CFM 41: Forms And Uses Of Business Communications & Technology
About This Lesson: This lesson introduces Career & Financial Management students to the major forms and uses of business communication, including professional letters, memos, emails, and communication technology. Students learn how audience, purpose, tone, format, and situation affect the way people communicate in school, career, and workplace settings. Through discussion and practice, students will explore professional language, code-switching, audience awareness, and how to revise informal messages into workplace-ready communication. By the end of the lesson, students will be able to create professional written messages and apply communication skills that support success in future jobs, interviews, customer-service situations, and professional environments.
Lesson Plan & Other Important Documents
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Spanish |
Worksheet |
Directions: Answer the questions below in complete sentences.
- Think about a time you had to communicate with a teacher, coach, employer, or another adult. What form of communication did you use: email, text message, phone call, letter, or face-to-face conversation?
- Why did you choose that form of communication?
- How would your message change if you were communicating with a friend instead of a teacher, employer, or customer?
Directions: If you master the following skills you have learned the lesson.
Directions: Download the worksheet. Watch the video. The video will give you directions on how to fill it in.
A.) Demonstrate how to produce letters, memos, and emails correctly for the workplace
Model Letter
Task: Write a letter to Dr. Strachan at Hempstead High School (using the format below) asking for cookie parties every month in every class. I will sign your worksheet when you finish.
Model Memo
Task: Write a memo to your CFM class that Mr. Kazanjian brought cookies. I will sign your worksheet when you finish.
B.) Explain how communications may differ based on different audiences
Directions: Watch the four videos, then read the text, then take the quiz on Schoology.
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Video: What is code switching?
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Video: A famous actress describes code switching while growing up in both Kansas City, Missouri and London, England.
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Video: Why do we code switch?
British Actor On Code Switching
Article: Code Switching
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Communication changes depending on the audience because different people need different types of information, tones, and levels of detail. This is sometimes called code-switching, which means changing the way a person communicates based on the audience, setting, or situation. For the sake of our class, (CFM) Career and Financial Management, this is important because you are learning how to communicate in school, at work, with customers, and in professional settings. A message that works well for a friend may not be appropriate for a teacher, boss, customer, or coworker. Good communication means thinking about who is receiving the message before deciding what to say and how to say it.
One way communication differs is through tone. Tone is the attitude or feeling behind a message. When speaking to friends, a person may use a casual, joking, or relaxed tone. However, when speaking to a manager or teacher, the tone should usually be more respectful and professional. For example, texting a friend “I can’t make it” is different from emailing a boss, “I apologize, but I am unable to attend the meeting today.” The message is similar, but the tone changes based on the audience. This is one example of code-switching because the speaker adjusts their communication to fit the situation.
Communication also differs in word choice. With close friends, people often use slang, abbreviations, or inside jokes. In a workplace or business setting, it is better to use clear and professional language. For example, saying “That idea is fire” may make sense to classmates, but in a job interview it would be better to say, “I think that is a strong idea.” Choosing the right words helps make sure the audience understands the message and sees the speaker as mature and prepared. Code-switching does not mean being fake; it means knowing how to communicate appropriately in different situations.
The most successful people are often strong communicators because they know how to measure and assess their audience. This means they pay attention to who they are speaking to, what that person already knows, how that person may feel, and what kind of message will be most effective. Then, they make adjustments to fill the communication gap. A communication gap happens when the speaker and the listener are not fully understanding each other. Successful people notice this gap and change their tone, examples, details, or method so the message becomes clearer. This raises an important question for students: Are you able to recognize who your audience is and adjust your communication when needed?
The amount of detail in communication can also change depending on the audience. A customer may only need a simple explanation of a product or service, while a manager may need more detailed information about costs, deadlines, or results. For example, if a cashier explains a store return policy to a customer, they should keep it clear and brief. But if an employee explains a problem to a supervisor, they may need to include more facts, possible solutions, and next steps. Strong communicators understand how much information their audience needs.
Communication may also differ depending on someone’s knowledge level. Not everyone has the same background or experience with a topic. If a student explains budgeting to a younger sibling, they might use simple examples like saving allowance money. If the same student explains budgeting in a Career and Financial Management class, they might use terms like income, expenses, savings, and financial goals. A good communicator adjusts the message so the audience can understand it. This kind of code-switching helps prevent confusion and makes the message more effective.
The method of communication may change based on the audience as well. Some messages are best delivered in person, while others are better sent by email, phone call, text, or presentation. A quick reminder to a classmate might be fine as a text message. However, applying for a job should be done with a professional email, resume, or application. Choosing the right method shows responsibility and helps the message reach the audience in the best way.
Body language and nonverbal communication can also depend on the audience. When speaking with friends, people may be more relaxed in their posture and facial expressions. In a job interview, they should sit up straight, make eye contact, and avoid distractions like checking their phone. Even when no words are spoken, body language sends a message. Professional body language can show confidence, respect, and interest.
In conclusion, communication may differ based on different audiences because each audience has different expectations, needs, and levels of understanding. Code-switching is an important part of this because it helps people adjust their tone, word choice, detail, method, and body language depending on who is receiving the message. The most effective communicators do more than just talk; they study the audience, notice communication gaps, and adjust their message so others can understand. Learning how to do this is an important career skill. In school, work, and financial situations, strong communication helps people build trust, avoid misunderstandings, and present themselves professionally.
One way communication differs is through tone. Tone is the attitude or feeling behind a message. When speaking to friends, a person may use a casual, joking, or relaxed tone. However, when speaking to a manager or teacher, the tone should usually be more respectful and professional. For example, texting a friend “I can’t make it” is different from emailing a boss, “I apologize, but I am unable to attend the meeting today.” The message is similar, but the tone changes based on the audience. This is one example of code-switching because the speaker adjusts their communication to fit the situation.
Communication also differs in word choice. With close friends, people often use slang, abbreviations, or inside jokes. In a workplace or business setting, it is better to use clear and professional language. For example, saying “That idea is fire” may make sense to classmates, but in a job interview it would be better to say, “I think that is a strong idea.” Choosing the right words helps make sure the audience understands the message and sees the speaker as mature and prepared. Code-switching does not mean being fake; it means knowing how to communicate appropriately in different situations.
The most successful people are often strong communicators because they know how to measure and assess their audience. This means they pay attention to who they are speaking to, what that person already knows, how that person may feel, and what kind of message will be most effective. Then, they make adjustments to fill the communication gap. A communication gap happens when the speaker and the listener are not fully understanding each other. Successful people notice this gap and change their tone, examples, details, or method so the message becomes clearer. This raises an important question for students: Are you able to recognize who your audience is and adjust your communication when needed?
The amount of detail in communication can also change depending on the audience. A customer may only need a simple explanation of a product or service, while a manager may need more detailed information about costs, deadlines, or results. For example, if a cashier explains a store return policy to a customer, they should keep it clear and brief. But if an employee explains a problem to a supervisor, they may need to include more facts, possible solutions, and next steps. Strong communicators understand how much information their audience needs.
Communication may also differ depending on someone’s knowledge level. Not everyone has the same background or experience with a topic. If a student explains budgeting to a younger sibling, they might use simple examples like saving allowance money. If the same student explains budgeting in a Career and Financial Management class, they might use terms like income, expenses, savings, and financial goals. A good communicator adjusts the message so the audience can understand it. This kind of code-switching helps prevent confusion and makes the message more effective.
The method of communication may change based on the audience as well. Some messages are best delivered in person, while others are better sent by email, phone call, text, or presentation. A quick reminder to a classmate might be fine as a text message. However, applying for a job should be done with a professional email, resume, or application. Choosing the right method shows responsibility and helps the message reach the audience in the best way.
Body language and nonverbal communication can also depend on the audience. When speaking with friends, people may be more relaxed in their posture and facial expressions. In a job interview, they should sit up straight, make eye contact, and avoid distractions like checking their phone. Even when no words are spoken, body language sends a message. Professional body language can show confidence, respect, and interest.
In conclusion, communication may differ based on different audiences because each audience has different expectations, needs, and levels of understanding. Code-switching is an important part of this because it helps people adjust their tone, word choice, detail, method, and body language depending on who is receiving the message. The most effective communicators do more than just talk; they study the audience, notice communication gaps, and adjust their message so others can understand. Learning how to do this is an important career skill. In school, work, and financial situations, strong communication helps people build trust, avoid misunderstandings, and present themselves professionally.
Is It Better To "Keep It Real" Or Code Switch?
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You might be wondering if it is better to “keep it real” or to code-switch. Keeping it real means being honest, authentic, and true to yourself. Code-switching means changing the way you communicate based on your audience, setting, or situation. At first, these ideas may seem opposite, but they do not have to be.
Keeping it real is important because people should not feel like they have to pretend to be someone they are not. Your personality, values, background, and opinions matter. Being authentic helps people trust you because they can tell when you are being honest. In school, friendships, work, and life, people respect others who are genuine.
However, code-switching is also important because every situation has different expectations. The way you talk to your best friend may not be the best way to talk to a teacher, employer, customer, or judge. For example, you might joke around with friends, but speak more carefully in a job interview. That does not mean you are fake. It means you understand the situation and know how to communicate effectively.
The most successful people often know how to do both. They keep their values and personality, but they adjust their tone, word choice, body language, and level of detail depending on who they are speaking to. They are able to read the room and close the communication gap. In other words, they ask themselves, “How can I be understood by this audience?”
So, is it better to keep it real or code-switch? The best answer is that it is better to do both. Keep it real in who you are, but code-switch in how you communicate. Being professional does not mean losing yourself. It means learning how to present yourself in a way that helps others understand you, respect you, and take you seriously.
Keeping it real is important because people should not feel like they have to pretend to be someone they are not. Your personality, values, background, and opinions matter. Being authentic helps people trust you because they can tell when you are being honest. In school, friendships, work, and life, people respect others who are genuine.
However, code-switching is also important because every situation has different expectations. The way you talk to your best friend may not be the best way to talk to a teacher, employer, customer, or judge. For example, you might joke around with friends, but speak more carefully in a job interview. That does not mean you are fake. It means you understand the situation and know how to communicate effectively.
The most successful people often know how to do both. They keep their values and personality, but they adjust their tone, word choice, body language, and level of detail depending on who they are speaking to. They are able to read the room and close the communication gap. In other words, they ask themselves, “How can I be understood by this audience?”
So, is it better to keep it real or code-switch? The best answer is that it is better to do both. Keep it real in who you are, but code-switch in how you communicate. Being professional does not mean losing yourself. It means learning how to present yourself in a way that helps others understand you, respect you, and take you seriously.
Higher Level Question:
How can the way a person communicates in different settings affect their professional image, workplace relationships, and future career opportunities?