Frequently Asked Questions on Professional Communication

This document provides answers to frequently asked questions on professional communication. It covers topics such as audience analysis, communication channels, empathy, team building, body language, networking, and more.

Frequently Asked Questions
Question Answer Employe
e
1. What is the
first step when
preparing a
professional
message?
Understand who your audience is. At work, we communicate
with those who are same level colleagues, higher level
executives, or individuals from different departments. Knowing
who your audience is will help you adjust your content and
determine what your goal is for the message and how to
communicate it.
Jack
Millikan
2. How do I
figure out who I
am writing to?
A structural hierarchy is there in every organization. The
process of induction will help in finding out the person/persons
I am to report to. This way of communication will help me in
figuring out both my senior and junior levels.
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3. How
important is
choosing the
communication
format?
Communication is effective only when the channel is
appropriate. Wrong communication format will cause message
distortion. In an organization it is best to use emails for
communicating (Mehrabian, 2017). This is a speedy, reliable and
handy mode of transferring message.
Reference
Mehrabian, A. (2017). Nonverbal communication. Routledge.
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4. What is the
best way to
deliver bad
news to a
recipient?
Always lead with that person’s successes prior to their
opportunities. It is important to acknowledge how hard it is to
say what has to be said. This will give the recipient confidence
about the presumed sender’s involvement in it. More often, the
fact that the sender has had an impact on the message makes
them look insincere.
Elizabeth
Frazier
5. Is
communication
a skill or just
something
someone is
good at?
Communication is a skill. If you are lacking communication skills
you can improve them by listening to others, improve your
body language and appear accessible. Non-Verbal
communication such as gestures and tone can compliment
what you speak and make your audience feel comfortable.
Wendy
Schade
6. What role
does ethics play
in
communication
?
Ethics in communication is very important. Unethical mode of
communication and message will disturb the whole harmony of
the organization and chaos will increase. The message should
be true, genuine, unbiased and should be accurate (Pearson,
2017). Communication of false and distorted message should
not be encouraged.
Reference
Pearson, R. (2017). Business ethics as communication ethics:
Public relations practice and the idea of dialogue. In Public
relations theory (pp. 111-131). Routledge.
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7. Can I use
humor in my
professional
communication
s?
A good attitude and sense of humor is key to success in the
workplace. When you’re trying to climb the ladder a good sense
of humor gets you far as long as it’s tasteful (Smith, 2013). A
tasteful sense of humor and good attitude goes a long way.
References
Smith, J. (2013, May 3). 10 Reasons Why Humor Is A Key To
Success At Work. Retrieved from Forbes:
https://www.forbes.com/sites/jacquelynsmith/2013/05
/03/10-reasons-why-humor-is-a-key-to-success-at-
work/#5680edd35c90
Richard
Cadena
8. What is the
difference
between
hearing and
listening?
Hearing is a natural occurrence and requires no effort, while
listening is a conscious choice that requires attentiveness and
absorption of information (Hellesvig-Gaskell, 2019).
Hellesvig-Gaskell, Karen. (2019). The Difference Between
Hearing and Listening Skills. Retrieved from
https://www.livestrong.com/article/83661-difference-between-
hearing-listening/
LaToya
Hampto
n
9. What are
common
barriers to
effective
communication
?
Common barriers to effective communication are also called
Interferences, there are numerous factors that hinder the
communication process. For example, noisy environments,
mental distractions, and uncomfortable environments. (Lehman-
Dufrene, 2018).
Lehman-Dufrene. (2018). BCOM9, 9th Edition. [Strayer
University Bookshelf]. Retreived from
http://strayervitalsource.com/#/books/undefined/
Crystal
Smith
10. What is the
biggest struggle
people have
when giving a
presentation?
The biggest struggle when given a presentation is nervousness!
When you’re in a professional setting it’s important to
understand that your given specific responsibilities and
speaking out loud and in public is one of those responsibilities.
Sometimes speaking in front of a crowed, can shake up your
nerves a bit.
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11. Why is
empathy
important in
the
professional
environment?
Empathy will help in better connection of one individual with
others. This will increase problem solving and will increase
workforce diversity. Empathetic leaders are more successful
than arrogant leaders. Overall productivity will increase with
increased empathy among employees.
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12. What is the
difference
Critique a careful judgment in which you give your opinion
about the good and bad parts of something, such as a piece of art
Mitsy
Young

between
criticism and
critique?
work.
Criticism means the remark or comment that expresses
disapproval, but it can also refer to the activity of making
judgments about the qualities.
https://style.mla.org/critique-versus-criticize/
13. Are first
impressions
important in
professional
communication
s?
First impressions, are what others remember about you at the
very first meeting. First impression provides your outer look
and attitude towards the job and persons. It is important if
communication is not frequent. But in day to day
communication everyday matters. Time will gradually unfold
the inner character of yours.
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14. How does
stress impact
communication
s?
Stress is a major factor that hinders effective communication.
Stress hampers the mental stability of the person and
sometimes wrong message could be delivered as a result of
stress. And will hamper peace giving rise to conflicts.
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15. Do
emotions have
a place in the
professional
environment?
Being overly emotional has no place in a professional
environment. However, since we are people working with
people, we must exhibit a certain level of emotions. There may
be times it is appropriate and expected to show empathy to the
customer as well as co-workers.
Suprina
Speller
16. What is the
difference
between
persuasion and
simply getting
your way?
The difference in persuasion and getting your way is that
persuasion is convincing a person to agree with your point of
view. Whereas getting your way is someone siding with you
without necessarily agreeing with you. It could be to pacifier
you or make you feel better.
Glorine
Rockett
17. How is
coaching
different from
corrective
action?
In coaching if an issue arises we need to address it. Tools
include verbal warning, summary of meeting or PDP. Corrective
action includes a letter of warning or a letter of Reprimand. If
warranted a performance related probation will do.
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18. How
important is
rehearsal when
preparing a
presentation?
Rehearsal increase visualization in the presenter. The presenter
attains added confidence if rehearsal is done beforehand. On
the spot attitude may prove fatal and whole presentation will
suffer.
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19. Does social
media matter
to professional
communication
s?
Social media in present times are equally influential as
professional communication channels. Use of informal
communication through chat groups have raised in professional
fronts and employees now collect more data about other
employees through social media only.
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20. What is the Self motivation is the best motivation. If one is motivated from xx

secret to
motivating
others?
within then one can easily motivate others. Some gets
motivated from intrinsic rewards while some get it from
extrinsic rewards.
21. Why is
team building
important?
No organization can run on its own and need integrated team
support for its functioning. Performing in teams increase
individual effectiveness as well as team’s effectiveness.
Moreover, diversity is enhanced if team building is supported.
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22. What role
does revision
play in
professional
communication
s?
Revision do play a critical role in a professional presentation.
Often time the first draft is how you speak or think,
unorganized, and unprofessional. Rereading, and revising a
presentation ensures the presentation holds the information
needed and correctly addresses the people required in the
scope of the document.
Dale
Kniffin
23. How
important is a
professional
image?
Professional image is one’s recognition in the organization.
Good image is a positive point in career development.
Professionals work hard in building good rapport for years and
then achieve a good professional image. Keeping the image is
really challenging for them in this competitive world.
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24. Does body
language
matter?
Body language is the most important factor in image
development. Positive body language increase work efficiency
and creates good impression in the minds of fellow employees.
Signs and symbols, facial expression all are parts of body
language.
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25. What
makes
someone a
good manager?
Good manager is not born, but it takes time and opportunity to
be a good manager. Good leaders are always good managers. A
good manager should be empathetic, good listener and have
high problem solving skills.
26. Is it more
important to be
right or to get
it right?
To be right and to get it right are equally important for an
employee. But to get it right at times lead to more fruitful
results. Because at the end only results matter. But being
ethically right is equally important for moral valuation in the
employee.
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27. Who is
responsible for
communicating
effectively in
the
professional
environment?
Both employee and employer need to be equally effective while
communicating in professional fronts. One sided
communication is of no meaning and results in nothing
constructive.
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28. How
important is a
professional
network?
Networking is the most important part of increasing
professional sphere. Unless and until a strong networking is
there professional development cannot be supported. It
increases caliber, knowledge, skills, information sharing and
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keeps one up-to-dated with global happenings.