food, please. To avoid graving for food during virtual meeting, eat few minutes before the
actual time of meeting.
7. Remain seated and stay present. Be patient staying seated while attending the meeting.
Doing other things while attending a virtual meeting might distract other participants.
•What is lesson five,
communication for work
purposes, all about?
•What one phrase or word
would you use to sum up
Lesson 5? Why?
•What's the difference
between face-to-face and
online meetings?
•What is oral
communication in the
workplace?
•Give two examples of
top communication
issues and explain
them.
•What is curriculum
vitae?
•What is resume?
•What is the application
letter?
•Give one example of the tips
Alison Doyle has suggested
for successful online
interviews.
•Give two examples of face-
to-face and online meeting
etiquette. Explain.
WRITING
CORRESPONDENCE VIA
PRINT OR EMAIL
WRITING CORRESPONDENCE VIA PRINT OR EMAIL

• Despite the efficiency brought by the internet,

some companies still utilize the typical
business letters to communicate with other
businesses, their clients, and other stakeholders.
• Business letters are formal letters used for
business-to-business, business-to-client, or
client-to-business correspondence.
WRITING CORRESPONDENCE VIA PRINT OR EMAIL

• In writing a business letter, the most

important element that you need is to
ensure its accuracy.
• You should know the type of business
letter you are writing to be able to
determine the accuracy of its details.
WRITING CORRESPONDENCE VIA PRINT OR EMAIL

• The letter should reflect the unique purpose and

considerations involved, like the reader’s feeling and
character, when writing in a business context.
• Uychoco and Santos (2018) of Communication for
Society Purposive Communication, explained that
business letters should be clear, concise, and
organized.
WRITING CORRESPONDENCE VIA PRINT OR EMAIL

• For beginners, it is a good idea to read or

review business letters and emails examples
from your office or from the internet before
writing your own.
• Business communication books and manuals
also provide good samples for you to review.
PREPARING ENDORSEMENT AND FOLLOW-UP LETTERS

• However, more often, still many people do not know how to write endorsement and follow-up
letters.

REQUEST AN ENDORSEMENT
• Also, indicate anything else that the reader needs to do to provide the endorsement, such as filling out
attached forms and the like.
• Indicate by when you need the letter of endorsement.
• If you plan to make a follow-up call to the reader, indicate in your letter when you intend to do so.

GIVE AN ENDORSEMENT
• Indicate what or who it is that you are endorsing.
• Substantiate (or give reasons for) your endorsement.
WRITING A FOLLOW-UP LETTER
• A follow-up letter is best written after a business meeting,
or a job interview, or after making a great business
contract.
• When writing a follow-up letter, make sure to observe
grammar flaws and spelling errors.
• Use grammar checking tool and a comprehensive spell
checker.
• Keep a good dictionary as your essential reference for
words.
WRITING A FOLLOW-UP LETTER
• Let's consider some tips from Learn English to help you write a
better follow-up letter:
• Here are what you need to include:
• Note that in a follow-up letter you are going to write to the same
person you had originally written to or contacted with.
• In the first line, mention that you had written earlier and haven’t
received a response yet.
• Actually, you’ll let him know that you’re re-writing in this line.
HERE ARE MORE THINGS THAT YOU’LL NEED TO REMEMBER
THAN THE ACTUAL STEPS TO WRITE THE LETTER:

• Don’t write a photocopy of your old letter.

• Take at best 2 days after a meeting or a job interview to
write a follow-up letter.
• If you’ve sent a CV, wait 7 days before sending the follow-
up letter.
• If you want, you can attach copies to document proof that
you had sent letters earlier.
 WRITING NETIQUETTE
• Whether you are writing text messages, emails, memos,
letters and posts on social media in a professional context,
you should be familiar with proper etiquette for using the
internet.
• The text messages, emails, photographs or blogs we post
on a web page or social media accounts can create an
impression of your personality.
• Hence, you should observe the etiquette or protocol of
writings that are clear, concise, constructive, and
professional.
TEXTING
• Always consider your audience and your company, and choose words, terms, or abbreviations that will deliver your
message appropriately and effectively.
• Never abuse text messaging.

EMAIL
• Email is very useful for messages for personal or business purposes.
• In more established companies, they prefer to use with fairly brief messages for efficient and effective communication.
• Avoid using all caps.
• Avoid sending emails with large files.

MEMOS
• They are usually used for asking and giving information, company policy, business reports and proposals.
• Most companies nowadays use template for their memos and letters.
• Memos are “in house” documents (sent within an organization) to pass along or request information, outline policies,
present short reports, and propose ideas.
• A company or institution typically has its own “in house” style or template that is used for documents such as letters
and memos.
MEMOS
• TO: (Provide the recipient’s full name, and position or title within the
organization)
• FROM: (Include the sender’s full name and position or title
• DATE: (Indicate the full date on which the memo is sent)
• SUBJECT or RE: (A brief phrase that concisely describes the main content of
your memo)
• In writing the memo, you should consider the following questions:
• 1. Opening: Do I have to read this? Why do I have to read this?
• 2. Details: What do I need to know?
• 3. Closing: What am I expected to do now?
LETTERS
• Letters are written communications usually sent to intended recipients that are
outside the organization.
• There are many types of letters and carry different forms and contents.
• In writing letters, observe the seven (7) main parts:
• 1. Letterhead/logo: Sender’s name and return address
• 2. The heading: names the recipient, often including address and date
• 3. Salutation: “Dear ______ ” use the recipient’s name, if known.
• 4. The introduction: establishes the overall purpose of the letter
• 5. The body: provides the details of the message
• 6. The conclusion: restates the main point and may include a call to action
• 7. The signature line: often includes the contact information