QUEEN’S LAND COLLEGE

ACCOUNTING AND FINANCE

LEVEL – II
Based on November, 2022 Curriculum
Version- II

Module Title:-Applying Business Communication in

the work place
MODULE CODE : LSA ACF2 M04 1122
Prepared by: Ministry of Labor and Skill
November 2022

Adama, Ethiopia
 Table of Contents--------------------------------------------------------------------------------page
Acknowledgment..................................................................................................... 4

Unit One: Obtain and convey workplace information..................................................5

1.1 .Accessing information from appropriate sources..............................................6
1.1.1.Overview of Communication....................................................................6
1.1.2. Information from appropriate sources.....................................................6
1.2Using effective questioning, active listening and speaking skills........................8
1.2.1 Effective questioning................................................................................9
1.1.2 Active listening.........................................................................................9
1.2.3 Speaking skills.......................................................................................11
1.3. Using appropriate medium.............................................................................11
1.3.1. Medium of communication....................................................................11
1.4. Using appropriate non- verbal communication...............................................14
1.4.1. Nonverbal communication.....................................................................14
1.4.2. Benefits of effective nonverbal communication.....................................15
1.5. Identifying and following appropriate lines of communication.........................15
1.6. Using defined workplace procedures..............................................................17
1.7 Carrying out personal interaction.....................................................................17
Self-Check 1.1.................................................................................................20

Unit Two: Participate in workplace meetings and discussions. Error! Bookmark not
defined.
2.1. Attending Team meetings on time..................................................................23
2.1.1. Types of team meetings everyone needs.............................................23
2.2. Express own opinions and listening those of others.......................................25
2.3 Consisting meeting inputs............................................................................... 27
2.4. Conducting workplace interactions.................................................................28
2.5. Interpreting and implementing meetings outcomes........................................29
Self-Check 2....................................................................................................30

Unit Three: Complete relevant work related documents............Error! Bookmark not

defined.
3.1. Completing range of forms.............................................................................32
3.1.1 Forms.....................................................................................................32
3.2. Recording workplace data..............................................................................36
3.3. Identifying and acting up on errors.................................................................37
3.4. Completing reporting requirements................................................................38
Self-Check 3.1.................................................................................................39

Unit Four: Describe team role and scope.......................Error! Bookmark not defined.

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Unit Four: Describe team role and scope.................................................................41
4.1. Identifying the role and objective of the team.................................................42
4.2. Identifying team parameters and responsibilities............................................44
Self-Check 4.....................................................................................................46

Unit Five :- Identify own role and responsibility within team....Error! Bookmark not
defined.
5.1. Identifying individual role and responsibilities.................................................49
5.2 Recognizing roles and responsibility...............................................................51
5.3 Identifying reporting relationships....................................................................52
Self-check 5.................................................................................................... 54

Unit six :- Work as a team member.....................................Error! Bookmark not defined.

6.1. Using effective and appropriate forms of communications.............................57
6.2. Making effective and appropriate contributions..............................................59
6.3. Observing Protocols in reporting....................................................................61
6.4. Contributing to the development of team work plans......................................62
Self-Check 6.....................................................................................................63
References......................................................................................................64

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Acknowledgment

Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVT instructors and respective industry experts who donated their time and
expertise to the development of this Teaching, Training and Learning Materials (TTLM).

Introduction to the Module

Accounting and finance filed; the Applying Business Communication in the work place helps to
know the Accessing information from appropriate sources, using effective questioning, active
listening and speaking skills, Using appropriate medium , Using appropriate non- verbal
communication , Identifying and following appropriate lines of communication ,Using defined
workplace procedures, Carrying out personal interaction Accounting and finance filed.
This module is designed to meet the industry requirement under the Accounting and Finance
occupational standard, particularly for the unit of competency: Applying Business
Communication in the work place
This module covers the units:
 Obtain and convey workplace information
 Participate in workplace meetings and discussions
 Complete relevant work related documents
 Describe team role and scope
 Identify own role and responsibility within team
 Work Effectively as a team member
Learning Objective of the Module
 Obtain and convey workplace information
 Actively participate in workplace meetings and discussions
 Correctly complete relevant work related documents
 Describe team role and scope
 Identify own role and responsibility within team
 work Effectively as a team member
Module Instruction
For effective use this modules trainees are expected to follow the following module instruction:

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  Read the information written in each unit
 Accomplish the Self-checks at the end of each unit
 Perform Operation Sheets which were provided at the end of units
 Read the identified reference book for Examples and exercise

Unit One: Obtain and convey workplace information

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Accessing information from appropriate sources
 Using effective questioning , active listening and speaking skills
 Using appropriate medium
 Using appropriate non- verbal communication
 Identifying and following appropriate lines of communication
 Using defined workplace procedures
 Carrying out personal interaction
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Accesses Specific and relevant information from appropriate sources
 Identify Effective questioning , active listening and speaking skills
 Use the Appropriate medium to transfer information
 Use Appropriate non- verbal communication
 Define workplace procedures for the location and storage of information

1.1. Accessing information from appropriate sources

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1.1.1. Overview of Communication
The word “communication” came from the Latin word “communist” which means commonness.
When people communicate with one another, the establish commonness; they share a
commonality.
“Communication is a process through which two or more human beings share each other’s
thoughts, ideas, feelings, insights, and information and exchange meanings. Communication is
not simply sending message…It is creating understanding swiftly, clearly and precisely.”
Information is the summarization of data. Technically, data are raw facts and figures that are
processed into information, such as summaries and totals. But since information can also be the
raw data for the next job or person, the two terms cannot be precisely defined, and both are used
interchangeably. It may be helpful to view information the way it is structured and used, namely:
data, text, spreadsheets, pictures, voice and video.

1.1.2. Information from appropriate sources

An Information Source is a source of information for somebody, i.e. anything that might inform
a person about something on provides knowledge to somebody. Information sources may
be observations, people speeches, documents, pictures, organizations etc.
Information is expressed either as the content of a message or through direct or indirect
observation.
They tend to be very “of the moment” and may contain information that was later disproven.
A primary source is most often created during the time the events you are studying occurred,
such as newspaper articles from the period, correspondence, diplomatic records, original research
reports and notes, diaries etc.

Appropriate sources

 Team members
 Suppliers
 Trade personnel
 Local government
 Industry bodies

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Types of information sources:
 Books
 Encyclopedias
 Magazines
 Databases
 Newspapers
 Library Catalog and Internet
Importance of Communication in the Workplace

There is no denying the importance of communication in the workplace, considering the fact that
in an organization people belonging to different social and professional backgrounds come to
gether to work for the same goals.
• Communication is the transfer of information from the sender to the receiver with the
information being understood by the receiver.
Sender Receiver
Message Medium Message
 Create  Receive
 Encode  Decode

Barriers
 Environmental
Feedback
 Personal
Feedback
 Receive  Create
 Decode  Encode

Figure 1:The Communication Process

Communication is the transfer of information from the sender to the receiver with the
information being understood by the receiver.
The seven (7) components of communication are –
1. Source – The source is the originator of the message. The person or persons who want to
communicate a message to another person or a group of people. – The source of a
message can be an individual speaker addressing a group, a student asking for a question
for clarification, an institute director inviting guest lecturer to speak on a selected topic,
or a person writing a letter.

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 2. Message – is the idea, thought, or feeling that the source wants to communicate. – This
message is encoded or converted into verbal and nonverbal symbols that will most likely
be understood by the receiver.
3. Receiver – is the recipient of the message. – can be an individual or a group of people. –
Once the receiver hears the words and receives the nonverbal cues from the sender, he
must interpret or decode them if communication is to occur.
4. Encoding – converting the idea, thought, or feeling into verbal and nonverbal symbols •
Once the source has decided on a message to communicate, he must encode or convert
that idea, thought, or feeling into verbal and nonverbal symbols that will be most
effectively understood by the receiver.
5. Channel – is the medium by which the message is communicated. – Medium is a means
used to exchange / transmit the message. – The source can utilize the channels of sight,
sound, touch, smell, and taste. – You should creatively select the channels of
communication to productively communicate your message.
6. Decoding – is the process of making sense out of the message received. Interpreting the
language , the receiver must interpret the language and behaviors sent by the source so
they will have meaning. – After the receiver decodes the message, he (now the source)
can encode a return message and send it back to the other person.
7. Context – All communication occurs within a certain context. The context is made up of
the physical surroundings, the occasion in which the communication occurs, the time, the
number of people present, noise level, and many other variables that can influence and
affect the encoding and decoding of messages. The context plays an important role in the
communication process.
• Feedback – Feedback is the main component of communication process as it permits the
sender to analyze the efficacy of the message. – It helps the sender in confirming the correct
interpretation of message by the decoder.
Feedback may be • verbal (through words) or • non-verbal (in form of smiles, sighs, etc.). – It
may take written form also in form of memos, reports, etc

1.2. Using effective questioning, active listening and speaking skills

1.2.1 Effective questioning

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 Figure 1. 2. Asking effective questioning
Effective questioning involves using questions in the classroom to open conversations, inspire
deeper intellectual thought, and promote student-to-student interaction. Effective questions focus
on eliciting the process, i.e. the 'how' and 'why,' in a student's response, as opposed to answers
which just detail 'what.
Effective questioning involves using questions in the classroom to open conversations, inspire
deeper intellectual thought, and promote student-to-student interaction.
Benefits of Effective Questioning

Using effective questioning in your classroom brings a host of benefits, as it:

 Encourages students to engage with their work and each other

 Helps students to think out loud
 Facilitates learning through active discussion
 Empowers students to feel confident about their ideas
 Improves speaking and listening skills
 Builds critical thinking skills
 Teaches respect for other people’s opinions

1.1.2 Active listening

Active listening is a way of listening and responding to another
person that improves mutual understanding. It is an important first
step to defuse the situation and seek solutions to problems. This
lesson gives students the opportunity to identify what active
listening is and why it is important in managing conflicts. Active

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listening is when you are fully aware and concentrate on what is being said rather than passively
hearing what the speaker is trying to convey.
Figure 1.3
The goal of active listening is to acquire information, listen to understand people and situations
before responding to it. Active listening is an important communication skill.

Signs of active listening

There are both verbal and non-verbal signs of active listening. These are cues that show the
speaker that you understanding what they are saying.
Here are a few verbal signs of active listening:

1. Paraphrasing: Summarizing what the speaker just said shows them that you
comprehend. Rather than giving a verbatim summary, highlight a few of their main
points.
2. Asking thoughtful questions: These are questions that confirm or clarify what the
speaker is saying or add to the conversation. When asking questions, think about what
they just said in order to avoid questions that were already answered.

3. Positive encouragement: As someone is speaking, you can use subtle words or phrases
to encourage them to continue.

4. Eye contact: Giving eye contact can be seen as a sign of respect. The amount of eye
contact you give to the speaker can depend on the situation.

5. Smiling: Looking pleased as someone is speaking can encourage them to continue their
thoughts and feel at ease. It’s a simple way to affirm their thoughts and show that you are
open to what they are sharing.

Use active listening in the workplace

Active listening at work can help you get to know your colleagues better and show others that
you care about their thoughts and opinions. By following these steps, you can improve
your listening skills:

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 1. Quiet your thoughts. This may take a bit of practice, but learning how to turn off your
own thoughts and solely focus on what the speaker is saying is a big part of being a good
listener. Rather than preparing your response, live in the present so you can absorb
everything they are sharing. You may find that they will eventually address many of the
questions or concerns you were planning to bring up anyway.
2. Use verbal and non-verbal cues. Naturally using the verbal and non-verbal cues
discussed earlier can make the speaker feel important and respected. A combination of
smiling, head nods, and eye contact may give them the affirmation they need to feel
confident as they talk. Likewise, being mindful of your posture conveys a lot about your
listening level. Using these non-verbal cues with paraphrasing, asking thoughtful
questions, and giving positive encouragement is how you can be a respectful listener.

3. Avoid judgment: Until they are finished speaking, avoid drawing conclusions or
judgments. First, listen to what they are saying at face value and then begin to reflect on
what they shared afterward.

4. Give a thoughtful response. After the speaker is finished, give them appropriate
feedback. This may be follow-up questions or sharing your own open and honest
thoughts. By adding to their dialogue, they can continue to share even more information
and insights.

1.2.3 Speaking skills

Speaking skills are defined as skills which allow us to communicate effectively. These skills give
us the ability to convey information verbally and in a way that the listener can understand.

Speaking skills are one of the most important skills we learn, as they allow us to communicate
with others and express our thoughts and feelings. Speaking skills can be separated into formal
and informal speaking skills, and we use both types of speaking skills in a variety of contexts
throughout life.
The three speaking skills
 Fluency
 Vocabulary

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  Pronunciation

1.3. Using appropriate medium

1.3.1. Medium of communication

A medium in communication is a system or channel through which a speaker or writer addresses
their audience. It's an outlet that a sender uses to express meaning to their audience, and it can
include written, verbal or nonverbal elements.
Communication is essential in the workplace, and knowing the right channel to express your
message to individuals or groups can help you communicate effectively. Using the right medium
to communicate your message allows you to contact the right people in the way that best serves
your communication goals. Learning about communication mediums can help you choose the
right one for your message. In this article, we define what a medium in communication is,
discuss why they're important, outline some different types of communication mediums and offer
tips on how to choose the right medium for your message.

Figure 3.1. When Business Communication is applied at work place in ECX

Types of communication mediums

Face-to-face communication

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One of the most common types of communication in the workplace is face-to-face
communication. This involves direct communication between two or more people, usually in
conversation with one another. It can also include no conversational, in-person communication,
like a speaker presenting at a conference with an audience of professionals. An in-person, face-
to-face communication medium typically uses verbal and nonverbal expressions to communicate
a message. Speakers state their message and use body language to emphasize their meaning and
intent. Listeners receive and process the message as the speaker delivers it, and they may
respond immediately with their own thoughts and questions.

The benefit of this style of communication is its immediacy. In a conversation, all parties can
participate. This allows for an equal exchange of ideas without the need to wait for a response.
In-person communication may allow for more use of body language than other types of
communication. It can be easier to see and interpret nonverbal cues from a conversation partner
when speaking face-to-face in a physical setting rather than through a virtual channel like a video
conference.
Virtual remote communication

Remote communication typically involves the use of technology to send a message to someone
operating in another location. There are several types of remote communication methods,
including those that involve written, verbal and visual communication styles. For example, one
common type of workplace remote communication is email.

Remote communication is a great way to contact those working in a different location from your
own. This form of communication is often less formal than a face-to-face meeting, though some
may use video conferencing in place of face-to-face meetings for more formal conversations that
require remote communication. For example, an employer may establish a videoconference with
a job candidate to conduct a remote interview in place of an in-person one.

Written communication

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Although less common due to technological advancements, written communication can still play
an important role in the workplace. This form of communication involves physically written
notes, letters and memos. Written communication may either be formal or informal, depending
on its context. For example, leaving a handwritten note as a reminder to a co-worker can be an
informal style of communication. An example of formal written correspondence may be a
handwritten card written to thank a co-worker for their support. Similar to virtual remote
communication, written communication involves less immediacy than face-to-face
communication.
Social media communication

Social media communication in the workplace is more commonly used to promote messages to
external consumers rather than internal employees. Many companies use social media to connect

with their target consumers through advertisements and promotions. Social media can be a great
way for companies to attract the attention of customers, and it can combine various

Communication mediums. For example, some platforms support visual content like pictures,
while others emphasize video communication. Most platforms allow users to interact in private
or public chat messages, which can allow for communication between two or more participants.

Some companies or work teams may use social media for internal purposes. For example, your
work team might use an instant messaging platform to quickly send messages to co-workers.
Others may use professional social media platforms to conduct outreach with potential business
partners. Although social media messaging is typically less formal than other types of
messaging, it can be a convenient way to communicate with an audience.

In addition to spoken and written communication, nonverbal cues can help you express your
message to your audience. Being aware of how nonverbal cues like posture, tone and gestures
affect your communication can help you use these elements to better express yourself to your
listeners. Often, people give nonverbal cues subconsciously when they speak to another person,
but learning about these cues and how they express your ideas and feelings can help you use

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them to enhance your communication. For example, sitting or standing with good posture can
help you express confidence during a presentation or job interview.

1.4. Using appropriate non- verbal communication

1.4.1. Nonverbal communication

Nonverbal communication is important because it gives us valuable information about a situation
including how a person might be feeling, how someone receives information and how to
approach a person or group of people. Paying attention to and developing the ability to read
nonverbal communications is an invaluable skill you can leverage at every stage of your career.

1.4.2. Benefits of effective nonverbal communication

There are several ways nonverbal communication can support your ability to communicate
effectively in the workplace, including:

 It supports your message.

 It communicates messages.

 It shows intention. .

 It conveys feelings.

 It offers support.

 It showcases your personality. Nonverbal

 It indicates a desired action.

 It deescalates tension.

Types of nonverbal communication

There are several types of nonverbal communications you should be aware of, including:
 Body language
 Movement.
 Posture.

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  Gestures
 Space
 Paralanguage
 Facial expressions.
 Eye contact
 Touch

1.5. Identifying and following appropriate lines of communication

A line of communication (or communications) is the route that connects an operating military
unit with its supply base. Supplies and reinforcements are transported along the line of
communication. Therefore, a secure and open line of communication is vital for any military
force to continue to operate effectively.
. Prior to the advent of the use of telegraph and radio in warfare, lines of communication were
also the routes used by dispatch riders on horseback and runners to convey and deliver orders
and battle updates to and from unit commanders and headquarters. Thus, a unit whose lines of
communication were compromised was vulnerable to becoming isolated and defeated, as the
means for requesting reinforcements and resupply is lost.
Establish good lines of communication
You should ensure your communication is clear - whether you’re discussing an individual’s
care and support needs with them, agreeing appraisal outcomes with the workforce or writing
the business plan.

 avoid using jargon, acronyms or complicated words

 consider how different people communicate for example you might need to use
assisted living technologies or sign language to communicate

 have good internal communication that’s role modelled by leaders for example an
intranet, regular newsletter or workforce updates

 involve the workforce and people who need care and support in your decision making

 Leaders could have an open door policy and be open and approachable.

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 Importance of lines of communication
Every business needs established communication lines and processes so employees and
executives effectively pass messages along to the right people. Without it, offices can get
disorganized, chaotic and stressful. Several lines of communication exist to promote openness to
an office. Quality communication is the act of effectively conveying and receiving messages to
and from others, according to Mind Tools. Communication in business is especially important
because money, clients and the well-being of the company are at stake.

Every business needs established communication lines and processes so employees and
executives effectively pass messages along to the right people. Without it, offices can get
disorganized, chaotic and stressful.

Several lines of communication exist to promote openness to an office.

 Line of Power

 Line of Technology

 In-Person Communication

1.6. Using defined workplace procedures

A workplace procedure directly relates to workplace policies. A procedure is a list of steps

demonstrating how to implement a policy. Policies and procedures are used together to give
employees a good understanding of company rules and values. A policy is a statement which
underpins how human resource management issues will be dealt with in an organization. It
communicates an organization’s values and the organization’s expectations of employee
behaviors and performance.
Workplace policy and procedure
A policy is a guiding principle used to set direction in an organization. A procedure is a series of
steps to be followed as a consistent and repetitive approach to accomplish an end result.
Procedure is order of the steps to be taken to make something happen, or how something is done.
Policies are those terms and conditions which direct the company in making a
decision. Procedures are the sequential steps which direct the people for any activity.
Common workplace policies:
 Recruitment policy
 internet and email policy

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  mobile phone policy
 non-smoking policy
 drug and alcohol policy
 health and safety policy
 anti-discrimination and harassment policy

1.7 Carrying out personal interaction

Interaction is an experience that other workers and consumers have when working with someone
for a short time or for an extended period of time. Working with another translator and offering
or receiving feedback is professional interaction. Participating in a structured debate, attending a
conference or the meeting of a professional association are also forms of professional interaction
in my book. Social interaction, just as the name suggests, relates to the relationships created
between two or more people. It involves the interactions, communications, connections and
propinquity between the people within an organization.
Interact with work

Here are some ways to communicate better with your colleagues at work:

 Listen actively.
 Speak with discretion and talk face to face.

 Offer constructive criticism.

 Build and earn trust.

 Get personal but don’t be too casual.

 Consider communication preference and technology etiquette.

Address a team member

When addressing a group of employees, you might use “Dear Staff” or “Dear Team.” Always
address your employees in a respectful manner.
Team interaction be improved

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Top 5 Team Communication Strategies

 Have an open-door policy.

 Use project management software.

 Be open to feedback.

 Be clear about individual task responsibility.

 Do fun stuff to boost morale.

Team interaction mean

Group interaction refers to the dynamics of the team and the way individuals in the group
interact with one another.

5 ways to communicate

In previous years, I have outlined four types of communication, but I believe there are actually
five types of communication: verbal, non-verbal, written, listening, and visual.

Staff meeting

 Meeting objectives.

 Recognition of team member achievements.

 Notable organizational changes or accomplishments.

 Points to be discussed.

Introduce a new team

 Letter of Introduction Format

 Write a greeting.

 Start with a sentence on why you’re writing.

 Present the full name of the person you’re introducing.

 Explain their role and why it is relevant to the reader.

 Provide information on how they might work together or be helpful for each other.

To achieve effective team communication

 Work out loud to set the tone for open communication and transparency.

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  Encourage, and take part in, debate and honest feedback on team projects.

 Respect feedback and new ideas, even if they’re in contrast to their own opinion.

Positive Effects of Human Environment Interaction

 Renewable Energy.

 Urban Green Projects.

 Eco-Tourism.

 Protection of National Parks.

 Waste Reuse and Recycling.

 Water Management.

 Composting.

Communicate with your team

5 Ways to Communicate With Your Team That Will Actually Get Results

 Use Statements, Not Questions

 Maintain Confidence as You Speak

 Give Clear Directives, Not Suggestions

 Add a Deadline

 Repeat Your Request

Improve team communication

Finally, one of the easiest ways to boost communication is through team breaks. In most offices,
team makers take breaks when they choose. While it’s good to have the freedom to work at your
own pace, sometimes it’s nice to take a break with your co-workers.

Good communication is important because it is a process through which two or more people
exchange information, and, if the message is not properly sent, misunderstandings can arise
Good communication, however, is also significant for building caring and satisfying
relationships with your family, friends, co-workers, and society.

Good team communication

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Good team communications help employees to understand their role and responsibilities to both
the team and the company. Another element of good communication is active listening. Strong
team communication teaches people how to listen and speak respectfully in a group setting.

Self-Check 1.1
Part I Give short answer for the following questions
1. Defined types of information sources (5pts)
_______________________________________________________________________
__________________________________________________________________
2. Defined information sources (5pts)
_______________________________________________________________________
_______________________________________________________________________
3. Defined Effective questioning (5pts)
_______________________________________________________________________
_______________________________________________________________________
4. List and explain speaking skill (5pts)
_______________________________________________________________________
_______________________________________________________________________
5. Write the Benefits of Effective Questioning (5pts)
_______________________________________________________________________
_______________________________________________________________________
Part II: Match each of the terms listed in Column A with the most closely related term in
Column B. Write your answers in the space provided.
Column A Column B
_____1.Communication A. First Impressions
_____2. Personal Appearance B. Enthusiastic
_____3. Dependability C. Faithfulness
_____4. Reliability D. Integrity
_____5. Initiative E. Team Player
_____6. Cooperative F. Additional Tasks
_____7. Honesty G. Always carry through

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_____8. Loyalty H. Complete assigned daily tasks
_____9. Positive Attitude I. Good Grooming
_____10. Hygiene J. Ability to express yourself

Unit Two: Participate in workplace meetings and discussions

This unit to provide you the necessary information regarding the following content coverage
and topics:
 Attending Team meetings on time
 Express own opinions and listening those of others
 Consisting meeting inputs
 Conducting workplace interactions
 Interpreting and implementing meetings outcomes
For this learning outcome will also assist you to attain the following specific objectives.
Specifically, upon completion of this Learning outcome you will be able to:
 analyze Team meetings on time
 express Own opinions clearly and listened to without interruption
 establish Meeting inputs and protocols
 conduct Workplace interactions

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2.1. Attending Team meetings on time
Meetings are an essential part of doing business. Yet with so many types of meetings whether
it’s an on boarding meeting, a brainstorming session, or a status update figuring out which are
actually productive and which aren’t can be challenging. When given an exact time limit for
completely meeting objectives, people are more likely to work harder to accomplish them.
Keeping the time limit for meetings below one hour can help increase the effectiveness by
helping to maintain attention. It is a gathering of members of a team in an organization. Team
meeting can either be held face-to-face or remotely. There are numerous tools such as Talks
Meetings that helps you to hold convenient and hassle-free virtual meetings. Talks Meetings
software has excellent audio and video quality that never disappoints the meeting participants.

2.1.1. Types of team meetings everyone needs

Let’s start with the sit-downs that are going to give you the most meeting bang for your buck the
team meetings you actually need to get things done.

Getting new hires up to speed: The on boarding meetings that matter

On boarding your new hires is a must but chances are you’ll need more than one meeting to get
them up to speed. Here are a few team meetings you should plan to schedule for your new team
members to make sure they have everything they need to succeed in their new role:

 1-on-1s: On your new hires’ first day, schedule one-on-one meetings with any key team
members they’ll be working with, including direct managers, team leaders, and internal
subject-matter experts.

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  Meet the team: Within the first few days, it’s also important to schedule a meeting for
your new hires to meet and greet their new team. While any meeting format will work, a
more casual environment, like a team lunch, can make your new team members feel more
welcome.

Tools training: Schedule a time to train your new team members on any tools, systems, or
software they’ll need to know to do their job.

HR, Operations, and Facilities: It’s important to get your new hires up to speed on the
logistical side of your business as soon as possible, including human resources, operations, and
facilities.

Brainstorming meeting Businesses run on new ideas. If you want to keep the river of ideas
flowing, brainstorming meetings are a must.“Brainstorming meetings are designed to
generate a lot of ideas over a short period of time and they’re critical if you’re trying to solve a
problem or achieve a goal,”

Kick-off meetings If you’re rolling out a new project or initiative, you need your team to know
about it. A kick-off team meeting is a great place to fill them in.

Kick-off meetings are effective for several reasons, says Chadron.

Feedback and retrospective meetings It’s important to have a kick off meeting when you’re
starting a project, but if you want your team to really learn from their experience, it’s just as
important, if not more so, to have a retrospective team meeting when that project wraps.

Budget and financial meetings

There can be a lot of communication issues around money, which is why it’s important to
make financial team meetings a regular part of your rotation.

For budget and financial meetings to be effective, it’s important to get everyone crystal clear on:

How much money you’re going to spend

What the money is being spent on

What kind of return you can expect on your investment

Having everyone on the same financial page will minimize conflict in the future, keep spending
under control, and help keep surprises to a minimum.

Benefits of a team meeting

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 A regular team meeting can be very beneficial to every organization. As a meeting member,
what to talk about in a team meeting here are top team meeting benefits that you should know;

Keep everyone informed

Solve problems

Promote leadership

Opportunity for performance feedback

Provide training opportunities

Room for innovation

What makes a good team meeting?

Here are things that can help you lead a successful team meeting;

Use the right tools: Leading an effective team meeting can be

very difficult if you don’t have the right tools to do so. There is
excellent online meeting software such as Talks Meetings that
can make your work easy.

Figure 2.1. Team meeting

 Choose a meeting leader: Chaos will ensue if there is no leader to chair the meeting. In
this case, the person who called the meeting should be given the responsibility of keeping
things in order.
 Control the number of attendees: Having too many people in the meeting may dilute
the information shared. It may result in participants having too many opinions and
endless discussions. Therefore, it is important to have a manageable number of
participants in the meeting.
 Be accountable: Assign someone to the responsibility of taking notes during the
meeting. In this case, the ideas developed will be used to create an action plan of the
organization.

2.2. Express own opinions and listening those of others

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 Figure 2.2
An opinion is simply how you feel or think about a certain issue. It’s usually a personal
viewpoint based on your experiences. Being asked to express your opinion shouldn’t be scary,
because we express opinions all the time.
Expressing Your Opinion

Before diving into common phrases, here are some tips that’ll help you express your opinion in
English as well as improve your speaking and writing skills.
Keep a diary to talk about your feelings/opinions. Make it a point to write in your diary every
day. You can write about what you did that day, your likes and dislikes or use specific
prompts to give your ideas.
Practice listening to other people’s opinions through real-life videos on Fluent. The best way
to master something is to observe how others do it.
Fluent takes authentic videos—like music videos, movie trailers, news and inspiring talks and
turns them into personalized language
Giving an opinion is a common way of interacting with other people in formal and informal
settings. Unsolicited opinions may be unwelcome, but most leaders find themselves being asked
to express an opinion fairly often—and those with a reputation for wisdom are asked constantly.
If you want to give your opinion and you want to be heard, you must follow these principles:
First, make sure that the situation warrants an opinion. There are many cases where silence is
the wiser path.

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 Ask yourself if you’re the best person for the job. People will always come to leaders for an
opinion, but there may be someone else on your team—or even in another area or organization—
who’s better qualified to respond. In those cases, you build more personal credibility by
recommending someone else than by giving your own opinion.
Start by listening politely. Before you express your opinion make sure to listen. You’ll know
exactly what’s being asked of you, you may learn more about the issue in the process, and the
person doing the asking will be more engaged and receptive.
Think before you speak. Before you open your mouth to say something, take a step back and
think through exactly what you’re going to say. Consider your tone and make sure your word
choices leave as little room as possible for misunderstanding or trouble. Maintain a professional
demeanor and be mindful of your body language.
Make sure you have all the facts. Everyone has the right to express their opinion, but make sure
to do your research and know the facts first. The more you know, the more you can put into words
what you mean to say.
Say what you think in a detailed, straightforward manner. Provide as many relevant specifics
as possible when you give an opinion to ensure that people fully understand your point of view.
Focus on who what, when, and where of the situation to make a detailed statement of your
opinion.
Use “I” statements. “I” statements are powerful because they promote connection and don’t
make the others feel alienated or excluded. People often state opinions in a way that makes them
sound like facts—a habit that puts off the people they’re trying to persuade. A simple preface like
“I think…” or “In my experience…” can be all you need.
Provide the reasons for your point of view. Provide reasons and build a case to support your
point of view. Your opinion gains credibility when it’s backed up with solid data.

2.3. Consisting meeting inputs

A meeting output or outcome can include resource allocation decisions, action items, dispute
resolution, prioritization decisions and new plans being made.
Meeting management tends to be a set of skills often overlooked by leaders and managers. An
agenda item is one point or distinct part of a meeting agenda that can be specified separately
from a group of issues that are to be considered in a meeting. Agenda items can be created by the

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 meeting facilitator who may also invite the meeting participants to request them.Basic
information like the location, names of expected participants, date, start time and end time of the
meeting. Even better, estimate the amount of time necessary for each agenda item
These are the 5 key components to running productive meetings
 A clear purpose. Every meeting has to have a clear purpose
 Outcomes. Every meeting has to have a maximum of three outcomes
 An agenda. Every meeting has to have an agenda
 Start on time
 Finish five minutes early
Components of a Business Meeting:
 Notice of a Meeting:
 Agenda:
 Minutes of the Meeting:

Meeting objective
A meeting objective is a simple statement that defines the desired outcome of the meeting. Its
primary purpose is to give participants a measurable goal that they can work on achieving
together.

2.4. Conducting workplace interactions

These are relationships between co-workers, managers and staff, and employees with the public.
Positive interactions increase good feelings, increase morale and improve work satisfaction.
Positive interactions in the workplace have been shown to improve job satisfaction and
positively influence staff turnover, as employees who experience support from colleagues are
more likely to remain in an organization long term.
Benefits of Social Interaction at Work

Social interactions play an essential role in wellbeing, which, in turn, has a positive impact on
employee engagement. Organizations with higher levels of employee engagement indicated
lower business costs, improved performance outcomes, lower staff turnover and absenteeism,
and fewer safety incidents (Gallup, 2015). Social interaction can lead to knowledge and
productivity spill over from trained to untrained workers in collaborative team settings or

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 between senior and junior workers, particularly in low-skilled tasks and occupations
(Cornelissen, 2016). For instance, Mas and Moretti (2009) found that productivity was improved
when employees were assigned to work alongside faster, more knowledgeable co-workers.
Common interaction in work place
There are four main types of workplace communication: verbal, body, phone and written.
During any point in the workday, you are always faced with at least one. Understanding how to
communicate within these fields can be one of the most delicate skills an employee can learn.
Communication can affect the overall success of your business, as effective techniques can lead
to engagement and satisfaction among employees. Without communication from company
leadership, employees may lose motivation and become directionless.

2.5. Interpreting and implementing meetings outcomes

Workplace meetings are an important element of business management. Meetings enable you
and your employees to communicate and share information, solve problems or resolve disputes,
improve performance, build teamwork and move projects forward. A meeting output or outcome
can include resource allocation decisions, action items, dispute resolution, prioritization
decisions and new plans being made.We define outputs as the tangible products of a process,
such as reports, meetings and leaflets, which are useful in them but do not usually, meet the full
Meeting output or outcome
A meeting output or outcome can include resource allocation decisions, action items, dispute
resolution, prioritization decisions and new plans being made. Whatever you have accomplished
during your meeting as well as the direction that you choose to move in (including plans or
decisions for the future) become your meeting output. Because your meeting outcome is based
on the meeting goal or the purpose of your meeting, it’s really important that you plan ahead to
think about what you and your team are working towards. Then, take the tangible steps
towards achieving your meeting goal.
Important of good meeting outcomes
 Everyone is clear
 Everyone is confident
 Everyone has an actionable plan
 Everyone feels confident about the team

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  Everyone feels supported and encouraged
 Everyone contributes their thoughts
 Everyone has the opportunity to ask questions
 Everyone leaves the meeting feeling energize

Self-Check 2

Directions: Answer all the questions listed below. Use the Answer sheet provided
Part I Give short answer for the following questions
1. Defined team meetings (5pts)
________________________________________________________________________
________________________________________________________________________
2. List and explain principle of Expressing Your Opinion (5pts)

________________________________________________________________________
________________________________________________________________________

3. Defined meeting inputs (5pts)

________________________________________________________________________
________________________________________________________________________
5. Write Components of a Business Meeting (5pts)
______________________________________________________________________________
______________________________________________________________________________

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 Unit Three: Complete relevant work-related documents

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics
 Completing range of forms
 Recording workplace data
 Identifying and acting up on errors
 Completing reporting requirements
For this learning outcome will also assist you to attain the following specific objectives.
Specifically, upon completion of this Learning outcome you will be able to:
 Complete range of forms
 Record workplace data
 Identify and acting up on errors
 Complete reporting requirements

3.1. Completing range of forms

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Forms are the basic tools for all types of office work. It is through the office forms all essential
information required for efficient conduct of business can be received, recorded, arranged and
transmitted in a systematic manner.
The documents include messages, emails, letters, directions, signs, bulletins, policies, websites,
contracts, and regulations. Documentation refers to a set of records that professionals or
companies keep to provide evidence or information that can be used to inform decisions. In the
workplace, documentation is retained records of employment and company actions and events as
required by legal mandates and company policy.

3.1.1 Forms
An ‘Office form’ may be defined as a printed sheet of paper or card with marked headings for
entries to be made in hand or by typing. Forms are the basic tools for all types of office work. It
is through the office forms all essential information required for efficient conduct of business can
be received, recorded, arranged and transmitted in a systematic manner. Generally, the data may
be collected from outside sources through bills, quotations, orders, statistical data, return etc.
The ready-made forms help the employees to collect the data without much difficulty. These
forms reduce clerical work and collects only required information instead of writing down the
whole matter. Hence, the form is printed or cyclostyled format for future use. Forms may be
filled in ink or with a typewriter.
Meaning of Office Form:

A form is printed piece of paper containing some information with blank spaces left for the
entry of required information briefly by the persons using it. It is called the raw material for
office work. Common examples of office forms are invoices, credit notes, debit notes etc.

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The forms can be broadly classified as under:

1. Purchase Forms: A purchase form is a commercial document and first official offer issued
by a buyer to a seller, indicating types, quantities, and agreed prices for products or services.
E.g., Purchase requisition form, Order form
2. Sales Forms: A sales form is an internal document of the company. It is generated by the
company itself for selling their goods.
3. Correspondence Forms: Any written or digital communication exchanged by two or more
parties. Correspondences may come in the form of letters, emails, text messages, voicemails,
notes, or postcards.
4. Accounting Forms: The account form balance sheet is a financial statement format where the
assets are reported on the left side and the liabilities are reported on the right side. The account
form is kind of a visual representation of the accounting equation.
II. Based on Place of Utilization:

1. Outside Contract Forms: Forms sent to customers, creditors and other persons (outside the
office) with whom the firm does business from the office (e.g., cheques, orders, invoices,
statements, vouchers, etc.)

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2. Internal Office Forms: Forms which are used by the employees of a business internally
within the office (e.g., memorandum forms, requisitions, accounting forms, report forms, etc.).
III. Based on the Number of Copies Required:

1. Single Copy Forms: Single copy form is used to serve the only one purpose and kept by any
one of the office employee. E.g. Employment application forms.
2. Multiple Copy Forms: These are prepared in duplicate or triplicate-the copies being used to
transmit information to other departments or used as additional record ex. sub type unit, fan or Z
arrangement.
3. E-Form (Electronic Form): An e- form is a computer program version of a paper form. E-
forms eliminate the cost of printing, storing, and distributing pre-printed forms, and the wastage
of outdated forms. E-forms can be filled out faster because the programming associated with e-
forms can automatically- format, calculate, look up and validate information for the user.
Benefits of E-Form:

 It is easier to fill when compare to paper form.

 It can be easily and quickly responded.
 Adding questions and editing information can be done quickly and easily.
 Forms are made secure through use of password protection.
 It saves time and money.
Need for Office Forms:

Modern business depends much upon record. “A record is any written data that is made for
possible future use.” Forms are needed together and preserve information for present and future
use. Need for office forms arise as they serve the following purposes:
a. Gathering and Communicating Information: They collect the needed data and then
communicate the same to perform different tasks.
b. Providing Specific Location: They provide a specific location for each item of information
needed and thus the work of data entry, processing and reference becomes easy
c. Elimination of Recopying: As forms used to collect regular and standard information are
prepared in duplicate and triplicate they eliminate the need for recopying repetitive or standard
information, thus saving much time and money.

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d. Identification of Records: They help to identify records and facilitate filing for future
reference.
Following are the factors to be considered while designing office forms:
1. Forms must be designed according to the purpose of their use: The general purpose of a
form is to make clerical work easier than what it would be if a blank paper was used.
2. Forms should be easy to use: The manner in which a form will be used must be kept in view
while designing the forms and choosing the quality of paper for its printing. A form which is to
be used on a typewriter or on a book-keeping machine should be so designed that it may have
minimum number of starting places for the typist
3. The design of forms should be simple and facilitate the use: A simple design generally
makes the form more convenient to use. The design should enable the placing of matter to be
easily done.
4. Each type of form should bear a title and number: To use a form, one must refer to it by a
title or number. The title of the form should be standardised and printed at the top. It should be
clearly descriptive but short. The form title is more easily remembered by the clerks than the
serial number.
5. The size of the form should be decided in accordance with the purpose in view: There is
no hard and fast rule regarding the exact size of a form.
6. The type face for printing forms should be clear and distinct for purposes of
reading: The form designer has to keep in view the type- face for printing so as to make the
printed form neat and compact.
7. The right type of paper should be selected for every form: The printing, typing or writing
impression desired will determine the quality of paper suited for the purpose. The appearance of
the forms as regards finish colour, weight, etc., makes an appeal to the person to whom they are
addressed.
8. Adequate provision should be made for punching, scoring and perforating the forms: If
forms are required to be punched for binders, it should be arranged by specifying standard
measurements from centre to centre of the holes. Scoring means impressing a line on the form
which crease the paper so that time of printing. Perforation of certain forms may be required or a
series of short dash (--) marks which cut partially through the paper.
Official documentation can be used in the workplace:

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  Record of employee performance
 Record of disciplinary actions taken
 Document company policies
 Document company procedures
 Document work instructions
 Records for HR use

3.2. Recording workplace data

Data generated by workplace monitoring programs and activities are immediately useful as real-
time, or near-real-time, indicators of exposure to chemicals of concern and as operational tools
for mitigating risk and facilitating operating decisions. In addition, monitoring data collected and
stored in a readily accessible form can provide a basis for a variety of other analyses.
Employment records, also known as personnel files, are records kept by an employer that track
an employee's relationship with the company. These records can include basic information
collected during the interview process, including: Name. Contact information.

keep records
Keeping accurate and up-to-date records is vital to the success of any business. The business
must realize that records kept will be one of the most important management tools it possesses
and, therefore, it should be allocated due importance. Many business owners invest a lot of time
and effort into the running of their business and yet fail to realize the importance of maintaining
good documentation.
Business maintains records to monitor and record its normal business activities, it is also
necessary because of obligations under the taxation laws.
Importance of Good Record Keeping

Record keeping can help to justify and explain why the company management made certain
decisions. Cash flow problems are also found to be one of the leading causes of failure for
businesses and having consolidating records will enable businesses to make better decisions.

Good record keeping is key for a successful business. Every person involved in business needs to
keep records and the more organized the records the better the information you can retrieve from
those records. Per the IRS, good records will help with the following:

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  Monitor the progress of your business

 Prepare your financial statements

 Identify source of receipts

 Keep track of deductible expenses

 Maintain business asset list

 Prepare your tax returns and Support items reported on tax returns

3.3. Identifying and acting up on errors

Communication problems in the workplace happen when there are issues with the way
information is shared or received.
Workplace Communication errors
Lack of in-person interaction between remote team members. Team members working on
different schedules and across different time zones Different team members relying on or
preferring different platforms for communication Team members being unsure where to look for
documented information
Types Common Communication Errors
 Crossing our arms and leaning back
 Speaking loudly and quickly
 Bringing up the past
 Defending our feeling
 Judging another's feelings
 Interrupting the other person
 Ignoring the other person
 Blaming someone for our feelings
Communication Errors is occurring
Communication errors or issues typically occur in the workplace because of hectic schedules and
busy professional lives. Resolving communication problems quickly prevents the situation from
becoming worse and disrupting work flow or spreading to include other employees. Poor
communication occurs at every level.
Ways it can help you to avoid common errors in communication include:

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 1. Sending important information direct to employee screens so that you can be sure it was
received.
2. Visual tools like corporate screensavers and digital signage will benefit those who receive
information better in this format.

3.4. Completing reporting requirements

A project Completion Report is a structured reporting format document as the final milestones of
project prepared by the project manager. Give an overview of the project writing a summary
statement that the project is complete as the beginning of the overview. The objectives, plan of
work, and other items laid out in the proposal have been completed, and the final task is to write
up the results of the project.
Work Completion
Work Completion means the fulfillment of all obligations by the Contractor in respect of the
Works to be executed under the Contract in accordance with the terms and conditions set forth in
the Contract.
How to create a project closure report
 Label the document
 Write an overview of the project
 Describe the project's accomplishments, outcomes and results
 Describe the project's scope
 Craft a project performance analysis
 Highlight challenges and risks that developed
Benefits of work completion Reporting
1. Tracking
Our first project reporting gem is tracking. Reporting allows you, your team, and stakeholders to
track the current progress of the project against the original plan. Some items to track include
Tasks, Issues, Risks, budget, schedule, and overall project health.
2. Identifies risks
Identifying risks is a key step to better projects. With the right reports, you can spot a risk early
on and take action, or ask your project stakeholder for help. Reporting on risks also makes it
easier for the team to work on the problem.

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3. Cost management
Cost management is tricky. But with regular reporting, it’s easy to view your expenditure clearly
and manage your budget with full visibility.
4. Visibility
One aspect of project management we are often asked about is visibility. Reporting increases the
amount of visibility into your projects and will give you full insight into how your project is
performing, be it good or bad.
5. Control
6. Learning

Self-Check 3.1
Directions: Answer all the questions listed below. Use the Answer sheet provided
Part I Give short answer for the following questions
1. Defined Meaning of Office Form(5pts)
__________________________________________________________________
_________________________________________________________
2. Write Official documentation in the workplace:(5pts
__________________________________________________________________
__________________________________________________
3. Defined workplace data (5pts)
__________________________________________________________________
_____________________________________________________________
4. Write Importance of Good Record Keeping (5pts)
__________________________________________________________________
___________________________________________________________
5. Defined Workplace Communication errors (5pts)
__________________________________________________________________
_____________________________________________________________
6. Write Types Common Communication Errors (5pts)
__________________________________________________________________
____________________________________________________________

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 7. Defined completing reporting requirements(5pts)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________

Unit Four: Describe team role and scope

This learning guide is developed to provide you the necessary information regarding the

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 following content coverage and topics

 Identifying the role and objective of the team

 Identifying team parameters and responsibilities
For this learning outcome will also assist you to attain the following specific objectives.
Specifically, upon completion of this Learning outcome you will be able to:

 Identify The role and objective of the team

 Identify Team parameters, reporting relationships and responsibilities

4.1. Identifying the role and objective of the team

Team is a group whose members influence one another toward the accomplishment of an
organizational objective or purpose. A collection of individuals who are interdependent in their

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tasks, who share responsibility for outcomes, who see themselves and who are seen by others as
an intact social entity embedded in one or more larger social systems and who manage their
relationships across organizational borders. A group consists of any number of people who
interact with one another, are psychologically aware of one another, and think of themselves as a
group.. A team works as a whole together to achieve certain things.
Interest in Teamwork
The most important element of team work is share information. Teamwork has become an
important part of the working culture and many businesses now look at team work skills when
evaluating a person for employment. Most companies realize that teamwork is important because
either the product is sufficiently complex that it requires a team with multiple skills to produce,
and/or a better product will result when a team approach is taken. Therefore, it is important that
work in a team environment

Teamwork is rewarded and recognized. The lone ranger, even if she is an excellent producer, is
valued less than the person who achieves results with others in teamwork. Compensation,
bonuses, and rewards depend on collaborative practices as much as individual contribution and
achievement

Structures to Support Teamwork

 To be effective, teams require clear structures that outline

 Team objectives

 Roles and responsibilities of team members

 Mechanisms for exchanging information

 Coordination mechanisms for team activities

Team objectives

 Team objectives must be firm, yet realistic

 Team objectives may be based on SMART goals:

 S-Simple

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  M-Measurable

 A-Achievable

 R-Realistic

 T-Time

Team role

A tendency to perform, contribute and interrelate with others in a particular way.Team role
shows the different types of contribution that is make to the team.

Team role: team roles describe your "soft product" contribution to team discussions and
interactions. For example, when a team meets to resolve a team problem, each team member
contributes a different type of perspective to the discussion, and tries to achieve a different
effect. One person may want to clarify the problem being discussed; another may suggest ideas
for resolution; a third may try to analyses the situation and produce an explanation of how the
problem came about.

Teams can become unbalanced if all team members have similar styles of behavior or team roles.
If team members have similar weakness, the team as a whole may tend to have that weakness. If
team members have similar team-work strengths, they may tend to compete (rather than co-
operate) for the team tasks and responsibilities that best suit their natural styles.

The Nine team roles

Shaper Challenges the team to improve.

Action Oriented Roles Implementer Puts ideas into action.

Completer Finisher Ensures thorough, timely completion.

Coordinator Acts as a chairperson.

People Oriented Roles Team Worker Encourages cooperation.

Resource Investigator Explores outside opportunities.

Thought Oriented Roles Plant Presents new ideas and approaches.

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 Monitor-Evaluator Analyzes the options.

Specialist Provides specialized skills.

4.2. Identifying team parameters and responsibilities

Parameters protect the team. Of the parameters Ethics is the overarching theme followed by
Policy followed by Expectations of representative behavior. Once parameters are defined a
leader must enforce the boundaries or risk weakening the team. Participating in meetings and
voicing concerns as well as suggestions for improvement Answering or escalating concerns and
queries from clients or other stakeholders. Completing a range of administrative tasks
maintaining a high level of professionalism while representing the company the team manager is
required to submit a weekly progress report for the team

Follow the same general writing guidelines

Name: Manager Name and Date Submitted: Put team manager/coordinator name and the
submission date at the top.

Team Accomplishments: Summarize what the team accomplished in the last week.

Unfinished Tasks: List things you were supposed to have finished but didn't.

Schedule Revisions: Describe any changes that have been made to your teamwork Project
Schedule.

Group Problems: Describe any difficulties your team is experiencing, whether technical,
personal, or interpersonal. Describe any ideas or plans you have for addressing these problems.

Late Status Reports: List any team members who did not submit their individual status report
on time.

Submission: Submit the progress report to the concerned body via email or any means of
transmission by the due date stated in the Project Plan.

The Importance of Teamwork

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  Reduced costs

 Quality of result has improved and service provided

 Increases employee involvement

 Reduces absenteeism and improves continuity

 Reduces conflict

 Enhances creativity and innovation

Creates better adaptability and flexibility in the organization

Core Competencies for Teamwork

 Knowledge of healthcare roles

 Ability to communicate effectively with other health professionals

 Ability to reflect the effect of health professionals’ roles/attitudes related to mutual trust

 Willingness to work together

Protocol for Effective Meetings

 Respect

 Openness

 Participation

 Experimentation

 Safety

Teamwork can increase competitiveness by:

 improving productivity

 improving quality and encouraging innovation

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  taking advantage of the opportunities provided by technological advances

 improving employee motivation and commitment

Self-Check 4
Directions: Answer all the questions listed below. Use the Answer sheet provided
Part I Give short answer for the following questions
1. Defined teamwork (5pts)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
______________________________
2. Write role and objective of the team (5pts)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
______________________________________________________
3. Write the responsibility and team parameters (5pts)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
_________________________________________________________

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 Unit Five: - Identify own role and responsibility within team

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics
 Identifying individual role and responsibilities
 Recognizing roles and responsibility

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  Identifying reporting relationships
For this learning outcome will also assist you to attain the following specific objectives.
Specifically, upon completion of this Learning outcome you will be able to:

 Identify Individual role and responsibilities within the team environment

 Identify Roles and responsibility of other team members
 Identify Reporting relationships within team

5.1. Identifying individual role and responsibilities

When teams have clear functions and responsibilities, they know what is expected of them and
work more efficiently. Knowing their roles will also help them feel encouraged and motivated
toward completing their various tasks.

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Understanding how to develop the right roles for your team is crucial to your company’s success.
In this article, we define what roles and responsibilities are and determine how to best use each
employee’s skill set for your team’s overall objective.
Individual role and responsibilities within the team

1. Members work interdependently and work towards both personal and team goals, and
they understand these goals are accomplished best by mutual support.

2. Members should feel a sense of ownership towards their role in the team.

3. Members should work together and use their talent and experience to contribute to the
success of the team's objectives.

4. Members base their success on trust and encourage all members to express their opinions,
varying views, and questions. Having the right core team can make or break a project.
Therefore, great care should be taken when selecting team members.

It might be very useful to consider the following elements:

 Team size
 Overall team composition
 Team member selection and exclusion criteria
 Member recruitment
Team size
 Recommended size is a team of 3-12 members. A team of 5-7 members is the best.
 Small teams (3 or 4 members) work faster and tend to produce results quickly, but there
is less diversity.
 Teams greater than 7 or 8 members require an expert facilitator and the creation of sub teams
to operate effectively. They have the potential for generating more ideas and be more diverse.
Begin team building
There are three main components in any team's work :

Goal: Result-oriented tasks or content aspect (e.g. team goals and objectives). These are
usually developed through interaction with team members;

Methodology: Process aspect, which includes the team's interactions and how members work
together (e.g. leadership, team roles, etc.) Teams, especially technical teams, frequently
struggle more with process issues than with task issues;

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 Resources: Time, budget, computer facility, educational tools and administrative support.

Allocating duties and responsibilities for individuals

 When leading the team, you should:

 Determine the tasks and roles to be assigned

 Consider priorities, work requirements, and availability of resources

 Determine which roles must be filled and allocate tasks appropriately

 Consider the knowledge, experience, skill, availability, and scope of practice of each
member of the team

 Communicate clear expectations of what team members need to do

Communicate the plan, team member roles, and task responsibilities

Request feedback about the plan and about progress toward achieving the plan’s goals

Responsibility - is the state of being responsible, accountable, or liable, as for a trust, debt, or
obligation. However, if the team member is not clear about the work they have been assigned
or the due date, the leader/manager may have a communication problem.

assign work to team members, be clear about the following:

 Activity name(s). From the work plan.

 An explanation. Describe, if necessary, what the work entails.

 Start date and estimated end date.

 Estimated effort hours (optional).

 Estimated costs (optional).

 Deliverable.

 Dependencies.

5.2 Recognizing roles and responsibility

Roles refer to one's position on a team. Responsibilities refer to the tasks and duties of their
particular role or job description. Employees are held accountable for completing several tasks in

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the workplace. When teams have clear functions and responsibilities, they know what is
expected of them and work more efficiently. In this article, we define what roles and
responsibilities are and determine how to best use each employee’s skill set for your team’s
overall objective.
Benefits of functional roles and responsibilities

Along with increasing team efficiency, creating functional roles and responsibilities provides
several other benefits that could help your company as a whole. Understanding these benefits
will motivate team leaders to implement them in the future if they haven’t already. Here are
some of the benefits of establishing functional roles and responsibilities.
 Increased productivity

 Team success

 Increased morale and momentum

How to develop functional roles and responsibilities

 Determine what needs to get done.

 Identify strengths and weaknesses.

 Refer back to a team member’s job description..

 Get feedback

Team member roles and responsibilities

Each team member has a role to play on the team, defined by skill set and experience. Here are
some general roles and responsibilities for a team member:

 Actively participate.
 Be an active listener.

 Take notes.

 Complete tasks and assignments.

Team leader roles and responsibilities

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 The main role of a team leader is to provide the team with direction and support. They’re also
responsible for delegating tasks. To effectively lead a team, a team leader must outline not only
the team’s main objective but the tasks each employee is responsible for.

As an effective team leader, you should:

 Prepare material for your team.

 Maintain a team calendar or schedule.
 Schedule and hold meetings.
 Facilitate discussion.
 Communicate with team members.
 Assign responsibilities.
 Draft and deliver correspondence.
 Supervise team members.
 Support team members.

5.3 Identifying reporting relationships

Reporting relationships refers to an organizational structure in which every employee is placed

somewhere on an organizational chart. The employees report to the employee who is listed
above them on the organizational chart. Being familiar and having an understanding of the
reporting structure within an organization helps employees to understand how their role
functions and their accountabilities within the structure.

Important to know the reporting relationship as a team

Having an understanding of the reporting relationships within an organization is essential for

employees to understand how their role functions, and to whom they are accountable. Related
Articles: Align communication with workplace role. Use and produce documents and resources.

All three of these aspects together provide the ability for the company to gather data in an
efficient way, which will enable them to make proactive decisions and create a competitive
advantage.
There are eleven characteristics from which it can be determined if a reporting is strong or not:

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  Accuracy
 Appeal
 Timeline
 Useful
 Cost-cutting
 Clear
 Detail
 Simple
 Relevant
 Comprehensive
 Audience Consideration
Since we now have a better idea of what it takes to create a report and what it involves, we now
need to look at why we need reporting in the first place.
 Accountability Reasons
 Program monitoring reasons
 Program evaluation reasons
 Program improvement reasons
 Sharing the lessons learned with others
 Team collaboration
 Senior Management
 Day-to-day business
 Align incentives of employees
 Create and manage a solid control environment
 External reporting
After realizing the great importance of reporting, we must now appreciate how reporting actually
benefits a company.
 Increased Productivity
 Client Satisfaction
 Employee Satisfaction
 Increased Communication and Collaboration
 More Efficient Use of Resources

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  More Accurate Planning and Forecasting
 Timely Evaluation and Control

Self-check 5
Directions: Answer all the questions listed below. Use the Answer sheet provided
Part I Give short answer for the following questions
1, defined responsibilities of team (5pts)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_______________________________________________________________________
2.Write Benefits of functional roles and responsibilities (5pts)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________

3.Write Important to know the reporting relationship as a team (5pts)

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
______________________________________________________

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 Unit six: - Work as a team member

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics

 Using effective and appropriate forms of communications

 Making effective and appropriate contributions
 Observing Protocols in reporting
 Contributing to the development of team work plans

For this learning outcome will also assist you to attain the following specific objectives.
Specifically, upon completion of this Learning outcome you will be able to:

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  use Effective and appropriate forms of communications
 analyze Effective and appropriate contributions team activities and objectives, based on
individual skills and competencies and workplace context
 use the Protocols in reporting standard operating procedures

6.1. Using effective and appropriate forms of communications

Communication is simply the act of transferring information from one place, person or group to
another. Every communication involves (at least) one sender, a message and a recipient. This
may sound simple, but communication is actually a very complex subject. Communication is a
two-way process involving the following elements: a sender, a message, a medium, a channel, a
receiver, a response and feedback. However, it is not sufficient to have just all these elements;
there should be cooperation and understanding between the two parties involved.
When communication occurs, it typically happens in one of three ways: verbal, nonverbal and
visual. People very often take communication for granted. Communicators constantly exchange
information, meaning people always seem to be either receiving or giving information.
Forms of communications

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The Four types of communication you need to know about are verbal communication, nonverbal
communication, written communication, visual communication, and listening.
 Verbal Communication
 Nonverbal Communication
 Written Communication
 Visual Communication
1. Verbal Communication
Verbal communication is the use of words to share information with other people. It can
therefore include both spoken and written communication. However, many people use the term
to describe only spoken communication.
Four Types of Verbal Communication
 Intrapersonal Communication This form of communication is extremely private and
restricted to our selves
 Interpersonal Communication. This form of communication takes place between two
individuals and is thus a one-on-one conversation
 Small Group Communication
 Public Communication
2. Nonverbal Communication
Nonverbal communication, also called manual language, is the process of sending and receiving
messages without using words, either spoken or written. Similar to the way that italicizing
emphasizes written language, nonverbal behavior may emphasize parts of a verbal message.
Nonverbal communication refers to the ways in which beings convey information about their
emotions, needs, intentions, attitudes, and thoughts without the use of verbal language.

The many different types of nonverbal communication or body language include:

 Facial expressions
 Body movement and posture
 Gestures
 Eye contact
 Touch
 Space

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  Voice
 Pay attention to inconsistencies
3. Written Communication
A ‘Written Communication’ means the sending of messages, orders or instructions in writing
through letters, circulars, manuals, reports, telegrams, office memos, bulletins, etc. It is a formal
method of communication and is less flexible. A written document preserved properly becomes a
permanent record for future reference.
Written communication is a crucial skill to have in the modern information age. Most jobs
require you to communicate in writing, whether through email, formal letters, notes, text
messages or online messaging. Written communication skills allow you to give direction
effectively. In this article, we list ways to communicate clearly using written communication.

Written communication is any written message that two or more people exchange. Written
communication is typically more formal but less efficient than oral communication. Examples of
written communication include:

 Emails
 Text messages

 Blog posts

 Business letters

 Reports

 Job descriptions

 Employee manuals

4. Visual communication

Visual communication is the practice of using visual elements to communicate information or

ideas. Types of visual communication include animated GIFs, screenshots, videos, pie charts,
info graphics, and slide deck presentations. Getting your message across in a clear, concise way
can be difficult with words alone.
Visual communication is a way to communicate ideas graphically in ways that are efficient and
help to convey more meaning. It's a critical element of any content marketing strategy. This is

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 because visuals can help to evoke emotions in your audience, provide stronger examples for your
message and so much more. Being able to communicate your message clearly is important no
matter where you work. And incorporating visuals in your emails or presentations can change the
way your team communicates.
Types of Visual Communication
 Process Diagrams
 Physical or virtual whiteboards
 Organizational charts
 Interactive diagrams and charts
 Empathy maps
 Screen recording
 Data visualization

6.2. Making effective and appropriate contributions

The communication brings people together, closer to each other. The communication is an
important management function closely associated with all other managerial functions. It bridges
the gap between individuals and groups through flow of information and understanding between
them. In linguistics and communication studies, appropriateness is the extent to which an
utterance is perceived as suitable for a particular purpose and a particular audience in a particular
social context. The opposite of appropriateness is (not surprisingly) inappropriateness.

Appropriate contributions of Effective communication

All managers and employees need to be aware of how people behave in order to provide the best
working environment. Organizational behaviour is about how people may be motivated to work
together in more effective ways. The interaction required to direct a group toward a set of
common goals is called organizational communication.

The importance of communication in an organization can be summarized as follows:

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 Communication promotes motivation by informing and clarifying the employees about the task
to be done, the manner they are performing the task, and how to improve their performance if it
is not up to the mark.
1. Communication is a source of information to the organizational members for decision-
making process as it helps identifying and assessing alternative course of actions.
2. Communication also plays a crucial role in altering individual’s attitudes, i.e., a well-
informed individual will have better attitude than a less-informed individual.
Organizational magazines, journals, meetings and various other forms of oral and written
communication help in holding employee’s attitudes.
3. Communication also helps in socializing. One cannot survive without communication.
4. Communication also assists in controlling process. It helps controlling organizational
member’s behaviour in various ways. There are various levels of hierarchy and certain
principles and guidelines that employees must follow in an organization. They must
comply with organizational policies, perform their job role efficiently and communicate
any work problem and grievance to their superiors. Thus, communication helps in
controlling function of management.
5. An effective and efficient communication system requires managerial proficiency in
delivering and receiving messages. A manager must discover various barriers to
communication analyse the reasons for their occurrence and take preventive steps to
avoid those barriers. Thus, the primary responsibility of a manager is to develop and
maintain an effective communication system in the organization.

Organizational communication refers to the forms and channels of communication among

members of organizations such as corporations, non-profits or small businesses. Studies have
found a strong relationship between the levels of communication in an organization and job
performance and satisfaction. Organizational communication can be formal or informal, flow in
various directions and make use of various media

6.3. Observing Protocols in reporting

Protocol means the formal, detailed description of a study to be performed as provided for in the
Research Plan. It describes the objective(s), design, methodology, statistical considerations, and

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 organization of a trial. For the purposes of the term, Protocol, for clinical research involving
Human Subjects, includes any and all associated documents, including informed consent forms,
to be provided to Human Subjects and potential participants in the study. Protocol means the
document identified in Schedule 6 which describes the objective(s), design, methodology,
statistical considerations and organization of the Study, and subject.
Protocols in reporting
Reporting Protocol means the specifications and requirements for reporting the Measures
applicable to such Measures pursuant to Schedule 3 of this Agreement. The protocol
should outline the rationale for the study, its objective, the methodology used and how the data
will be managed and analyzed. It should highlight how ethical issues have been considered, and,
where appropriate, how gender issues are being addressed.
The Different Types of Reports

 Informational Reports

 Analytical Reports

 Operational Reports

 Product Reports

 Industry Reports

 Department Reports

 Progress Reports

 Internal Reports

 External Reports

 Vertical & Lateral Report

6.4. Contributing to the development of team work plans

Work plans set out how a partnership will achieve its goals. They help convert big picture goals
into smaller, more manageable outcomes and tasks. Work plans help ensure that the skills,
experience and resources brought together by the partnership are used efficiently and
sustainably. A team plan is used to provide future direction and guidance to the team, identify the
team's goals and purpose, as well as how these goals would be achieved. Even though the format

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of a team plan can vary depending on the size and nature of the team, it usually consists of a
team vision, goals, and strategies.
Development of team work plans
Developing a work plan starts by reviewing the various activities that you identified while
developing strategies and measures and determining which of these need to be implemented over
the current planning period. These can be compiled in a table- the list of your objectives,
strategic actions, and monitoring needs.
Team Performance Plan
 Provide future direction of the team.
 Identify the desired performance levels of the team.
 Identify how these performance levels will be achieved.
 Provide guidance and direction to the team.
 Measure progress towards the desired performance levels.
Make a Work Plan
 Identify the Project Name, Purpose and General Timeline
 Put Your Work Plan into Context
 Establish Your Goals and Objectives
 Define and Coordinate Your Resources
 Understand Your Constraints
 Discuss Risks and Accountability
Elements of an Effective Performance Plan
 Start with a conversation
 Outline areas to work on
 Define quantifiable standards for success
 Determine a deadline for improvement
 Provide resources for improvement
 Explain consequences
 Communicate feedback regularly
Self-Check 6
Directions: Answer all the questions listed below. Use the Answer sheet provided
Part I Give short answer for the following questions

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1. list and explain Forms of communications(5pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
_________________________________________________________
2. write Types of Visual Communication (5pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
_____________________________________________________________________
3. write contributions of Effective communication (5pts)
___________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
4. list and explain types of reports (5pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
_____________________________________________________________________
5. defined team work plans (5pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
_____________________________________________________________________

References

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  Bodwell, Donald J. (1996). High Performance Teams. Retrieved June 12, 2007 from
http://highperformanceteams.org/
 Margerison, C. and McCann, D. (1985). How to Lead a Winning Team. MCB University
Press.
 Sundstrom, E., Muse, D. P., Futrell, D. (1990). Work Teams: Applications and
effectiveness. American Psychologist, 45(2), 123.

 Berman, S. J., & Hellweg, S. A. (1989). Perceived supervisor communication

competence and supervisor satisfaction as a function of quality circle
participation.The Journal of Business Communication, 26 (2), 103-122.

 Jablin, F. M. (1982). Organizational communication: An assimilation theory. In M. E.

Roloff & C. R. Berger (Eds.),Social cognition and communication (pp. 255-286). Newbury
Park, CA: Sage.

 Jablin, F. M. (1994). Communication competence: An organizational assimilation

perspective. In L. van Waes, E. Woudstra, & P. van den Hoven (Eds.),Functional
communication quality (pp. 28-41). Amsterdam: Rodopi.

 Johlke, M. C., & Duhan, D. F. (2000). Supervisor communication practices and

service employee job outcomes.Journal of Service Research, 3(2), 154-16
Developers’ profile
No Name Qualificatio Field of Organizati Mobile E-mail
n (Level) Study on/ number
Institution
1 Lammi MBA In Accounting Ambo TVT 091372339 Lammidhuguma@gmail
Dhugum finance & finance 3 .com
a
2 Ejigu MA Accounting Barayu PT 091344047 [email protected]
Tarafe & finance 8 m

3 Asnake MSc Accounting Adama 091222444 Asnakeabay142@

Abay & finance RVUTc 2 gmail.com

4 Kasa BA Accounting A.A 091278025 [email protected]

Tarafe & finance KMCTVT 9

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5 Tilahun BA Accounting Afar 094281707 Telegram
Walde & finance Adadle PT 5

6 Mokanan MSc Accounting 097510582 Telegram

t Mulu & finance 3

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Participants of this Module (training material) preparation
No Name Qualification Field of Organizatio Mobile E-mail
(Level) Study n/ number
Institution
1 A(MSC)

2
3
4
5
6
7