Q1. Identify different channels of communications used by VIACK.

Which according to you is

the most effective channel and why?

Answer:
Communication Channels:
Communication channels are the ways through which people communicate with each other.
Every channel needs some requirements for communication between different peoples. The
communication channels used by VIACK for collaborating and meeting with colleges, clients,
and other organization employees are as followings:

 Electronic Communication
 Face to Face Communication

Electronic Communication Channel:

The communication channel that is used by the VIACK is the company own software for online
collaboration with the different employees, and clients within the organization. They use
webcam and headset for effective communication through different locations like video and
audio call communication.
Another way to communicate with the different peoples of the organization is the instant
messaging, means they chat with each other through internet. It is the real time text
transformation form one person to another using computer or mobile or any other electronic
devices used by them. The messages are appeared immediately on the screens of both the
sender and receiver.
Both types that are discuss here are used for one-by-one, group or mass communication. In this type
of communication peoples first make a profile on those collaboration tools to communicate with others.
They can send and receive documents, images, any other digital material.

This channel also has some befits and drawbacks here:

 As this software is allow only 14 peoples on the screen to communicate with each other but if
more then 14 peoples are required so here the problem is arisen.
 Due to online communication there may be a problem arises in the network or devices.
 This communication is fast, cost-effective, reliable, and do not need to personally visit that
person.
Face-to-Face Communication:
Face-to-Face Communication is the type of non-verbal communication in which people are
personally involve, and physically exist at the time of communication with other people.
This way of communication is the best way to deliver or receive information, make a discussion,
take suggestion, ask questions, and discuss problems with other employees, management and
higher authorities.
However, VIACK has openness in the attitude of the top management, and they communicate
face-to-face with the employees especially in the challenges, and hard time management
cooperate with employees at a great deal. In this way a great environment is established,
employees freely give opinions, and take suggestions from others. It makes the organization
valuable to the employees. It increases the mutual understanding of the employees and with
the organization management.
This type of communication has following positive and negative impacts,
Positive Points:

 This type of communication produces effective and efficient results.

 People do not need to become formal.
 People can also use gestures and facial expression for better understanding.
 It is a direct communication way.
 It provides fast feedback.
 The best use of it in interviews.
Negative Points:

 In this communication language and accent of speaking can produces

misunderstandings.
 The perspective of same word or sentence may different for different people.
 Effectiveness of communication in large audience can be lost or can produce noise and
misunderstandings.
 Some peoples can not freely speak in face to face communication.
 Increase the ratio of personal relation which can caused biasness.

Most Effective Channel:

To decide which channel is the effective one, we need to see the concept of the organization on
base of which it is built and working. So, what the company do?
The answer is the company enables business and government professionals to meet with
colleagues and clients anywhere, working together and sharing information as easily and
effectively as if they were in the same conference room. That is the purposes of the company in
the given scenario.
According to the situation the Electronic Communication by using its own collaboration
software is the most effective channel here because:

 It saves downtime
 It saves travel and administrative expenses
 It enhances productivity
 It increases responsive service
 Through this people not only communicate but also share information and digital
material form a log distance just in a small amount of time.
 The software is their own software so it is secure, nobody from the external can use it.

So, but in some where the face-to-face communication is with in the organization for the
employees to give and take suggestions, opinions, and discussion, it increases reliability and
performance of the organization progress.

Q2. Which are the communication barriers you see in the above case? How to overcome
them?

Answer:
First, we need to understand what a communication barrier is, I just define it in such a way that
anything that create obstacles in communication is a barrier. It creates misunderstanding,
latency in work or message sending and receiving, and miscommunication.

In the above scenario there are also different communication barriers are possible:
 Common Language and Perception of Language:
 VIACK can not specify any common language for communication in their organization, so
here the problem of language is arising. Clients, and colleagues can use different languages
in the meeting, or they can perceive in different meanings for the same sentence, e.g. A
person talks in a way, but the receiver understands it in another meaning to here the
perception of reality and language occur. Language and the meanings of the words can
create problem to produce efficient results in communication.

Solution: To overcome this problem the organization must allow the employees to use a
specific language during meetings and within the organization.

 Network problem:
The VIACK company use the online software for communication outside and inside the
organization during the meetings or communication with other employees the network can
be disconnected or there may be problem arises in the server of the software. It can result
in the latency of work through out the organization. The due to this problem the meetings
or work can be delayed, and organization suffer through loss.

Solution: To solve this problem the organization need to enhance the network performance
and need to create an offline communication system within the organization to decrease the
communication problem inside the organization like landline, wakitoki etc.

 Software Crash:
This the last and the very important problem that can occur in the electronic
communication, it can happen the software that is used for communication is crash or
corrupted, the problem is not that simple because the organization use a central software
throughout the organization if it crash the whole organization work and communication
system can be blocked. If it does not crash it can be stuck at some point and produce errors,
that effect the organization progress.
Solution: We can not prevent the software to do so because everything has a deadline, but we
can take precaution if any employee sees any disturbance in the use of software, they repot it
and give feedback. We can safe out data in these situations to constantly make backup of it.

 Biasness:
VIACK corporation have different branches at different location and different cities so they
also have different environment in their branches. The real openness in the attitude of the
organization and face-to-face communication can create biasness between employees
within the organization. The freedom of culture, and environment that is given to the
people of the organization can create politics between employees. This can disturb the
environment of the organization, and the employee performance, it is much bad then any
other problems or barriers.

Solution: This problem is solved by keeping the employees in their limits, and by decreasing the
personal relationships with the employees within the organization. It can be removed by
evaluating the performance of each employee.

 Open Culture:
The VIACK organization has an open culture, top management personally involve in the
employees work frequently, and employees can directly take suggestion and give opinions
to the CEOs. This involvement is better in some points, but it can decrease the individual
value of each post (Rank) of the organization. So due to open environment, and each branch
has its own environment there the problem of different values, norms, and biases can be
raised which can create a barrier in the communication in face to face and in electronic
communication.
Different environments have different cultural values, in an open culture system different
environment are possible. It is a good thing the open culture increase the mutual respect and
encourage the staff, but it can create politics within the organization.
Solution: solution is that the organization must adopt a common environment and policies to
be followed by the employees, there must be a procedure for contacting with higher
management, but in serious situations they are allow to talk to top management directly.
Mostly people involve in biasness in such a environment as discus in above point.
  Staff Handling:
As the staff of the organization can communicate with 14 peoples at a time on the screen of
the software, some time it become difficult to manage these peoples if they are in
communication at the same time, at this time employee need to handle the 14 minds at a
time so the employee can misunderstand, or can overwrite the information during the
communication. It is difficult to handle them at the same time to here the barriers can arise
in communication.
Solution: Decrease the numbers or divide this task to different employees, so they can easily
manage all the 14 screens.

Note: A face-to-face communication in a open cultural environment can lead to the

organization in a good rank if the employees are loyal to each other, at the point when a
problem is arises it can lead the situation to bad conditions for the organization. Provide a open
environment is a risky but it must contains some constraints.