Download MIDLANDS STATE UNIVERSITY FACULTY OF SCIENCE AND

MIDLANDS STATE UNIVERSITY
FACULTY OF SCIENCE AND TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE AND INFORMATION SYSTEMS
PROGRAMME:
BSC INFORMATION SYSTEMS HONOURS DEGREE
MODULE:
BUSINESS COMMUNICATIION
MODULE CODE:
HCS 109
LECTURER:
Mr. MUSUNGWINI
ASSIGNMENT:
GROUP ASSIGMENT
SURNAME
MACHIMBIRA
CHAMBOKO
MASVANHISE
MAREDZA
MUSARIRI
GOVA
FORENAMES
WILTON
TARIRO K
GERALD
JOSEPH
FARAI
TENDAI
REG. NUMBER
R113221E
R115849M
R113224A
R113265H
R113125M
R115615B
LEVEL
1.1
1.1
1.1
1.1
1.1
1.1
MODE
VISITING
VISITING
VISITING
VISITING
VISITING
VISITING
QUESTION ONE
You have visited a number of organisations, asked people what they think the major barriers to
communication are. What policy decisions would you take to eliminate these barriers?
[25]
QUESTION TWO
You are the public relations manager at your organisation. Your company has decided to
emphasise its commitment to quality by hiring its first Quality Manager, David Gumbo. You
have been asked to write a short portrait of Mr. Gumbo for the company newsletter.
Task
Write the portrait of Mr. David Gumbo.
[15]
Communication is a process by which you convey your message to someone or a group of people. And if
the message is conveyed clearly and unambiguously, then it is known as effective communication.
“Communication is thus a process by which meaning is assigned and conveyed in an attempt to create
shared understanding. This process, which requires a vast repertoire of skills in interpersonal processing,
listening, observing, speaking, questioning, analyzing, gestures, and evaluating enables collaboration
and cooperation” (Barnlund 2008).In effective communication, the message you had send would reach
the receiver with very little distortion. However, a communication becomes successful only if the
receiver understands what the sender is trying to convey with less or no barriers.
An effective communication barrier is one of the problems faced by many organizations. Many social
psychologists opine that there is 50% to 70% loss of meaning while conveying the messages from a
sender to a receiver (Ellingboe 1998). Barriers of effective communication in an organization are
chronicled below.
Inability to converse in a language that is known by both the sender and receiver is the greatest barrier
to effective communication. When a person uses inappropriate words while conversing or writing, it
could lead to misunderstanding between the sender and a receiver. It is imperative that the speaker
understands the grammar of a language, as well as how elements of language are socially situated in
order to reach communicative competence ( Rymes 2008).
Lack of Subject Knowledge - If a person who sends a message lacks subject knowledge then he may not
be able to convey his message clearly. The receiver could misunderstand his message, and this could
lead to a barrier to effective communication.
One of the major barriers of communication in a workplace is the physical barrier. Physical barriers in an
organization include large working areas that are physically separated from others. Other distractions
that could cause a physical barrier in an organization are the environment, background noise.
Emotions could be a barrier to communication if you are engrossed in your emotions for some reason.
In such cases, you tend to have trouble listening to others or understanding the message conveyed to
you. A few of the emotional interferences include hostility, anger, resentfulness and fear.
Stress is one of the major communication barriers faced by employees in most of the organizations.
When a person is under immense stress, he may find it difficult to understand the message, leading to
communication distortion. At the time of stress, our psychological frame of mind depends on our
beliefs, experiences, goals and values. Thus, we fail to realize the essence of communication.
The above-mentioned barriers to effective communication are considered as filters of communications.
For proper communication to be carried out, the communication policy of an organization must be
created and followed by all members of management - junior and senior. Furthermore, there must be
environment of open communication built upon honesty, trust and confidence. Specifically, these steps
may be followed to improve communication within an organization.
Communication is a two-way process. There is a sender and a receiver. There must be feedback given
from receiver to sender, and vice-versa. This may reduce chances of modification and altering of
information, and creating unnecessary communication gaps and misunderstanding.
There must be an environment of open and frequent communication. Authority must be decentralized
and distributed throughout the network. There should be frequent meetings, seminars, conferences,
etc., and feedback must be received continuously and analyzed.
Promote interactive approach. Organizational decisions must be made interactively. Members of all
levels of an organization must make decisions together. Continuous participation may reduce
unnecessary communication barriers.
Comprehensible Language. Since it is always good to make decisions by involving members of all levels
of an organization, it becomes necessary to use appropriate language that all members find easy to
understand. It is imperative that everyone in the meeting understands what is going on.
Overcoming language barriers in communication
As business becomes more global, we have more opportunities to speak to an ever-wider range of
nationalities and people. Increasingly, the world is using English, and this appears to give us, as native
speakers, great advantages. However, communication between people of different cultural backgrounds
involves much more than them overcoming the language barrier by speaking our language!
To effectively communicate across cultures, the first thing is to identify how our use of English can cause
intercultural misunderstandings by creating a language barrier in communication. Language differences
are hugely significant. Language isn't just how people speak - it is who they are. Knowing the language
gives you an insight into the people. When you learn the language of another people, you notice
differences in structure, vocabulary and shades of meaning, and that helps you to
understand their outlook. I can't teach you another language but I can help you transform your English
into an international language, by helping you understand the deeper meanings of ‘their' English.
In order to overcome them, you need to first see them clearly and objectively; this skill can be learned.
Secondly, you must understand how you are being perceived by counterparts from other cultures; this is
a challenge of self-awareness. Finally, you need to use effective cross-cultural communications, which
means developing skills such as communicating in English with non-native English speakers, using
language, gestures and body language understood across cultures.
Credibility to communication. Instructions given during communications must be followed by the
respective members. For example, instructions given out by senior members to mid-level members
must be followed by mid-level members. Needless to say, instructions given out by mid-level members
to lower-level employees must be followed by lower-level employees. All this must be done with
honesty and confidence.
Better listening skills. Good speaking also involves good listening - listening to feed back. An instructor
must keep an open mind for questions. Listeners must be willing to openly speak their minds to the
speaker, hence, making communication a two-way process. Use an effective medium of
communication. It becomes imperative that communication be carried out through the right medium.
This may involve the right time, location, and to the right listeners.
Privacy Policy
Privacy policy is very important to many organisations. Accordingly, it should be developed to cater for
how organisations collect, use, communicate and disclose and make use of personal information. Before
or at the time of collecting personal information, try to identify the purposes for which information is
being collected. Collect and use of personal information solely with the objective of fulfilling those
purposes specified by us and for other compatible purposes, unless we obtain the consent of the
individual concerned or as required by law. Retain personal information as long as necessary for the
fulfillment of those purposes. Collect personal information by lawful and fair means and, where
appropriate, with the knowledge or consent of the individual concerned. Personal data should be
relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes,
should be accurate, complete, and up-to-date. Protect personal information by reasonable security
safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
Make readily available to customers information about our policies and practices relating to the
management of personal information.
The privacy of visitors is of extreme importance also. This privacy policy document outlines the types of
personal information is received and collected by Communication.
Barriers and how it is used. When your message is not clearly understood you should understand that
you are facing a barrier to communication. Barriers to effective communication could cause roadblocks
in your professional and personal life and it could be one of the major hurdles in achieving your
professional goals.
Quality Manager Mr. David Gumbo
Quality Control Manager Mr. D Gumbo is joining Haptics Cooperation. He is going to ensure the
safety and quality of our products and services. His responsibility is to build a framework of
quality systems and procedures.
His Job Description will include the following:
Manages, plans, coordinates, and directs quality control program designed to ensure
continuous production/service consistent with established standards. Manages the
development and analysis of statistical data and specifications to determine present standards
and establish proposed quality and reliability expectancy.
This is typically the second level of supervision and as a Quality will report to the General
Manager.
Formulates and maintains quality control objectives, and coordinates objectives with
production procedures in cooperation with other managers to maximize quality and reliability
and to minimize costs. Manages, through intermediate personnel, workers engaged in activities
to ensure continuous control over materials, facilities, services, and products.
Develops and implements methods and procedures for monitoring work activities, such as
preparation of records of expenditures, progress reports, etc., in order to inform management
of current status or work activities. Plans, promotes, and organizes training activities related to
quality and reliability. Analyzes and resolves work problems, or assists employees in solving
work problems.
May recruit, hire, train staff, evaluate employee performance, and recommend or initiate
promotions, transfers, and disciplinary action. Interprets company policy to employees and
enforces company policy and practices. May investigate customer complaints regarding quality
and make appropriate adjustments.
Mr. Gumbo is going to assist our organisation in the following areas.
o
o
o
o
o
o
o
o
o
ISO and Mil-Q Quality Systems
Inspection: Detail, Fabrication, Assembly and Test, Tooling and Shipping/Receiving
Quality Engineering/Corrective Action
Six Sigma/Process Quality
Procurement/Supplier Quality
Quality Planning
Cost of Quality (Non-quality)
Excellent written and verbal communication skills
Proficient in the use of analytical and investigative tools
Mr. Gumbo has immense talent and is man of no mean achievement having been:
Manager with 10 years experience in production, supervision and quality control. Skilled in
counseling customers on quality issues, establishing quality standards and solving qualityrelated problems. Capable of managing product conference from raw material to final
inspection. Received numerous letters of recommendation, and appreciation from customers,
and management.
Experience: Has been with Gigatech Systems,from 2007 to 2010
Supervised four systems development projects , one in Retail Management which has since
been recommended by a marketing team in Switzerland, the current Banking System of Finbank
limited, Mining Statistics Sytems for Chiadzwa Conglomarate and Social Networking Platform
for mobile phone users. Handled internal and supplier audits and implementation of SPC.
Raised quality rating with major customer from 60% to 100% in two years; no rejections in
three years; resulted in Certified Supplier status and no-inspection status for goods shipped to
customer from production plant.
Inspection Supervisor: Prosperity Zimbabwe Inc, form 2003 to 2007
Wrote new quality manual, which established product specifications and standards necessary
to meet customer requirements.
He boost experience in Technical knowledge: Fluent in basic operating systems, Visual C++,
VB.NET, Ci , Internet savvy
Education and Certification
He is a holder of M B A (Production Management) from Harvard (2004) and a
Bachelors in Business administration, Chinhoyi University, 1999, B Com Msu(Zimbabwe)2004,
Certified Quality Controller, ISO Certificate Course Centre, Brooklyn, and a certificate in
Business Management from Masvingo Commerce Collage,1998.
Mr. Gumbo has been privileged to have attended the Launch of Young Business
Entrepreneurship Launch as Chief Guest on the backdrop of his achievements in business and
Selection in all Zimbabwean team of regulating business ethics for organizational behavior all
2009
Mr. Gumbo is joining the organisation with strong recommendation from Group Chief
Executives of Gigatech Systems, Prosperity Zimbabwe and G- Gold South Africa all of which are
institutions which he has left legendary mark. His ability to work under diversity settings means
he is a man who is going to bring in much needed dimension in our operations.
References
Barnlund, D. C. (2008). A transactional model of communication. In. C. D. Mortensen (Eds.),
Communication theory (2nd ed., pp47-57). New Brunswick, New Jersey: Transaction.
Ellingboe, B.J. (1998). Divisional strategies to internationalize a campus portrait: Results, resistance, and
recommendations from a case study at a U.S. university, in Mestenhauser, J.A. and Elllingboe, B.J (eds.),
Reforming the Higher Education Curriculum: Internationalizing the Campus. Phoenix, AZ: American
Council on Education and Oryx Press, 199.
Rymes, (2008). Language Socialization and the Linguistic Anthropology of Education. Encyclopedia of
Language and Education, 2(8, Springer), 1.