Page 27 - Learner Guide - BSBCMM201 - Communicate in the workplace.doc

Communicate in the workplace

4 Workplace documentation

Most of the workplace documentation is done by writing which may include write
letters, take notes, complete forms, send emails etc. The message must be
conveyed in an appropriate manner for effective response. Writing must be clear,
easy to read, easy to understand and must convey the exact information. For
effective writing:

• use short sentences
• use active voice
• use sufficient words
• include just the relevant information
• use simple language
• use technical terms (only for a specialist in the field)

 Use correct and complete information

It is the responsibility of the writer to convey correct and complete information. Writer
must double-check the details such as names, dates, addresses and phone
numbers. The writer can also ask for more information such as reference numbers,
contact details or additional explanations.

 Professionalism

Being courteous is important at the workplace as the reader can neither see the
expression on the face nor hear the tone of the voice. One must show respect to
others, must be sensitive to how the reader feel about the message and try to be
positive even in the difficult situation. All these aid in delivering the intended
message.

 Sending the right message

Employers always respect a professional behaviour. The person must be careful while
speaking on the phone, participating in a meeting, writing emails or creating and
sending documents as the person will represent the organisation.

Written communication provides a permanent record, makes a person less likely to
forget the details and helps to revise the content before it is send. Almost all
workplaces will have specific rules for writing. The rules can be obtained from
colleagues, company policies, inductions, company structure charts and
managers/supervisors. The rules specifies:

• how to write
• what not to write

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