GE 5 – PURPOSIVE

COMMUNICATION

Effective and Ethical

Communication at Work

Ch. 1, Slide 1
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Trends Affecting People in
Today’s Workplace
• Heightened global competition
• Innovative communication technology
• New work environments
• Increasingly diverse workforce
• Renewed emphasis on ethics
How to attain success in the workplace?

Ch. 1, Slide 2
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Communication and Formal Channels
• ORAL channels
– Telephone
– Face-to-face conversation
– Company meetings
– Team meetings

Ch. 1, Slide 3
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Communication and Formal Channels
• WRITTEN channels
– Memos, letters
– Annual report
– Company newsletter
– Bulletin board postings
– Orientation manual

Ch. 1, Slide 4
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Communication and Formal Channels

• ELECTRONIC channels
–E-mail
–Instant messaging
–Voicemail
–Videoconferencing

Ch. 1, Slide 5
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 What is the Purpose of Communication?
• People have always needed to communicate to live
in social groups and to plan and coordinate activity
• No group or organization can exist without sharing
meaning in some way between its members
• When we communicate with others, we are usually
trying to influence other people’s understanding,
behaviour or attitudes
• Core to most organizational activity is an
understanding of the process of communication and
how the use of different communication channels
can impact on the messages delivered and received
Ch. 1, Slide 6
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
How important is it in the workplace?
• Mintzberg (1990) describes the purpose of
communication with others in the workplace
as being able to inform, instruct, motivate or
seek information
• From a top management perspective, the
purpose of organizational communication is to
achieve coordinated action
• The members of the organization will not have
a focus if they are not involved in effective
communication with one another
Ch. 1, Slide 7
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
How important is it in the workplace?
• Employers expect employees to be effective
communicators and rate employees for their
communicative performances
• Communication is a key issue that impacts on
planning effectiveness, organizational change
and implementation
• It is pivotal to dealing with people and the
workplace, and is fundamental to
organizational success
Ch. 1, Slide 8
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Understanding Ethical
Behavior on the Job
What is ethical behavior?

Doing the right thing

given the circumstances

Ch. 1, Slide 9
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Goals of Ethical Business
Communicators
• Abide by the law.
• Tell the truth.
• Be objective.
• Communicate clearly.
• Give credit.
Ch. 1, Slide 10
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Tools for Doing the Right Thing
• Is the action you are considering legal?
• How would you see the problem if you were
on the opposite side?
• What are the alternate solutions?
• Can you discuss the problem with someone
you trust?
• How would you feel if people you care about
learned of your action?
Ch. 1, Slide 11
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 COMMUNICATION AIDS AND TOOLS
• Microsoft PowerPoint
– one of the most popular presentation tools which
help the speaker in presenting his/her ideas to the
audience, helping them to understand and
appreciate the conveyed message.
– It helps the speaker build his/her credibility and it
boosts his/her confidence.
– Other tools are Empressr, Slideshare, Prezi,
Sliderocket, Zohoshow, and Zentation

Ch. 1, Slide 12
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
GENERAL GUIDELINES FOR CREATING
AN EFFECTIVE PRESENTATION
1. Minimize the number of slides. (Rule of 6)
2. Choose a font style and size that your audience can
read from a distance.
1. Avoid overusing animations, flashy transitions, jarring
sound effects, busy backgrounds, unnecessary drop
shadows, ornate fonts, or any other effect that doesn’t make
your information clearer.
3. Keep your text simple by using bullet points or short
sentences.
4. Use art or graphics to help convey your message.
5. Make labels for charts and graphs understandable.

Ch. 1, Slide 13
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
GENERAL GUIDELINES FOR CREATING
AN EFFECTIVE PRESENTATION
6. Make slide backgrounds subtle and make
them consistent.
7. Use high contrast between background color
and text color.
8. Check the spelling and grammar.
9. Rehearse your presentation.
10.Know the material well enough.

Ch. 1, Slide 14
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 USEFUL TIPS IN DELIVERING ORAL
PRESENTATION
1. Visualize yourself delivering an excellent
speech.
2. Emphasize the relevance of your speech to
your audience.
3. Clearly explain your objectives at the start of
your presentation.
4. Use multimedia in your presentation.
5. Do not overload your visual aids.
Ch. 1, Slide 15
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 USEFUL TIPS IN DELIVERING ORAL
PRESENTATION
6. If situation permits, arrive earlier than the
audience.
7. Dress professionally (equal or one level
higher than that of the audience)
8. Do not just read your visual aids, explain
them.
9. Include real-life experiences when presenting
ideas.

Ch. 1, Slide 16
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 USEFUL TIPS IN DELIVERING ORAL
PRESENTATION
10. Never apologize for your materials or
credentials
11.Maintain eye contact and use natural
gestures.
12.If your situation permits, occasionally move
from one location to another.
13.Repeat the question of a member of the
audience if you feel that not all have heard/
understood it.
Ch. 1, Slide 17
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 USEFUL TIPS IN DELIVERING ORAL
PRESENTATION
14. Allow enough time for questioning. Listen
carefully before answering the question.
15.Know the set-up of the presentation venue.
16. Do not be defensive. Be honest to
acknowledge what you do not know.

Ch. 1, Slide 18
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Ethics in Oral Presentation
1. Never waste the time of your audience by being
unprepared.
2. Make sure that you have a valid purpose or
objective in making the presentation.
3. Never distort information for your own
advantage. Be honest. Tell factual information
only.
4. Never use abusive language. Be mindful and
sensitive.
5. Cite your sources. Never claim an idea as your
own even if it is not.
Ch. 1, Slide 19
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Ethics in Oral Presentation
Remember:
MAINTAIN A RESPECTFUL AND
PROFESSIONAL TONE WHEN DELIVERING YOUR
PRESENTATION AND WHEN ANSWERING
QUESTIONS FROM THE AUDIENCE. NEVER USE
WORDS AND GESTURES THAT WILL OFFEND ANY
MEMBER OF YOUR AUDIENCE.

Ch. 1, Slide 20
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Evaluating the Effectiveness of an Oral
Presentation
• Completeness and Accuracy of Content
• Organization of Ideas
• Effectiveness of Non-verbal Cues
• Appropriateness and Accuracy of Language
• Appropriateness and Use of Visual Aids

Ch. 1, Slide 21
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 Other Channels of Communication in
the Workplace
• WRITTEN AND ELECTRONIC
– Business letters
– Memos
– E-mails
– Minutes of the Meeting
– Informal Reports
– Proposals

Ch. 1, Slide 22
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 END OF PRESENTATION

Ch. 1, Slide 23
©2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.