Professional Documents
Culture Documents
Participate in Workplace
Communication
This module was prepared to help you achieve the required competency
in performing shop maintenance. This will be one of the sources of
information that will enable you to acquire the knowledge and skills of this
particular trade at your own pace, with minimum supervision or help from
your trainer.
Talk to your trainer and agree on how you will both organize the
training of this module. Read through the Competency Based
Learning Material carefully. It is divided into sections which cover all
the skills and knowledge you need to successfully complete this
module.
Your trainer will tell you about the important things you need to
consider when you are completing the activities and it is important
that you listen and take notes.
Use the self-check questions at the end of each section to test your
own progress.
When you are ready, ask your trainer to watch you perform the
activities outlined in this learning material.
As you work through the activities, ask for written feedback on your
progress. Your trainer keeps feedback/ pre-assessment reports for this
reason. When you have successfully completed each element, ask your
trainer to mark on the reports that you are ready for assessment.
When you have completed this module and feel confident that you
have had sufficient practice, your trainer will arrange an appointment
Qualification
Unit of Competency
Module Title
INTRODUCTION:
This competency unit covers the knowledge, skills, and attitude required in
Participating in Workplace Communication.
LEARNING OUTCOMES:
Upon completion of this module, you must be able to:
1. Obtain and convey workplace information
2. Participate in workplace meetings and discussions
3. Complete relevant work related documents
ASSESSMENT CRITERIA:
1. Specific and
relevant information is accessed from appropriate
sources
2. Effective questioning , active listening and speaking skills are used to
gather and convey information
3. Appropriate medium is used to transfer information and ideas
4. Appropriate non- verbal communication is used
Qualification
Unit of Competency
Module Title
Learning Outcome No. 1
ASSESSMENT CRITERIA:
1. Specific relevant information is accessed from appropriate sources.
2. Effective questioning, active listening and speaking skills are used to
gather and convey information.
3. Appropriate medium is used to transfer information and ideas.
4. Appropriate non-verbal communication is used.
Group discussion
Interaction
Self paced learning
Reportorial
ASSESSMENT METHODS:
1. Written test
2. Practical/performance test
3. Interview
INFORMATION SHEET 1.1-1
Unit of Competency
Participate in Workplace Communication
Learning Outcome #1
Obtain and convey workplace information
PARTS OF SPEECH
In the English language, words can be considered as the smallest
elements that have distinctive meanings. Based on their use and functions,
words are categorized into several types or parts of speech. This article will
offer definitions and examples for the 8 major parts of speech in English
grammar: noun, pronoun, verb, adverb, adjective, conjunction, preposition,
and interjection.
a. Noun
This part of a speech refers to words that are used to name persons,
things, animals, places, ideas, or events. Nouns are the simplest among the
8 parts of speech, which is why they are the first ones taught to students in
primary school.
Examples:
1. Tom Hanks is very versatile.
2. The italicized noun refers to a name of a person.
3. Dogs can be extremely cute.
Proper. Proper nouns always start with a capital letter and refers to
specific names of persons, places, or things.
Examples: Volkswagen Beetle, Shakeys Pizza, Game of Thrones
Common. Common nouns are the opposite of proper nouns. These
are just generic names of persons, things, or places.
Examples: car, pizza parlor, TV series
Concrete. This kind refers to nouns which you can perceive through
your five senses.
Examples: folder, sand, board
Abstract. Unlike concrete nouns, abstract nouns are those which you
cant perceive through your five senses.
Examples: happiness, grudge, bravery
Count. It refers to anything that is countable, and has a singular and
plural form.
Examples: kitten, video, ball
Mass. this is the opposite of count nouns. Mass nouns are also called
non-countable nouns, and they need to have counters to quantify them.
Examples of Counters: kilo, cup, meter
Examples of Mass Nouns: rice, flour, garter
Collective. refers to a group of persons, animals, or things.
Example: faculty (group of teachers), class (group of students), pride
(group of lions)
b. Pronoun
A pronoun is a part of a speech which functions as a replacement for a
noun. Some examples of pronouns are: I, it, he, she, mine, his, hers, we,
they, theirs, and ours.
Sample Sentences:
d. Verb
This is the most important part of a speech, for without a verb, a
sentence would not exist. Simply put, this is a word that shows an action
(physical or mental) or state of being of the subject in a sentence.
Examples of State of Being Verbs : am, is, was, are, and were
Sample Sentences:
1. As usual, the Stormtroopers missed their shot.
The italicized word expresses the action of the subject Stormtroopers.
done.
g. Conjunction
The conjunction is a part of a speech which joins words, phrases, or
clauses together.
Examples of Conjunctions: and, yet, but, for, nor, or, and so
Sample Sentences:
1. This cup of tea is delicious and very soothing.
2. Kiyoko has to start all over again because she didnt follow the
professors instructions.
3. Homer always wanted to join the play, but he didnt have the guts to
audition.
The italicized words in the sentences above are some examples of
conjunctions.
h. Interjection
Examples of Interjections:
Sample Sentences:
1. Ouch! That must have hurt.
2. Hurray, we won!
3. Hey! I said enough!
The bold words attached to the main sentences above are some
examples of interjections
REFERENCES
1. http://partofspeech.org/
Unit of Competency
Learning Outcome #1
SELF-CHECK 1.1-1
Participate in Workplace Communication
Obtain and convey workplace information
PARTS OF SPEECH
Identification
Directions: Write your answer on the space provided after the number. (5
minutes)
1. ________________ is a part of a speech which joins words, phrases,
or clauses together.
2. __________________ this tells something about where something
happens or where something is done.
3. __________________ this part of a speech is used to describe a noun or
a pronoun.
4. __________________ is a part of a speech which functions as a
replacement for a noun.
Adjectives
Pronouns
Adverbs
Conjunctions
Interjection
Unit of Competency
Learning Outcome #1
Identification
1.
2.
3.
4.
5.
Conjunctions
Adverb of Place
Adjectives
Pronoun
Common Pronoun
TEST II
1. Adjectives
1.1.
1.2.
2. Pronoun
2.1.
2.2.
3. Adverbs
3.1.
3.2.
4. Conjunctions
4.1.
4.2.
5. Interjections
5.1.
5.2.
Predicates
The predicate is the part of a sentence that makes an assertion about the
subject and completes the thought of the sentence.
The simple predicate is the verb and any helping verbs (has piloted).
The complete predicate is the verb and any modifiers, objects, or
complements (has piloted the corporate jet). A compound predicate consists of
two or more verbs with the same subject.
Sentence Types
Sentences may be classified according to structure (simple, compound,
complex,
compound-complex);
intention
(declarative,
interrogative,
imperative, exclamatory); and stylistic use (loose, periodic, minor).
Structure. A simple sentence consists of one independent clause. At its
most basic, a simple sentence contains only a subject and a predicate.
A periodic sentence delays its main ideas until the end by presenting
subordinate ideas or modifiers first.
During the last century, the attitude of the American citizen toward
automation underwent a profound change.
IMPROVED
REFERENCES:
1. Handbook of Technical Writing Alred, Gerald J.
SELF-CHECK 1.1-2
Participate in Workplace Communication
Obtain and convey workplace information
Unit of Competency
Learning Outcome #1
SENTENCE CONSTRUCTION
Structure
Directions: Questions 15 are incomplete sentences. Beneath each sentence
you will see four words or phrases, marked A, B, C and D. Choose
the one word or phrase that best completes the sentence. Then, on your
answer sheet, find the number of the question and fill in the space that
corresponds to the letter of the answer you have chosen.
1. Refrigerating meats ________ the spread of bacteria.
A. retards
B. retarding
C. to retard
D. is retarded
3. The fact ________ money orders can usually be easily cashed has made
them a popular form of payment.
A. Of
B. that
C. is that
D. which is
4. The first article of the United States Constitution gives Congress ________
to pass laws.
A. the power
B. has the power
C. the power is
D. of the power
Written Expression
Directions: In questions 510, each sentence has four underlined words or
phrases. The four underlined parts of the sentence are marked A, B, C and
D. Identify the one underlined word or phrase that must be changed in order
for the sentence to be correct. Then, on your answer sheet, find the number
of the question and fill in the space that corresponds to the letter of the
answer you have chosen.
Unit of Competency
Learning Outcome #3
1. A
2. B
3. B
4. A
5. C
6. A
7. A
8. C
9. D
10.
and media. The discipline promotes the effective and ethical practice of
human communication.
Transactional Model of Communication
- The transactional model of communication is a graphic representation
of the collaborative and ongoing message exchange between
individuals, or an individual and a group of individuals, with the goal
of understanding each other. A communicator encodes (e.g., puts
thoughts into words and gestures), then transmits the message via a
channel (e.g., speaking, email, text message) to the other
communicator(s) who then decode the message (e.g., take the words
and apply meaning to them). The message may encounter noise (e.g.,
any physical, psychological, or physiological distraction or
interference), which could prevent the message from being received or
fully understood as the sender intended. Click on the image to
enlarge.
Areas within Communication
- Areas of emphasis differ from one institution to another, but listed
below are some of the most common areas of study.
Applied Communication
- The study of how communication theory, research, and/or best
practices help inform knowledge and theory about communication for
practical issues.
Communication Education
- The study of communication in the classroom and other pedagogical
contexts.
Communication Theory
- The study of principles that account for the impact of communication
in human social interaction.
Electronic Media
- The study of radio, television, media technology, and web design with
streaming audio and video.
Health Communication
- The study of communication as it relates to health professionals and
health education, including the study of provider-client interaction, as
well as the diffusion of health information through public health
campaigns.
Public Address
- The study of speakers and speeches, including the historical and
social context of platforms, campaigns, and movements.
Public Relations
- The study of the management of communication between an
organization and its audiences.
Rhetorical Criticism
- The process of defining, classifying, analyzing, interpreting, and/or
evaluating rhetorical artifacts.
Semiotics and Philosophy of Communication
- The study of philosophical frameworks and our understanding of
communication, including verbal and nonverbal symbols and signs in
human communication.
Small Group Communication
- The study of communication systems among three or more individuals
who interact around a common purpose and who influence one
another.
Speech Communication
- The study of the nature, processes, and effects of human symbolic
interaction. While speech is the most obvious mode of communication,
human symbolic interaction includes a variety of verbal and nonverbal
codes.
Theatre and Drama
- The study and production of dramatic literature.
Visual Communication
- The study of visual data, such as architecture, photography, visual
art, advertising, film, and television as it relates to communication.
TYPES OF COMMUNICATION
People communicate with each other in a number of ways that depend
upon the message and its context in which it is being sent. Choice of
communication channel and your style of communicating also affects
communication. So, there are variety of types of communication.
Types of communication based on the communication channels used are:
1. Verbal Communication
2. Nonverbal Communication
Verbal Communication
Oral Communication
Written Communication
Oral Communication
In oral communication, Spoken words are used. It includes face-toface conversations, speech, telephonic conversation, video, radio, television,
voice over internet. In oral communication, communication is influence by
pitch, volume, speed and clarity of speaking.
Advantages of Oral communication are:
-
Written Communication
In written communication, written signs or symbols are used to
communicate. A written message may be printed or hand written. In written
communication message can be transmitted via email, letter, report, memo
etc. Message, in written communication, is influenced by the vocabulary &
grammar used, writing style, precision and clarity of the language used.
Written Communication is most common form of communication being
used in business. So, it is considered core among business skills.
Memos, reports, bulletins, job descriptions, employee manuals, and
electronic mail are the types of written communication used for internal
communication. For communicating with external environment in writing,
electronic mail, Internet Web sites, letters, proposals, telegrams, faxes,
postcards, contracts, advertisements, brochures, and news releases are
used.
Advantages of written communication includes:
-
Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless
messages. We can say that communication other than oral and written,
such as gesture, body language, posture, tone of voice or facial expressions,
1. Formal Communication
In formal communication, certain rules, conventions and principles
are followed while communicating message. Formal communication occurs
in formal and official style. Usually professional settings, corporate
meetings, conferences undergoes in formal pattern.
In formal communication, use of slang and foul language is avoided
and correct pronunciation is required. Authority lines are needed to be
followed in formal communication.
2. Informal Communication
Informal communication is done using channels that are in contrast
with formal communication channels. Its just a casual talk. It is established
for societal affiliations of members in an organization and face-to-face
discussions. It happens among friends and family. In informal
communication use of slang words, foul language is not restricted. Usually.
informal communication is done orally and using gestures.
Informal communication, Unlike formal communication, doesnt follow
authority lines.
In an organization, it helps in finding out staff grievances as people
express more when talking informally. Informal communication helps in
building relationships.
Communication in the workplace
Can be either your best friend or your worst enemy. It will improve
your overall workplace culture. Another positive is that good solid
organizational communication eliminates barriers and resolve problems.
While at the same time building stronger workplace relationships for
increased productivity.
There are many potential problems that can be caused by poor
communication skills. Increased amount of employee turnover, high
amounts of call outs, poor customer service skills, diminished productivity
and the lack of focus. These are just to name a few.
So why does poor communication in the workplace cause these
issues. Some surveys and discussions have acknowledged that lack of
information is a cause. In others words keeping people in the loop. Some
have said they don't feel important in the eyes of their employers. While
others have stated not enough face to face interactions. Another good reason
is lack of email etiquette. This is typically when an email is written strongly
when it does not have to be.
Business ethics in the workplace and poor workplace behavior ethics
can be directly related to ineffective communications. Understanding ethics
in the workplace and workplace behavior ethics is the all important first
step.
#1 Not Listening
One of the most common barriers to communication is poor listening
skills. So why does not listening happen? Well there are a few reasons. You
may have no involvement or concern with the topic. You will then have no
desire to take part in the conversation. There also may be distractions. For
example working in an area that is loud and noisy.
Here are a couple more reasons for lack of listening. First there might
be differences in opinions regarding the topic. And this last one in which I
have seen many times. Passive listening instead of taking an active role. In
this case you are involved in something else at the same time.
#2 Making Assumptions
How many times have you made a decision based on assuming
something will happen. Only to find out that it didn't go as planned. We all
know that we shouldn't make assumptions. But we still do it anyway.
Assumptions a lot of times will be made to speed up a process or task.
Assumptions are made to cut corners and save time by ignoring the
path of communication. The major problem with making assumptions is
that 9 times out of 10 it doesn't workout. Also by making assumption you
will likely miss out on important information.
#3 Body language
Non verbal signals has the potential to block effective communication
in the workplace. Negative body language like waving your hands, raising
your arms in discuss and even shaking your head will send negative
messages. It is all about interpretation. The impacts of these traits can effect
workplace relationships and your willingness to take part in communicating.
The best action a leader can take is to understand your own body language.
#4 Ineffective Questions
Quite often people ask questions that lack details. The whole point of
asking questions in the first place is to confirm what has been
communicated or for clarification. Asking the right types of questions will
provide effective communication in the workplace. Make sure you use open
ended questions to get the proper answers you seek. This type of question
includes details like who, what, where, when and how.
#5 Information Overload
Many times effective communication in the workplace is blocked by
the overwhelming amount of information. How many times have you seen
the same email covering the same information just from a different sender.
What ends up happening is that many employees start to ignore those
emails. The problem is that some of the emails will have prominent details
that were not included in the original. The best way to avoid this is to
provide new emails, just dont cc and forward emails.
#6 Emotional Distractions
Emotions play a big role in how we approach and accomplish things.
Outside factors like a death or illness can keep your mind out of focus.
Sometimes a listener may interpret a communication as angry. This in turn
will make the listener react in a negative light.
The same happens if the communication message is interpreted to be
positive. The listener will like the message and listen closely.
#7 Conflicting Messages
Communications can be sometimes conflicting and this will cause the
communication process to breakdown. Inconsistent body language tells the
story of one thing, but the message discussed is different. This will create
confusion for the receiver of the message. The resulting confusion may lead
to the message being ignored.
#8 Physical Barriers
This might be the most common type of barrier that blocks the
communication process. Anything that can physically distract you is part of
this barrier. Some examples like temperatures, phones, or even the building
itself can be an distraction.
#9 Perception
There has always been one consistent with communication in the
workplace. That one consistent is called perceptional barriers. The main
problem with perception is that we all look at the world differently. One way
to avoid perceptional barriers is to remember there are other views points
and opinions. Also keep your mind open to new ideas and approaches from
these view points. You never know when there's a good idea on the horizon.
#10 Cultural
Dealing with different cultures can sometimes be difficult to navigate.
Many times its a difference in approach or a process of doing things. All
cultures have different beliefs and customs. They often can clash and build
up walls that negatively effect the communication process.
#11 Language
Differences in languages that are spoken in the workplace can effect
your ability to communicate. Words can be misunderstood and
misconstrued that in turn can cause negative communication barriers.
#12 Workplace Stress
Dealing with stress in this day and age is a 24/7 activity. It shouldn't
be a surprise of its strong affect on the communication in the workplace.
The results of stress on employees can range from change in attitudes, lack
of focus and even calling out. These issues can lead to missing deadlines,
decreased productivity and weakened communication between employees.
Understanding the ins and outs of stress management in the workplace can
provide you ways to handle workplace stress.
#13 Interpersonal
There are six levels of how co workers can avoid interaction with
others.
#1. Withdrawal When someone avoids or refuses to be near a
particular or individual group
#2. Rituals These consist of people being set in ways by following
routines. These routines will keep people from working with others.
#3. Pastimes Interact with others socially, but superficial activities.
#4. Working activities are those tasks which follow the rules and
procedures of contact.
#5. Games are subtle, manipulative interactions which are about
winning and losing.
#6. Closeness is the aim of interpersonal contact where there is a
high level of honesty and acceptance of yourself and others.
REFERENCES:
1. www.natcom.org/discipline/
2. http://www.notesdesk.com/notes/business-communications/typesof-communication/
3. http://www.employee-motivation-skills.com/communication-in-theworkplace.html
Unit of Competency
Learning Outcome #1
SELF-CHECK 1.1-3
Participate in Workplace Communication
Obtain and convey workplace information
EFFECTIVE COMMUNICATION
TEST I
Direction: Give the meaning.
1. What is communication?
TEST II
Direction: Write your answer on the space provided.
________ 1
The study of the role that communication plays in
political systems.
________ 2
________ 3
The study of communication in the classroom and other
pedagogical contexts.
________ 4
________ 5
Is most common form of communication being used in
business. So, it is considered core among business skills.
Unit of Competency
Learning Outcome #1
EFFECTIVE COMMUNICATION
TEST I
1. Communication is simply the act of transferring information from
one place to another.
TEST II
1.
2.
3.
4.
5.
Political Communication
Informal communication
Communication Education
Nonverbal communication
Written Communication
As this list suggests, choosing the best medium may involve personal
considerations or the essential functions of the medium. If you need to
collaborate with someone to solve a problem, for example, you may find email exchanges less effective than a phone call or face-to-face meeting. If you
mail and other electronic correspondence. Letters are often used for job
applications, for recommendations, and in other official and social contexts.
Faxes
A fax is used when the information a drawing or signed contract,
for example must be viewed in its original form. Although scanning such
documents and attaching them to e-mail is common, faxing is often used
when scanning is not available or when a recipient prefers a faxed
document. Fax machines in offices can be located in shared areas, so let the
intended recipient know before you send confidential or sensitive messages.
Consider using a cover sheet that says confidential and be sure to include
the name of the person to whose attention the fax is being sent and number
of pages in the document to ensure full receipt.
Instant Messaging
Instant messaging (IM) on a computer or handheld device may be an
efficient way to communicate in real time with coworkers, suppliers, and
customers especially those at sites without access to e-mail. Instant
messaging, like text messaging, often uses online slang and such shortened
spellings as u for you to save time and screen space. Instant messaging
may have limited application in the workplace because recipients must be
ready and willing to participate in an online conversation.
Text Messaging
Text messaging, or texting, refers to the exchange of brief written
messages between mobile phones over cellular networks. Text messaging is
effective for simple messages communicated between people on the move or
in nontraditional workplaces. For the real-time message exchanges of brief
messages, use the telephone or instant messaging.
Telephone and Conference Calls
Telephone calls are best used for exchanges that require substantial
interaction and the ability of participants to interpret each others tone of
voice. They are useful for discussing sensitive issues and resolving
They work best with participants who are at ease in front of the camera and
when the facilities offer good production quality.
Web Communication
The Web can encompass many of the media and forms of
communication described in this entry; it can also include some other
interactive capabilities.
Web Conferencing. The Web can be used to conduct meetings, which
are often referred to as Web conferences. In such meetings, the participants
computers may be connected to those of other participants through a
downloaded application on each of the attendees computers. In such a
conference, a moderator can control the cursor on the participants
computers. Various programs, like Skype with video or phone connections,
can enrich these meetings.
Professional Networking. Using the model of social-networking sites,
like Facebook.com, some professional organizations and businesses are
creating their own networking sites to foster professional contacts. Other
commercial networks, like LinkedIn.com, aim to connect professionals for
business purposes. Many businesses place advertising on both professional
and social-networking sites and, if used with caution, both may be helpful
for your professional advancement and job search.
Web-Site Postings. A public Internet or company intranet Web site is
ideal for posting announcements or policies as well as for sharing or
exchanging documents and files with others. Your Web site can serve not
only as a home base for resources but also as a place where ideas can be
developed through, for example, discussion boards, blogs and forums, and
wikis.
Unit of Competency
Learning Outcome #1
SELF-CHECK 1.1-4
Participate in Workplace Communication
Obtain and convey workplace information
SELECTING THE MEDIUM
Identification
Direction: Write your answer on the space provided.
________ 1
It functions in the workplace as a primary medium to
communicate and share electronic files with colleagues, clients, and
customers.
________ 2
Are appropriate for internal communication among
members of the same organization; they use a standard header and
are sent on paper or as attachments to e-mails.
________ 3
It is used when the information a drawing or signed
contract, for example must be viewed in its original form.
________ 4
It refers to the exchange of brief written messages between
mobile phones over cellular networks.
________ 5
The most appropriate for initial or early contacts with
associates and clients with whom you intend to develop an important,
long-term relationship or need to establish rapport.
Unit of Competency
Learning Outcome #1
1.
2.
3.
4.
5.
Email
Memos
Faxes
Text Messaging
Face-to-Face Meeting
Qualification
Unit of Competency
Module Title
Learning Outcome No. 3
ASSESSMENT CRITERIA:
1. Team meetings are attended on time
2. Own opinions are clearly expressed and those of others are listened to
without interruption
3. Meeting inputs are consistent with the meeting purpose and
established protocols
4. Workplace interactions are conducted in a courteous manner
5. Questions about simple routine workplace procedures and maters
concerning working conditions of employment are asked and
responded to
6. Meetings outcomes are interpreted and implemented
CONTENTS:
1. Technical writing
CONDITIONS:
The students/trainees must be provided with the following:
1.
2.
3.
4.
Paper
Pencils/ball pen
References (books)
Manuals
METHODOLOGIES:
1. Group discussions
2. Interaction
3. Lecture
installed the seat pointing aft could sue you if you did not include in the
installation and use manual a statement like the following:
The prow of the seat (point A in Fig. 6) should be positioned pointing
at the handlebars (Fig. 7).
Similar liability could be incurred by overlooking a safety or
environmental concern in writing a heat treating procedure for a gear. If a
particular career situation requires that you write these kinds of documents,
appropriate references on technical writing are listed at the end of this
Chapter.
Finally, patents require another key type of document in technical
writing. Lawyers usually write patents, but not without lots of writing and
searching on the part of the applicant. Thus, this book addresses the
inventors part of a patent application and the general criteria for
patentability
Attributes of Technical Writing
The remainder of this Chapter describes the specific attributes of
technical writing and shows examples of how technical writing differs from
other types of writing. In general, technical writing has a degree of formality,
and it generally focuses on a specific subject with the purpose of making
something happen or sharing useful information or knowledge.
Ten general attributes of technical writing are listed and described in
the following sections:
It
It
It
It
It
It
It
It
format.
It is archival.
It cites contributions of others.
There are probably more attributes, but the attributes in the above list
define some key characteristics that distinguish technical writing from other
types of writing
Pertains to a Technical Subject
Technical writing must pertain to some aspect of engineering or the
sciences in a given subject area such as the following:
No Data
A decision has been made to convert the machine shop grinding
operations into a three-shift operation to increase efficiency and machine
utilization.
Preferredwith Data
A study was conducted to improve the elapsed time required to grind a
set of slitting knives. The average elapsed time for a regrind for the 1997
fiscal year was 11 days. A second study indicated that the largest time
allotment in the 11 day regrind time was 3.4 days waiting for grinder
availability. These studies were based on one shift (day). A three-week test
with three-shift operation reduced the waiting for machine availability
time to zero. The elapsed time for thirty knife sets that were ground in the
three-week test time was less than one day. These test results suggest
The use of data and factual information makes the work a technical
report. The communication without the data is not much different than a
water cooler discussion between coworkers. If the author is the leading
expert of the world on grinding, his or her opinions may make the report
persuasive, but most people are not infallible authorities on subjects.
Most reports need facts or data to support conclusions and
recommendations, and the verbs listed here are probably associated with
factual statements:
Determined
Solved
Built
Accepted
Rejected
Completed
Passed
Failed
Broke
Approved
Cancelled
Invented
Designed
Developed
Discovered
Uncovered
Deduced
Studied
Verbs that are often not associated with factual statements include words
like the following:
Think
May be
Suggest
Appear
Suppose
Discouraged
I ran a series of hardness tests on the valve seals for Bob MacArther
from the shops division, and I found that three of the seals were below
normal. I also notified Harry Randall and Phylis Carter so that the two of
them could do Rockwell measurements on future value seals.
papers. Writing in the third person is the style adopted in many journals
and organizations. [The text contains personal anecdotes that may use
personal pronouns. I placed them within brackets so that I can follow the
rule of no personal pronouns in the remainder of the text. Consider these
bracketed sections like the sidebars used in some texts to interject
interesting facts, like biographical sketches, to keep the readers interest. In
my case, the first draft of this book was deemed boring by several
reviewers. The second draft with personal anecdotes was not labeled boring
by the second set of reviewers, just rough. This third rewrite addresses the
dislikes of all ten reviewers, and I left anecdotes like this in because, let us
face itEnglish grammar and writing techniques are not the most titillating
subjects.]
With regard to using peoples names in reports, it is not necessary and
it reads unprofessional. In addition, it adds length, and anything that adds
unnecessary length to a document should not be done. If the intent of
including names is to give credit, the correct placement of credits is not in
the body of a report. Credits belong in end-of-document acknowledgments,
which will be covered in a subsequent Chapter. Personal pronouns and
names should be omitted because they are unnecessary. Trade names
should be avoided because of liability considerations. The message can
usually be conveyed fully without their use:
Preferred
A series of hardness tests were conducted on valve seals at the request of
the Shops Division, and it was determined that three parts had
abnormally low hardness. The appropriate individuals were notified so
that they can request hardness testing on future valve-seal shipments.
Be Concise
Technical reports are usually written for business reasons. They are
not intended to entertain; they communicate information to an identified
person or group. Say what you want to say and get out! Wandering
sentences and extra words reflect badly on the author and often have a
negative effect on the readership that you are trying to reach.
Wordy
Polymer surfaces were studied to determine if physical surface changes
occur with continued UV exposure. This program was necessitated to meet
customer expectations for a longtime company with world-class name
recognition. If surface degradation is in fact occurring, we need to
ascertain and assess the severity of this degradation. Moreover, it is
imperative that we address any product deficiencies so that the company
image as a supplier of robust products is not denigrated.
Preferred
A study was conducted to quantify UV damage to polymer surfaces. This
work was done to satisfy customer concerns about the weatherability of
Concision can become an acquired writing trait. There are text books
on the subject, but a major source of extra words are phrases such as it
follows that, in any case, and nonetheless. It is often possible to replace
these phrases with a punctuation mark.
Not Concise
The biopsy results were negative. Nonetheless, the nurse-practitioner sent
a sample for retest to be sure.
Preferred
The biopsy results were negative, but the nurse-practitioner sent a
sample for retest to be sure.
The readers know what an infrared camera is, where it goes on the
instrument, what an SEM (scanning electron microscope) is, and about the
impingement problem, or they should know, if the document is correctly
directed. If this report was to be circulated outside the department or to
upper level management, it would be necessary to give background
information and define terms.
Style and Format
The attributes of technical writing also include style and format. Style
is the way that you write; format is the ordering and physical layout of a
document.
The appropriate style for technical writing is objective. Technical
documents present data, facts, calculations, test results, and theories, and
these must be presented in an accurate manner that is not opinionated.
Conclusions are inferred from test results; recommendations are the logical
outcome of the conclusions.
Not Objective
The damaged gear train was removed in a bushel basket. Only a miracle
worker could put this puppy back together. The operators must have
fallen asleep at the controls.
Preferred
The damaged gear train was removed for inspection to determine the root
cause of failure. At this point in the failure analysis, it appears that the
unit cannot be returned to service. Testing will be completed by
Wednesday.
The format (the basic elements and their placement) of technical
papers and reports is a more structured one than that used for other forms
of writing. Formal technical reports have basic elements and a structure as
follows:
Archival
An intrinsic part of the value of technical writing is that it is written in
such a manner that it can be archived and produce valuable and usable
information in the future. Conversely, technical documents should not be
generated on transient issues or subjects that will not be pertinent in the
future.
Not Archival
The BCH perforators were shut down last Thursday because of a power
interruption. The shutdown caused the loss of three master rolls of
product. The root cause of the shutdown was determined to be a faulty
relay in the control point of the perforating center. The specific details of
the product loss are:
REFERENCES:
1. http://www.asminternational.org/documents/10192/3448649/ACFA
A62.pdf/5890813c-31ba-46b4-b7fa-8f20eb03fb6e
Unit of Competency
Learning Outcome #2
SELF-CHECK 1.2-1
Participate in Workplace Communication
Participate in workplace meetings and
discussions
TECHNICAL WRITING
Unit of Competency
Learning Outcome #2
Question 1
The Company was able to drill two wells originally scheduled for the third
quarter because a coiled tubing drilling unit became available in enough time
before breakup.
Question 2
The Company drilled a total of 24 wells in 1998: 5 gas wells and 1 dry hole at
Oil City, 6 gas wells and 1 dry hole at Oil City South, and 8 oil wells and 3
dry holes at Oil City North.
or
The Company drilled a total of 24 wells in 1998 as summarized in the table
below:
Oil City
Gas
Oil
Dry
Total
5
0
1
6
Oil City
Oil City
South
6
0
1
7
North
0
8
3
11
Total
11
8
5
24
Qualification
Unit of Competency
Module Title
Learning Outcome #
3
ASSESSMENT CRITERIA:
1. Range of forms relating to conditions of employment are completed
accurately and legibly
2. Workplace data is recorded on standard workplace forms and
documents
3. Basic mathematical processes are used for routine calculations
4. Errors in recording information on forms/ documents are identified
and properly acted upon
5. Reporting requirements to supervisor are completed according to
organizational guidelines
CONTENTS:
1. Basic mathematics
2. Storage of information
CONDITIONS:
The students/trainees must be provided with the following:
1. Paper
2. Pencils/ball pen
3. Reference books
4. Manuals
METHODOLOGIES:
1.
2.
3.
4.
Group discussion
Interaction
Lecture
Self paced learning
ASSESSMENT METHODS:
1. Written test
2. Practical/performance test
3. Interview
INFORMATION SHEET 1.3-1
Unit of Competency
Participate in Workplace Communication
Learning Outcome #3
Complete relevant work related documents
BASIC MATHEMATICS
1.
2.
3.
4.
Addition
Subtraction
Multiplication
Division
Addition
Definition:
The act of adding to or more things/numbers.
Parts:
1. Addends refer to two or more numbers being added.
2. Sum is the result of addition or the total.
Example:
2 + 6 = 8;
Where
2 and 6 are addends, and
8 is the sum.
Subtraction
Definition:
It is the inverse of addition. It is taking away something from another.
Parts:
1) Minuend is first number where the second number is subtracted from.
2) Subtrahend is the number being subtracted.
3) Difference is the result of subtraction or also known as the
remainder.
Example
4 - 3 = 1;
Where:
4 is the minuend,
3 is the subtrahend, and
1 is the difference.
Multiplication
Definition:
The process of combining matrices, vectors, or other quantities under
specific rules to obtain their product.
Parts:
1) Factors are numbers you can multiply together to get another number
2) Product is the result of multiplication.
Example
2 x 3 = 6;
Where:
2 and 3 are factors, and
6 is the product.
Division
Definition:
The operation of determining how many times one quantity is contained in
another; the inverse of multiplication
Parts of Division:
1) Dividend is the number that is divided by another number in a
division operation
2) Divisor is the number used to divide.
3) Quotient is the result of division.
4) Remainder is a part that is left over
Example
7 2 = 3 r1;
Where
7 is dividend,
2 is the divisor,
3 is the quotient, and
1 the remainder.
REFERENCES:
1) www.slideshare.net/eunice6ix/the-four-fundamental-operations
Unit of Competency
Learning Outcome #2
SELF-CHECK 1.2-1
Participate in Workplace Communication
Participate in workplace meetings and
discussions
BASIC MATHEMATICS
Multiple Choices
Direction: Encircle the best answer. You only have 10 minutes to answer all
the given problems below.
1) 3 x 4 + 5 5 / 5
a. 19
b. 12/5
c. 16
d. 23
2) 2 26 13
a. 0
b. -24/13
c. 2
d. 4
3) 290 x 3
a. 807
b. 708
c. 870
d. 780
4) 9782 - 5687
a. 5094
b. 5049
c. 4059
d. 4095
5) 9 18 9 9
a. 2
b. -2
c. 4
d. -4
Unit of Competency
Learning Outcome #3
Multiple Choices
1.
2.
3.
4.
5.
C
A
C
D
B
Information Storage
The computer stores different types of information in different ways,
depending on what the information is, how much storage space it requires,
and how quickly it needs to be accessed. This information is stored in its
"short term" memory and its "long term" memory.
Your system memory (or RAM) holds information that you or the
computer are working with right now. This is the computer's "short term
memory", and is designed to be able to feed information to the processor at
high speed so the processor isn't slowed down too much while waiting for it.
However, this short-term memory disappears when the computer is turned
off. This is why you must always save a file that you are working on before
turning off the machine.
Longer-term storage is provided by your hard disk drive, floppy
drive and other devices, where information is stored permanently in the
form of files, ready for you to retrieve when you need it. When you want to
use your spreadsheet program, for example, the computer loads the
instructions that are stored on the hard disk that tell the computer how to
run it, from long-term storage (your hard disk) into short-term memory.
How to set up an effective filing system
The importance of record-keeping and filing systems cannot be too
highly stressed. A well-planned system contributes significantly to efficiency
of operation as well as to a company's image. Whether records are filed in a
computer or in a steel cabinet, they have to be readily accessible.
Make a study of your system. Conducting such a study is no more
than taking an inventory of the records in your files.
Some of the questions you should ask are:
Also check if your filing system shows any of the following symptoms:
You find the information you need is difficult to obtain due to your
system or lack of one
You are repeatedly having to expand your file system capacity
You are maintaining duplicate files of the same information
You are filing material to protect the function and not because of
information or legal requirements
You are using your filing system or equipment for non-records storage
Your file folders are too full for easy access
Your filing drawers or shelves are too full for easy access
You are not finding the information you require in the first place you
look
Your analysis is now complete - your records inventory reveals the strengths
and weaknesses of your record-keeping system.
Once you have analyzed your records inventory, you should determine:
Inspecting
Each document is inspected to see that it has been released. If not, it
should be returned to the interested party.
Marking
Determine under what name or caption the paper is to be filed
Follow-up and Cross-reference
If the letter is marked for follow-up, then a record should be made and
placed in the follow-up file. If there is more than one place in which to
file the document, make a cross-reference.
Sorting
Sorting is the preliminary arrangement of papers according to the first
filing unit of the name or number. This is the last step prior to actual
filing. Sorting also makes documents easy to find if they are needed
while out of the file. Documents should be arranged in sequence so
they can be placed in the proper folders quickly, without moving back
and forth
Filing
Filing is the actual placing of documents in folders in a predetermined plan. Torn papers should be mended before they are filed.
Raise the folders slightly in the file drawer when placing papers in
them so the papers will go entirely to the bottom of the folder.
Check the caption of the document and folder as a precaution against
misfiling.
All documents should be placed with the tops to the left as you face
the folder. Never overcrowd folders. Break them down by date, name or
subject using additional folders.
Alphabetical
Numerical
Geographical
Subject
Chronologic
All these methods have advantages and disadvantages and you must
decide which one would be best for you.
Alphabetic Filing
Indefinite and definite articles (a, the) are ignored in entry titles
Abbreviations are filed as written: Messrs Smith and Williams
Abbreviated names like BBC, ITV etc are filed according to their
abbreviated letter sequence
St is filed as Saint and foreign versions like San or Sainte are filed as
spelled. Some filing systems treat Mc, Mac or M' as different versions
of 'Mac' and file them according to their individual letter sequence;
others tream them all as 'Mac'.
Entries which are shorter come first:
Elizabeth
Elizabeth
Elizabeth I, Queen of England
Titles like Mr, Mrs, Dr, Prof, Sit etc are ignored, save for forming part
of the entry after the initial surname shown.
Where the same word occurs as a name, then the convention is to
enter the forename followed by the surname, followed by the corporate
name and then the name as the subject:
Heather
Heather, Arnold
Heather, Products Limited
Heather, British Species
Advantages:
Its advantages include the fact that it gives direct reference and also groups
common and/or family names together. It enables files to be read and
accessed quickly and is also readily expandable.
Disadvantages:
By the same token, common names do not occur evenly throughout the
alphabet. There are, for instance, more names beginning with S than with
Q. As an alpha file grows - say to hundreds or thousands of names identification and locations become more cumbersome. Items within a
named file require some additional system of classification - letters to an
account client may need to be numbered or filed chronologically, making
cross-referencing laborious.
Numerical Filing
Numerical filing refers to all systems in which documents are prenumbered
to distinguish them from each other or from alpha documents. Numerical
systems can be as simple as numbering and filing from the lowest number
to the highest. Files may be numbered from 1 to 1000 and major sections
may occur at regular intervals (100, 200, 300). Sub -sections within a file
may be introduced by the addition of a decimal point: 100.1, 235.64 etc
Advantages:
The greatest benefit of a numeric system is speed of filing and finding. It is
twice as fast to file and find by number than by name. Even though a
numeric file requires a cross index, it can increase production time by 40 to
50%.
Numeric systems provide both a positive identification of the record and a
degree of confidentiality. This system is capable of infinite expansions and
can cope with a very large number of sub-sections, sub-divisions and
diverging branches of data.
Disadvantages:
In order for the numbers to convey readily what they mean, it is necessary
for an index to be created, eg:
600 Technology
650 Business Practices
658 Management etc
This system is therefore more time-consuming to use than one in which
each file is given an instantly identifiable name.
Geographic
Geographic filing systems operate generally by county or country and then
alphabetically or numerically by account name or number. Reasons for this
type of filing can be several. Since countries have differing laws and
licenses, a commercial enterprise may have to consider these constraints as
of primary importance.
Advantages:
Such a system enables statistics to be held in manageable and comparable
units and also permits a large or 'macro' figure or total to be evaluated in
terms of its 'micro' or component parts.
Subject Filing
This is the arranging of material by given subject. It is filing by descriptive
feature instead of by name or number. Such filing involves choosing a word
or phrase to stand for each subject or to point out one phase of it.
A subject folder may contain any combination of correspondence, bulletins,
clippings, pictures, statistics, trade journals and other printed information
relating to the subject.
Subject filing is considered the most difficult of all methods of filing. It is a
system which demands that the person installing such a system has a
complete knowledge of the business. The greatest problem is knowing under
Chronologic Filing
Chronologic filing is filing by date. This system is necessary to file items
according to the day/date received - such as applications for permits or
licenses or the dates when vehicles in a company fleet were services.
Advantages:
Particularly useful when actions need to be taken on a cyclical basis - like
relicensing cars annually, good for cross-referencing - file on vehicle and
relicensing date records can be quickly matched.
Disadvantages:
This systems requires an index and explanatory back-up system. It is timeconsuming to access data held in a manual filing system.
TIPS
Space:
A file drawer or shelf should be filled to no more than 90% of its capacity.
Tightly packed files slow filing and finding to a crawl.
Index Guide
All active files should have a guide every 10 to 15 folders. Anything less
means you are wasting time pushing and pulling folders back and forth,
looking for the required record.
Folder Tabs
Folder tabs should be visible immediately upon opening the file. A well-run
file must have folders of uniform size and tab styles. Mixing folder heights
and tab positions can reduce the efficiency of a filing system.
File Overload Don't overload your files to hold more than its capacity. If
more files are placed in a folder than it can hold, the tab will slump down
and out of sight.
Cross Indexing
Make a reference in one file of related or helpful/additional data held in
another file.
Unit of Competency
Learning Outcome #3
SELF-CHECK 1.3-2
Participate in Workplace Communication
Complete relevant work related documents
STORAGE OF INFORMATION
Questions:
Discuss the five (5) Basic Filing Procedures?
Unit of Competency
Learning Outcome #3
1. Inspecting
Each document is inspected to see that it has been released. If not, it
should be returned to the interested party.
2. Marking
Determine under what name or caption the paper is to be filed
3. Follow-up and Cross-reference
If the letter is marked for follow-up, then a record should be made and
placed in the follow-up file. If there is more than one place in which to
file the document, make a cross-reference.
4. Sorting
Sorting is the preliminary arrangement of papers according to the first
filing unit of the name or number. This is the last step prior to actual
filing. Sorting also makes documents easy to find if they are needed
while out of the file. Documents should be arranged in sequence so
they can be placed in the proper folders quickly, without moving back
and forth
5. Filing
Filing is the actual placing of documents in folders in a predetermined plan. Torn papers should be mended before they are filed.
Raise the folders slightly in the file drawer when placing papers in
them so the papers will go entirely to the bottom of the folder
Competency Standard
Unit of Competency
discussions
Complete relevant work related
documents
Demonstration
Candidates Name:
Date
:
Date
:
Portfolio
Demonstration
Observation
Questioning
Assessors Name:
Unit of Competency:
Competency Standards:
Date of Assessment:
Time of Assessment:
Instructions for the Demonstration
Given the necessary materials, the trainees will participate in workplace
communication
Materials;
Paper, Pencil, Writing Pad
Observation
During the demonstration of skills, the candidate:
Please check () to
show if evidence is
demonstrated
Satisfactory
QUESTIONS
Not Satisfactory
SATISFACTORY
RESPONSE
YES
Not Satisfactory
Candidates Signature:
Date:
Assessors Signature:
Date:
NO