Communication in the Context of Food Safety

What is Communication?

Communication is simply the act of transferring information from one place to another. In the realm of biology in general, communication often occurs through visual, auditory, or biochemical means. Human communication is unique for its extensive use of language. Non-human communication is studied in the field of bio-semiotics. Although this is a simple definition, when we think about how we may communicate the subject becomes a lot more complex. There are various categories of communication and more than one may occur at any time.

The process of interpersonal communication cannot be regarded as a phenomenon which simply 'happens', but should be seen as a process which involves participants negotiating their role in this process, whether consciously or unconsciously. Senders and receivers are of course vital in communication. In face-to-face communication the roles of the sender and receiver are not distinct as both parties communicate with each other, even if in very subtle ways such as through eye-contact (or lack of) and general body language. There are many other subtle ways that we communicate (perhaps even unintentionally) with others, for example the tone of our voice can give clues to our mood or emotional state, whilst hand signals or gestures can add to a spoken message. In written communication the sender and receiver are more distinct. Until recent times, relatively few writers and publishers were very powerful when it came to communicating the written word. Today we can all write and publish our ideas on the Internet, which has led to an explosion of information and communication possibilities.

What is Workplace Communication?

The provision and passing of information and instructions which enable a company or any other employing organization to function efficiently and effectively and employees to be properly informed about developments. It covers information of all kinds which can be provided, the channels along which it passes; and the means of passing it.

Why Good Workplace Communications are Important?

It is a two-way process between people at all levels, within all functions and disciplines which takes place upwards, downwards and sideways and ensures efficiency and success. Managers have a responsibility to communicate which creates trust; especially when employees are involved in developing systems and procedures. The communication facilitates job satisfaction and it is vital in employee relations/industrial relations consultation, information exchange, negotiation etc., which reduces misunderstandings. It involves people – staff wants to know what is happening and why? The way their jobs can contribute to organizational prosperity and effectiveness with the future prospects of the organization. On the other hand, there are legal obligations in organizations with union recognition

where employees are able to contribute.

Who is Responsible for Communications?

It involves everyone, but management is primarily responsible who should ensure a positive lead from the ‘top’, where policy is put into practice and that practice is properly maintained. The top management is responsible for policy and practices are regularly reviewed while that adequate facilities and opportunities exist. It must ensure that adequate feedback is obtained, where chain of communication is clearly understood by those involved and to keep the chain as short as possible;

The larger the organization, the more likely specialize functions. e.g. personnel, as well as line managers, will take an active interest in employee communications – possibly involving direct responsibility. The principal links would be line managers/supervisors/team leaders  depending  upon  the structure of organization.

What Should be Communicated?

There are lots of information to be communicated, however information on conditions of employment, written statements, especially disciplinary procedures as well as grievance procedures and itemized pay statements are more important. In addition arrangements of employee representation, information about the job, operating and technical instructions and job descriptions are vital for the employees since it give lots of insight to the job functions. On the other hand, company must provide health and safety information, general information about workplace and background information about organization information with work objectives and performance targets expected. Information about the organization also play a vital role while mission, objectives, policies etc., provides clear cut idea of what is been targeted. Company’s past and present performance and progress with future plans and prospects, (e.g. financial performance, state of the market, investment, sales, profit and loss, assets and liabilities.) can have a big impact on the outsiders as well as insider’s minds with positive attitudes. 

The Process of Workplace Communications

Effective workplace communications must be clear, concise and easily understood presented objectively in a manageable form to avoid rejection while it must be regular and systematic as relevant, local and timely as possible. It must be open to questions being asked and answered

Methods of Communication:

Face-to-face:

Group meetings,

Cascade networks,

Large-scale meetings,

Inter-departmental meetings,

Conferences and seminar,

Audio-visual aids

Team briefings

The written message

Employee handbooks,

Employee reports,

House journals and newsletter,

Bulletins,

Notices,

Individual letters to employees

How to Maintain Effective Communications

Monitor,

Review,

Communicators know their roles,

Appropriate information available,

Information reaches all who need or want it,

Information not unnecessarily restricted,

Communication bringing desired benefits,

Practice matches policy;

Which will depend upon;

Appropriate training,

The extent of employee co-operation,

The quality of management decision-making,

The level of involvement by senior managers,

The employee relations climate.

Communication is one of the key skills for the competent manager. A commonly agreed definition of management is ‘achieving results through people’. In order to do this we need to practice the whole range of management competences and fulfill a variety of roles. These are all predicated on our ability to communicate with our colleagues at work (and sometimes with ourselves).

If we examine the management sequence– it becomes clear that communicating is involved at every stage of the process.    It is therefore a critical component of almost every management skill. In this sense it can also be defined as a dimension of personal effectiveness. ranging,  from  the  ‘grapevine’  heavily  laden  with  rumour,  to  formalized  systems  such  as  joint consultative committees (JCCs) or works councils. They can operate at the localized level of the shop floor or office between supervisor and staff and the staff themselves, or at a distance by means of representatives such as union officials or messages from the boardroom or the chief executive to various branches or subsidiaries of large and complex organizations. They can be one-way or two- way, top-down or down-up as well as across the organization.

Communications can operate at a personal level and informal level as well as through formal channels such as those cited above. Thus the following examples can equally be categorized as organizational communications and can contribute as much to the efficiency or inefficiency of the organization.

Communication for Food Safety Programs

External Communication

To ensure sufficient information concerning food safety aspects is available the organization who shall establish channels of communication with

Suppliers, vendors and contractors

Customers

Food authorities

Relevant organizations and other interested parties.

The communication shall provide adequate data and information of food safety aspects among all stakeholders participating in the food chain, where necessary to ensure food safety. Adequate records shall be maintained all requirements from customers or regulatory authorities shall be recorded. Only appointed personnel shall communicate information concerning food safety externally.

Internal Communication

The organization shall establish channels of communication to ensure sufficient internal information concern food safety aspects to and from employees with jobs and tasks affecting food safety. Procedures shall ensure that the food safety team is informed in a timely manner of changes in

Procedures of new products

Raw materials and/or products/services

Production systems/equipment

Production premises, location of equipment, surrounding environment

Cleaning and dis-infection programmes;

Packaging storage and distribution systems;

Personnel qualification level and/or allocation of responsibilities;

Anticipated consumer usage and consumer groups

Regulatory requirements;

Customer, sector and other requirements which the organization has undertaken to observe;

Relevant enquiries from external interested parties

Complaints indicating health hazards associated with the product;

Other conditions which have an impact on food safety.

The food safety team shall ensure that has information included in the updating of the food safety management system.

A good communication system includes both internal and external lines of communication. It is important that employees and those outside the company (such as investors, customers, suppliers, shareholders, the authorities and the general public) are aware of the organization’s commitment to sound food safety management.

A positive communication process improves the organization’s image, facilitates future business relationships, increases employee satisfaction and pride in working for the company and encourages public understanding and acceptance of the company’s efforts to improve its performance.

Since employees are often an excellent source of information and ideas, create ways for staff to communicate their ideas. Keep in mind that external help is also available from sources such as consultants and other companies.  Communicate progress as it is made.  A good internal and external communication system helps build trust and gain support.

Barriers to Effective Communication

Lack of preparation

Lack of clarity

Lack of openness

Assumptions

Premature evaluation

Differing cultures and backgrounds