Challenges in Workplace Communication

Challenges in Workplace colloquyAnjeshni1.0 EXECUTIVE SUMMARYThe main purpose of this report writing is to learn out about intercourse and discourse challenges that be side of meatd by contrastive peck in their formulateplace. Our major focuses was on confabulation channel house base in South Auckland. This was made possible by conducting interviews on three different passel running(a) for different companies and doing various inquiry. After completion of this question it was easier to have it off how conversation challenges be faced by people in their workplace and how fuss rout out be solved.To start off on our research a request letter for interview was throw to three different people working for three different business. This was done to find out communicating challenges and strategic that ar faced by people in their workplace. Time and date was set for an interview with them and interview was conducted with a set of questionnaire in simile to discourse challenges at their respective workplace. The three different people that interview was conducted were Mrs Bikashni Prakash, Mr Romit Prakash and Ms Nicky.After the completion of interview thanks giving email were send to each one of them for giving their precious time and related learning regarding communication challenges in their workplace. According to interview the most common communication barricade that was found in workplace were verbiage barriers. As my interview environment was a supermarket and umteen customers that come in supermarket were of different races and not all of them know English. Some of the customers are from India and they speak Punjabi language so it becomes hard mosttimes to communicate with them.The final step was to prepare report based on communication challenges and barriers that are faced at different workplaces with different people. Since communication is a vital part of any business it must be understand tumesce by people a single breakdown in communication great deal lead to a big hassle for a business. It is important for any individual in a business to know how to faced challenges.Table of Contents (Jump to)2.0 INTRODUCTION2.1 COMUNICATION2.1.1 Types of Communication2.1.2 Advantages of Communication2.1.3 Disadvantage of Communication2.1.4 Communication Barriers2.2 impairment OF REFERENCE2.3 OBJECTIVES2.4 METHODOLOGY3.0 FINDINGS3.1 Candidate 1 Background3.1.1 Communication Problems and matter on Workplace3.1.2 Outcomes towards Communication Problems3.2 Candidate 2 Background3.2.1 Communication Problems and Effect on Workplaces3.2.2 Outcomes towards Communication Problem3.3 Candidate 3 Background3.3.1 Communication Problems and Effect on Workplaces3.3.2 Outcomes towards Communication Problem4.0 CONCLUSION5.0 RECOMMENDATIONS6.0 APPENDICES2.0 INTRODUCTION2.1 COMUNICATIONCommunication is transferring development from one place to an some other. Communication is a simple definition but how we communicates become s a lot more complex. Proper communication leads to understanding of a situation. If there is a communication breakdown misunderstanding occurs which leads to problem in a business. The theory of a communication states that communication involves both sender and receiver highly information by dint of communication channel. Communication channel is a modal value in which we communicate. It is important for a business to choose a proper communication channel since it has different strength and different weakness. Communication are always complex and it is a two way process. Communication in a business can be of two type internal and external. Internal communication occurs within a alliance among employees, amid employers, supervisors and workers. External communication happens outside the community it mostly occurs between customer or clients, suppliers, government department e.g. bank, IRD and with other companies and stakeholders. Therefore it is a must to have better understa nding of a communication and its process.2.1.1 Types of CommunicationVerbal communication that is spoken face to face or through recall.Non-verbal communication it is how we present ourselves through body language.Written Communication through letters, emails, internet and media.Visualizations graphics, charts, maps and logo.Five main purpose of communication are to inform, persuade, create goodwill instruct and to inspire.2.1.2 Advantages of CommunicationIt helps people manage and maintain organisational operations. Communication happens in may form and it is different means for different situation. Communication is used to become familiar which leads to friendship. This is good for conjunction since it helps workers to work together by wise(p) each others strength and weakness. But sometimes this cause distraction workers spending time chatting which affects the production.2.1.3 Disadvantage of CommunicationConflict is the main problem by the use of communication employees may disagree and argue with each other and management on a situation. It can cause tension and can affect the production. Conflict happens in a company due to workers demand not met and misunderstanding between and among workers.2.1.4 Communication BarriersCommunication barriers is anything that gets in the way of correct communication between sender and receiver.(Sandra 2006). Barriers are the main cause of communication breakdown. There are different type of communication barriers.Physical Barriers this happens in numerous different forms. It can cause by phone, internet, communication distance and physical objects in the way of a sender and receiver. Other physical barriers which cause communication breakdown can be tiredness which cause difficult in cut back. Hearing, sight and speech problem in any case environment problem that is how when and why we communicate. pretermit of non-verbal information. Technology or medium that is what we used to communicate e.g. phone call or t xt. Technical problem sometimes happen when phone line is not clear or network is down. Grammar, spelling punctuation and sentence structure it distracted attention from message. Also due to privation of visual clues in the telephone conversation when dont know the age or whats the other person state of mind or expression.Emotional barriers this takes place when we are upset, worried or sad and can miss what others are responding. Anger, embarrassment and fear are strong emotion which affects the communication. Often people dont express their emotion because sometimes it makes others uncomfortable. Not expressing emotion is a barrier because it inhibits the development of relationships, trust and open communication. Defensive, negative or overly assertive also affects means we dont pay attention to suggestion for improvement or by breaking others trust and be too self-confident and unwitting of others needs and rights.Language based barriers this is most common. The main factor is not knowing the language. Since New Zealand in a country of multi race different people all over the world lives here and everyone doesnt know others language so it becomes hard to communicate with them. The puzzle out of one language to another some words in some languages look more alike but it has different mean in different language. The way we pronounce words and development idioms i.e. unusual or non-literal meaning we give to words that are in common usages this leads to misunderstanding. Different abilities with language due to education. Tone the way words are said and by apply jargon technical terms.Psychological barriers this happens due to religion, politics and valves what an individual beliefs. Personality is the nature and character of individual and the become. Lack of presumption and feedback that we dont receive and attitude to communication or style e.g. some people are better in speech then writing. sexual urge and Culture major issues in communication. Ge nder is the differences between men and women their listen differently. Men listen for information and know what to do next whereas women listen for feelings and empathise. Women concentrate on relationship while men focuses on tasks. Culture has many influence and impact on communication due to difference in traditions and behaviours the way we met and greet with others. Understanding culture difference is important in business.Technology there are many benefit of technology such as texting on mobile, sending email using PowerPoint for presentation and internet for research but still there are effects of this on communication due to lack of feedback since technology is not available to everyone.2.2 TERMS OF REFERENCEThis assignment was given to us by our Business Communication tutor Mrs Sheetal Singh. This is part of our Business Communication 520 paper. The due date of this project is on Friday week 12.Interview was conducted with three different people working for three different organisation in hunting lodge to find out communication challenges faced by them at their workplaces.2.3 OBJECTIVESThe main objectives of this assignment was to find out communication challenges that is faced by different people at their workplace in New Zealand. During this research it was also found out how communication barriers affect work of an individual and to find out how to vanquish those problem in a workplace.2.4 METHODOLOGYThe method used in completing this assignment is by doing interview of three individual working for different organisation. Also assignment as completed by doing internet and text book research.3.0 FINDINGS3.1 Candidate 1 BackgroundMy first candidate was Mrs Bikashni Prakash. She works for nutrient for slight Supermarket as a Checkout Supervisor located at 64 Atkinson Avenue Otahuhu. For the past nine years she has been employed in this company and has been living in New Zealand for more than eleven years now. She is an Indo Fijian and speaks Fij i Hindi and English. There are roughly 30 employees working for Food for Less and age group of employees are from 20 50 years. Her duties includes managing checkout, doing customer improvement, dealing with customers and suppliers. During her work experience she has faced many problems regarding communication challenges and barriers.3.1.1 Communication Problems and Effect on WorkplaceThe main communication challenges faced by Mrs Bikashni Prakash in her workplaces were language barriers since she is working for a supermarket and many of the customers that comes in a supermarket are Indians from Fiji and India. They are from many different cultures and races. It is sometimes difficult to communicate with these customers because of the language since some Punjabi customers dont know English and their Hindi is quite different from Fiji Hindi.3.1.2 Outcomes towards Communication ProblemsHer problem was solved by one of the provide who is Punjabi she seek help from her understanding w hat the customer was saying. She mostly spend her time with her workmates to know about different language, interact with different people. If she is not sure about something she always ask for feedback from her workmates and by auditory sense properly to what customers are saying.3.2 Candidate 2 BackgroundMr Romit Prakash is a coach of Globex Importers and Exporters which is located at Atkinson Avenue Otahuhu and has been living in New Zealand for more than 15 years. Mr Prakash started his company five years ago. He is an Indo Fijian and his main language is English and Fiji Hindi. There are roughly 15 workers working for him and their age groups are between 20 to 40 years. His responsibility include managing overall company checking all the packing and delivery of items are done properly and on time, dealing with clients and suppliers.3.2.1 Communication Problems and Effect on WorkplacesThe main communication challenges faced by Mr Prakash in his company were sex and culture barriers. People working in his company are from different races who are Indo Fijian and islanders. They have different ethnical behaviour and the way sometimes the workers speak makes it hard for understanding. They tend to speak their own language and not adapt to others. Gender barriers also happen in Globex since both male and female works here. Other barriers that affect operation of Globex are language and technology problem. Since nowadays everything is done by machines but sometimes due to breakdown of machines lead to delay in packing and production. Language barriers also affect his workplace since all his staff are always talk in their mother tongue language affecting others as not all are able to understand. This tend to make other staffs think that they great power be talk against them so discrimination becomes a factor from here amongst the workers.3.2.2 Outcomes towards Communication ProblemHe resolved this communication barriers by letting his staff spending some t ime together during breaks to know about each other culture and language. To overcome gender issues in his workplace he separate different sections of packing room to males and females so that packing was done amongst and no time was wasted. Since male workers were able to lift heavy boxes for loading and offloading whereas females were doing packing, sealing and labelling of products dividing work equallyTo minimise challenges related to technology issues, it was a rule that no mobile phones were to be used during working hours. All mobiles had to be put in locker so that staff can concentrate on their work instead of diverting their mind elsewhere. And another solution he tried to work through was by regularly servicing of machines and having spare ones so that if one breakdowns other one is available and work wouldnt stop.3.3 Candidate 3 BackgroundMs Nicky is a Manager at Super valve which is located at 29 -33 Hall Avenue Otahuhu and has been employed for 6years now. She is fr om India and has been living in New Zealand for almost 15 years. Her responsibility includes managing checkout operations, general running operations of the supermarket, dealing with staffs relation matter, dealing with customers and supplies complaint. They are roughly about 30 staffs working for Super Valve and most of them are Punjabis from India. Few Islanders and Indo Fijian are also working whose age groups range from 20 to 50 years.3.3.1 Communication Problems and Effect on WorkplacesThe main communication problems faced by Ms Nicky at Super valve is culture and language barriers. It is a multi-racial supermarket and it has different races of customers. Some are Islanders, Indians from Fiji and India, Kiwi and Europeans. sometimes aged customers come to shop who are not able to speak English and communication problems arises there. Culture barriers are also happening since workers working are from different races. Technology barriers also occur sometimes as well as emotional barriers this happens when a checkout operator or customer service personal are upset or having some personal problem it directly affected their work in terms of not smiling to customers and talk to them.3.3.2 Outcomes towards Communication ProblemShe tried hard to overcome this problem by letting staff spending sometimes together, socialising to know each other culture and language. Ms Nicky always tried to have back up system available in case of technology or machine breakdown. steering are also affordable so that sometimes if management feels that any workers are in some types of problem, trainings are provide of how to serve customers and be intimate to them. All this relates to having small workshops within the company4.0 CONCLUSIONTo conclude this research communication challenges that are faced by people at their workplace are basically the same. The major communication barriers that people face are language barriers. Other barriers that are found in workplace are culture and gender barriers, technology and physical barriers. Language barriers are the most common barriers in my research with responding with all the candidates facing communication challenges at their workplace. This can happen between co-workers or with customers. Technology barriers takes place since not everyones educated and dont have access to technology or may lack the confidence, experience and knowledge to use them e.g. in most supermarket EFTPOS machine are available but some customers dont have the knowledge as to how to swindle the card or what function to use for which account. Culture and gender barriers this takes place because New Zealand is a multicultural country and everyone should have equal right. It is very much important to understand and respect each other cultures and races. Physical barriers takes place due breakdown of communication channel or not getting sufficient and proper information.The impact of communication channels and barriers on workplace blocks understanding of messages in many different ways which affects both sender and receiver. Aware of barriers can help to avoid communication breakdown and less effect on communication problems. Secondly barriers can cause organisation to business, customers and reputation. Not proper communication can cause communication gaps and bring misunderstanding in an organisation. Lastly, employees should understand each other and their culture which can help to prevent arguments and fights and people using slangs language often can be offensive and can lead to affect others workers in particular workplace and customers.5.0 RECOMMENDATIONSAfter compelling all the information gathered through interviews and research some of the recommendations that can be made to prevent communication barriers at workplace. Most of general communication barriers can be overcome with knowledge, sensitivity by understanding theory and monitoring your behaviour. Instead of using technology for communication in so me case communicate face to face. Socialization of workers with each other should be done to learn about different language and others culture. Try to use body gestures if possible in communication if other parties cant understand your language. By acting ethically, openly and honestly which can bring positive communication. Treating others as you wish to be case-hardened yourself (Sandra etal 2006).By increasing awareness we can help to elimate effects of emotionality. Try to being sensitive to ones mood aware of how that might influence others before communication an important message. By creating an atmosphere where emotions will not come as a barrier and by giving constructive feedbacks. hire attention what others are saying try to listen carefully. Communication should not take place under mental stress and by using permit language which is suitable for recipient.By developing good communications, skills can overcome the communication barriers by understanding the basic of communication skills knowing what communication authentically is. By having courage to say what you think be confident and doing practice to developed advanced communication skills. By engaging your audience by reservation eye contact, gestures and avoid sending mixed message. By using body language beware of what your body is saying and by development effective listening skills. When using verbal always try to speak clearly.6.0 APPENDICES3 Interview Letters3 copies of emails3 questionnaires