Workplace

“Workplace is a platform where people are gathered in order to perform their duties against some remuneration.”

A market may be a workplaceA factory may be a workplaceAn industry may be a workplaceAn educational institution may be the workplaceMore specifically,“An organization is mostly considered as the workplace.”

Workplace communicationWork place communication is the process of exchanging information both verbal and non-verbal, within organization.Organization could be made up of employees from different parts of the society. In order to untie the efforts of the people communication is crucial.    Effective communication ensures that the organizational objectives are achieved,FactorsFollowing are the factors affecting workplace communication:

1-Methods of communication:Different people absorb information in different ways to make sure that the information conveyed is understood by all the method used for communication needs to be simpler and clear. While presenting vital information using pictures will make it easy.

2-Preferring two way communication:Preferring two way communications is considered best for communicating. Adequate importance can be given for discussion, questions and clarifications.

3-ContentThe content of the information plays a major role in workplace, communication the level of detail must be according to the grasping capacity of the audience. Giving too little detail won’t make people involved and too much detail will make them bored.Use of jargons while communicating is not considered good for effective workplace communication.

4-SkillsGetting the message across efficiently depends on the skills of the communicator such asPresenting skillsGroup facilitation skillsWritten communication skills

It also depends upon the capacity of the employees to understand the information. This requires providing the employees some basic financial literacy, like,Financial statementsSaleProfitability etc..

Possible types of communication in workplace Formal (Planned written communication) Informal (Casual Communication Mostly oral) Upward (From sub-ordinate to officer) Downward (From Officer to sub-ordinate) Horizontal (Among employees having same status)

Tools for communication in workplace Letters (For one workplace to another workplace) Memos (Within the same workplace) Intranet (Network for sharing information) E-mails (For instant and written communication) Telephone (For instant and oral communication) Videoconferencing (For group communication) Reports (For documenting information sharing) Forum board (For sharing information at centralized location) Suggestion box (For improvement and development) Follow me phone service (Callers use only one number to reach the person anywhere)

Characteristics of effective communication  in workplace.Effective communication help your organization run smoothly and it can also improve your bottom line. Customer return for your business. Professionalism, while employees work with greater efficiency in addition effective communication  is no-cort way of improving your employee.

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There are some characteristics of effective communication in workplace which are being described.      Increase ProductivityWhen your employees have the information they need to do their jobs well, they can do their jobs faster, your employee won’t misinterpret important details because the detail are clearly provided. They approach task more assuredly, knowing the step to successful. Completion effective communication is minimize the time wasting, Misunderstanding It help your employee what is expected of them.

Improve IdentificationEmployee who related to your company work defines your organization effective communication strategies build a sense of identification your employee and business.Employee who identify with an organization’s values and goals are loyal and hard working because you have engaged them in your company mission. Your employee promote your company product and services with enthusiasm

Increase employee satisfactionEffective communication foster pleasant relationship in your workplace which promote a positive business environment employee.  Who are communicating well with one another feel more joy at work. When your employee brings a concern to a supervisor is lasting and response effective communication breaks down barriers as communication problem based on culture personality and experience overcome. In this way your workplace embraces the diversity of employee and make them gel welcome.

Increase customer satisfactionWhen communication effective at your workplace customer have more experience doing business with your company co-worker communicate professionally in front of your customer they know where to keep customers files and who will be handling them they know how to great customer and make them feel important.

Complete informationFor effective communication in workplace the message must consist of complete information . Complete information is required to make communication effective. E.g. if the employer us not giving the complete information to make a product then definitely there will be flaws come out from the employee about the product.

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Practical MessageThe major quality of business communications practical message.  an effective businesses communication contains practical message rather than personal and usual message.

ConcisenessThe greatest quality of business communication is conciseness. A great business messages must be as brief as possible. But it should contain all of the information which is needed by the receivers.

UnderstandabilityOne of the most important things for effective communication is the understandable messages for the receivers or audience. This point is very important for getting the favorable feedback.

PersuasivenessPersuasiveness is also an important and main feature of business communication. Sender should convince the others in order to accept the suggestions and recommendations. Because these are in the favor of them.

Courtesy and politenessCourtesy and politeness are used in business communication in workplace to make the message favorable and attractive for others. These are also considered as the important features of effective communication in workplace.

Familiar words and termsAt the time of communicating in the workplace, familiar and usual words should be used for the sake of delivering the exact meanings of the message.

Focus on the other’s interestFor attracting and convincing the audience or customers, their interest must be keep in view. Because people give importance to their own interests and benefits.

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Hierarchical network of communication at workplace.

   Elaboration of diagram This diagram is starting from president The communication flows from president to vice presidents of finance,

marketing, research and development and vice president of production. The flow of communication between president and vice presidents is the

example of downward as well as upward communication. The flow of communication between vice presidents is the example of

horizontal communication. Further communication flows from vice president of finance to accounting

manager, from vice president of marketing to director of sales and advertising and promotion, from vice president of production to plant manager.

Further communication flows from director of sales to industrial sales manager and  retail sales manager, from director of advertising and promotion to e-commerce manager and advertising manager, from plant manager to three supervisors

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The communication flows within this network with the help of tools of communication (letter, e-mail, fax, video conferencing, telephone etc…)

This communication must be in a formal way.  

Every workplace includes a range of communication activities such as gathering recording and conveying simple routine information; giving and following simple and routine instruction; and participating in small informal work-groups. In each of these activities it is important to communicate well, are likely to work cooperatively and more efficiently.Clear workplace instructions explain the objectives, provide background information and describe the intended outcome. Then it is up to the person receiving the instruction to decide how, when and where to reach this outcome.

Give Clear instructionsWhen instructions are unclear, people cannot accomplish their workplace activities to the standard required. Ti do the job well, people need to understand how to do it and the reasons for doing it1. When giving instructions at work, follow these simple guidelines.2. Determine what has to be accomplished-the intended outcome.3. Give the reasons for doing the job.4. Follow the steps of the task in the order given.5. Use verbs (action words) rather than abstract words, and start with a verb.6. Use words appropriate to the receivers level of understanding.7. Use familiar and simple words.8. Indicate clearly each step of the task, in sequence.9. Demonstrate the skills required by the task if it involve machinery or equip. 10. Encourage questions.11. Ensure that your timing is appropriate. The instructor must explain precisely each step of the task, and the receiver must fully understand and follow the instructions, so a systematic approach to instruction is necessary.

A STRUCTURED APPROACHOnce you have determined what needs to be accomplished, group the instructions into introduction, body and conclusion. The introduction gives the purpose of the job. Emphasis, any dangers and highlights any safety measures that must be taken.In the body of the instructions, outline the whole task and describe each step of the procedure slowly and clearly. Whenever it is possible for the other person to perform

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the step immediately, demonstrate how to do it first and then let them practice and ask questions.

Follow a sequencePrepare the instructions in sequence, in any of the following three ways:Move from the simple to the complex.Move from the familiar to the unfamiliar.Follow the required order of tasks.

Good TimingWhen you give instructions, ensure that the timing is right and the communication climate is positive so that the people receiving them have enough time to: Listen and understand fully Say what they think and feel Ask questions Show that they are willing and able to follow the instructions.

Instructions given in a thoughtful, appropriate and controlled manner at the appropriate time are more easily understood, and people are more likely to do the job well.E.g. If the employee have a death of his relative employer is forcing him to do the work then it will create aggression and miscommunication.

Use a variety of methodsWorkplace instructions that use a variety of communication methods are easier to remember. Sometimes you can simply give verbal instructions and demonstrate the task. On other occasions your spoken directions may need support from written instruction. and graphics. Once people understand what to do, you want them to be able to carry out and complete the task. Written instructions and graphics are a handy reference.

Advantages gained by using visual materials The visuals (sometimes also called ‘graphics’) supporting instructions should convey their message without words. Symbols do this very efficiently and figure shows four symbols that mean the same thing anywhere in the world, regardless of what language is spoken.

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Visuals create interest and add clarity to instructions. They also reinforce the main points and show the total picture. The visuals accompanying instruction must show an accurate picture of what has to be done. Their purpose is to explain, simplify and/or emphasis the main relationship.

When you receive instructions in the workplace, be willing to ask questions and to share ideas and information’s. You want to be able to follow direction successfully because you are working with others towards a common goal.In a workplace instructions are given by the employers to the employees for so many purposes.

Strategies to follow instructionsThe strategies to help you follow instructions are followingsListen carefullyThe main thing about following instructions is listening. Without listening you may not able to understand the meaning of the person who is communicating.Concentrate on the instruction and avoid thinking anything else.Concentration is very important thing. Just focus on those instructions that are given to you.Avoid Jumping to conclusionIt means don’t be quick to find out the conclusion about the communicationAsk questions about what standards must be reachedAs we know that for better and useful communication questioning is needed. If there is any problem ask questions. Questions may be about the standard which is sat as target.Double check any safety issue:Safety issues are the problems for the organizations and workplaces. That must be check out.Ask for help if you cannot follow the instructionsSometimes there are some issues for employees and they don’t able to follow instruction. If may be due to personal problem or due to any other reason. So ask/help in such case because it will help you to follow instructions.Ask general questions General questions may be also being asked for the purpose of better result. One can share his thoughts regarding the better communication.

Questioning skills When receiving instructions your questions should be: Brief and clear

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Focused on the work task General when you want to overview Specific when you want to understand particular facts or ideas. Rephrased, when the instructor does not understand your questions. Open, when you want more information and an idea of the instructors understanding. Closed when you want a specific answer.

Questions like these would help you think about and evaluate all the facts and tasks involved. As instructions are given and received, issues should be dealt with assertively and cooperatively people who listen carefully and ask questions are able to achieve the intended outcomes

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Give feedback

Ask questions

Use surveys to find out if

instructions are followed Present

sketches/plans

Include instruction in procedures

manual

Hang up posters

Give oral instructions one-to-one

Conduct small group

oral briefings

Workplace instructions

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Presenting oral report

Report              “A report is a standard form of business communication that combines qualitative and quantitative information in a logical form. Report presents information-based viewsOral communication is a process of verbally transmitting information and ideas from one individual or group to another. It is also the process of expressing information’s and ideas by word of mouth.”ExplanationOral communication is more personal and less formal. If time is limited and business matters require quick resolution, it may be best to have face to face conversation or telephone conversation. There is also more flexibility in oral communication. You can discuss different aspects of issue and make decisions more quickly than you can in writing.                          Oral communication should comprise of followings;

Title transparency Introduction Materials and Methods Discussion Conclusion

The speaker’s attitude should be professional. It is important to be pen to the question, suggestions, and comments from the audience.An oral report should have clear, logical structure and sequence. The report purpose should be identified first and supported with accurate and objective information. Simple and direct language helps the receiver to understand it.

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Plan your oral presentation by deciding what purpose is and omit irrelevant things. That words should use which are familiar and easy to understand.

Oral communication can be Formal Informal

Examples of FORMAL: Face to face conversation Telephone conversation Discussion that take place in meetingExamples of INFORMAL: Presentation at business meeting Classroom lectures Commencement speech on graduation ceremony

With advances in technology more forms of oral communication are continue to develop. Like,

Video phones and video conference(Combine audio video so that workers can see and speech with each other in distant) Pod casts(Audio clips that you can access on the internet) Voice over internet protocol (VOIP)(It allows communicating and avoiding telephone charges)SKYPE is an example of VOIP.Conclusion

Finally oral communication means to share the ideas with each other in simple language that is used on job so that receiver can easily understand the main purpose of oral report. Oral communication helps to remove the misunderstanding and also is a great way to promote employee morale, and maintain energy and enthusiasm within a team………

Challenges of communication in workplace

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Misinterpretations and AssumptionsCommunication is open to interpretation and is sometimes interpreted incorrectly. People often make assumptions based on the information they hear or read whether or not they hear or read it correctly. Nonverbal cues also lead people to make assumptions that can impede communication. For example, an employee who avoids eye contact may cause others to assume she is hiding something when she may simply feel inferior or shy.

Poor Listening SkillsSharing information is only part of the communication process. Strong listening skills are essential to effectively communicating and understanding the message being shared. Employees who fail to listen or who don't know how to actively listen to their colleagues are likely to miss information or not know what is going on.

PrivacyVery little communication is actually private, especially in a workplace environment. Verbal communication is easily overhead by others in the office. Email messages and instant messaging on the computer are susceptible to hacking. Other employees may read over your shoulder and see confidential communications. Leaked confidential information creates a liability issue and may hurt business.

AttitudeNegative attitudes interfere with the communication process in the workplace. In some cases, two employees may dislike one another or distrust each other, creating a wall between the two when they try to communicate. Other employees simply take an indifferent

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attitude toward work in general, causing them to not care about what is said during normal workplace communication.

Mixing Work and Personal CommunicationsSome employees tend to mix personal lives into the workplace communications. Personal communications detract from the professionalism in the office, which sometimes leads to gossip in the workplace, leading to decreased morale or even accusations of harassment.

Lack of Ground Rules in Communication

If you currently don’t have any communication standards in your workplace, then there is no consistency with when and how employees communicate with one another. Emails, meetings, office memos, and instructions given to one another might not be clear enough, or it might be misunderstood by people from other departments.

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