1. Based on the communication theory included in your Learner Guide, explain what you understand by successful workplace communication: 2. Here is a list of documents (texts) that are commonly used in most business environments. Identify their function in your business environment and mention what the industry specific and/or legislative requirements for each text are. Also give an indication of the possible consequences of non-compliance: Text Function: what it is used for Industry/ legislative requirements Consequences of non-compliance e-mail Business proposal Report Memo Presentation Minutes 1. The most common criticism of meetings is that there are too many of them. Which of the following are problems that youve experienced with meetings? Problem Meeting is too long Meeting agenda contains too much Meeting competes with other important meetings Too many people are at the meeting People who should have been there, are not People who dont need to be there, are and clutter up the dialogue Meeting is poorly planned Meeting is called for insufficient or unimportant reasons Meeting is too long because of poor leadership Meeting is allowed to end without concluding the business at hand Attendees are unprepared to participate 2. Explain how youve dealt with two of the problems youve identified: 3. Explain why it is important to check that the physical arrangements for a meeting are in order? 4. What is the purpose of an agenda? 5. Explain the procedure to be followed to place items on an agenda 6. Explain the purpose of the Minutes of a meeting: 7. Why is it important that the Minutes are accurate? 8. How are inaccuracies in the Minutes dealt with during a meeting? 9. Scenario: It is your monthly team meeting. In addition to the usual items, you have to discuss a rather serious issue on which there are strongly divided feelings. a) Describe the issue and state what the opposing views are (or could possibly be): 10. As the meeting chairperson, send out the e-mail inviting the relevant participants and inform them of the issue and the preparation required: Please refer to the attached. ! This message is high priority From To cc Subject 11. In your groups, put together the meeting agenda for this meeting: 12. In your group, plan the main points that you will make to defend your point of view: 13. Role play: Enact the meeting which you have planned in your groups: 1. Ask your partner to sign off to verify that you did take part in the role play: Make all of you stick to the agenda The chairperson (which you need to assign) must maintain order Learners must follow meeting procedures given in your manuals o Ask your partner to sign off to verify that you did take part in the role play: Name Signature Date 1. Tick the types of technical writing you do in your workplace and state who your audience/recipient is in each case. Also state whether you think the particular person is a skimmer or a sceptic: Document Audience Skimmer/ Sceptic e-mail Memo User manual Proposal Presentation draft Progress report Budget report Business letter Rsum and cover letter Research report Other: state 2. Explain how you will adapt your report writing for a) a skimmer and b) a sceptic. Skimmer: Sceptic: 3. Insert the headings you would use to organise this text in order to make it more reader-friendly: 4. Restructure paragraph1 of the article above so that it consists of an introductory statement and two bullets: 5. Insert punctuation marks where necessary: there still seem to exist grey areas in deciding whether to apply a disciplinary procedure or a counselling procedure disciplinary procedures are applied where an employee has broken a rule or standard in the workplace and where it can be shown that the rule or standard was in place and was known to the employee and that the employer has consistently applied that rule or standard. this means that in the past when that same rule or standard has been broken the employer has applied disciplinary action he has not acted in some transgressions and overlooked others thus misconduct refers to the employees behaviour in the workplace misconduct is always the fault of the employee no person misconducts himself by accident counselling procedures on the other hand have nothing whatever to do with the employees behaviour in the workplace 1. With your partner, write the first draft of the report you want to submit to management regarding the issue discussed at your team meeting (Activity 2): Heading Introduction Have you provided enough background information? Body Have you included enough details and examples to support the main point? 1. Prepare a 5-minute presentation on conflict in the workplace and how effective communication can resolve it: 1. Draw your mind map here: 2. Write your key points and supporting detail here: 3. Write your presentation introduction here: 4. Write your presentation conclusion here. 1. List your own internal and external customers: 2. Identify opportunities for networking with three of your internal and three of your external customers: 3. Identify opportunities for networking with three of your internal and three of your external customers. 4. Describe how you have made a new contact which has been of mutual benefit to you both. 5. If you could choose to make one mutually beneficial contact this year, who or what would it be and how would this contact benefit you? 6. List 2 avenues you use for communicating with your external customers. State whether they are effective or ineffective and give a reason for your statement. If they are ineffective, say how you would change them: 1. Discuss the following barriers to communication in terms of how they could present in your workplace: a. perceptions; - insights / views / opinions b. language; c. Semantics; - essentially being petty / potato tomato / toy block could be called a block, a cube, a toy. d. personal interests; e. emotions; f. inflections; - tone g. environmental noise; h. pre-conceived notions or expectations; i. wordiness; - too much detail and unnecessary j. attention span; k. physical hearing problem; and l. Speed of thought. 2. Describe how team members are consulted on matters where possible and opportunities to discuss work matters are provided regularly in your work environment. 3. In your groups, role play giving a) positive and b) constructive feedback to team members. Write your dialogues down here: 4. Describe how you would continually inform team members of changes in policy and workplace operations that may affect them. 5. List the activities in your workplace of which your immediate manager needs to be informed 6. In which format and how often do you inform your manager of team progress and results? 7. Discuss how managers of cross-functional departments keep one another informed. Explain how and when you can/do use your colleagues as a sounding board and involve them in the development of goals and objectives for your team: 8. Describe the kinds of information that needs to be shared between the various managers in your company 9. Identify shortcomings in the sharing of information and make suggestions on how to improve it. 10. In your smaller groups, devise and apply a strategy to establish productive relationships with colleagues. a. Brainstorm the strategy. b. Document the strategy. c. Test/apply the strategy in the group. d. Describe how you ensured that the devised strategy: involves colleagues in the development of goals and objectives and as a sounding board; identified and used opportunities for colleagues to discuss work-related and personal issues when appropriate; offered feedback and advice in a positive manner and that all undertakings are met as agreed; informed colleagues about developments and changes that may affect them; and Raised concerns over quality of work directly with the colleague. Appoint a spokesperson from your group to provide feedback during the plenary (meeting). 11. How do you ensure that you keep your immediate manager informed of activities, progress and results of the department/division clearly, accurately and in a timely manner? 12. In your group, compose a typical memo, report, chart or email in which you give a progress report on a very important task your team is working on. It is not going according to plan. 13. Describe how you would identify and minimise personal conflict in the workplace with reference to the devised and applied strategy to establish productive working relationships with your manager(s). 14. Discuss company policy and procedure to resolve workplace conflict 15. In your smaller groups, identify and list examples of potential and actual conflicts. Appoint a spokesperson from your group to provide feedback during the plenary (meeting). 16. Describe how you would deal with the listed (above) potential and actual conflicts promptly. 17. Describe how you would identify the appropriate people in your company to whom you can refer conflict situations. Refer to company policy and procedure on handling conflict: 1. Define diversity in terms of the differences within your unit. Give examples or numbers from your workplace: Backgrounds Culture Beliefs Values Race Age Gender Language Education 2. Explain how the diversity described in Activity 1 can be a potential source of discrimination Backgrounds Culture Beliefs Values Race Age Gender Language Education 3. Explain the implications of diversity for external and internal relationships and give examples 4. Identify cultural biases, stereotypes and perceptions that prevail in your workplace and described the influence they can have on dealing with diversity. 5. Explain the benefits of diversity in team members and clients and give examples from your workplace 6. Discuss ways of utilising the diversity among your team members with a view to enhancing relationships and improving the productivity of your unit 7. List the top 10 needs and goals of your team members: 8. Describe ways of meeting the diverse needs and goals of your team members while keeping the goals and objectives of the unit in mind. 9. Explore ways of meeting the needs of diverse clients and communities through a range of products and services with the goal of identifying new opportunities. 10. Discuss the diversity in beliefs, values, interests and attitudes within your small group 1. Similarities and differences: Write your answers first and then find someone with the same answers as you. You Your match (name) Month of birth Number of children What you like best about living in this province Place of birth Hobby/ interest Favourite book Favourite movie Favourite local place to visit Favourite food What you like best about South Africa Favourite TV show Pet (s) What makes you smile/ gives you joy If you could be anywhere else today, where would you be? 2. Discuss similarities and differences in your likes and dislikes with the person who is your closest match and pay particular attention to the extent to which you think your cultural programming has influenced you. Write down 5 key points of your discussion and share your conclusions regarding diversity with the class: 3. Identify common values and attitudes prevalent amongst employees in your organisation. 4. Give feedback to the class on how one can to use these common values and attitudes as a basis for work to be performed, communication methods and creation of mutual respect and trust. 5. Describe the management activities you will apply to encourage the expression of diverse viewpoints among your team members: 6. Explain how you will demonstrate sensitivity towards and understanding of diversity through your management activities: 7. List incidents of conflict and disagreement that tend to occur in your business unit 8. Explain how you acknowledge and manage those conflicts and agreements so that relationships in the unit are enhanced 9. List cases of unfair discrimination and discriminatory practices that have occurred or can occur in the workplace 10. Explain how cases of unfair discrimination and discriminatory practices are managed at the appropriate level of authority in the organisation. 11. Explain how disagreements and conflict are used as opportunities for learning to improve the cohesion in your unit.