GED155 English Importance of Professional Courtesy Assessment Answer

Importance of Professional Courtesy

The first reason professional courtesy is important is that it plays an essential role in the building and maintenance of relationships. Professional courtesy enables the creation of an atmosphere that is trustworthy, respectful and cooperative with not only the customers or suppliers but also with colleagues and other stakeholders (Binyamin, 2018). A behaviour involving respect and courtesy increases the chances of the development of a positive image of the organisation and the engagement of stakeholders and investors in long-term partnerships. Fostering stronger relationships allows organisations to support and loyalty from stakeholders (Bowen et al., 2017). The second advantage of exhibiting professional courtesy is the promotion of effective communication which plays a vital role in the streamlining of operations related to the organisation. A work culture that practices good communication enables the engagement of individuals in active listening along with the clear expression of thoughts and ideas and timely responses. This also plays an important role in preventing conflicts, misunderstandings and delays in communication (Ting-Toomey & Dorjee, 2018). In addition to this, professional courtesy contributes to a positive work culture. Treating employees with dignity and respect makes them feel motivated and valued. Moreover, maintaining a work environment that is respectful encourages the development of employees in a manner that is creative, productive and innovative (Erum et al., 2020). Lastly, the ethics and values of an organisation are reflected by the use of professional courtesy. This also leads to the demonstration of fairness, commitment to integrity and ethical conduct (Rese et al., 2020).

Situations that Require Using Professional Courtesy

The first situation that involves the use of professional courtesy is the resolution of conflicts that can arise between different individuals or groups of individuals such as clients, colleagues or stakeholders. This requires a calm and composed demeanour while approaching conflicts along with an approach of active listening and opting for a resolution that is beneficial to all parties involved. This helps in maintaining relationships and incorporating constructive solutions (Zonneveld et al., 2018). The next situation which requires professional courtesy that comprises interactions related to customer service. It is important that a p rofessional and respectful tone is maintained while interacting with customers along with providing assistance that is timely and helpful. Treating customers with courtesy and empathy helps in fostering a positive customer experience, builds trust and loyalty, and enhances the reputation of the organisation (Wang & Tai, 2017). The third situation is social gatherings and events that involve networking as these are occasions where people from different types of organisations interact and participate in the exchange of opinions and ideas. The last situation where exhibiting professional courtesy can be helpful is where leadership and management are involved since it is important for leaders to lead by example and motivate employees to perform at their highest potential in addition to providing guidance and support and giving clear ideas about expectations. It also involves recognition and appreciation with respect to the achievements of employees which is necessary for the formation of a connection that is strong and mutually beneficial (Eldor, 2021).

References

Binyamin, G. (2018). Growing from dilemmas: developing a professional identity through collaborative reflections on relational dilemmas. Advances in Health Sciences Education, 23 , 43-60. https://doi.org/10.1007/s10459-017-9773-2

Bowen, S.A., Moon, W.K., & Kim, J.K. (2017). Ethics in financial communication and investor relations: Stakeholder expectations, corporate social responsibility, and principle‐based analyses. The handbook of financial communication and investor relations , 71-85. https://doi.org/10.1002/9781119240822.ch6

Eldor, L. (2021). Leading by doing: Does leading by example impact productivity and service quality?. Academy of Management Journal, 64(2), 458-481. https://doi.org/10.5465/amj.2018.0706

Erum, H., Abid, G., Contreras, F., & Islam, T.(2020). Role of family motivation, workplace civility and self-efficacy in developing affective commitment and organizational citizenship behavior. European Journal of Investigation in Health, Psychology and Education, 10 (1), 358-374. https://doi.org/10.3390/ejihpe10010027

Rese, A., Kopplin, C.S. & Nielebock, C. ( 2020). Factors influencing members’ knowledge sharing and creative performance in coworking spaces. Journal of Knowledge Management, 24 (9), 2327-2354. https://doi.org/10.1108/JKM-04-2020-0243

Ting-Toomey, S., & Dorjee, T. ( 2018). Communicating across cultures . Guilford Publications. https://books.google.co.in/books?hl=en&lr=&id=ysRUDwAAQBAJ

Wang, Y.C., Luo, C.C., & Tai, Y.F. (2017). Implementation of delightful services: From the perspective of frontline service employees. Journal of Hospitality and Tourism Management, 31 , 90-104. https://doi.org/10.1016/j.jhtm.2016.10.006

Zonneveld, N., Driessen, N., Stüssgen, R.A., & Minkman, M.M. ( 2018). Values of integrated care: A systematic review. International Journal of Integrated Care, 18 (4). https://doi.org/10.5334/ijic.4172

Assignment 2

Pitfalls of Adverb Use

Adverbs are one of the eight parts of speech that play a crucial role in describing the how, where, and when. An adverb is a word, or modifier, that describes a verb. It provides information about the time, place and nature, reason, frequency and degree of the performed action or described quality. Adverbs can also be used for the enhancement of the meaning and clarity of a sentence (Kovbasko, 2020). The first pitfall related to the use of adverbs, which arises quite frequently is the problem of redundancy and lack of specificity. Redundancy takes place when an adjective is modified using an adverb that already conveys the same meaning. This leads to the addition of repetition which is unnecessary and makes the sentence too wordy or cluttered (Oxley et al., 2017). Moreover, the usage of adverbs that are vague or very generalised can also weaken the intended impact of the sentence due to their lack of specificity; as such adverbs do not precisely describe the intensity of the quality or action being described (Irie et al., 2021). The second pitfall that one can come across while making the use of adverbs is the incorrect positioning of adverbs which can lead to confusion and alteration in the meaning of the sentence. For instance, placing the adverb far from the word to be modified can lead to misunderstanding. In addition to this, if the adverb is at the beginning of the sentence, it might not give complete clarity on the word which actually intended to modify in the first place. Therefore, this can be avoided by positioning adverbs close to the words they are intended to modify to prevent any possible ambiguity (Hendrawati, 2018).

Examples

a) Pitfall: Lack of specificity and redundancy

He quickly ran to catch up with his brother.

The correct form of this sentence would be ‘He sprinted to catch up with his brother’. In the initial sentence quickly has been used as an adverb to describe the verb in the sentence which is ‘ran’. However, ran in itself is a word that indicates swiftness and speed. Therefore the usage of the adverb ‘quickly’ adds redundancy to the sentence. To avoid this, the usage of a verb like ‘sprinted’ is more effective as it adds specificity to the sentence. Moreover, it makes the sentence clearer, removing the presence of any kind of unnecessary repetition.

b) Pitfall: Incorrect Positioning of Adverb

Only she frequently visits the old temple.

In this case, the placement of the adverb ‘only’ is incorrect as it is placed before the ‘he’ which is the pronoun in this sentence. This can lead to confusion and ambiguity as it is not clear if the adverb modifies the verb or the pronoun in the sentence. To correct the above sentence and remove any kind of confusion, the adverb ‘only’ would be placed just before the object i.e. the old temple in the corrected sentence which makes it ‘She frequently visits only the old temple. The placing of the adverb in this manner makes it clear that he particularly visits that temple in comparison to other temples or places.

References

Hendrawati, N. (2018). An analysis on students’ errors in writing sentence patterns. Loquen: English Studies Journal, 11 (1), 63-85. https://doi.org/10.32678/loquen.v11i01.1036

Irie, K., Zhao, S., Okamoto, K., & Liang, N. (2021). Examining the Effect of Adverbs and Onomatopoeia on Physical Movement. Frontiers in Psychology, 12 , 723602. https://doi.org/10.3389/fpsyg.2021.723602

Kovbasko, Y. (2020). On the problem of parts of speech identification in the English language: A historical overview. Kalbų Studijos , (36), 30-45. https://www.ceeol.com/search/article-detail?id=879643

Oxley, J., Günhan, E., Kaniamattam, M. and Damico, J. (2017). Multilingual issues in qualitative research. Clinical Linguistics & Phonetics, 31 (7-9), 612-630. https://doi.org/10.1080/02699206.2017.1302512

Assignment 3

Adjustment Letter in Case of an Allowable and non-Allowable Claim

An adjustment letter can be defined as a form of written communication from an organisation or a company that usually comes in response to a customer claim or grievance. It can also be seen as a formal letter that acknowledges the customer's concerns and seeks to address and resolve the issue they have raised (University of Arkansas, n.d). Allowable claims are legitimate, admissible costs that adhere to established regulations, whereas unallowable claims are costs that do not fulfil the requirements and cannot be approved for reimbursement or consideration where financial calculations are involved. Accurate financial reporting and efficient resource allocation are guaranteed when the two are properly separated (Gerschewski, 2018). In scenarios where an allowable claim is involved, the adjustment letter should be written with a tone that conveys empathy and sounds accommodating. The beginning of the letter is generally empathetic towards the situation and grievances of the customer. It is written in a manner such that it gives a sense of acknowledgement and reassurance to the customer regarding the validity of the claim made. This is followed by the body, which provides an explanation of the steps involved in addressing the claim, in a clear and detailed manner (Saylor,2021). This involves the description of the process of investigation and verification of the issue. This can comprise a replacement, refund or any other sort of compensation that is in alignment with the policy of the company.

It is important that the tone remains professional throughout the letter and be apologetic for any kind of inconvenience that the customer might have gone through. On the other hand, in case of a claim which is clearly non-allowable, the adjustment letter maintains a tone that is informative yet firm. The beginning of the letter involves appreciation with respect to the business of the customer and the efforts they made to reach out to the concerned organisation for their claim. A clear and transparent expression is provided which explains the exact reason behind the rejection of the claim or why the claim cannot be approved. Any kind of defensive language or any statement that blames the customer is avoided. In addition to this, specific terms and legal policies are referenced that support the decision related to the rejection of the claim which can help the customer in understanding the situation better (Saylor, 2021). Furthermore, alternative solutions are also offered that can be of any assistance or in alignment with the possible grievances of the customer. Lastly, the letter is concluded by expressing appreciation for the customer's understanding and patience. The contact information of the company is also provided which can portray the willingness of the company to provide additional assistance. In both the scenarios of allowable and non-allowable claims effective adjustment letters play a major role in not only addressing the specific claim at hand but also reinforcing the company's commitment to customer satisfaction and building trust and loyalty (Saylor, 2021).

References

Gerschewski, J. (2018). Legitimacy in autocracies: Oxymoron or essential feature?. Perspectives on Politics, 16 (3), 652-665. https://doi.org/10.1017/S1537592717002183

Saylor. (2021). Technical writing. https://learn.saylor.org/mod/page/view.php?id=5616

University of Arkansas. (n.d). Adjustment letter. https://walton.uark.edu/business-communication-lab/Resources/downloads/business-forms/Adjustment_Letter.pdf

Assignment 4

Ways to Introduce a Portfolio

The first approach that can be used for the introduction of the portfolio is the storytelling approach which is beneficial as it helps in captivating the attention of the interviewer. This can include a narrative that acts as a reflection of your journey as an individual and the impact your work has had. This approach makes the interviewer involved at a deeper level as they would be able to live through the experiences you have had and how they played a role in shaping you professionally. This can help you in forming a deeper connection with the interviewer through your portfolio. It will also showcase your ability to articulate your professional development in a meaningful and engaging way (Millar et al., 2017). The second approach can be highlighting the key projects that you have been a part of or played an important role in. This can be particularly effective in scenarios that involve drawing the attention of the interviewer to instances that directly relate to the job specifications. With this strategy, you may highlight the projects that have had the biggest influence on your career to date and customise the presentation to the particular requirements of the job. It allows you to explain how your qualifications and the needs of the employer coincide, and how you might be a suitable fit for the job (Millar et al., 2017).

The third strategy is the problem-solution strategy, which tries to demonstrate the ability to think critically and create answers that work. When a person has the chance to demonstrate their problem-solving skills, it is especially advantageous. You have the opportunity to discuss the methods and approaches you used to handle them by including projects that featured the existence of certain difficulties or impediments. Additionally, it enables the interviewer to gauge your capacity for taking on a challenging scenario or work and for making decisions that are sound and responsible (Peschl et al., 2021). The last strategy for the introduction of a portfolio is the results-oriented strategy, which emphasises the results and the impact. This approach enables you to provide evidence of your contributions and achievements that is concrete and strengthens your argument associated with the value that you add to the organisation. This also enables you to highlight results that have led to tangible outcomes in the past. Furthermore, this approach would also give the interviewer a chance to assess how your past record and how your work can prove beneficial to the company. You can adjust the introduction of your portfolio to fit the particular environment of the job interview by combining these several strategies (Tols, 2019). Each strategy has its own advantages, such as a compelling narrative, a focus on pertinent initiatives, an aptitude for problem-solving, teamwork, and a results-oriented mindset. In the end, these strategies assist you in effectively showcasing your abilities, encounters, and accomplishments, making an impression on the interviewer and boosting your chances of securing the position as an ideal candidate.

References

MillarR., Crute, V., & Hargie, O. (2017). Professional interviewing . Taylor & Francis. https://books.google.co.in/books?hl=en&lr=&id=4jwlDwAAQBAJPeschl, H., Deng, C., & Larson, N. (2021). Entrepreneurial thinking: A signature pedagogy for an uncertain 21st century. The International Journal of Management Education, 19 (1), 100427. https://doi.org/10.1016/j.ijme.2020.100427

Tols, M. (2019). Management soft skills: Results oriented approach. http://csj.umsf.in.ua/archive/2013/1/1-2013.pdf#page=47

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