LEARNING MODULE NO.
5
OFFICE AND SYSTEM MANAGEMENT
Courses: Competencies
A. Office and System Management - Communication in the workplace
B. Organization and Management - Channels of Communication
C. Ethics - Importance of Communication in the
Workplace
Learning Outcomes
Understand why there is a need of good communication in the workplace .
Discuss the importance of communication in the workplace.
Analyse the channels of communication.
Learning Competencies:
Communication in the Workplace
Communication is the process of transmitting information and common understanding from
one person to another. Communication in the workplace is critical to establishing and
maintaining quality working relationships in organisations. This paper discusses the
communication process, barriers to communication, and provides guideline for administrators to
improve communication effectiveness.
Fundamental and vital to all administrative functions, communication is a means of
transmitting information and making oneself understood by another or others (Sanchez & Guo,
2005). Communicating effectively is an art and must be practiced effectively at workplace for
better output and successful achievement of goals of an organisation. Communication is a
major challenge for administrators because they are responsible for providing information, which
results in efficient and effective performance in organisations.
Channels of Communication
A message is sent through a medium or channel, which is the carrier of the
communication. Selection of the particular medium for transmitting the message can be critical,
because there are many choices. The medium can be verbal, nonverbal, written, computer-
aided or electronic. For written media, an administrator or other organisation members
may choose from memos, letters, reports, bulletin boards, handbooks, newsletters, and the like.
For verbal media, choices include face-to-face conversations, telephone, computer, public
address systems, closed-circuit television, tape-recorded messages, sound or slide shows, e-mail,
and so on. Nonverbal gestures, facial expressions, body position, and even clothing can transmit
messages. People decode information selectively (Keyton, 2010).
Importance of Communication in the Workplace
There is no denying the importance of communication in the workplace, considering the
fact that in an organisation people belonging to different social and professional backgrounds
come together to work for the same goals. Often it is seen that administrators do not realise the
importance of communication at work and thus do not convey their ideas, organisational goals,
vision, etc. very clearly. When administrators in an organisation are unable to create an
environment which promotes open and clear communication, it can have negative repercussions
on the work culture and the employee productivity. The importance of effective workplace
communication is discussed below:
• Creates job satisfaction- Organisations which encourage an open and easy correspondence
between seniors and subordinates face lesser employee turnover. If the work environment is
friendly where the subordinates are encouraged to communicate their ideas to their
administrators regarding work-related issues, and their feedback is given due consideration, it
motivates the employees to work better and makes them feel valued in the organisation.
Thus, effective communication in the workplace helps in building loyalty and trust which
eventually attributes to greater job satisfaction.
• Lesser conflicts- Open communication in the workplace can help prevent and resolve
many conflicts. Workplace conflicts are easily resolved through open and clear communication
and mutual discussions; this can lead to personal and professional growth.
• Increases productivity- Effective communication at work is the most important issue for the
success and failure of an organisation. Every organisation has a set of clearly defined
goals, objectives and vision. If an administrator is clear in his/her communication, the
subordinates will know exactly what the organisation wants and thus, will be able to deliver the
same to the best of their abilities. Thus, the importance of communication skills can be judged
from the fact that it leads to better deliverance of work, increasing workplace productivity
• Formation of relationships- Open communication, whether between the employees and
administrators or between the management and employees, leads to the formation of
better personal and professional relationships. This makes the employees feel genuinely cared
and valued for, and they are more likely to remain loyal to the organisation. This creates a
friendly environment and promotes a better working relationship which is conducive to the work.
• Proper utilisation of resources- If an organisation faces problems, crisis and conflicts due to
miscommunication between the staff members, it causes unnecessary delays in the daily work.
This leads to wastage of resources and lowers the overall work productivity. So an
environment of good communication is a must for any organisation to better utilise its
resources and increase productivity.
.I. Learning Activities
1.1 Answer the following diligently. Internet copy-pasting is strictly prohibited.
1. Draw your own illustration of channels of communication based on the written description on the
learning competencies.
2. What can you add on the importance of communication in the workplace? Explain your answer in at
least 4 sentences.
II. Learning Evaluation
Excellent Good/satisfactory Need improvement
1
3 2
Essay/statement Brilliant Well composed, Answer is too dull
Content composition of words are and not properly
statement. properly used composed.
Relativity to the topic, Feedback/answer Fair, Answer is expressed
question, statement is done with Thoughts are just to comply.
excellence. properly
Reached or expressed but not
surpassed the fully competent
expectation
III. Enrichment/ Application Activities
III.3. Explain why good communication in the class is essential for both teacher and students. Explain in
at least 3 sentences.
“When the righteous increase, the people rejoice, but when the wicked rule, the people groan”
-Prov 29:2
Prepared by; Recommending Approval: Approved by:
CHRISTIAN ACEVEDA DR. LOMELYN B. PRADO DR. JAY MARK J. ATIENZA, LPT.
Instructor 1 Program Dean, BPA DEPARTMENT College Administrator
