Although all communication is subject to misunderstandings, business communication is particularly difficult. The material is often complicated and controversial. In addition, both the sender and receiver may face disruption of moving their attention. Furthermore, the opportunity for feedback often limited, making it difficult to misunderstanding. The following communication barriers in organizations and ways to overcome them will be the main topic of this article.
1. Information Overload. Too much information is as bad as too little because it reduces the audience the ability to focus effectively on the most important messages. People subjected to information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages that they consider relevant, by responding to only a portion of some messages, by answering incorrectly specific messages, by take less time with each message, or by reacting only above all messages.
To overcome information overload, realize that some information is not necessary, and make the necessary information easily available. Providing information means rather than just passing it on, and set priorities for dealing with the flow of information. Some information is not necessary.
2. Message complex. We shaping business messages send you as an individual and as a representative of the organization. So you must set your own ideas and style so that they are acceptable to the employer. In fact, you may be asked sometimes to write or say something you disagree personally. Let’s say you work as a recruiter for your business. You interview a job candidate you think would make an excellent employee, but others in the company have denied this applicant. Now you need to write a letter turning down the candidate: You must send business messages, regardless of your personal feelings, some communication projects find difficult
To overcome the barriers of complex messages, keeping them clear and. easy to understand. Use a strong organization, guiding readers by telling them what to expect, to be concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve the message.
3. Message Competition. Relations are often faced with messages competing for attention. If you are talking on the phone while scanning report, both messages likely to get short shrift. Even your own messages might have to compete with a variety of distractions: The phone rings every five minutes, people interrupt, meetings are called, and crises arise. In short, the message is rarely benefit the receiver undivided attention.
To overcome competition barriers avoid making claims to the receiver did not have time to take care of their message. Make a written message visually appealing and easy to understand, and try to return them when the receiver has time to read them. Oral messages are most effective when you can talk directly to the receiver (rather than to intermediaries or answering machine). Also, be sure to set aside enough time for the important messages you receive. Company messages rarely have the benefit of the audience full and undivided attention.
4. Different positions. Employees low position may be too cautious to send a message to management and can speak only for individuals who they think the manager is interested in. Similarly, higher status people can distort the message by refusing to discuss anything that would tend to undermine their authority in the organization. In addition, belonging to a particular department or be responsible for a specific task can narrow your point of view so that it differs from the beliefs, values and aspirations of people belonging to other departments that are responsible for other tasks.
To overcome the obstacles position, hold managers and colleagues well informed. Encourage employees lower position to provide you with information by being fair-minded and respectful of their views. Once you have the information you are afraid you boss might not be brave and move it anyway. Status obstacles can be overcome with the will to give and receive bad news.
5. Lack of confidence, build trust is a difficult problem. Other members of the organization do not know if you will answer with the support or responsibly, so trust can be risky. Without trust, however, free and open communication is actually closed, threatening the stability of the organization. Just to be clear in your communications is not enough.
To overcome confidence barriers, be visible and accessible. Do not isolate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and employees in decision-making. For communication to be successful, organizations need to create an atmosphere of fairness and trust.
6. Incomplete Communication Structures. Organizational communication made in a formal restrictions on who may communicate with whom and who is authorized to make decisions. Design Too few formal channels blocks effective communication. Highly centralized institutions, especially those with a high degree of formalization, reducing communication capabilities, and they reduce the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall agencies tend to provide too many vertical relationship of communication, such messages will be distorted as they go through the levels of the Agency.
To overcome barriers, offering opportunities for communication up, down and horizontally (using such methods as employee surveys, open-door policy, newsletters, memos and task groups). Try to reduce levels, improve coordination between departments, and encourage two-way communication.
7. Incorrect choice of Medium. If you choose inappropriate means of communication, the message can be distorted so that the intended meaning is locked. You can choose the most appropriate medium by matching your choice with the nature of the text and in the group or person who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it sends information from both verbal and nonverbal cues, and moves the feelings behind the message. Phones and other interactive electronic media are not as rich; if they allow immediate feedback, they do not provide visual phase cues, such as facial expressions, eye and body movements. Written media can be personalized through directly memos, letters and reports, but they lack immediate feedback visual and vocal cues phase contributing to understanding the message. The leanest media are generally impersonal written messages like bulletins, flyers, and standard reports. Not only do they lack the ability to transmit phase cues and to give an opinion, they also eliminate any personal priorities.
To overcome obstacles media, choose the richest media for non-routine, complex messages. Use rich media to enhance and humanize your presence on the structure, to convey concern and interest to employees and get the commitment of employees to organizational goals. Use leaner media to disseminate simple, routine messages. You can send information, such as statistics, facts, figures and results through the mind, notes or written report
8. Closed communication climates. Communication climate is influenced by the style of management, and Directive authoritarian style blocks free and open exchange of information that characterizes good communication.
to overcome obstacles climate, spend more time listening than issuing orders.
9. Unethical Communication. An organization can not create illegal or unethical messages and still be credible or well for the long term. Relationships within and outside the institution’s or trust and fairness.
To overcome moral barriers, make sure that your message is the information that should be there. Make sure that the information is adequate and appropriate to the situation. And make sure your message is completely truthful, not misleading in any way.
10. Inefficient Communication. Produce useless messages wastes time and resources, it promotes too much information already mentioned.
Reduce message, think twice before sending one. Then speed up the process, first, by preparing a message right the first time around, and secondly by standardizing the format and content as appropriate. Be clear about writing project that you accept as well as those you specify.
11. Physical disturbance. Communication barriers are often physical, bad connections, poor acoustics, illegible copy. While this type of noise or seems trivial, it can completely block an otherwise effective message. The receiver could also be distracted by unpleasant stool, poor lighting, or some other frustrating situation. In some cases, the barrier may be related to the health of the recipient. Hearing or visual impairment or even headaches can interfere with the reception of messages. This annoyance is not generally close relations completely, but they may reduce the strength of the receiver.
To overcome physical disturbance, trying to prepare well written documents that are clear, concise, and comprehensive. When preparing a lecture trying to find a mode that allows the audience to see and hear the speaker clearly.