COMMUNICATING WITH MEMBERS OF THE
WORKPLACE EFFECTIVELY
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Successful communication among members of the
workplace comes to light when they strive to
develop interpersonal skills. People come from
different walks of life, so it imperative that every
individual strive to acquire skills for
communicating and interacting with others.
THE VALUE OF RELAYING INFORMATION IN THE
WORKPLACE AND INTERACTING WITH THE
MEMBERS OF THE WORKPLACE
What makes an organization successful? What
enables members of an organization to function
and accomplish their task efficiently and
effectively? What can be done to establish a
pleasant and professional atmosphere in the
workplace?
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One of the key factors is effective
communication.
Relaying information means using the
appropriate language, tone, style, and
format.
Communication in the workplace requires
the same elements.
You have also to consider the specific
domain, sector, field, or industry to which
your workplace belongs.
For example, your work maybe in
government, the academe, the corporate
world, media, health, or social services.
Each organization or community has
specific philosophies, values, and ideals
that shape the way communication is
practiced.
Thus, in any kind of professional setting,
you have to consider the culture
established by the founders and senior
associates and adjust to it accordingly.
You are expected to meet prescribed
standards and work within specific norms
to achieve common goals and objectives.
For example, if the culture promotes
conventions such as adhering to certain
dress code, you cannot just disregard
them to show your individualism.
Showing respect for the company policies
reflects maturity and integrity.
However, there may be opportunities to
introduce a new culture for a more efficient
and innovative organization (Inett 2016; Guo
and Sanchez 2009).
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For example, to help negotiate heavy
traffic during the morning rush, you are
inspired by the idea of ride-sharing within
your department when going to work.
You and your colleagues may agree to
meet at a particular pick up area or you
may agree on a specific pick up time for
each person if it entails multiple stops to
ensure that you reach your department on
time.
Consequently, in this manner, you may
even find yourself exceeding company
expectations in following the norm.
Naturally, you communicate a new idea
using language that is fair, respectful, and
ethical.
As you have learned, communication is not only
verbal. When it comes to face-to-face
communication, people read your facial
expression and body language.
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If you keep looking at your watch, your
colleague may sense that you are in a
hurry and do not have time to listen.
If you raise your eyebrows after hearing a
suggestion, you maybe communicating
that you are not convinced that it will
work.
If you are scrolling through your
smartphone while in a department
meeting, you may be showing that you are
not interested in the discussion.
Indeed, the small yet visible detail on your
face and in your movements speaks a
thousand words.
Indeed, when you join an organization or
community, consider yourself as a relevant
member of one big team.
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Keep in mind your primary responsibilities and
objectives. Interacting with colleagues in the
workplace
means
listening
purposefully,
responding appropriately, expressing ideas
respectfully, negotiating proactively, and solving
problems efficiently.
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USING APPROPRIATE
WORKPLACE
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LANGUAGE
IN
THE
Professional communication requires that
you use language that is most appropriate
to a given situation in your workplace.
When you are in a meeting, assembly,
conference, or a formal event, you are
always expected to use a polite tone.
You have to address your heads, clients,
and colleagues according to their official
titles or positions (e.g., Doctor, Professor,
President,
Justice,
Honorable,
Representative, Ms., Mr.).
You need also to learn how to craft an
effective email that commands respect
and elicits a prompt response.
Vulgar language or slang that demeans is
considered offensive in the workplace.
In addition, remember to use jargon only
if you are among colleagues who belong to
the same profession; otherwise, do not
use jargon in the company of colleagues
who are not familiar with your field of
expertise or interest.
Indeed, the workplace consists of diverse
individuals.
Hence, using politically correct terms
means to avoid offending people
belonging to a specific race, religion,
gender, age range, class, and group is
important.
Political correctness in language means
using words that have positive suggestions
or connotations to avoid discrimination.
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As in any community, being in a work place
means being aware of your beliefs, and
principles, as well as your dormant or
unexamined biases.
Make sure you do not discriminate against
a particular group through your attitudes,
behavior, and decisions.
If you talk politely to your heads and
associates, but talk disrespectfully to the
staff or your peers, then you are not
treating people equally with respect.
Each
individual
deserves
respect
regardless of position or status in the
workplace.
However, there are instances when formal
language may be used in the workplace.
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For example, conversations during break
time or after-office hours with peers may
not call for such formal language.
In fact, being formal all the time may result
in your alienating the rest of the
department.
There is an art to knowing the appropriate
language register based on unique
contexts.
USING THE APPROPRIATE TONE, STYLE, AND
FORMAT IN PROFESSIONAL COMMUNICATION
TONE - refers to the attitude that is reflected in the
words that you use, in both writing and speaking.
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Your tone may be sincere, optimistic,
sarcastic, pessimistic, and so on.
People usually respond to the tone that
you use.
For example, if you say “Sorry” with a
sincere tone, then people are more likely
to accept your apology.
But if you say it sarcastically, the response
can be negative.
There are a number of details that may
reveal tone.
Word choice and language register can
achieve a certain tone.
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Compare the following pair of sentences
in terms of word choice and the tone it
achieves.
When you write messages, style and
format also suggest your tone.
Exclamation marks may suggest emotions
or excitement or anger.
Emoticons in email messages suggest
informality and may not be appropriate if
you are writing a formal request or
proposal.
Words in all CAPS may indicate
antoganism and may offend the recipient.
Consider also the specific style and format
that your organization requires.
For instance, when writing official
correspondence, you may be expected to
use a particular size of paper (e.g., letter;
legal,; or A4), font size (e.g., Times New
Roman), and a letter head that shows the
logo of your organization.
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BEING A MEMBER OF THE TEAM MEANS
THAT:
1. You do your job proficiently and
efficiently because your work may affect
the entire operations of your team.
2. You help all members of the team if
needed to make sure the job gets done.
3. You listen and provide constructive
feedback to improve the performance of
the entire team.
4. You take a positive and proactive
attitude towards work. You do not focus
on problems; instead, you focus on
solutions and take the initiative to help
overcome challenges.
5. You help resolve conflict instead of
creating it, magnifying it, and spreading it.
You strive to be positive influence in your
office.
MAINTAINING
SMOOTH
INTERPERSONAL
RELATIONSHIPS IN THE WORKPLACE
One important principle underscored in the 2015
book titled In Search of Excellence by Peters and
Waterman is respect people.
 “Treat people as adults.
 Treat them as partners; treat them with
dignity; treat them with respect.
 Treat them …. As the primary source of
productivity gains” (238).
 Working in any organization means
working with different individuals with
various personalities.
 Having differing opinions on certain
matters are fine as long as these are about
professional concerns.
 Arguing about differing opinions on
personal preferences or taboo topics and
religion may result in intense and
emotional rifts that may affect
communication and performance in the
workplace.
 Keep communication to a professional
standard during working hours.
Working with people means you have to
collaborate with them.
You have to function as a team in order to
accomplish your tasks and achieve your
objectives.
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The ideal attitude is to be considerate,
concerned and confident.
Cheerfulness is also an effective antidote
to negativity in the workplace.
When people are happy, satisfied, and
affirmed, they become more productive.
When there are close bonds among
colleagues, they look forward to
going to work and achieving more.
Negativity in the workplace is contagious
and brings down productivity; thus,
positivity is a better option if you want to
make an impact and make a difference.
In order for synergy or smooth interaction
to take place, every member of the team
should do his or her part and think of the
entire group or organization.
As Francis Kong, an inspirational business
speaker
and
corporate
training
consultant,
asserts,
“Open
space
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collaboration should be in the norm. Turf
protection and egos should be parked in
the parking lot while every person in the
firm should be led to rally for their
common cause” (cited in Ferraz, 2015).
Indeed, soft skills or interpersonal skills
are important in the success of any
organization.
Employers look at attitude and
communication skills as significant
attributes when they evaluate applicants
(Booher 2001).
They do not look only for skilled graduates;
surveys have shown that they prefer
applicants who have high communication
and interpersonal skills (White 2013).
In the workplace, opportunities to write
business letters abound.
When you write business letters,
remember that you are communicating
with people who are busy.
They expect letters to be brief, clear, and
organized.
Do not use vague words that are open to
multiple interpretations.
Avoid lengthy sentence structures that are
packed with details.
Use a polite and formal tone especially if
you are writing an official letter
and if you are representing your
organization or community.