Communication is the foundation of everything we do in groups. Without it, people would not accomplish anything more than their own individual desires. For two or more people to perform work together, they must be able to communicate. The better the communication, the more effective and efficient the work will be.
It can best be described as a message from a sender to a receiver. The message must be deciphered and understood by the receiver, otherwise there is no communication between the two. Communication is not limited in its form. Any method that successfully relays a message from one person to another is communication. This includes talking, body language, letters, etc. Understanding the communication process will allow for better communication. It is through the communication process that we can find where our weakness lie and how to improve.
Communication should never be undervalued; it could be considered the most important factor in determining how successful one is in their endeavors. Whether it is business or personal, effective communicators will have immeasurable advantages relative to poor communicators.
Consider our most recent president. Much of his success is due to the fact that he is an excellent communicator. Not simply speaking, but body language, appearance, and savvy are other factors that won the hearts of the people who voted for him. He was able to obtain buy in from the people who heard him speak, despite the fact that many of his characteristics were in question.
In contrast, our previous president had poor ratings partially because he was a poor communicator. His public speaking abilities were certainly nothing to brag about. Time after time he was mocked in the media for his poor ability to convey his thoughts publicly. He often created awkward moments because of his weak communication skills.
Other examples include people who are intelligent and very skilled in their profession, but are poor communicators. They will have difficulty reaching the success they deserve because of their limited communication abilities. This skilled person is less likely to be selected for a job over someone who has less talent but is able to win the heart of the interviewer because of their excellent communication.
Effective communication in business is of immeasurable importance. As stated above, the better the communication, the more effective and efficient the work will be between two or more people. This describes the drive for business throughout the world. Company leaders understand that the level of communication within their company is a good indication of how well it will succeed. Better communication will ultimately lead to greater profits.
The Simple Process
The Communication process has several elements and it cannot exist if one of the elements is missing. It begins with a sender, an entity to send the message. Next is the message the sender would like another entity to receive. The message can be virtually anything; the content is irrelevant in how effective the communication is.
The next component is the receiver of the message or the intended audience. Once again, the characteristics of the receiver are of no importance, as long as one exists. Next is the medium for the message to travel from the sender to the receiver. This particular component deserves a closer look, as it is an important factor in determining how effective the communication is.
The message transmission medium can be the failing link in poor communication. If one desires to send a message to another, they must select the proper method of sending it. One first must choose the form the message will be in. This can be verbally speaking to the other entity, writing a letter, using body language, sending a text message, etc.
Next, the sender must choose the tone of the message. Speaking the same phrase with different tones will send different messages, although the words are the same. This can often be pinpointed as the failure for effective communication. People have a tendency to send the wrong tone with a message, therefore sending the wrong message all together.
This is often seen in written messages, due to the fact that it is very difficult to control the tone of a message using written words. Special care must be taken to send a message with the correct tone, otherwise the efficiency and effectiveness of communication will break down.
Finally, the last step in the communication process model is the feedback from the receiver. This is essentially the confirmation that the intended message was or was not received. Feedback should not be overlooked when striving to improve the communication process. This is the sender’s indication of how effective their method of sending the message was.
If negative feedback is given, the sender must improve the sending method. The receiver has the responsibility to give constructive feedback to the sender. If the receiver fails in this responsibility, communication between the two entities will never improve.
Effective Communication
Achieving effective communication is a primary goal among business leaders and scholars throughout the world. Millions of hours have been devoted to improving communication between peers. While many theories have been developed, there is no simple cure all solution to improving it. As stated earlier, the failures of communication often lie in the chosen method for transmission. In order to choose the proper methods, one must consider the audience who will be receiving the message.
Understanding the receiver of your message is of extreme importance when trying to effectively relay a message. It begins with the simple observation of what language the individual or individuals speak. One cannot understand a message they have received if they are unable to decipher it. While this is basic, it is important. Secondly, it is important to understand the background of the recipient. People of different backgrounds, cultures, ages, genders, and nationalities will interpret messages differently. Your message must match the type of person who will be receiving it.
Obtaining a college education is an excellent way to improve your communication skills. The degree is not really important; it is the work that is put in to obtain the degree that improves ones skills. Nearly any college degree requires one to complete report after report after report. This research and writing reports will increase ones vocabulary and most definitely increase their ability to effectively convey thoughts.
Also, merely paying attention in the classroom while the professor speaks can have a positive effect on your own communication. Listening to other highly educated people will eventually “rub off” and you will begin to speak similar to them. Reading is another excellent way to broaden your speaking abilities, much like listening while in the classroom.
If you are an employer in the United States, then you are subject to the Occupational Safety and Health Administration’s Hazard Communication Standard. As the number 3 most cited hazard for the fiscal year 2011, this is something you might want to get an understanding of and ensure you are in compliance if you are an employer.
The OSHA Hazard Communication Standard (29 CFR 1910.1200) is not a difficult to understand or comply with, most of the work involved is getting the program implemented initially. This article will hopefully give you an understanding of just what exactly is involved in the OSHA Hazcom Standard, a program template, and what is required in a training program.
What is the OSHA Hazard Communication Standard?
The OSHA Hazard Communication Standard is a requirement for all employers to communicate the hazards of all chemicals in the workplace to its employees. The actual regulation from OSHA can be found in the 29 Code of Federal Regulations 1910 section 1200.
The elements of a Hazard Communication Program template include a written program with a list of all hazardous chemicals present, material safety data sheets (MSDS), container labeling, and employee training.
The written program basically gives explanations of how all of the requirements of the Hazard Communication Standard will be met. This also includes a comprehensive list of the chemicals present at the workplace which must be updated at least annually.
Additionally, it should include the employer’s plan to communicate the information in the program to its employees, which also must be completed at least annually. This written program must be maintained in the primary facility and made available upon request to the employees.
Labeling is exactly what its name implies. If you have a container holding a chemical, it must have a label on it that includes the name of the chemical and appropriate hazard warnings such as flammable or corrosive.
Hazard Communication Program Template
A successful Hazard Communication Program Template can be laid out by outlining the four simple elements: a written program, container labeling, MSDS, and employee training.
- To meet the requirements of the standard, you must first have a written program which is described in the paragraphs above. You can wither write one yourself, contract an experienced professional to write one for you, or buy a generic one. Once you have the written program, the only work that is left is to follow what it says.
- Your program must also include labeling which requires more effort than probably anything else in the program. Most chemicals are already labeled when they are brought into the workplace, however, any time an employee takes that chemical and puts it into another container, a label must be placed on that new container. To ensure the employees are doing as they have been trained, it is up to the employer to perform periodic inspections to make sure all containers have the proper label.
- MSDS sheets are also required to comply with the standard. A Material Safety Data Sheet is a document from the chemical manufacturer that contains detailed information on that specific chemical. Information such as first aid measures, physical properties of the chemical, handling procedures, and the manufacturer contact information are all included.This information is usually included with the chemical when it is ordered from the manufacturer, but it can also be acquired from the manufacture with a simple request. Often times, you can find the MSDS on the manufacturers website.
Once you have all of the MSDS, it is a good idea to place them in a 3 ring binder and place them in a break room or somewhere easily accessible to the employees. Once a year it is required that you review the MSDS and ensure it is up to date.
Hazard Communication Training Program
Training is the final element of a successful Hazard Communication Program. At least once a year, the employer is required to train its employees on all of the elements in the hazcom program. This training must include: methods for detecting the release or presence of a hazardous chemical, the physical and health hazards of chemicals in the work area, measures employees can take to protect themselves, and the details of the employer’s hazcom program.
To effectively train employees, it is a best practice to develop a comprehensive presentation that includes all of the elements from the paragraph above and hold a training session once a year. Don’t forget to document the training with an employee sign in sheet and a test given to each employee at the end of the training session. Keep this documentation in a safe place because you will need it when OSHA comes knocking at your door.
If you have an introverted personality and struggle with getting your point across, you might be a good candidate for assertive style communication skills training. However, do not confuse assertive communication with aggressive communication.
Assertive communication is knowing when and how to speak up and get your point across without aggravating others. Assertive communication lies between being too aggressive and being too quiet. This article will discuss what assertive communication is, examples of assertive communication, and some exercises you can do to improve.
What is Assertive Communication?
To understand what the assertive style communication definition is, let’s take a look at the definition of each individual word. Assertive is defined in Merriam-Webster a:s characterized by bold or confident statements and behavior. Of course, communication is information transmitted. Put the two together and you have information transmitted in a bold and confident manner.
Aggression, on the other hand, is defined as: a forceful action or procedure (as an unprovoked attack) especially when intended to dominate or master. Combine this with communication and you have information transmitted in a forceful action intended to dominate or master.
From these two explanations I think it is clear that assertive communication is never intended to be rude or “attack” others. Your intentions should never be to overtake another person’s voice, instead it should be to hold your ground and be firm with your own voice.
Assertive Communication Exercises
People who have issue with being assertive normally have a shy and reserved personality. When they communicate, their number one priority is to never insult or even make it appear they are being rude. This will lead to not being assertive enough and sometimes their thoughts are not effectively communicated.
In order to overcome these obstacles, it is important to step outside of your comfort zone and speak your mind. To do this, you have to understand that people, for the most part, will not be offended by you simply stating what you have to say boldly and with confidence. To put it boldly (no pun intended), you have to say what is on your mind without worrying what others might think.
A great exercise for being more assertive is to practice being direct at all times when you are in public. For example, when you go shopping and you are at the checkout counter, forget about what the clerk thinks about you or what you say. There is no reason to give explanations for what you have to say before you say it. Say exactly what your intentions are and don’t beat around the bush trying not to offend them. If you practice this I think you will be surprised at others receive your message and simply fulfill your request.
Assertive Communication Examples
To help with the exercise above, I want to give an example of someone not being assertive enough in public. Let’s say a couple goes out for dinner one Saturday evening to a popular restaurant, and they failed to make a reservation. Upon arriving in the parking lot they notice it is mostly full and people are waiting to be seated.
When approaching the hostess, one person in the party of two begins to explain that they forgot to make a reservation and they understand that a table might not be available and that there might be a long wait and so no and so forth. Following the long convoluted explanation in the loud restaurant the hostess replies, “You said you have a reservation?” Understanding the situation and that their friend has issues being assertive, the other person in the party simply replies “Do you have an empty table for two?” The hostess immediately tells them they do and to follow.