4. Setting Goals and Making Plans
Learning Objectives
In this chapter, you will learn how to:
- design a structured learning plan that aligns your professional development goals with workplace opportunities
- collaborate effectively with supervisors to create achievable learning objectives and success metrics
- develop strategies to track and demonstrate your growth across both technical and interpersonal competencies.
Imagine this Scenario
You sit in the sleek office, your recently pressed interview outfit still crisp despite the humid Brisbane morning. The interview has been going well. You’ve confidently discussed your technical skills, your understanding of the company’s mission, and your eagerness to contribute to their upcoming projects. Then comes the question that makes your heart sink, “Tell us about the most important things you learned during your internship at Greentech Solutions.” Your mind goes completely blank. Despite spending twelve weeks there just a few months ago, you can’t articulate a single meaningful learning experience. You find yourself stumbling through a vague answer about “gaining industry experience” and “developing professional skills,” knowing you sound disappointingly generic.
As you leave the interview, your polished shoes clicking against the marble lobby floor, the reality hits you hard. If only you had documented your learning experiences throughout your internship, you could have shared specific examples of challenges you overcame, skills you developed, and professional growth you achieved. Instead of impressing the interview panel with concrete examples of your capabilities, you left them with empty phrases that could have come from any graduate. The experience serves as a stark reminder that tracking your professional development isn’t just about ticking boxes on a form, it’s about building a narrative of your growth that you can draw upon throughout your career. A thoughtfully developed learning plan would have provided structure to your internship experience, helping you identify and document significant moments of learning and growth. More importantly, it would have given you a rich source of specific examples to draw upon in professional situations like job interviews, where the ability to articulate your development can make the difference between success and disappointment.
Why have a Learning Plan?
The journey from classroom to workplace brings exciting opportunities for professional growth, but maximising these opportunities requires careful planning. A learning plan serves as your roadmap for professional development, helping you navigate the transition from academic learning to workplace application. While university courses provide you with theoretical knowledge and foundational skills, a well-crafted learning plan helps you identify specific ways to apply and expand these capabilities in a professional context.
Think of your learning plan as a GPS for your professional development journey. Just as a GPS helps you navigate from your current location to your desired destination, a learning plan helps you move from your current skill level toward your professional goals. Just like a GPS that recalculates when you encounter unexpected routes, your learning plan should be flexible enough to adapt to new opportunities and challenges that arise during your placement.
Creating an effective learning plan involves more than simply listing what you hope to achieve. It requires careful consideration of your current capabilities, thoughtful goal-setting, and strategic planning for how you’ll demonstrate your progress. Most importantly, it involves collaboration with your workplace supervisor to ensure your goals align with available opportunities and organisational needs.
Developing Your Learning Plan
The first step in creating an effective learning plan is establishing a reliable system for documenting your professional journey. Whether your university provides a formal template or not, maintaining detailed records of your internship experience is invaluable for your professional development. Think of this documentation as creating a professional memory bank that you can draw upon throughout your career.
If you haven’t been provided with a specific template, a dedicated notebook or digital document can serve as an excellent foundation for your learning plan. This doesn’t need to be elaborate; even a simple notebook can become a powerful tool when used consistently.
My personal favourite approach is the bullet journal method, which uses simple symbols and short phrases to track tasks, events, and notes in a flexible, easy-to-maintain format. For example, you might use a dot (•) for tasks, a circle (○) for events, and a dash (-) for notes. This approach helps you quickly capture important information without getting bogged down in long-form writing, while still maintaining a clear, organised record of your experience.
For a how-to guide on setting up a bullet journal, please watch the video below [20:17]:
Consider setting aside the first few pages for basic but essential information about your placement: the organisation’s name and primary business focus, your supervisor’s name and contact details, your start date, and your working hours. While these details might seem obvious at the start of your internship, having them readily available can prove surprisingly useful, particularly when updating your resume or preparing for job interviews months later.
Your documentation system should also include space for ongoing notes about your role and responsibilities. As you begin your placement, write down your initial tasks and projects, even if they seem straightforward. Many interns are surprised by how quickly their responsibilities evolve, and having a record of where you started provides a valuable reference point for tracking your professional growth. Remember to note down any specific systems, software, or equipment you’re using. These details will be particularly relevant when describing your technical skills to future employers.
Make it a habit to update your documentation regularly. Set aside a few minutes at the end of each week to record significant experiences, challenges you’ve encountered, and solutions you’ve developed. This practice not only helps you track your progress but also develops your professional reflection skills. Consider creating separate sections in your notebook for different aspects of your experience: technical skills, workplace relationships, challenges overcome, and key achievements. This organisation makes it easier to locate specific examples when you need them, whether for assessment purposes, professional development discussions, or future job applications.
Activity 4.1: Setting Up Your Professional Documentation
This activity helps you create a structured record of your placement details and initial responsibilities. Having this information readily available will help you track your professional journey and provide valuable reference points for future career opportunities.
Instructions:
Find a notebook or create a digital document that will serve as your professional journal. If using a notebook, dedicate the first few pages to this foundation information. Set aside 30 minutes to thoroughly document the following details:
💡Remember
Keep this information up to date throughout your placement. If your responsibilities change or you begin using new systems, add these details to your documentation. This living record will become an invaluable resource for developing your learning objectives and tracking your professional growth.
Planning for Technical Skill Development
Technical skills form a crucial component of professional competence, but research shows their development requires structured approaches that go beyond simple workplace exposure. Chivers (2007) examined postgraduate students’ technical skill development. His research discovered that technical competency development occurs most effectively when integrated with higher-order thinking capabilities, particularly meta-competencies such as critical thinking and problem-solving.
Chivers’ (2007) research can be used to create a framework for planning technical skill development. This approach emphasises that learning outcomes, learning activities, and assessment must work together in a coordinated way. When applied to technical skill development, this means carefully reflecting on learning experiences so each element reinforces and builds upon the others.
For example, if your goal is to develop advanced data analysis capabilities, simply attending training sessions isn’t enough. The constructive alignment approach suggests you need clearly defined learning outcomes (what specific analytical skills you need to master), aligned learning activities (practical exercises with real data), and appropriate assessment methods (demonstrating your analytical capabilities in workplace projects).
When students commence their internship, people tend to focus heavily on knowledge acquisition and basic cognitive competencies. However, Chivers’ (2007) findings show that true professional growth occurs when technical skills are developed alongside meta-competencies. This suggests that effective technical skill development should include opportunities to:
- apply technical knowledge to complex, real-world problems
- exercise professional judgment about when and how to use technical skills
- critically evaluate the results of technical work
- communicate technical information effectively to different audiences.
Chivers’ (2007) findings also reveal that while students may initially concentrate on mastering basic technical procedures, their development of higher-order capabilities becomes increasingly important as they progress. This suggests that technical skill development plans should evolve over time, gradually incorporating more complex decision-making and professional judgment alongside technical mastery.
When measuring progress in technical skill development, the constructive alignment framework suggests using assessment methods that authentically reflect workplace requirements. This might include successfully completing workplace projects, teaching others new technical skills, or contributing to technical documentation: activities that demonstrate not just technical knowledge but the ability to apply it effectively in professional contexts.
This integrated approach aligns with Chivers’ findings about how professionals develop advanced competencies. His research shows that the most effective professional development occurs when technical skills are learned as part of a broader development of professional capability, rather than in isolation.
Activity 4.2: Building Your Technical Skills Development Plan
Share your completed plan with your supervisor or a trusted colleague. Just as the research shows the importance of workplace connection, getting feedback on your plan can help ensure it aligns with both your professional development needs and organisational opportunities.
💡Remember
The evidence shows that technical skill development is most effective when integrated with broader professional growth. Your plan should reflect this holistic approach to building professional competence.
A Note for JCU Students: Preparing your Learning Plan Assessment
The activity above directly supports your first assessment task in this subject. Creating a learning plan that will guide your internship experience. Let’s explore how you can use this framework to develop a strong learning plan that meets the assessment requirements.
Your learning plan template asks you to consider specific competency areas: technical skills, self-awareness, self-regulation, empathy & social skills, and communication. The structured approach we’ve just worked through is particularly valuable for the technical skills section, but the principles of constructive alignment and integrated development can strengthen your entire learning plan.
When completing your learning plan assessment, consider how your technical skill development connects with other competency areas. For instance, if you’re developing advanced data analysis capabilities, think about how this might also involve self-awareness (understanding your current skill level), self-regulation (managing frustration when learning new techniques), and communication (explaining complex findings to different audiences).
Remember that your learning plan needs to be discussed with your placement supervisor within your first two weeks. The detailed thinking you do through this activity will help you have a more productive conversation with your supervisor. You’ll be able to clearly articulate not just what technical skills you want to develop, but how you plan to develop them and how you’ll demonstrate your growth.
The evidence of achievement section in this activity directly relates to the “Planned Evidence of Achievement/s (i.e. deliverables)” column in your learning plan template. The critical thinking you’ve done about how to demonstrate your developing capabilities will help you identify specific, measurable deliverables that satisfy the assessment requirements.
By taking this evidence-based, structured approach to your learning plan, you’re setting yourself up for success not just in this assessment task, but throughout your placement experience. Your learning plan becomes more than just an academic exercise; it becomes a practical tool for guiding your professional development, just as the research shows it should be.
Building Your Self-Regulation on Internship
Self-awareness serves as a cornerstone for professional growth during internships, with research consistently demonstrating its vital role in workplace success. Studies by both Sutton et al. (2015) and Wonda (2024) show that self-aware interns are better equipped to navigate workplace relationships, understand diverse perspectives, and contribute effectively to their organisations. This heightened self-awareness enables you to process feedback constructively, recognise strengths and areas for development, and make thoughtful decisions about your own professional trajectory. By developing a clearer understanding of your own emotions, reactions, and impact on others, you can build stronger professional relationships and adapt more effectively to workplace challenges.
Moreover, self-awareness is not a fixed trait but a skill that can be actively developed throughout the internship experience. A systematic review undertaken by Carden et. al. (2022) demonstrates that people can cultivate this crucial capability through targeted training. Enhanced self-awareness correlates directly with improved job performance, increased confidence, and more effective workplace communication (Carden et al., 2022; Sutton et al., 2015; Wonda, 2024). When you invest in developing their self-awareness, you’re better positioned to make meaningful contributions to their teams, navigate professional challenges with resilience, and identify opportunities for career growth. The evidence suggests that self-aware interns are more likely to transform their internship experiences into valuable stepping stones for long-term career success, as they can better align their strengths and interests with professional opportunities while maintaining productive relationships with colleagues and supervisors.
While it may be tempting to begin your internship by formally assessing your current level of self-awareness, research suggests that a more productive approach is to focus directly on identifying meaningful personal and professional goals. The key is understanding how your emotions and responses might influence your internship experience. Consider, for example, how you typically react when receiving constructive criticism. Do you feel defensive, or discouraged, or do you eagerly embrace the feedback as a growth opportunity? These emotional patterns will likely surface during your placement.
Scenario: A Cavalcade of Emotions
Davide sits at his desk, staring at his laptop screen where chapter 14 of Tropical Marine Species: A Comprehensive Guide (14th Edition) glows back at him. Three weeks ago, when he received the internship offer from Dr. João Oliveira, one of the world’s leading marine biologists, Davide could hardly contain his excitement. This was the same Dr. Oliveira whose books had inspired Davide’s passion for marine biology. He still remembers receiving the 10th edition for his thirteenth birthday and spending countless hours memorising every detail about coral reef ecosystems.
Reality, however, has fallen short of his expectations. Instead of diving in crystal-clear waters or assisting with groundbreaking research, Davide finds himself hunched over his computer, methodically reformatting citations and standardising image captions. The work feels mundane and repetitive, nothing like the dynamic research experience he had imagined. Each morning, he forces himself to open another chapter, trying to maintain enthusiasm for what feels like an endless task.
Today’s email from Dr. Oliveira has sent Davide’s anxiety spiralling. The message was brief but clear: upon returning from a three-week expedition to Mombasa Marine Park, exactly the kind of adventure Davide had hoped to experience, Dr. Oliveira expects both the book editing to be complete and Davide to be ready to begin processing approximately 5,000 new photographs. The magnitude of the task ahead feels overwhelming. Davide’s fingers hover over the keyboard as he tries to calculate how many pages he needs to edit per day to meet this deadline, all while knowing another enormous task looms on the horizon. The excitement of working with his academic hero has transformed into a knot of stress in his stomach as he wonders how he will manage it all.
Using Self-Awareness to Get Through Challenging Situations
Being aware of and accepting our emotions is a crucial first step in managing challenging workplace situations. For Davide, it’s important to understand that his feelings of disappointment, boredom, and now overwhelm are completely natural responses to his situation. Many interns experience similar emotions when their expectations don’t align with reality, particularly when working with someone they deeply admire.
Let’s examine why validating these emotions is important. When Davide acknowledges that it’s normal to feel disappointed about not participating in field research, he can move from questioning himself (“Why am I not more grateful for this opportunity?”) to understanding his reaction (“Of course I feel disappointed. This isn’t what I expected”). This shift in perspective is powerful because it reduces the additional stress that comes from trying to suppress or deny his feelings.
Similarly, recognising that boredom with repetitive tasks is a common experience helps Davide understand that these feelings don’t reflect poorly on his commitment to marine biology or his respect for Dr Oliveira’s work. Many professionals, even those passionate about their field, sometimes find certain aspects of their work mundane. This understanding can help Davide separate his temporary feelings about specific tasks from his broader career aspirations.
The feeling of being overwhelmed by the upcoming deadlines is particularly important to acknowledge. When we try to ignore or push away feelings of stress, we often become more anxious and less capable of thinking clearly about solutions. By accepting that he feels overwhelmed, Davide can begin to look at his situation more objectively and start planning how to manage his workload effectively.
Remember, emotional awareness isn’t about wallowing in negative feelings, it’s about creating a foundation for constructive action. Through our involvement with interns who did not complete their placements, we discovered that most of them struggled with managing their emotional responses to workplace challenges. These students often found it difficult to identify and articulate their feelings, which led to increased stress and eventually contributed to their withdrawal or removal from their internships. By contrast, interns who regularly took time to reflect on and name their emotions were better equipped to address challenges constructively.
This reflection might involve asking yourself, “Am I feeling disappointed because my expectations weren’t met? Anxious about the workload? Intimidated by working with someone I admire?” Understanding these distinct emotional responses helps create clarity and opens pathways for addressing each concern specifically. Once Davide can identify and accept how he feels, he can begin to use these emotions as valuable information about his situation and what he needs to do to address it.
Turning Self-Awareness into an Organisational Superpower
After acknowledging his feelings, Davide realises that taking control of his situation begins with getting organised. Rather than letting the mounting pressure paralyse him, he decides to transform his self-awareness into actionable steps. Opening his bullet journal, a tool he previously used mainly for tracking marine biology terminology, he begins to break down the editing task into manageable chunks.
First, Davide calculates the time available before Dr. Oliveira returns from Mombasa with the photographs. Three weeks translates to 21 days, but being realistic about his energy levels and the need for breaks, he decides to plan for 18 working days. He knows the remaining chapters total approximately 450 pages. A quick division shows him he needs to edit 25 pages per day to complete the book before the photographs arrive.
The number feels more manageable now that it’s clearly defined. Drawing on his understanding of his work patterns, another aspect of self-awareness, Davide knows he focuses best in the morning. He also recognises that his enthusiasm for marine biology, while tested by the mundane nature of editing, remains a valuable asset. Each chapter, after all, contains fascinating information about species he hopes to one day study in person.
To support his planning, Davide invests in workflow management software. He chooses this tool deliberately, aware that his natural tendency to get overwhelmed by large projects means he needs a system that can break tasks into smaller components and track his progress visually. The software allows him to set up daily editing targets and create a timeline for the upcoming photo processing task.
With a clear plan and daily targets in place, Davide finds that his initial feeling of being overwhelmed has subsided significantly. Breaking down the large task into manageable pieces has given him a sense of control and direction. The simple act of knowing exactly what he needs to accomplish each day, 25 pages of editing, has transformed an intimidating project into a series of achievable goals.
However, as Davide settles into his new routine, he notices that his disappointment about the nature of the internship hasn’t diminished. In fact, this feeling has grown stronger as he processes his emotions more clearly. Each time he edits a passage about field research or encounters a stunning photograph of marine life, he’s reminded of the hands-on experience he had hoped to gain. This self-awareness helps him recognise that while he can manage the workload effectively, his deeper career aspirations still need to be addressed.
Rather than letting this disappointment fester, Davide decides to use it constructively. He plans to raise his concerns with Dr. Oliveira when he returns from Kenya, recognising that the natural opening of asking about the expedition provides an opportunity for a broader conversation. By waiting for this moment, Davide can approach the discussion from a position of demonstrated competence, having completed the editing task professionally despite his reservations. This strategy shows emotional intelligence. He understands that timing and context matter when raising concerns with a supervisor, especially one he deeply respects.
Davide realises that while self-awareness has helped him manage the immediate challenges of his workload, it’s also guiding him toward addressing the larger question of his professional development. His ability to acknowledge both his practical achievements and his emotional needs demonstrates growing maturity in his approach to workplace challenges.
An Important Note About Workflow Software
While the author of this textbook uses Nirvana for workflow management, it’s essential to find the tool that best matches your working style and needs. The internet abounds with advertisements for workflow management software, each claiming to be the ultimate solution for productivity. However, what works well for one person may not suit another.
Rather than immediately subscribing to the most advertised option, take time to research alternatives. A helpful starting point is AlternativeTo, a website that allows you to compare different software solutions based on features, pricing, and user reviews. Consider factors such as your budget (many tools offer student discounts), whether you need mobile access, and how the software aligns with your existing organisational habits. Some people, for instance, work best with highly visual tools that emphasise calendar views, while others prefer simple task lists or kanban boards.
Remember that the most expensive or feature-rich option isn’t necessarily the best choice for your needs. Many free or low-cost alternatives provide excellent functionality without overwhelming you with unnecessary features. The key is finding software that enhances rather than complicates your workflow.
Developing Self-Regulation on Internship
In Davide’s case, we’ve seen how self-awareness, recognising his feelings of disappointment, boredom, and overwhelm, led naturally to self-regulation through practical action. By acknowledging his emotions and understanding their source, he could step back from feeling overwhelmed and develop concrete strategies to manage his work. This progression from awareness to regulation didn’t make his disappointment disappear, but it did allow him to channel his emotions productively rather than letting them control his internship experience.
Your internship journey, while unique to you, will likely involve similar emotional challenges that require both awareness and regulation. Like Davide, you might find yourself facing unexpected situations or dealing with tasks that don’t align with your initial expectations. The key is to recognise that these emotional responses are not only normal but can serve as valuable signals helping you understand and improve your professional experience.
Take a moment to envision yourself in various workplace scenarios. Perhaps you’re asked to give an impromptu presentation to senior staff, or maybe you make a significant error on an important project. What emotions arise as you imagine these situations? Some common feelings that emerge for interns include impostor syndrome (feeling like you don’t belong or aren’t qualified), anxiety about meeting expectations, or frustration when tasks take longer than anticipated to master. By acknowledging these potential emotional responses in advance, you can develop strategies to manage them effectively.
For instance, if you know that you tend to become overwhelmed when juggling multiple deadlines, you might set a goal to develop better time management skills during your internship. Or if you recognise that you sometimes hesitate to ask questions for fear of appearing unknowledgeable, you could establish a goal to practice seeking clarification at least once during each team meeting. The key is to use your understanding of your emotional patterns to inform specific, actionable goals that will help you grow professionally.
Activity 4.4: Planning for Developing Self-Awareness on Internship
Part 1: Emotional mapping
Take a few quiet moments to imagine yourself in your upcoming internship. As you visualise the following scenarios, write down the emotions that surface for each:
- your supervisor asks you to present your work to the team
- a fellow intern points out an error in your work
- you’re given a task but aren’t sure how to begin. Your supervisor is away, and the workplace is very busy, and everyone seems too occupied to help
- you complete a project successfully.
Part 2: Pattern recognition
Review your emotional responses and answer these reflection questions:
- “When I look at my emotional responses across these scenarios, I notice…”
- “The situations that seem most challenging for me are…”
- “My typical response when feeling uncertain is…”
- “The type of support I find most helpful when stressed is…”
Part 3: Goal formation
Based on your reflections, complete these sentences:
- “During my internship, I want to become more aware of…”
- “I will know I’m making progress when…”
- “To develop my self-awareness in this area, I will…”
- “When I face challenges, I plan to…”
💡Remember
Your goal should focus on developing awareness and understanding rather than just changing behaviour. For example, instead of “I will never get nervous during presentations,” a better goal might be “I want to better understand what triggers my presentation anxiety and develop strategies to work with these feelings.”
Part 4: Evidence of achievement
Professional development research tells us that the best way to track progress in self-awareness is through specific, observable indicators (Hughes et al., 2019). Think about how you’ll know you’re making progress toward your self-awareness goal by considering evidence across three domains:
For example, if your goal is to become more aware of how you respond to constructive feedback, your evidence might look like this:
Internal evidence: “I will notice myself pausing to reflect before responding to feedback rather than immediately feeling defensive.”
External evidence: “My supervisor will observe that I ask clarifying questions about feedback instead of becoming quiet or argumentative.”
Documentation evidence: “I will maintain a feedback log recording the feedback received, my initial emotional response, ow I chose to respond and what I learned from the interaction.”
💡Remember
The best evidence is specific and measurable. Instead of “I will be more confident,” try “I will document three instances per week where I contributed ideas in team meetings despite feeling uncertain.”
Share your goal and evidence with a classmate and give each other feedback using these prompts:
- Is the goal focused on awareness rather than just behaviour change?
- Is it specific enough to track progress?
- Does it acknowledge both emotions and actions?
- Is the evidence tangible enough to verify?
Empathy and Social Skills: Essential Competencies for Professional Success
In today’s rapidly evolving workplace, technical skills alone are not enough to build a successful career. The research consistently shows that empathy and social skills, often called social intelligence, are among the most critical competencies for professional development. Ramos-Monge et. al. (2023) undertook a study of university students entering the workforce. The findings demonstrated that interpersonal capabilities rank among the top skills that employers seek, yet they are often the lowest skill scored among students who commence in the workforce.
The type of skills employers look for include the ability to understand social situations effectively, communicate clearly and appropriately with others, empathise with colleagues’ emotions and perspectives, and build and maintain positive professional relationships. Students who develop strong social intelligence skills during their education and early work experiences are better positioned to succeed in their careers.
Why do these skills matter so much? The modern workplace is increasingly collaborative and relationship-driven. Whether you are working remotely or in person, your ability to understand others’ perspectives, respond appropriately to social cues, and navigate complex interpersonal dynamics has a direct impact on your professional effectiveness. This is particularly true in the digital employment market, where virtual collaboration and cross-cultural communication are becoming the norm.
The good news is that these skills can be developed through conscious effort and practice. As you begin your internship, you have an ideal opportunity to strengthen your social intelligence capabilities in a professional setting. The key is to approach this development intentionally, just as you would approach building technical skills.
Consider these key findings from an entire university’s graduating cohort in research undertaken by Rozell et. al. (2002):
- A combination of self-regulation and social skills are significant predictors of career success. According to the first study’s findings, students who scored higher in these two areas demonstrated significantly better career choice behaviours compared to those with lower scores.
- Social skills and group collaboration abilities are key differentiators in professional settings. Students with high scores in social skills in collaborative settings and self-awareness showed significantly better performance in professional settings than those with lower scores.
- Longevity of employment correlated strongly with empathy and social skills capabilities. Students who scored highly on both empathy and social skills measures demonstrated better performance in helping their employer achieve their organisational goals and scored higher customer satisfaction scores.
- Communication and social adaptability are increasingly critical in digital workplaces. The research indicates that international students who developed stronger empathy and social skill capabilities showed improved performance in cross-cultural professional settings.
Through conscious development of these capabilities, you can enhance your professional effectiveness and create stronger working relationships. A structured learning plan that incorporates both technical and social skill development will provide a solid foundation for your career growth.
Activity 4.5: Self-Assessing Your Empathy and Social Skills
Most people tend to say that they have excellent empathy and social skills. But is this really the case? Try this activity out and put it to the test.
Self-reflection:
Think about your last team experience (work, university, or volunteer). Write brief notes about:
- one interaction where you built a strong professional connection
- one interaction where you wish you’d handled things differently
- What do these experiences tell you about your relationship-building strengths and areas for growth?
Interactive practice:
Find someone that you interact with, but don’t know well. Your task is to learn three interesting things about their professional goals or experience. Practice active listening and asking follow-up questions. Take some time to reflect on that conversation:
- What techniques helped you build rapport quickly?
- How might these skills translate to your internship?
- What specific goals could you set for relationship building during your placement?
Goal Setting for Empathy and Social Skills
Consider how that brief conversation you just had revealed insights about relationship building. You likely found that asking thoughtful questions and showing genuine interest helped create a connection quickly. During your internship, this same principle applies, but you’ll have more time to develop these relationships meaningfully.
When writing your learning plan goals, translate these conversation insights into specific professional actions. For example, if you found that asking about someone’s professional journey helped build rapport, you might write: “Schedule three one-to-one conversations with team members in my first month, focusing on understanding their career paths and current roles.” This goal is specific and measurable while building on the skills you just practised.
Similarly, if you discovered that following up on details someone shared helped deepen the connection, consider a goal like: “After each significant project collaboration, arrange a brief coffee chat to reflect on what we learned and discuss future opportunities to work together.” This demonstrates both initiative and relationship-building awareness.
Remember that professional relationship building is an ongoing process. The brief conversation you just had was a starting point. Your internship goals should reflect a gradual deepening of professional connections over time. Consider how you might progress from initial introductions to meaningful professional relationships that could extend beyond your internship period.
When discussing these goals with your supervisor, explain how you plan to balance relationship building with your other responsibilities. This shows maturity in understanding that workplace connections should develop naturally alongside your primary duties, rather than detracting from them.
The Importance of Communication
Communication in professional settings forms the foundation of successful career development and learning plan implementation. Effective workplace communication involves both sharing your own thoughts and ideas clearly, as well as actively listening to and engaging with others. When discussing your learning plans and professional development goals with supervisors and mentors, it’s crucial to articulate your aspirations clearly while remaining open to feedback and guidance.
In Australian workplaces, direct communication is generally preferred, though it should always remain respectful and professional. This means being clear about your learning objectives and development needs, while showing appreciation for the support and opportunities provided. For example, rather than saying “I might like to learn more about project management,” you might say “I would value the opportunity to develop my project management skills through shadowing the team during the next project planning cycle.”
Understanding and adapting to your organisation’s communication channels is equally important. Whether your workplace prefers formal emails, scheduled meetings, or casual check-ins, aligning your communication style with these norms helps ensure your learning and development needs are heard and addressed effectively.
Navigating Australian English in the Workplace
Translation devices and software can serve as valuable tools during your academic journey and early career development. They offer helpful support when encountering unfamiliar terminology or complex concepts. However, it’s essential to understand the distinction between using these tools as occasional aids versus relying on them for basic communication.
Consider this scenario: You’re in a team meeting where colleagues are discussing an urgent safety issue. The conversation moves quickly, with multiple people contributing important information. In this situation, you need to understand and respond immediately. There isn’t time to use translation software. Your ability to comprehend and communicate effectively in English could be crucial for workplace safety and operational efficiency.
If you currently find yourself needing translation support for routine interactions, such as understanding lecture content, participating in tutorial discussions, or communicating with your lecturers, this signals a need to evaluate your readiness for Australian workplace integration. While academic environments often provide additional support and time for language processing, professional settings typically require more immediate and fluent communication.
Professional workplaces in Australia operate primarily in English, with expectations of:
- quick comprehension of verbal instructions and safety protocols
- active participation in team discussions and meetings
- clear communication with colleagues and stakeholders
- understanding of subtle language nuances that affect workplace relationships
- immediate response in emergency situations.
Rather than viewing this as a barrier, consider it an opportunity to strengthen your English language skills before entering the workforce. Many universities offer additional English language support services, conversation practice groups, and professional communication workshops. Engaging with these resources while still studying can help build the language confidence needed for successful workplace integration.
💡Remember
The goal isn’t to eliminate translation tools from your professional toolkit entirely, but rather to develop sufficient English language proficiency so these tools serve as occasional references rather than essential communication aids. This approach helps ensure you can participate fully and safely in Australian workplace environments.
Written Communication
Many international students and professionals come from cultures where formal, hierarchical communication is deeply embedded in professional interactions. For example, in some Asian cultures, it’s common to begin emails with elaborate honorifics and respectful phrases, particularly when writing to someone in a senior position.
Here’s what characterises effective email communication in Australian workplaces:
- Beginning emails: Use “Hi [first name]” for most professional communications. “Dear [first name]” is acceptable for more formal situations or initial contacts.
- Getting to the point: State your purpose in the first sentence or two. Australian professionals appreciate it when you communicate your main message early.
- Maintaining politeness: Use “please” and “thank you” appropriately, but avoid excessive formality or apologetic language. For example, instead of “I am terribly sorry to burden you with this request,” simply write “Could you please…”
- Closing emails: Keep it simple with “Thanks” or “Kind regards” followed by your name. Elaborate sign-offs aren’t necessary.
- Length: Keep emails concise. If your message requires more than a few paragraphs, consider requesting a meeting instead.
Remember that adapting to this communication style might feel uncomfortably informal at first if you’re from a more hierarchical culture. However, embracing this direct approach demonstrates your understanding of Australian workplace culture and your ability to communicate effectively within it.
By the same token, when we’re less confident in our English language skills, it’s natural to try to communicate in the simplest, most straightforward way possible. However, this approach can sometimes come across as abrupt or demanding. Consider this example:
This version is still clear and direct, but includes several important elements that make it more appropriate for Australian workplace communication:
- a greeting that acknowledges the person
- the word “please” to make it a request rather than a demand
- context for why the report is needed
- a thank you to show appreciation
- a signature to close the message professionally.
Even when our vocabulary might be limited, we can use these simple structural elements to maintain professional relationships. Here’s another example:
This balanced approach becomes particularly important in workplace situations where we need ongoing cooperation and support from our colleagues. By taking the time to include these small courtesies, we build better working relationships while still getting our message across clearly.
Activity 4.6: Checking Written Communication
This activity helps you understand how cultural differences can affect written communication and how to adapt your writing style for Australian professional contexts.
Part 1: Email analysis

Read the above email carefully. First, let’s identify elements that don’t align with Australian professional communication norms:
- Consider the subject line: “Formal Request for Special Consideration”
- How does this set the tone for the email?
- Is this level of formality typical in Australian professional settings?
- Examine the greeting: “Dear esteemed Professor Benjamin”
- What assumptions about hierarchy does this reveal?
- How might this make the recipient feel in an Australian context?
- Look at the first paragraph:
- What purpose does the praise of the professor’s research serve?
- Is this level of deference common in Australian academic settings?
- Analyse the request section:
- How many words does it take to make the actual request?
- What language choices make this section feel overly formal or apologetic?
- Consider the closing statements:
- What message does “forever be in your debt” send?
- How might this affect the professional relationship?
Part 2: Rewriting exercise
Now, let’s rewrite this email following Australian professional communication principles. Your email should:
- be clear and direct while maintaining politeness
- respect the recipient’s time
- present relevant information efficiently
- maintain appropriate professional boundaries.
Here’s a structure to follow:
- brief, clear subject line
- professional but approachable greeting
- clear statement of purpose
- relevant supporting information
- specific request
- professional close.
Part 3: Reflection questions
After rewriting the email, consider:
- How does your version differ in length from the original?
- What cultural assumptions did you need to adjust?
- How does your version maintain professionalism while reducing formality?
- How might these changes affect how the request is received?
Part 4: Another analysis

Let’s examine the key elements of the above email that could be improved:
Subject line analysis:
- While “Extension” is direct, how could it be more informative?
- What context is missing that would help the recipient?
Greeting issues:
- Notice the inconsistent capitalisation in “Dear dr archer”.
- How might this greeting affect the recipient’s first impression?
- What does this tell us about attention to detail in professional communications?
Message structure:
- Observe how the email presents information in fragments rather than complete sentences.
- Notice the missing punctuation and inconsistent capitalisation.
- Consider how the final line reads as a demand rather than a request.
Tone and professionalism:
- Examine how “i want extension so tell me new date” might be received.
- Consider what information is missing that would help the recipient make a decision.
- Think about how this could affect the professional relationship.
Now, rewrite this email to achieve these goals:
- provide a clear, informative subject line
- use a proper professional greeting
- give complete context for the situation
- make a polite, specific request
- include all relevant details the recipient needs
- close professionally.
Part 5: Discussion questions
After rewriting both emails, consider:
- How would you feel receiving your versions versus the originals?
- What specific language choices make your versions more professional?
- How does providing context help the recipient assist you better?
- What cultural assumptions about workplace communication did you need to adjust?
Understanding Conversational Dynamics
Australian workplace conversations tend to be remarkably informal and direct, which can initially feel surprising if you’re from a more formal culture. For example, during a team meeting, it’s perfectly normal to hear colleagues speaking casually about project challenges or sharing ideas without elaborate introductions or formal language structures. This informality, however, doesn’t indicate a lack of professionalism; rather, it reflects the egalitarian nature of Australian workplace culture.
Denniston’s (2019) research reveals that formal language is generally reserved for specific contexts, such as delivering presentations or responding to them. In day-to-day interactions, whether you’re chatting with colleagues in the break room or participating in team meetings, the communication style remains conversational and focused on the topic at hand.<
Giving and Receiving Feedback
The Australian approach to feedback has distinct characteristics worth understanding. When offering positive feedback, comments are typically directed personally and specifically. Instead of saying:
“The presentation was good,” an Australian colleague might say:
“Jim, your analysis of the market trends was really insightful.”
This direct, personal approach to positive feedback helps build stronger professional relationships.
Negative feedback, however, follows different rules. Australians generally avoid public criticism of individuals. If there’s a need to address performance issues or concerns, these conversations happen privately, unless there’s a specific meeting designated for group feedback. This approach helps maintain professional dignity and workplace harmony.
The Volume Factor
An interesting finding from Clark’s (1997) research provides encouraging news for non-native English speakers: Australians show remarkable ability to understand non-fluent English, possibly due to their own frequent use of colloquialisms and slang. However, this comes with an important caveat: being audible is crucial. While it might feel more comfortable to speak quietly when you’re uncertain about your English, this can create more communication barriers than occasional language mistakes.
Speaking with adequate volume shows confidence and engagement, even if your English isn’t perfect. Australian colleagues are generally patient with language learners who speak up clearly but may find it frustrating when they have to constantly ask someone to repeat themselves because they’re speaking too softly.
Building Confidence Through Practice
Research from both Denniston et. al. (2019) and Clark (1997) emphasises that practising conversational English during your university years significantly impacts your workplace communication abilities. This suggests that engaging actively in class discussions, group projects, and casual conversations with classmates provides valuable preparation for professional contexts. Each interaction helps build the confidence and skills needed for workplace communication.
Consider these practical strategies for developing your spoken communication skills:
- Participate actively in tutorial discussions, even if you’re not completely confident about your English.
- Join university study groups or conversation clubs where you can practice informal English.
- Record yourself speaking to become aware of your volume level.
- Practice explaining complex ideas in simple terms, a skill valued in Australian workplaces.
- Pay attention to how Australian classmates and teachers phrase their ideas and feedback.
💡Remember
Perfection isn’t the goal: effective communication is. Australian workplaces value clarity and engagement over grammatical perfection. By focusing on being clear and audible, while understanding the cultural norms around formal versus informal communication, you can develop the confidence needed for successful workplace interactions.
Activity 4.7: Professional Communication Development Plan
This activity helps you create a structured plan for improving your workplace communication skills. By identifying specific areas for growth and setting measurable goals, you’ll develop a clearer path toward confident professional communication in Australian workplaces.
Part 1: Self-assessment
Begin by reflecting honestly on your current communication strengths and challenges. Rate your confidence level (1-5) in these areas:
Written communication:
- Think about your ability to:
- write clear, professional emails
- adapt your tone for different workplace situations
- use appropriate greetings and closings
- express requests politely but directly
- respond to workplace messages promptly.
Spoken communication:
- Consider how comfortable you feel:
- speaking up in group meetings
- having casual conversations with colleagues
- explaining technical concepts clearly
- using an appropriate speaking volume
- asking questions when you need clarification.
Part 2: Goal development
Now, let’s create SMART goals for improving your communication skills. SMART goals are:
- Specific: clear and well-defined.
- Measurable: you can track your progress.
- Achievable: realistic within your current situation.
- Relevant: connected to your professional development.
- Time-bound: has a deadline or timeline.
Example:
Instead of writing:
“I want to speak better English,” try:
“Over the next three months, I will participate in at least two class discussions each week, focusing on speaking at a volume where everyone in the room can hear me clearly.”
Write three SMART goals:
- a goal for written communication
- a goal for spoken communication
- a goal for cultural understanding.
Part 3: Action planning
- What specific steps will you take to achieve this goal?
- What resources do you need?
- How will you measure progress?
- What potential obstacles might you face? (Consider your own confidence as an obstacle here as well.)
- How will you overcome these obstacles?
- Who can support you in achieving this goal?
Part 4: Progress tracking
Create a weekly check-in schedule to monitor your progress.
Week 1-4:
- What communication situations did you encounter?
- How did you handle them?
- What worked well?
- What could you improve?
- What adjustments do you need to make to your goals?
Sample Progress Entry:
“This week I sent three professional emails to my tutors. I remembered to use appropriate greetings and keep my messages clear and direct. I noticed I still apologise too much in my writing. Next week, I’ll focus on being more confident in my requests.”
Part 5: Regular review
Schedule monthly reviews of your progress by asking:
- How am I progressing toward each goal?
- What successes have I achieved?
- What challenges am I still facing?
- Do I need to adjust any goals?
- What new goals should I set?
💡Remember
Communication development is an ongoing journey. Small, consistent improvements lead to significant long-term growth in your professional communication abilities.
Key Takeaways
In this chapter, we covered:
- how to develop a comprehensive learning plan that incorporates both technical and interpersonal skill development, using structured documentation systems to track professional growth
- methods for translating broad development goals into specific, measurable objectives that align with workplace opportunities and organisational needs
- techniques for building self-awareness in professional settings, including recognising emotional patterns and developing strategies to manage workplace challenges effectively
- strategies for strengthening self-regulation capabilities through conscious practice and reflection, enabling better management of professional responsibilities and relationships
- the critical importance of developing empathy and social skills in modern workplaces, supported by research showing their impact on career success and professional effectiveness
- approaches to adapting communication styles for Australian workplace cultures, including specific strategies for both written and verbal interactions in professional settings.
References
Carden, J., Jones, R. J., & Passmore, J. (2022). Defining self-awareness in the context of adult development: A systematic literature review. Journal of Management Education, 46(1), 140–177. https://doi.org/10.1177/1052562921990065
Chivers, G. (2007). Professional competence enhancement via postgraduate post‐experience learning and development. Journal of European Industrial Training, 31(8), 639–659. https://doi.org/10.1108/03090590710833688
Clark, J. (1997). Some discriminatory consequences of cultural difference in communication behaviour in the Australian workplace. Australian Journal of Communication, 24(1), 70–81.
Denniston, C., Molloy, E. K., Ting, C. Y., Lin, Q. F., & Rees, C. E. (2019). Healthcare professionals’ perceptions of learning communication in the healthcare workplace: An Australian interview study. BMJ Open, 9(2), Article e025445. https://doi.org/10.1136/bmjopen-2018-025445
Hughes, J. A., Cleven, A. J., Ross, J., Fuentes, D. G., Elbarbry, F., Suzuki, M., Paolera, M. D., Carter, N. S., Stamper, B., Low, P., Malhotra, A., & Faro, S. J. E. (2019). A comprehensive reflective journal-writing framework for pharmacy students to increase self-awareness and develop actionable goals. American Journal of Pharmaceutical Education, 83(3), 312–323. http://doi.org/10.5688/ajpe6554
Ramos-Monge, E., Fox, P., & Garcia-Piquer, A. (2023). Addressing soft skill gaps in the digital employment market: The case of Spanish students in a technology-based university. Education & Training, 65(6/7), 923–938. https://doi.org/10.1108/ET-04-2023-0165
Rozell, E. J., Pettijohn, C. E., & Parker, R. S. (2002). An empirical evaluation of emotional intelligence: The impact on management development. The Journal of Management Development, 21(3), 272–289. https://doi.org/10.1108/02621710210430272
Sutton, A., Williams, H. M., & Allinson, C. W. (2015). A longitudinal, mixed method evaluation of self-awareness training in the workplace. European Journal of Training and Development, 39(7), 610–627. https://doi.org/10.1108/EJTD-04-2015-0031
Wonda, T. A. (2024). Does emotional intelligence have a contribution to employee performance enhancement? Empirical evidence from the public sectors. Cogent Business & Management, 11(1), 1–18. Article 2415525. https://doi.org/10.1080/23311975.2024.2415525
Media Attributions
- A man sitting at a desk talking to a woman © Mina Rad, available under an Unsplash licence
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- An unintentionally rude email requesting an extension © Ben Archer is licensed under a CC BY-NC (Attribution NonCommercial) license