Professional Communication in the Workplace & Conference call meeting

Professional communication in the workplace and conference call meeting. How to speak professionally in the workplace. CEL 2105 Spoken communication or interaction for the workplace Exercise.

Professional Communication in the Workplace

Professional communication means effective interaction among employees in the workplace or organization. Effective communication in the workplace can be spoken, written, visual, and mediated interaction. The author has presented some samples and examples of professional communication in the workplace. This content is very important to know how to speak professionally in the workplace.

Conference Call Meeting 

A conference call meeting refers to an online or physically meeting where many people or employees participate to achieve an interdependent goal. The conference call is a meeting conducted and participated by professional people.  Usually, an organization or company organize a conference call meeting to discuss issues related to the respective industry.

1) Figure The Type Of Meeting

  • To know the purpose
  • Eg: Brainstorming, Decision Making, Idea-Sharing

2) Who Should Attend?

  • Who should you invite?

3) Create a Clear Agenda

  • What should be discussed?
  • Time Limit

4) Prepare Yourself

  • Practice presentation
  • Prepare materials
  • Prepare tools (check them to avoid technical errors)
Language Expressions For Conference Call Meeting

Pre Meeting Conference Call

1) Setting The Meeting

  • “I’m scheduling a meeting on …. (Day/date/time). Can you attend?”
  • “I’d like to set a meeting on the ….. (Day/date/time)”
  • “I’m inviting you to attend a meeting .. (Day/date/time)”
  • “I plan to have a meeting on the…. (Day/date/time)”

2) Confirming a  Meeting

  • I’m calling to confirm your attendance for the meeting on the ….”
  • “Could you please confirm that you can attend the meeting on the….?”
  • “Will you be available for the coming meeting on the……?”
  • I’m calling to remind you about the meeting on the… Are you still attending the meeting?

3) Postponing a Meeting

  • “I’m afraid I cannot make it to the meeting this Friday. Could we postpone the meeting to next Friday?”
  • “[Someone’s name] is presently in London. It is best that we postpone our weekly meeting to a later date.”
  • “Since [someone’s name] is busy with the launch of our  latest product, I suggest that we postpone our scheduled meeting in a week’s time.”
  • “Something urgent has come up so I’m unable to attend our meeting this evening. Would you mind postponing it to the 4th of March?”

4) Beginning a Conference Call Meeting

  •  “Are we all on?
  • “Can I ask that we all state our names, please?”
  • “I’m here. It’s [your name] in [your city].”
  • “Can everybody hear me? If we’re all here, let’s start the meeting.”
Conference Call Meeting

5) Introducing Oneself

  • “Welcome everybody, my name is [your name] and I am the designer for GPLZ Video.”
  • “Hi, I’m [your name] and I’m the designer for GPLZ Video.”
  • “Good morning/afternoon/evening ladies and gentlemen, I’m [your name].”
  • “Hi everyone, I’m [your name]. I’m going to keep this brief, as I know you’re all busy people. I’m going to make this quick for you…”

6) Stating The Purpose Of Conference Call

  •  “Today I’m here to talk to you about…”
  • “I’m delighted to be here today to tell you about…”
  • “Firstly I’ll talk about…” or “I’ll start with some general information on…”
  • “Then I will look at…” or “then we’ll go over…”
  • “The reason why we are having this meeting is to discuss…”
  • “Today I would like to outline our plans for…”

7) Giving Apologies For Someone Who Is Absent

  • “I’m afraid that [ absentee’s name] can’t be with us today. He /She is …..”
  • “Unfortunately [absentee’s name] will not be with us today because he/she ”
  • “It seems that (name) is not present today.”
  • “(Name) appears to be absent.”
Professional communication in the workplace
During The Conference Call Meeting

8) Clarifying Things During a Conference Call

  • “Could you speak more slowly, please?”
  • “Could you repeat that, please?”
  • “Would you mind spelling that for me, please?”
  • “Could you explain that in another way, please?”
  • “I’m afraid I didn’t get that.”

9) Taking a Break From Conversation

  • “I need to leave for ten minutes. Is that okay with everyone?”
  • “Hold on, I’ve got another call waiting, I’ll be right back.”
  • “Can I suggest that we take a five-minute break here?”
  • “Let’s take a short break and come back in 10 minutes.”

10) Returning After a Break

  •  “[Your name] here. I’m back on the line again.”
  • “[Your name] just coming back in here, thanks, everyone.”
  • “Is everybody here? Let’s continue where we left off.”
  • “Now that everybody is here, let’s resume our meeting.”

11) Accidentally Speaking Over Somebody And Asking Them To Continue Speaking

  • “Sorry, I interrupted you. You were saying…?”
  • “Please go on…”
  • “After you…”
  • “I’m sorry. Please carry on”

12) Signal Phrases For When You Have a Question

  • “Am I to understand that…”
  •  “Sorry, but just to clarify…”
  • “So, what we’re saying is…”
  • “Do you mean to say that…..”

13) Agreeing With People

  • “That’s an excellent point [person’s name], I totally agree with you on that.”
  • “Okay, I think we are all on the same page here…”
  • “Yes, I get what you’re saying…”
  • “I can’t agree with you more”
Professional communication in the workplace

14) Disagreeing With People

  •  “I’m sorry but I think you may have that slightly wrong…”
  • “From our perspective, it’s a little different. Let me explain.”
  • “Well, yes and no—can I tell you how we see it?”

15) Negotiating Successfully

  • “I understand that we can’t do that, but can we discuss some other alternatives?”
  • “I hear what you’re saying, but our bottom line is very clear on this one.”
  • “This is the deal-breaker for us, we can’t budge.” (Budge means move, change or give up.)
  • “Maybe it would be better to …”

16) Ending a Conference Call Meeting

  • “Well, that brings us to the end of the meeting, thanks so much for listening.”
  • “It was a real pleasure being here today. Goodbye, and thank you.”
  • “Well, that’s it from me. Thanks a lot.”
  • “That’s it for today, see you…..”

17) Planning For Future Meeting

  • “Are you free to talk again next week?”
  • “When can we talk about this again?”
  • “How does 2:30 p.m. Thursday sound?”
  • “Does Thursday at 2:30 p.m. suit you?”
  • “Thursday at 2:30 p.m. then, that would be fine.”
  • “Okay, I look forward to seeing you then.”
  • “Thursday at 2.30 p.m. Looking forward to it, see you then.”
  • “Thursday at 2.30 p.m., bye for now.”
  • “I’d like to set up a meeting with you at your earliest convenience. When are you free?”
  • “Are you free to talk again next week?”
Professional communication in the workplace

Activity 2- Role Play The Following Situation-Conference Call

Task

  • Form a group of 3 members
  • Assign the role of (Sales Manager, Sale Executives 1 & Sale Executives 2)
  • In your group, discuss and write out the dialogue for the conference call in the space given
  • Use the language expression learned  previously or any appropriate expression
  • Role-play the dialogue

Situation

  • You are the sales manager of DHL
  • You want to arrange a meeting regarding last year’s poor sales performance
  • For example, you decide to make a conference call to two other sales executives in Singapore to set up the meeting
  • You are required to discuss the following in the conference call:

3 Types of Communication Models- Linear, Interactive & Transactional Model

3 types of models of communication. The 3 types of communication models are Linear Models of Communication,  Interactive Models of Communication, and also Transactional Models of Communication.

Model of Communication Process

The communication model refers to the conceptual framework or theory that explains the way of human communication. It also represents the entire process of communication between the sender and the receiver. The communication model tries to answer the 5WH questions; for example, what is it actually? who is involved in this process? when does it happen? where does it take place? and finally, why does it occur?  Additionally, communication models explain the element of the basic communication process including context. sender, receiver, encoding, decoding, channel, message, feedback, also noise.  The model of communication also explains the factors that bar effective communication. Communication barriers or communication noises bar effective communication processes.

3 Types of communication models

The 3 Types of the communication process model are

  1. Linear Models of Communication
  2. Interactive Models of Communication
  3. Transactional Models of Communication

The 3 types of communication models are the Linear Models of Communication, the Interactive Models of Communication, and the Transactional Models of Communication. A-List of the best communication models and establish year has been outlined below for obtaining more knowledge as well as better understanding. The types of communication models have also attached to the communication model’s table.

1. Linear Model of Communication
Communication Models Year Types  of Communication Models
For example, Aristotle’s Model of Communication 300BC Linear Model of Communication
Shannon-Weaver Model of Communication 1948 Linear Model of Communication
Lasswell’s Model of Communication 1948 Linear Model of Communication
Berlo’s SMCR Model of Communication 1960 Linear Model of Communication
Also, Two-Step Flow of Communication Theory 1948 Linear Model of Communication
2. Interactive Model of Communication
For example, Osgood-Schramm Model of Communication 1954 Interactive Model of Communication
Also, Westley and Maclean Model of Communication 1957 Interactive Model of Communication
3. Transactional Model of Communication
For example, Osgood-Schramm Model of Communication 1954 Interactive Model of Communication
Also, Westley and Maclean Model of Communication 1957 Interactive Model of Communication
The Most Effective Model of Communication

The author is going to outline as well as discuss the most effective model of communication in the field of communication.

Aristotle’s Model of Communication

In 300 BC, Aristotle developed a linear model of communication that mainly focus on the speaker and messages. Controversially, it is the first model of communication. Aristotle’s model of communication consists of five elements of the basic communication process for example Speaker, Speech, Occasion, Audience, and Effect. Aristotle’s model of communication focuses on the speaker. The speaker plays the most important role in communication because the speaker sets the message to deliver. The speech is the message of the speaker that might vary on the occasion.

Models of communication- Aristotle's model of communication
Figure 1: Aristotle’s Model of Communication

For example, a political leader (speaker/sender) is delivering a speech to persuade the voter to vote for him in the election. The political leader is the most important person here who is delivering the message or information. The speech is the message that the leader delivers to influence the voters to vote for him. The election is the occasion and the speech or message of the speaker is set based on the occasion. A political leader might not deliver the same kind of speech before and after the election. Finally, the effect refers to the level of motivation of the voters whether they are motivated to cast vote for him or not.

Lasswell’s Model of Communication

Lasswell’s model of communication was introduced by professor Harold Lasswell in 1948. It is a Linear Model of Communication that also represents the style of one-way communication or interaction. Lasswell’s explains the process of communication by answering the following questions;

  • Who?
  • Says What?
  • In Which Channel?
  • To Whom?
  • With What Effect?
Models of Communication- Lasswel's model of linear communication model
Figure 2: Lasswell’s Model of Communication

Example of Lasswell’s Model of Communication

For example, the BBC News channel has telecasted news regarding the negative impact of social media in spreading fake and misleading information. It also shows how social media can affect people physically and mentally. Finally, they recommend some tips on how to stop spreading fake and disinformation via social media. Based on the set of questions outlined by Lasswell’s model of communication and the example, firstly, the answer to the question “Who” is the news presenter of BBC News Channel. Secondly, Says What indicates that people use social media to spread fake and misleading information. Thirdly, the answer to the question of “In which Channel” indicates the BBC News Channel. Additionally, “To Whom” refers to the people who are watching this channel. Finally, With what effect indicates the awareness.

Shannon–Weaver Model of Communication

Shannon-Weaver model of communication was established by two American scholars Shannon and Weaver in 1948. Shannon-Weaver model is called the mother of all communication models; although, it is a linear type of communication model.  At first, this model was designed to articulate the process of technical communication. Later, it discusses the process of effective communication. Shannon-Weaver model represents the basic six elements of communication including information source, transmitter, channel, receiver, destination, and noise source. This model does not represent feedback therefore it is a linear model of communication. Later, this model was been criticized by many other scholars for not having feedback. Feedback is a vital element to create the communication process more interactive and effective. However, Norbert Weiner added the Feedback element to the model.

What is the established date of the Shannon-Weaver model?

The Shannon-Weaver model was introduced in 1948. Although there is conversely regarding the establishment year of the Shannon-Weaver model, in 1948, it was introduced by Claude Shannon through his article name Mathematical Theory of Communication. In 1949, Warren Weaver reprints the previous article adding more information. So, it is safe to say that the Shannon-Weaver model was introduced in 1948.