The Barriers To Effective Communications

Published Date: 02 Nov 2017

Range of products and services offered by a health and safety training companies

Risk assessment and Hazard identification

Legal Compliance Auditors Course

Environmental Management Training

Manual record keeping systems

Online safety guidance courses

Occupational health management software

Online risk consulting on websites

Training materials and training courses

Responsiveness to confined spaces

Managing anxiety and aggression/violence

Safety and protective gear in practice

Hazards and risk assessment practice

Health and safety management guidance programs

Work equipments safety guidance and practice

Assessment on the dangers of transportation at the worksite

instruction booklet for physical/manual work training

Delivery methods

These methods can be delivered to different business of all sizes through various ways like,

Through well explained and detailed lectures/oral presentation

Electronically by computer and online web-based training

Through special mechanical devices known as equipment simulators

On-job guidance by tutors at work site

beginner/apprentice training

interactive conversation between  the lecturer and the apprentices on a particular matter/subject

Task 4

Intranets

It is an organizational personal network communication system that utilizes the use of internet technology to ensure effective and efficient communication

Features of Intranets

Usability and accessibility

The intranet’s content management system should be simple with easy-to-understand Navigation, Graphical User Interface and should have a related manuscript, to provide instructions to the user for altering and sharing information making it easy to use

Protection

This application encourages mutual work and shared cultures in offices. Hence, if someone hacks into the application they will obtain imperative data which will have a negative impact on the business; it must be protected.

Flexibility

The software must have the room and elasticity for addition of new components 

Benefits of intranet

Reduces printing and distribution cost

Sharing of information is fast and efficient so time is saved

Increases productivity due to ease of access to information

enhances cooperation

Extranet

It is a private network that allows authorized users to share data with clients from outside through utilization of internet technology and public telecommunication system

Features of extranet

Safety

The data which is shared is personal therefore it should be protected by using encryption technologies and safe communication lines

The use of Internet technologies

Through the use of advanced and developed methods to transfer, share and store information also known as the Internet Protocol

Central Server

All information and private documents can be located at the central server. Authorized users can obtain access this data from any electronic device that has Internet access.

Accessibility

All the data and documents can be accessed by authorized users using web browsers.

A web browser {software} is all that is required by the user to gain full advantage of the extranet application hence this data can be read on any computer without consideration to operating system

Benefits of extranet

there is no need for software installation nor servers to maintain so no professional help is required

easy and fast set up plus operation is also easy to use

easily accessible so users and customers can share information through any web enabled electronic device mostly pc and mobile phones

improved workflow due to ease of access to data and data cannot be lost in mails therefore most of the processes involved become automated hence productivity also increases

Task 5

Barriers to effective communications

Due to the introduction of a new divisional structure some potential barriers to communication might arise.

If an organization is to operate efficiently these barriers to communication must be prevented or else they may have a negative impact on the business

Some of the communication barriers that may arise include:

Physical barriers

Since divisions are made when are business is producing/manufacturing different products and is operating in more than one area physical barriers might arise, information has to be passed between the two people at different locations.

A problem which may arise is if the sender passes the information through different people to reach the recipient, due to this the information might be altered through the chain of people so the information might not reach the way it was intended creating confusions the end result being the receiver doing something not required.

This can be avoided through use of a good communication channel, advanced technology can also be used to overcome this barrier example the receiver and sender can communicate through emails or mobile phones this ensures correct information is sent. Also face to face talk can is a good way to avoid alteration in the information plus asking for feedback in order to ensure the receiver understood the data

Language barriers

Language may also be one of the barriers since the business is operating in more than one area some employees might be recruited in different areas , these employees might not understand the language clearly also they might not understand the accent of the person giving the information.

Sometimes even though the language used is the same but the complexity of the language might affect how the employee understands the message because some words and terminologies might not be understood by the receiver.

This can be avoided by using clear, short and simple language when communicating also by asking the receiver where he might have fail to understand and where does he/she require some explanations.

Psychological barriers

The mental and emotional state of the receiver will influence how he/she comprehend the information given to them.

Due to an unexpected event at work example an employee has messed up a task at work he/she might be stressed, nervous and even angry or due to personal matters the emotional state of the employee might not be good and because of this he/she will not be focused when receiving the information hence it will not be received well because mentally the person is elsewhere.

Being friendly to employees might help cause when the person did not understand the information he/she will not be afraid to confront you and tell you if he had problems so that you can repeat it, also handing out a written document of the information might also help if the employee didn’t understand at the moment he/she can go through the document and get what was required

Attitude of the Receiver

The behavior and personality of some people prevent efficient and effective communication.

Sometimes employees might get into some conflicts with the manager or someone at higher position due to some mistakes that have occur when performing the task assigned to them, the employee sometimes holds a grudge against that person and might not care what he says as a result there is poor communication between them due to the attitude of the employee and sometimes it might be due to poor management.

Lack of motivation also affects the receiver’s attitude towards work .Therefore managers should motivate their staff in order to improve communication in the organization. Receivers should also effective by overcoming their egos and attitude in order to promote and facilitate effective communication

Task 6

Resistance to change

As an organization develops or improves certain processes and materials go through some changes, these changes are done to ensure the organization remains competitive however with every change their must be some resistance to it.

Reasons for employees resistance to change

Job security

As an organizations starts to develop it will tend to use advance technology in order to become more efficient, these machine will perform tasks which was previously done by employees therefore eliminating their function hence the employees resist to prevent their roles from being terminated.

Financial reasons

Due to the introduction of new processes and techniques an employee’s tasks might be reduced hence employees feel threaten feeling their income might be deducted because they are doing less work therefore oppose the changes.

Fear of failing

Changes in the organization causes fear to be induced in the employees, they feel that they may not be able to fulfill their new obligations and responsibilities toward the proposed changes. The feeling that they might not be able to control their responsibilities ,creating stress for the employee thus this uncertainty makes them doubt their future in the company hence oppose the changes.

Insufficient communication

This happens when organization doesn’t inform employees about the changes as they are kept in the dark about the transition hence the employees do not have any contribution on the change therefore they end up resisting it.

Insufficient training

Some organizations do not provide sufficient training for new changes hence employees can’t adapt well to the changes, therefore causing resistance because they know due to lack of training they might be unable to finish their task or even fail to do their task.

Increase in responsibilities

Divisional structure requires the employees to be more of generalists as opposed to the functional structure they were part of where they were experts/specialists. Therefore instead of performing the task which they were experts in tasks which they are talented in doing they will be required to perform more than one task which they might not perform well hence causing rise of resistance to the changes.

These resistances might take the following forms

Redundancy(making no effort to cope with changes)

Intentional misconduct

Low productivity

How to overcome the negative impact of these resistances;

Effective training program-the employees should be well trained to be able to fulfill the requirements of their new roles and be able to complete their tasks effectively and efficiently.

Allowing participation-employees should be involved in the process of implementing change; employees should be allowed to share their ideas and thoughts (opinions) about the changes therefore motivating employees and reducing resistance as the employee feel a sense of contribution to the change.

Effective communication-Providing adequate information about the changes to the employees well before and asking for feedback, ensuring every employee knows the plan for the transition enabling them to prepare for it.

Through these methods the forms of resistance could be handled well hence creating a good working future for the organization.