As humans, it is normal for us to make mistakes. We are not perfect. It is part of our human nature that sometimes we commit some error in some…continue reading
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What is a communication problem statement?
A communication problem statement pertains to the report to be submitted to facilitators or supervisors regarding a problem happening within the communication between members or employees in a certain company. These problems may be regarding technology, or the kind of software being used by employees to communicate with each other or with their clients. These may also pertain to real life communication problems wherein workers are having a hard time conversing with each other. This is a very big problem since relaying information may be one of the most integral parts in keeping a business or a job in general afloat. With that being said, the problem statement needs to be accurate and precise, as this is the basing ground of the kind of response the company you are in will be giving as a solution. Just like research, you also need to check up a few parts regarding the problem in order to be able to make a solid conclusion. For this, you may work with a skilled technician for you to be able to have accurate and detailed explanations of the observation at hand.
Top Communication Problems in the Workplace
Before we can be able to address the communication issues occurring, and even to the extent of writing a problem statement regarding those, we have to be wary of the common communication problems that actually happen in the workplace. Identifying the top communication problems allows you to be more preemptive about them, and be able to create solutions, or mitigating factors that could lessen the likelihood of these problems even accruing in the first place. With that, here are the top communication problems in the workplace.
How to Write a Communication Problem Statement
Now that we know of the common communication problems that occur within the workplace, it is high time for us to get back to the target of the article, which is the communication problem statement. The problem statement itself is important, because it allows you to elaborate on a single issue that thoroughly needs to be addressed. The problem statement is a formal document that records your specific target issue, and is something to be submitted to the direct superior in the department in order for the problem to be given a response to, or some form of resolution. Unaddressed problems can cause further tensions and misunderstandings in the long run, and could really harm the performance of the employees, and even harm the social relations that they have. With that being said, here is how you can write a communication problem statement.
Step 1: Problem Description
The first section of a problem statement would be the problem description. This should provide a vivid picture of the happenstance that occurred in the workplace which caused the issue. A walk through regarding the event is something that should be provided in the problem statement in order for those who are assigned to create resolutions to know the extent of the problem, as well as the necessary parts they are to address. This is something that can only be done if they know the important details of the problem.
Step 2: Communication Policy
After mentioning the problem description, the communication policy you have in your company has to be mentioned, specifically the one that has been compromised because of the issue. For technical issues, you may also mention the policy you have for that which tackles the appropriate response in the instance of such event happening. Mentioning the communication policy can help supervisors or HR’s to figure out what to do about the issue.
Step 3: Quality Assurance
This step is mostly only required for those issues regarding technical problems. Quality assurance is something that should be mentioned at the bottom part in order to uphold the establishment’s promise to deliver and employ quality products and devices. This further makes sure that the problem at hand is responded to fast and well.
Step 4: Signatory
The last step is for the problem statement to have a signatory. The one whose signature has to be affixed is the one assigned to craft the problem statement in the first place in order to confirm their identity. This is also so that your superiors could know who to reach out to when they have questions regarding the report you have submitted. Conclusively, your signatory also seals the problem statement and makes it more legitimate since the person submitting it can be seen in the bottom part of the document along with their signature.
How can communication be improved with employees?
Communication within employees can be improved when the company itself values the social interaction between its constituents. One thing that can be done to improve communication is to make sure that the people around know each other and have an extent of trust and respect for each other. Perhaps the company can have team building programs in order to improve the relationship of their employees, and even make sure that problems within the workplace are ultimately addressed in order for them not to proliferate. It is always important for conflicts to have a mediator to help solve the crisis.
Why does communication fail in the workplace?
This usually happens when the workload becomes so overwhelming that employees are now having a hard time getting their messages across to their fellow employees, and even express themselves properly since information overload can ultimately lead to emotional distress. This harms the employee psychologically since they may be suppressing their emotions, or perhaps are having a hard time in getting them out, which is why it is important for companies to make sure that their employees are getting enough breaks, and are practicing self-expression in order for things to not build up internally, leading to more detriments in the long run.
Why is submitting a communication problem statement important?
Submitting a communication problem statement is important by virtue of it being the basis of the kind of response that superiors are going to employ in order to solve the problem at hand. It also allows the company to keep record of the events that happen within the workplace which may important and can be used in the future, or become precedents of other solutions which they may have to come up with for other issues of similar nature as well. Conclusively, the problem statement is just really important since it shows the extent of the issue, making sure that the resolution will perfectly tailor-fit the problem as well.
Communication is a very important thing, and is even something that holds anyone in a certain area together. This constitutes understanding and patience, however, this is not something that a lot of people could necessarily put their attention to considering the amount of things that they may need to accomplish, or because of the responsibilities that they need to adhere to which may become overwhelming. This is why proper orientation, making sure that employees have a good relationship with each other, and that all employees are comfortable are all very important. It truly is the company’s responsibility to make sure that the workplace is a safe space for everyone.