Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 51 of 83 Developed by: Miko Braza Revision # 01 Do not forget to express your gratitude when people respond to your request. When you fail to affirm the person by expressing your thanks, it may lead to negative feelings. Saying even a simple “Thank you” can be uplifting to a person. How about those who do not respond to your request? There will be times when some people would not agree or respond to your request. However, the best way to address this is to still approach them with kindness and professionalism. Express Likes, Dislikes, and Interests Different people have varying opinions, especially in the workplace. You will encounter various people with different likes, dislikes, and interests. Thus, knowing how to adapt to these kinds of situations will be helpful in dealing with your coworkers and in avoiding misunderstanding and confusion. The present simple past tense is used in order to talk about things you like or things that interest you. The present simple tense can also be used to express dislike or discomfort toward a certain person, activity, or situation. Whatever the likes or dislikes of your co-workers may be, it is important to approach them kindly. Here are some phrases or expressions that can assist you in expressing your likes, dislikes, and interests: Expressing your interest • I love... • I like... • I enjoy... • I am into... • I am fond of...
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 52 of 83 Developed by: Miko Braza Revision # 01 Expressing your disinterest You can use the negative forms of the verbs you used in expressing your likes in order to show your dislike. For example: • I am not into... • I am not fond of... • I am tired of... • Maybe you can improve on this... The most crucial part in agreeing or disagreeing is the way you deliver the statement. Disagreeing should not come off as disagreeable or rude, and expressing likes or interest should not come off as fake. Be genuine when expressing that you like something, yet be kind when expressing disinterest. Giving and Receiving Constructive Feedback Sandwich Technique A method known as sandwich technique is also helpful in expressing your criticism or dislike in the workplace. Basically, the sandwich technique involves three steps: 1. Start with a positive comment. 2. Say the constructive criticism while still using an affirmative tone. 3. End with another positive observation or comment. This is called the sandwich method because you “sandwich” a criticism between two positive comments. Using the sandwich method helps in lessening the damage of a negative statement and the same time, affirming the receiver of his/her efforts.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 53 of 83 Developed by: Miko Braza Revision # 01 Scenario: A workmate is too energetic and positive every morning that it distracts other employees from working. How would you confront this situation? Using the sandwich method: "Janet, I noticed your bright aura every morning and it’s just refreshing since it’s also encouraging to some of us here in the office. However, I heard that it can somehow be a bit distracting to your other workmates, so let’s try to balance the positive energy and the interactions between you and your workmates. But it is encouraging Janet. Some have affirmed you for having an encouraging aura."
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 54 of 83 Developed by: Miko Braza Revision # 01 SELF- CHECK 1.2-3 TRUE OR FALSE Direction: Identify whether the statements are True of False. On the space before each number, write T if the statement is true. Otherwise, write F. _____ 1. It is important to learn how to properly start and end conversations in the workplace because these skills can help in leaving a good impression to your coworkers and to other people you interact with in the workplace. _____ 2. Clarify, Summarize, Repeat - illustrates the processes involved in asking for repetition and clarification. _____ 3 Using impolite language in the workplace, especially when requesting something, will make you appear more agreeable in the workplace. _____ 4. Different people have varying opinions, especially in the workplace. You will encounter various people with different likes, dislikes, and interests. Thus, knowing how to adapt to these kinds of situations will not be helpful in dealing with your co-workers and in avoiding misunderstanding and confusion. _____ 5. Using the sandwich method helps in lessening the damage of a negative statement and the same time, affirming the receiver of his/her efforts. This is called the sandwich method because you “sandwich” a criticism between two positive comments.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 55 of 83 Developed by: Miko Braza Revision # 01 ANSWER KEY (Perform duties following workplace instructions) SELF- CHECK 1.2-1 1. F 2. T 3. F 4. F 5. T 6. T 7. F 8. T 9. F 10. T SELF- CHECK 1.2-2 1. H 2. F 3. E 4. B 5. G SELF- CHECK 1.2-3 1. T 2. T 3. F 4. F 5. T
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 56 of 83 Developed by: Miko Braza Revision # 01 LEARNING OUTCOME NO. 3 (Complete relevant work – related documents) Contents: 1. Guidelines in Completing Relevant Work-Related Documents 2. Written Communication 3. Utilizing Electronic Media Assessment Criteria 1. Range of forms relating to conditions of employment are completed accurately and legibly 2. Workplace data is recorded on standard workplace forms and documents 3. Errors in recording information on forms/ documents are identified and acted upon 4. Reporting requirements to supervisor are completed according to organizational guidelines Conditions The participants will have access to: 1. Notebook 2. Writing materials 3. Computer with internet connection Assessment Method: 1. Oral evaluation 2. Written examination 3. Observation
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 57 of 83 Developed by: Miko Braza Revision # 01 Learning Experiences Learning Outcome 3 (Complete relevant work – related documents) Learning Activities Special Instructions 1. Read Information Sheet 1.3-1 on “Guidelines in Completing Relevant Work-Related Documents” • If you have some problem on the content of the information sheet don’t hesitate to approach your facilitator. If you feel that you are knowledgeable on the content of the information sheet, you can now answer self check provided in the module. • Compare your answers to the answer keys. You are required to get all answers correct. If not, read the information sheets again to answer all the questions correctly. 2. Answer Self Check No. 1.3-1 3. Compare with Answer Key 1.3-1 4. Read Information Sheet 1.3-2 on “Written Communication” 5. Answer Self Check No. 1.3-2 6. Compare with Answer Key 1.3-2 7. Read Information Sheet 1.3-3 on “Utilizing Electronic Media” 8. Answer Self Check No. 1.3-3 9. Compare with Answer Key 1.3-3
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 58 of 83 Developed by: Miko Braza Revision # 01 Information Sheet 1.3-1 (Guidelines in Completing Relevant Work-Related Documents) Learning Objectives: After reading this INFORMATION SHEET, YOU MUST be able to: 1. Identify different types of workplace forms; and 2. Accomplish relevant work-related forms It is unavoidable that as part of the workforce, you would need to submit work-related documents. Documents are necessary to ensure formality and record-keeping in the workplace. It can also demonstrate the professionalism of an employee. Forms may include HR/Personnel forms, telephone message forms, safety reports, etc. Written communication is just another mode of communication. Thus, it is important for employees to be able to understand written texts, as well as create them. For this unit, different workplace forms will be identified. In addition to that, guidelines that must be followed when accomplishing written documents will also be tackled. Workplace Forms and Documents Most business operations rely on complete and accurate workplace documents for communication, information management and record keeping. Your role may require you to write emails and letters, and complete documents and reports Determine authorizations and permissions You might prepare documents to be signed by delegated persons, or be authorized to sign certain documents yourself. Some information is protected by privacy and confidentiality policies that determine who can see it. Identify any rules and formats that apply Organizations are often specific about how to present formal correspondence and case management notes, as well as reporting and record keeping, including for legal purposes. Workplace guidelines, templates and forms are often provided to ensure that these tasks are completed correctly.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 59 of 83 Developed by: Miko Braza Revision # 01 Check your information thoroughly Misleading, incorrect or missing information is not only frustrating for the people who process or refer to the information; it could have client service, financial, duty of care or reporting implications for which your organization is legally liable. If you are in rural or regional areas, incorrect information could delay important processes that could severely affect your client. If you are unsure how to fill out forms or complete documentation, always ask – don’t guess. Administrative Protocols A protocol is simply a set of rules that describe the standard way to approach a task. Following administrative protocols means that you perform tasks in accordance with your organization’s policies, procedures, and expectations. Some of the areas covered by administrative protocols may include: • designated officers required to approve or sign a document • time frames set for completion or submission • restrictions on who can access or use the information • storage and archiving requirements • obtaining comparative quotes for goods or services. Communicating Your Message On occasion, you may be required to develop a new form or document for a specific purpose. The format you choose will be determined by the preference of your organization. Whatever format you choose, pay particular attention to how well your document conveys your message, through: • its purpose, message and audience • the layout of the information • use of headings and paragraphs to make the document easy to read • use of logos, disclaimers, privacy, and copyright statements. Organizational Policies and Procedures Procedures provide specific guidelines for completing a task, such as filling out and submitting a form. The procedures are normally based on organizational policy, which deals with broad issues, roles and functions relating to the specific area, such as case management, workplace safety or purchasing.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 60 of 83 Developed by: Miko Braza Revision # 01 If you are unsure of the policies or procedures that apply in your workplace, ask a more experienced co-worker to assist you, or refer to your organization’s guidelines or manuals. Procedures you must follow may be similar to the following examples: Most business operations rely on complete and accurate workplace documents for communication, information management and record keeping. Your role may require you to write emails and letters, and complete documents and reports. You might prepare documents to be signed by delegated persons, or be authorized to sign certain documents yourself. Some information is protected by privacy and confidentiality policies that determine who can see it. Organizations are often specific about how to present formal correspondence and case management notes, as well as reporting and record keeping, including for legal purposes. Workplace guidelines, templates and forms are often provided to ensure that these tasks are completed correctly. Misleading, incorrect, or missing information is not only frustrating for the people who process or refer to the information; it could have client service, financial, duty of care or reporting implications for which your organization is legally liable. If you are in rural or regional areas, incorrect information could delay important processes that could severely affect your client. If you are unsure how to fill out forms or complete documentation, always ask – don’t guess. Types of Workplace Forms Formal Letter Block Letter The most commonly used format for business letters is the Block format. In this format, all the parts are aligned left. Block format uses single spacing.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 61 of 83 Developed by: Miko Braza Revision # 01 Parts of a Business Letter 1. Date – State the month, date, and year that you wrote the letter. 2. Sender’s name and address – State your name and company address. This part is sometimes no longer required when writing business letters. 3. Inside address – State the complete name of the receiver of your message. If you can, also include his/her position in the organization. Also add the address of her organization. 4. Salutation – Remember to use a colon ( : ) instead of a comma ( , ) since this is a business letter. 5. Body Text – State the reason why you are writing the letter. Do not forget to use a professional and affirmative note when writing the content of your letter. 6. Closing/ “Call to Action” – At the end, mention what your receiver needs to do or how to reach you should there be follow-up questions. 7. Signature – End your letter with your signature. Use black or blue ink only.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 62 of 83 Developed by: Miko Braza Revision # 01 Guidelines in Writing a Business Letter 1. Use a professional tone and save chatty, lengthy, and casual language for email. Business letters should be professional sounding, yet friendly. 2. Be clear. Be straightforward when writing your letter. Avoid using jargon or words that will not be understood by your receiver. 3. Organize your information well. Before writing your letter, you can write an outline first to organize information first. 4. Know your reader. Write the appropriate message for your receiver. If they follow a style guide or guidelines in their organization, use that format when writing your letter. 5. Do not forget your “call to action”. Do not let your reader hang at the end. Let them know what they should do after getting your letter. In addition to that, let them know how they can reach you should they have followup questions. 6. Proofread! Check if there are any errors or information which you forgot to add.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 63 of 83 Developed by: Miko Braza Revision # 01 Letter of Insufficiency in Supply (photo copied from TESDA Online Program)
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 64 of 83 Developed by: Miko Braza Revision # 01 Memorandum (photo copied form TESDA Online Program) A memorandum is a workplace document intended to point out and resolve issues. 1. At the top of the page, type MEMORANDUM 2. TO: (Intended receiver) 3. FROM: (Sender of the memo) 4. CC: (Carbon Copy/ other secondary receivers) 5. DATE: (Date the memo is made) 6. SUBJECT: (The problem that needs to be addressed) 7. In writing the body, skip the salutation. 8. Introduce the problem in the first paragraph. 9. Suggest the needed solutions.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 65 of 83 Developed by: Miko Braza Revision # 01 10. Close the Memo with a warm note such as: “I am looking forward to your response.” 11. Sign your name below. 12. Use Arial typeface unless your organization has a standard format. Circular (photo copied from TESDA Online Program) A circular is a formal and official letter addressed to a group of people in the workplace, a department, or a whole organization. 1. Letter Indexing. The first line refers to the organizational level and the second line refers to the specific department a circular is addressed to. 2. Date 3. Receivers 4. Subject: (What the letter is all about) 5. Body 6. Sign off with “yours faithfully,” 7. Sender’s name and position
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 66 of 83 Developed by: Miko Braza Revision # 01 Notice Notices are short formal documents that are sent to send urgent or important matters. (photo copied from TESDA Online Program) What a notice shall contain: • Name of the issuing workplace or organization • Date • Eye-catching header • Description of the header • Purpose why it is written • Other important details Types of notices: • Notice of an event • Lost and Found notice • Notice about future tours, camps, or fairs
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 67 of 83 Developed by: Miko Braza Revision # 01 SELF- CHECK 1.3-1 MULTIPLE CHOICE Direction: Choose the letter of the correct answer from the given choices. 1. A company wants to announce and congratulate its birthday celebrants for the month of September. What work-related documents should they use? a. Circular b. Notice c. Announcement 2. It is a set of rules that describe the standard way to approach a task which is in accordance with the organization’s policies, procedures, and expectations. a. Protocol b. Organizational Guidelines c. Checklist 3. It is an office document intended to point out and resolve issues. a. Circulars b. Notice c. Memorandum 4. This can refer to specific guidelines for completing a task in the workplace, such as filling out and submitting a form. a. Organizational Policies b. Administrative protocol c. Organizational Procedures 5. This is a formal and official letter used to address a group of people in the workplace, a department, or a whole organization. a. Notice b. Circulars c. Memorandum 6. This is a short document used to send urgent matters. a. Notice b. Announcement c. Memorandum
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 68 of 83 Developed by: Miko Braza Revision # 01 7. This refers to the most commonly used format when writing business letters. a. Formal format b. Simplified format c. Block format 8. Which of the following is not a guideline when it comes to completing relevant work-related documents? a. Determine authorizations and permissions. b. Check your information thoroughly. c. Send urgent files without proofreading it. 9. Martha was not sure how to completely fill up a form to be submitted to the HR. The HR staff are quite busy that day since they are preparing for a company-wide event, so they are unable to assist her that time. What should Martha do? a. Ask a more experienced co-worker to assist you or refer to company manuals. b. No longer submit the form since she is unsure how to accomplish it. c. Turn in an incomplete form. 10. These are some guidelines in writing a Business Letter, except: a. Use an unprofessional tone and save chatty, lengthy, and casual language for email. Business letters should be unprofessional sounding, yet friendly. b. Be clear. Be straightforward when writing your letter. Avoid using jargon or words that will not be understood by your receiver. c. Organize your information well. Before writing your letter, you can write an outline first to organize information first.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 69 of 83 Developed by: Miko Braza Revision # 01 Information Sheet 1.3-2 (Written Communication) Learning Objectives: After reading this INFORMATION SHEET, YOU MUST be able to: 1. Identify the elements of an effective written communication; and 2. Demonstrate competence in constructing a work-related communication through electronic means. WRITTEN COMMUNICATION DEFINED Written communication is characterized by the use of written words to deliver information. Anytime a person writes a message that will be sent along for someone else to read and interpret, they are already using written communication. A great advantage of written communication is that the message can be referred back to at a later time, making it the best option for sending a lot of important information at once. In the workplace, the most commonly used written communication are memorandum, letters, circulars, instant messages, fax, and emails. TYPES OF WRITTEN COMMUNICATION a. Transactional written communication • The sole purpose of writing a transactional message is to get a response from the person the message was sent to, or from the person with the best information. • Since this type of communication’s purpose is getting a response, it would be best to use an online form of written communication. • Online written communication tools, such as instant messengers, are perfect for asking a brief question and getting the timeliest response possible.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 70 of 83 Developed by: Miko Braza Revision # 01 b. Informational written communication • Informational written communication requires the sender delivering a message for the receiver’s benefit. Its main purpose is to inform the sender. It does not require the recipient to respond to the communication received. c. Instructional written communication • This type of communication gives receivers directions for a specific task. If the receiver is required to take action, it is important to make these messages detailed and easy to understand. ELEMENTS OF AN EFFECTIVE WRITTEN COMMUNICATION Below are the elements that make up an effectively written document/ communication: a. Clarity ▪ Clarity helps your reader understand what you are saying or, at least, understand enough to know what questions they need to ask for further clarification. ▪ It can be achieved through writing in simple language and sticking to concrete, specific information. b. Conciseness ▪ This refers to the process of writing where one gets to his/her point quickly and efficiently. ▪ To achieve this, one must only include the details that are necessary to communicate his/her point. c. Tone ▪ Tone refers to the “voice” of your writing. ▪ In business writing, the tone should be one of professionalism blended with varying degrees of formality and friendliness d. Grammar and punctuation ▪ The use of proper grammar and punctuation are important to ensure that the point you want to convey is getting across.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 71 of 83 Developed by: Miko Braza Revision # 01 TIPS TO ENHANCE WRITING SKILLS a. Know your goal before writing ▪ Having a clear goal in mind keeps your writing focused and clear. Lead with the key point and follow up with the details needed to understand it. ▪ Organizing your message in this way gets the point across in a way that even readers who might skim through it will understand. b. Include only the need-to-know details ▪ After you’ve written your first draft, read through it and ask the following three questions of every single sentence: o Is the message clear and concrete? o Is this detail necessary for the readers to understand the goal of the message? o Is this written as simply and as directly as possible? c. Make use of outlines ▪ For longer texts such as a report, take the time to write out an outline to organize your thoughts and determine the best way to organize the information. Outlines can be invaluable resources as you write, because they ensure that you make every necessary point in a logical order. d. Keep it professional ▪ Regardless of who the recipient is, the safest approach in writing communications is to assume that it could be shared to different audiences. For this reason, it should always be written in a professional manner. e. Edit thoroughly ▪ Read through everything two or three times. Besides proofreading for basic grammar and spelling, pay attention to how it sounds. Ask basic questions about the clarity and efficiency of what you have written.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 72 of 83 Developed by: Miko Braza Revision # 01 SELF- CHECK 1.3-2 TRUE OR FALSE Direction: Identify whether the statements are True of False. On the space before each number, write T if the statement is true. Otherwise, write F. _____ 1. An instant message is considered a written communication. _____ 2. Conciseness can be achieved through writing in simple language and sticking to concrete, specific information. _____ 3. The sole purpose of writing a transactional message is to get a response from the person the message was sent to, or from the person with the best information. _____ 4. Informational written communication requires the sender delivering a message for the receiver’s benefit. _____ 5. Clarity is the process of writing where one gets to his/ her point quickly and efficiently.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 73 of 83 Developed by: Miko Braza Revision # 01 Information Sheet 1.3-3 (Utilizing Electronic Media) Learning Objectives: After reading this INFORMATION SHEET, YOU MUST be able to: 1. Identify the different electronic media 2. Determine how to utilize electronic media. Social Media Because of the emergence of social media, different offices have enforced policies regarding the proper use of them. Our social media accounts represent us and we represent our companies. When using the social media, remember some of these basic reminders: ▪ Stay professional and polite. ▪ Don’t spread gossip and malicious content. ▪ Don’t share personal information. ▪ Adhere to your organization’s social media policy ▪ When using social media as a workplace communication tool, stay professional when chatting with others. ▪ You may talk informally if the conversation permits but never forget to address people accordingly. ▪ Double check your messages or posts.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 74 of 83 Developed by: Miko Braza Revision # 01 E-Mail Electronic mail (e-mail) is the most commonly used medium of communication in the workplace especially when you are communicating with people away from you. Here are some rules when sending e-mails: 1. Always add a subject. • Your subject should contain what your e-mail is about. Make your subject sound professional. It should also be clear and concise. Avoid using ALL CAPS as it may look like you are shouting to the receiver. 2. Know the difference between the BCc and the Cc. • BCc stands for Blind Carbon Copy while Cc stands for Carbon Copy. When you use the BCc, the email address of those you sent the message to will not be visible to others. On the other hand, when you use the Cc, the e-mail addresses will be seen by others. Use the BCc when the recipients do not each other. This will ensure their privacy. You can use the Cc when the recipients belong to the same workplace. 3. Address the recipient properly. • Know your recipient. Know his/her full name and position. Add salutation. 4. Compose your e-mail as if composing a formal letter. • Take note of your proper capitalization, punctuations, and grammar. 5. Be cautious when replying to all. • Do not click reply to all if your message to a single person is not relevant to others.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 75 of 83 Developed by: Miko Braza Revision # 01 6. Check your attachments. • If you have attachments, state it in your message. Example: Attached in this e-mail is… Attached herewith... • Rename the files before attaching it. Avoid sending files with informal titles. • Make sure there really is an attachment if you say so. • If you are sending large files, ask permission first. If the file is directed to the drive, also state it in your e-mail. 7. Include sign-offs before your name. Example: • Sincerely, • Respectfully yours, • Regards, 8. Limit your signature to 5-6 lines only.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 76 of 83 Developed by: Miko Braza Revision # 01 Fax Machine A facsimile or fax machine is used to send a document electronically to another fax machine. Fax machines operate on phone networks. To send a document: • You need to have a fax machine and a working telephone. • Make sure your machine has ink (toner) and paper. • Take the document you want to send and place it in the feeder. Make sure it is placed properly in the correct direction. • Dial the number you want to send the document to. • Press send. In receiving a document: • Do not answer the phone when a fax document is being sent. Set it to automatic if you want to receive a document Text Messaging Nowadays, Short Message Service (SMS) or text messaging is one of the most used mediums when doing business transactions. However, it must be utilized with care. Here are some guidelines should you decide to use text messages to communicate with your communication sources:
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 77 of 83 Developed by: Miko Braza Revision # 01 1. Make sure that the message you are sending is appropriate to send via SMS. As much as possible, it is more appropriate to use email in the workplace. However, SMS can be used for urgent requests or when you immediately need feedback. 2. Do not send messages after work hours. Do not call a client to remind them of an appointment during the wee hours of the night—may it be text or call. 3. Keep it short and simple. Also avoid use of abbreviations and emoticons. 4. Use correct grammar and punctuation. 5. Write text messages as if you were writing a formal business letter or email.
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 78 of 83 Developed by: Miko Braza Revision # 01 SELF- CHECK 1.3-3 Multiple Choice Direction: Choose the letter of the correct answer from the given choices. 1. It is a tool used to send physical documents electronically via a telephone line. a. E-mail b. Telegram c. Facsimile 2. What is the difference between Blind Carbon Copy (BCc) and Carbon Copy (Cc)? a. BCc is used when you want to announce to everybody that they are getting a copy of the e-mail or the message. b. When using BCc, the email address of those you sent the message will not be visible to others. Meanwhile, all e-mail addresses will be seen when using Cc. c. There is no difference between BCc and Cc and they can be used in the same manner. 3. Which of the following is not a guideline when it comes to utilizing social media? a. Adhere to the organization’s social media policy. b. Stay professional and polite. c. Post every detail of your life on social media, so that everyone is aware. 4. Your boss tasked you to gather the company’s opinion if it is already time to replace the old printer. You are tasked to give out survey forms to your colleagues. In what form should you distribute these survey sheets? a. Post it on Facebook – Post a status on Facebook and tag all the employees in your company. b. Fax Message – Send out individual fax messages to each employee via fax machine. c. E-Mail – Send out the survey sheets via e-mail and let them send feedback through e-mail too. 5. What does SMS means? a. Short Message Service b. Social Media Servicing c. Small Medium Size
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 79 of 83 Developed by: Miko Braza Revision # 01 TASK SHEET No. 1.3-3 Title: Composing an E-mail Performance Objective: Given the necessary tools, materials and equipment, you should be able to compose an e-mail within thirty (30) minutes in accordance with utilizing electronic media. Supplies/Materials : 3 sample quotation documents Equipment : laptop with internet connection printer with ink Steps/Procedure: 1. Observe safety and proper sanitation. 2. Prepare the necessary tools, equipment and materials. 3. Follow the steps/procedures below: A. Read and analyze the given situation below: SITUATION: Recently, your company disseminated information that it is looking for suppliers for 40 units of laptop computers. Three companies sent their quotations through e-mail. Your supervisor requested you to reply to the company with the lowest quotation and inform them that your company would like to meet their representative on the afternoon of 20 August 2020. A communication letter signed by the Director of your company is ready for attachment in the e-mail that you will be composing. B. Identify the e-mail addresses of the appropriate persons who should be included in the recipient list. C. Identify an appropriate subject for the e-mail. D. Compose a message containing the required information to convey the message to its recipient. E. Attach the scanned communication letter from your company. F. Perform spelling and grammar check prior to sending the e-mail. G. Click Send. 4. Clean the area and return the tools/materials to its designated place. Assessment Method: • Demonstration/Observation
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 80 of 83 Developed by: Miko Braza Revision # 01 Performance Criteria Checklist 1.3-3 Trainee’s Name: __________________________ Date ________________ CRITERIA Did you…. YES NO 1. Observe safety and proper sanitation? 2. Prepare the necessary tools, equipment and materials? 3. Read and analyze the situation? 4. Identify the e-mail addresses of the appropriate persons who should be included in the recipient list? 5. Identify an appropriate subject for the e-mail? 6. Compose a message containing the required information to convey the message to its recipient? 7. Attach the scanned communication letter from your company? 8. Perform spelling and grammar check prior to sending the email? 9. Click Send? 10. Clean the area and return the tools/materials to its designated place? Comments/Suggestions: Trainer: ___________________________ Date: ________
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 81 of 83 Developed by: Miko Braza Revision # 01 ANSWER KEY (Guidelines in Completing Relevant Work-Related Documents) SELF- CHECK 1.3-1 1. b 2. a 3. c 4. c 5. b 6. a 7. c 8. c 9. a 10. a SELF- CHECK 1.3-2 1. T 2. F 3. T 4. T 5. F SELF- CHECK 1.3-3 1. c 2. b 3. c 4. c 5. a
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 82 of 83 Developed by: Miko Braza Revision # 01 REFERENCES 5 Workplace Etiquette Tips Every Professional Should Know. (2020). Retrieved from Columbia University Center for Career Education: https://www.careereducation.columbia.edu/resources/5- workplaceetiquettetips-every-professional-should-know#gsc.tab=0 A Dictionary of Computing. (2019). electronic filing. Retrieved from enyclopedia.com: https://www.encyclopedia.com/computing/dictionariesthesaurusespicturesand-press-releases/electronic-filing Cherry, K. (2020, January 11). Types of Nonverbal Communication. Retrieved from Very Well Mind: https://www.verywellmind.com/typesofnonverbalcommunication-2795397 Communication Studies. (2020). Retrieved from Wordpress: https://www.communicationstudies.com/communicationtheories/proxemics Definition of Etiquette. (2020). Retrieved from Collins: https://www.collinsdictionary.com/dictionary/english/etiquette Harley, J. M. (2016). Emotions, Technology, Design, and Learning. Retrieved from ScienceDirect: https://www.sciencedirect.com/topics/psychology/facialexpression Information Literacy: 12. Primary & Secondary Sources. (2020, May 4). Retrieved from Willamette University: https://libguides.willamette.edu/information-literacy Juneja, P. (n.d.). Employee Etiquette - Codes of Conduct necessary for an Individual at Work. Retrieved from Management Study Guide: https://www.managementstudyguide.com/employee-etiquette.htm Lohrey, J. (2019, January 25). The Importance of Information Storage & Retrieval Systems in an Organization. Retrieved from Chron: https://smallbusiness.chron.com/importance-information-storageretrievalsystemsorganization-75891.html
Technical Drafting NC II Participating in Workplace Communication Date Developed: April 2023 Date Revised: Document No TJAC-TDNCII-01 Issued by: TJAC Page 83 of 83 Developed by: Miko Braza Revision # 01 Merriam-Webster, I. (2020). Merriam - Webster. Retrieved from https://www.merriamwebster.com/dictionary/communication Nordquist, R. (2020, February 11). Retrieved from ThoughtCo.: https://www.thoughtco.com/what-is-communication-1689877 Novak, M. C. (2019, March 25). Essential Skills for Written Communication. Retrieved from G2 Learning Hub: https://learn.g2.com/writtencommunication Richinick, M. (2020, April 17). WORKPLACE ETIQUETTE: 21 DOS AND DON’TS OF THE WORKPLACE. Retrieved from Northeastern University Graduate Programs: https://www.northeastern.edu/graduate/blog/workplace-etiquette/ Segal, J., Smith, M., Robinson, L., & Boose, G. (2019, June). Nonverbal Communication. Retrieved from Help Guide: https://www.helpguide.org/articles/relationshipscommunication/nonverbal communication.htm SkillsYouNeed.com. (2020). Retrieved from https://www.skillsyouneed.com/learn/sourcesinfo.html#:~:text=There%20a re%2C%2 0however%2C%20many%20other,(ma n%2Dmade%20objects). SkillsYouNeed.com. (2020). What is Communication. Retrieved from Skills You Need: https://www.skillsyouneed.com/ips/what-iscommunication.html Telephone Etiquette. (2020). Retrieved from Bloomsburg University: https://intranet.bloomu.edu/technology/phone/etiquette toppr. (2020). Retrieved from https://www.toppr.com/guides/businessstudies/directing/communication / Written Communication Skills: Definitions and Examples. (2020, February 14). Retrieved from Indeed: https://www.indeed.com/careeradvice/careerdevelopment/writtencommunication-skills#2 TESDA Online Program: 21st Century Skills (Participating in Workplace Communication) : https://www.e-tesda.gov.ph/course/view.php?id=56