Primary Industries
Home > Primary Industries > Primary Industries (240 hours) > Compulsory units > Participate in workplace communications > Participate in workplace communications
Communication technology
All businesses have a need for effective communication, both between personnel within the workplace and with individuals and other businesses outside the workplace. Each workplace will have a communication system designed to meet its particular needs. Some of these needs include:
- obtaining, recording and reporting information
- enhancing effective training
- providing a safe workplace
- improving the efficiency and effectiveness of work practices.
Communication systems use technology such as:
- telephones, including landlines, mobile and satellite phones
- answering machines
- facsimile (fax) machines
- computers with email and internet access
- two-way radios
- paging systems.
Most workplaces have procedures and protocols in place for the use of each type of technology. Workers should familiarise themselves with the system features and control functions and operate each device according to the manufacturer’s instructions. If not sure of the operating procedure for a particular communication device, a worker should ask for assistance.
Some systems, such as telephones, answering machines and two-way radios rely solely on speech. Effective communication is more difficult as the parties communicating are not able to see each other and gauge the progress of the conversation from body language. It is important to speak clearly, concisely and courteously especially when answering the phone or leaving a message. The correct greeting and identification of the business and the individual should be used.
Private conversations and text messaging on mobile phones should be minimised during work hours. Only essential calls should be made or received.
Designated channels and call signs should be used with two-way radios. Conversations should be limited to relaying necessary information. Batteries should be recharged on a regular basis and the radios kept in good working order. They may be a vital means of communication in an emergency.
Enterprise procedures and protocols should also be followed when using systems that rely on written communication such as faxes and emails. Many businesses have a standard cover sheet that is attached to the front of outgoing faxes. Incoming faxes should be given to the appropriate person or placed in designated in-trays or pigeon holes.
Information in faxes and emails should be written clearly and concisely. A standard ‘signature’ should be attached to the end of an email. Again, work computers should not be used to send private emails.
The effective use of communication systems and technologies will not only enhance the performance and profitability of an enterprise, but may be instrumental in maintaining the safety of the personnel who work there.
Back to Important notes
Back to Participate in workplace communications
|