The Communication Barriers - Assignment Example

Workplace Communication

Question #1

Listening refers to a person's ability to receive a message accurately and interpret it in a communication process. Hence, this is vital in effective communication, and when a person does not listen effectively, it can lead to a misunderstanding of information. There are various obstacles to listening, which must be dealt with to enhance effective communication and prevent a message's distortion. For instance, prejudices, excessive talking, interrupting, and distraction, among other aspects, affect active listening. Hence, this paper is a training handout on obstacles to effective communication.

• A preconceived impression of the speaker

A person may fail to grasp information because they do not believe what the speaker is telling them. In essence, this may be based on a disagreement on a personal level. Having a preconceived notion of the speaker can make a person irrational because the person considers some irrelevant aspects such as the race of the speaker, his/ her appearance, religion, and age (Ozmen et al., 2016). Hence, a person cannot make efforts to listen to the speaker and understanding what they are saying. For example, an individual can also assume that they know what the speaker will say, and close down listening (Muehlhoff, 2016).

(Muehlhoff, 2016)

• Distractions of the listener

Active listening can be affected by different distractions, including auditory, visual, mental, and physical disruptions. A person facing a distraction will only be present physically but are mentally absent (Ozmen et al., 2016). For instance, texting while communicating may receive a message that will make them switch off their attention, thereby missing out on essential information ("Barriers to Effective Listening," n.d.). In this regard, they cannot concentrate on the message being conveyed because their mind is just wandering, and they cannot grasp the information another person is communicating. Distraction can be caused by mobile phones, emotions of individuals like financial matter, breakup, divorce, family problems, and visual distractions like television.

("Barriers to Effective Listening," n.d.)

• Noisy surrounding

Noise also poses a challenge to active listening because it makes it impossible for a person to get the information. As such, this creates frustration for both the listener and the speaker because they cannot process the message, and a person may strain to even listen to a single word. In essence, it distorts and blocks received stimuli, and the people communicating cannot understand the message. Noise is one of the leading barriers to active listening, hence, affecting the communication process as well (Hu, 2017). For example, in a construction environment, people may shout a lot to convey specific information.

• Interruption of the speaker

An interruption is a form of disrespect to the speaker because a person keeps chipping in his/ her presentation. Hence, this affects the ability of a person or people to listen effectively during a meeting or seminar. Interruption can lead to missing out on essential points when communicating. Intrusion can be caused by insecurity or jealousy, challenging a speaker's expertise and knowledge, and attempting to make the speaker fail to convey a particular message. In essence, interruption is done with an ulterior reason, which affects the whole communication process (Hu, 2017). For example, a person can tell the speaker to repeat or clarify a concept to test if he/ she is conversant with the topic.

• The physical state of the listener

The physical state a person is in affects their ability to listen to a message. A person may fail to process or absorb the message, which affects the entire communication process. For instance, a hungry person may be inattentive because the body will be deprived of the necessary nutrients that inhibit the listening process. A person can also be depressed or have anxiety, which makes him/ her weak. A physical state of exhaustion and being tired may also make a person miss out on vital information.

In summation, there are various obstacles to effective communication, which may affect a person's ability to receive a message effectively. For instance, prejudice against the speaker, noisy environment, interruption of the speaker, distraction of the listener, and physical state of the listener is the leading barriers to active listening. In essence, this impacts on the productivity of a person in a firm and the entire organization. It is necessary to avoid the obstacles to effective communication because it may lead to misunderstanding and distortion of vital information.

Question #2

The coronavirus pandemic has affected the people's daily undertakings, thereby forcing them to work from home to curb its spread. Thus, people have been forced to work from home using their cellphones and the internet. As such, these are useful for a person when working from home due to various reasons. For instance, cell phones and internet aids in conducting meetings online. They also help in business continuity, enhance work productivity, enhance the availability of a person, and reduce the time for commuting to work. Thus, this paper aims to discuss ways in which the internet and cell phones are essential when working from home during a pandemic.

• Conducting meetings online

A company can still conduct meetings without spreading the virus because all employees will be in their homes using their mobile phones and the internet to participate in zoom meetings (Li & Nachmias, 2020). As such, a company can still participate in its activities despite a pandemic and people staying at home. For example, a company can pass relevant legislation on salary increment and increased allowances despite the disruption in the normal operations.

• Enhances customer service

Cell phones and the internet also help people access customer services online despite the pandemic affecting people's ability to work from their organization's offices. For instance, banks can still communicate with their customers and provide feedback on matters they have not understood well (Li & Nachmias, 2020). Thus, customer service is still possible even for people who would visit a company for significant clarification.

• Lessen commuting time and promote information flow

Some employees had been facing costly and lengthy commute to their workplace. However, during a pandemic, and they are forced to work from home, they do not have to travel but can still do their work effectively (Li & Nachmias, 2020). Cell phones and the internet have relieved them of the burden of moving to their work even if they are essential workers who only need to report to work during important occasions. For example, a company's CEO may be residing in a place that is a bit far from the workplace, but due to mobile phones and the internet, they do not have to be commuting to the workplace unless an urgent issue comes up. Similarly, people can access information on the pandemic while they are working at home

• Enhances business continuity

Cell phones and the internet have also been useful during a pandemic because they enhance business continuity despite interruption of work. A company can back up information and access this while at home despite the closure of businesses (Javaid et al., 2020). For instance, a law firm can still work on pending cases from home due to cell phone availability and the internet. Similarly, service firms can also interact with their customers despite the absence of the physical presence of employees in the workplace.

In conclusion, cellphones and the internet are useful when working from home during a pandemic due to various reasons. For instance, they aid in conducting meetings online, where each person will be attending a zoom meeting using mobile devices or personal computers at the comfort of their homes. They also enhance business continuity, promotes customer service, and reduce the time of travel. Therefore, the internet and cell phones have helped business continue their operations despite the disruption in the normal activities of employees reporting to the workplace.

• The physical state of the listener

The physical state a person is in affects their ability to listen to a message. A person may fail to process or absorb the message, which affects the entire communication process. For instance, a hungry person may be inattentive because the body will be deprived of the necessary nutrients that inhibit the listening process. A person can also be depressed or have anxiety, which makes him/ her weak. A physical state of exhaustion and being tired may also make a person miss out on vital information.

In summation, there are various obstacles to effective communication, which may affect a person's ability to receive a message effectively. For instance, prejudice against the speaker, noisy environment, interruption of the speaker, distraction of the listener, and physical state of the listener is the leading barriers to active listening. In essence, this impacts on the productivity of a person in a firm and the entire organization. It is necessary to avoid the obstacles to effective communication because it may lead to misunderstanding and distortion of vital information.

Question #2

The coronavirus pandemic has affected the people's daily undertakings, thereby forcing them to work from home to curb its spread. Thus, people have been forced to work from home using their cellphones and the internet. As such, these are useful for a person when working from home due to various reasons. For instance, cell phones and internet aids in conducting meetings online. They also help in business continuity, enhance work productivity, enhance the availability of a person, and reduce the time for commuting to work. Thus, this paper aims to discuss ways in which the internet and cell phones are essential when working from home during a pandemic.

• Conducting meetings online

A company can still conduct meetings without spreading the virus because all employees will be in their homes using their mobile phones and the internet to participate in zoom meetings (Li & Nachmias, 2020). As such, a company can still participate in its activities despite a pandemic and people staying at home. For example, a company can pass relevant legislation on salary increment and increased allowances despite the disruption in the normal operations.

• Enhances customer service

Cell phones and the internet also help people access customer services online despite the pandemic affecting people's ability to work from their organization's offices. For instance, banks can still communicate with their customers and provide feedback on matters they have not understood well (Li & Nachmias, 2020). Thus, customer service is still possible even for people who would visit a company for significant clarification.

• Lessen commuting time and promote information flow

Some employees had been facing costly and lengthy commute to their workplace. However, during a pandemic, and they are forced to work from home, they do not have to travel but can still do their work effectively (Li & Nachmias, 2020). Cell phones and the internet have relieved them of the burden of moving to their work even if they are essential workers who only need to report to work during important occasions. For example, a company's CEO may be residing in a place that is a bit far from the workplace, but due to mobile phones and the internet, they do not have to be commuting to the workplace unless an urgent issue comes up. Similarly, people can access information on the pandemic while they are working at home

• Enhances business continuity

Cell phones and the internet have also been useful during a pandemic because they enhance business continuity despite interruption of work. A company can back up information and access this while at home despite the closure of businesses (Javaid et al., 2020). For instance, a law firm can still work on pending cases from home due to cell phone availability and the internet. Read More