How Can You Improve Communication at Work?

How Can You Improve Communication at Work

Gateways to Communication

Overcoming barriers and achieving effective communication: Developing and maintaining a system of good communication is the primary job of any executive. But it should be kept in view that mere transmission of information does not, in any way, ensure effective communication. Effectiveness largely depends on reciprocal understanding; mutual exchange of ideas, facts and information for it is not one-sided game or the executive affair of the transmitter of the message.
Two-way Channel: In communication, two parties are involved, namely the sender or transmitter and the receiver of the message. Naturally, mere transmission of facts, ideas, opinions, etc. does not make any communication effective and meaningful. The imperative needs are to keep the channel open is to send the receiver’s views, understanding an opinion about the event informed. A good communication system is like a two-way traffic.
Mutual Trust: A communication system may be considered good when mutual understanding exists between the sender and the receiver of the message, no matter the communication takes place among the executives or subordinates. Existence of good and healthy relationship is also an indicator of a good system of communication existing in any department of organization.
Clarity of Message: The message must be as clear as possible. No ambiguity should be creep in to it. The message can be conveyed properly only if it is clearly formulated in the mind of communicator. The message should be encoded in direct and simple language so that the receiver able to understand it without much difficulty.
Timely Message: Considerable attention should be given to the timeliness of communication. Old information is worse than none at all.
Consistency of Message: The message to be communicated should always be consistent with the objective, policies and programs of the enterprise. It should not be conflicting with the previous communication, otherwise it would create confusion and chaos in the organization
Good Relation: The mode of communication should be chosen in such a manner that it does not hurt the feelings of the receiver. It should create proper understanding in their minds if it is to achieve good human relations in the enterprise. It is equally essential that the communicator also attempts to understand the receiver.
Feedback: Feedback provision in the communication process calls for making it a two-way process. The sender must try to ascertain through some signals whether or not he is properly understood. He should also try to know the reaction of the receiver of the message.
Empathetic Listening: Manager should resist the temptation of making premature evaluation of a subordinate’s communication or interrupting him in course of communication. Empathetic listening also allows smooth flow of information.
Flexibility: The communication system should be flexible enough to adjust to the changing environments. It should be able to carry extra loads of information without much strain. It should absorb new techniques of communication with little resistance.

Direction of communication

Communication can flow vertically or laterally.

1. The vertical dimension: It can be further divided into downward and upward directions.

Downward: Communication that flows from one level of a group or organization to a lower level is downward communication. When we think of managers communicating with employees, the downward pattern is the one we are usually thinking of. It’s used by group leaders and managers to assign goal, provide job instructions, inform employees of policies and procedures, point out problems that need attention, and offer feedback about performance. But downward communication doesn’t have to be oral or face-to-face contact. When management sends letters to employees’ homes to advise them of the organization’s new sick leave policy it’s using downward communication. So is an e-mail from a team leader to the member of her team, reminding them of an upcoming deadline.
Upward: Upward communication flows to a higher level in the group or organization. It’s used to provide feedback to higher-ups, inform them of progress towards goals, and relay current problems. Upward communication keeps managers aware of how employees feel about their jobs, coworkers, and the organization in general. Managers also rely on upward communication for ideas on how things can be improved. Some organizational examples of upward communication are performance reports prepared by lower management or review by middle and top management suggestion boxes employee attitude surveys, grievance procedures, superior subordinate discussions and informal ‘group’ sessions in which employees have the opportunity to identify and discuss problems with their boss or representation of higher management. For example, FedEx prides itself on its computerized upward communication program. All its employees annually complete climate surveys and reviews of management. This program was cited as a key human strengthen by the Malcolm Baldrige National quality Award examiners when FedEx win the honor.

2. Lateral: When communication takes place among members of the same work group, among members of work groups at the same level, among managers at the same level, or among any horizontally equivalent personnel, we describe it as lateral communications.

Why would there be a need for horizontal communications if a group or organization’s vertical communications are effective?

The answer is that horizontal communications are often necessary to save time and facilitate coordination. In some cases, these lateral relationships are formally sanctioned. More often, they are informally created to short circuit the vertical hierarchy ad expedite action. So lateral communications can from management’s viewpoint, be good or bad. Because strict adherence to the formal vertical structure for all communications can impede the efficient and accurate transfer of information, lateral communications can be beneficial. In such cases, they occur with the knowledge and support of superiors. But they can create dysfunctional conflicts when the formal vertical channels are breached when members go above or around their superiors to get things done, or when bosses find out that actions have been taken or decisions made without their knowledge.

Barriers to communication

There are many barriers in communication. Language can be a barrier. If the receiver does not understand the language of the sender, it is a barrier. In electronic communications, such as radio or television, static or a weak signal can be a barrier. A bad receiver antenna can be a barrier as well. Emotions can cause people to not be receptive to the words of another person, even if the words are understood. That is a barrier. In short, anything that interferes with a signal sent to a receiver is a barrier to communication.

Definition - Obstacle in a workplace that prevent effective exchange of ideas or thoughts. Such barriers include

(1) status differences,

(2) gender differences,

(3) cultural differences,

(4) prejudices, and

(5) the organizational environment.

Different types of communication barriers

There are some common barriers exist against effective communication. Communication is straightforward. But it becomes complex and difficult when barriers are there. Here are some types of barriers that negatively affect to effective communications.

1. Language Barriers – this is one of the most common barriers that can be found. Many communication issues can be occurred because of the language and vocabulary differences. If the sender and the receiver cannot understand the languages of each other’s, the communication will not give the intended effect. Use of unclear and inappropriate words also can make confusions and misunderstandings during a particular communication process.

2. Cultural Barriers – there are many communication issues comes through cultural differences. Age differences, gender differences, economic positions, political beliefs and cultural backgrounds are some of them. Effective communication between people of different cultures is really difficult. Same word can make different meaning to people who have cultural differences.

3. Organization Barriers – most of the communication barriers exist in workplaces can be included into this category. Poor organization structures, some rules and regulations, poor employee relationships, physical separations, outdated equipment’s and noisy environment can badly affect to communication processes within the organization.

4. Personal barriers – individual discomfort and perceptions can also make negative impact on effective communication. If people are not in the same level in terms of their perceptions, knowledge and attitudes; the communications between them are not very much successful.

5. Interpersonal barriers – misunderstanding, lack of trust on each other, fear of losing power and control, poor relationships are some of interpersonal communication barriers. These can make lack of attentions, listening and poor responses during a communication.

6. Channel barriers – if the communication media is inappropriate or the communication is too long; it might break up the process. Poor communication channels can badly affect to the clarity, clearness and accuracy of the communication process.

Barriers to Effective Communication

When communication happens there may be 'noise' which is called as barriers to communication. A barrier to communication causes different misunderstanding, misconceptions, confusion and overall miscommunication. That's why we should know about those well to recognize well in the purpose of trying to avoid those from communication to make communication effective. Different types of barriers to communication are described below:

1. Organizational Barriers: It arises for the following reasons:

Complex Organizational Structure: The more complex structure that an organization has, the more problem it faces in communication.
Excessive Layering of Administration: In modern business, the administrative level has more layers which creates communication gap between employee and management.
Lack of Policies: How management will function is reflected through its policies. Lack of proper organizational or managerial policy causes dispassion among the employees.
Conservativeness of Supervisors: Sometimes supervisors are very conservative and ignore to communicate with the employees. This causes barrier to communication.
Improper Delegation of Authority & Responsibility: For improper delegation of authority and responsibility in an organization, the employees and workers are not conscious about their task which acts as a barrier to communication.

2. Individual Barriers:

Personality: Sometimes higher officials do not maintain any discussion with the subordinates due to their high personality. This hampers in communication.
Wrong Explanation: Both receiver and sender can explain the received message or information in a wrong way which causes problem to communication.
Individual Conflict: If individual conflict exists between sender and receiver then communication can happen whimsically. This acts as a barrier to communication.
Fear: Lack of proper knowledge, fear of capability, fear of explaining properly, threat for failure and others are also reasons for causing problems to communication.
Pre-Idea: Sometimes, we bear pre-idea regarding any person in our mind. And when we communicate, we try to apply what is kept in our mind. Difference between perception and reality may hamper communication.
Insincerity and Lack of Confidence: Sender may not give importance to the thinking and decision of receiver. In such a case, receiver may lose confidence which will lead to worthless communication.

3. Language/Semantic Barrier:

Vague Word: Use of vague word in communication causes problem because such word creates different meaning and therefore the message loses its appeal.
Use of Local Dialect: The tone of different region is different and therefore using local dialect in communication will obviously create adverse impression. This acts as barrier to communication.
Use of Different Languages: Communication may be done in different languages and receiver may not be expert in different languages. This causes barrier to communication.
Use of Technical Words: Receiver may fail to understand the meaning of technical words and therefore use of such words in communication hampers the whole communication.

4. Barriers due to Status: It occurs due to following reasons:

Status / Position: Each and every person in different layers of organization wants to maintain individual status. He or she may not want to exchange any message or information which may hit to his or her status or prestige. Here, in this case, communication gets barriers to be effective.
Mental State: Sometimes, Receiver suspects the sender of message and does not rely on the message sent. Such mental state acts as a barrier to communication.

5. Barriers due to Resistance to Change:

Following the 'Old One': There are traditional people in every organization who always prefer the old customs and avoid any change because change involves flexibility. So, people who follow the 'Old One' act as a barrier to communication.
Lack of Attention: Sometimes, officers and subordinates of an organization do not pay attention enough to the message or information what is received. This is one of barriers to communication.
Own interpretation or Assumption: It happens that receiver of the message makes his own explanation or assumption regarding the message received. This leads to problem for communication.

6. Other Barriers: There are some other barriers to communication which are as follows:

Geographical Barrier: Geographical distance creates communication gap. For example, communication between Washington and California.
Lack of Harmony: If mutual understanding that exists between sender and receiver of communication is absent then communication is barred.
Faulty Expression: If communication fails to communicate the message in a correct way, then receiver faces problem. So, faulty expression creates miscommunication or confusion.
Cultural Difference: Difference nations have different cultures. Lack of proper knowledge and wisdom to the culture of receiver may be a reason of communication problem.
Absence of Feedback: When there is feedback from receiver, Communication becomes effective. Feedback creates awareness in the mind of sender regarding the communication and aids him to modify the quality of communication.

How can we break these barriers?

We need to overcome above barriers to do an effective communication. Here are some things you should follow when communicating with other. You can easily overcome organization barriers through the establishment of proper communication network within the organization. By allowing employees to access organization’s resources and by facilitating for idea generations, most of these organizational barriers can be removed. Also, flexible and transparent organization structure will also help to improve the communication process. Be a good listener. You can solve lots of interpersonal barriers through this. Remember to filter any information you received before pass it to someone else.

Also use clear expressions, accurate words and avoid using absolute words. Make sure to ask questions from the receiver to clarify the degree of understanding of the message you pass. Repeat the message if necessary. Always take feedbacks. It will help you to determine the effectiveness of the communication you did. Try to keep eye contacts when you are talking to someone or listening to someone. These will help you to resolve many communication barriers. Chanel barriers can overcome through using proper communication channels. Always try to avoid intermediaries exist in the communication channel you use.

Importance of listening

Listening plays a vital role in communication. Many barriers can be avoided through effective listening. Use below tips to improve your listening capabilities.

Use face-to-face communication and eye contacts
Listen to ideas not just words
Do not interrupt when someone speaks
Ask questions to clarify unclear points of the conversation
Always give feedbacks

Eliminating barriers completely is not possible. But by knowing the barriers you have for effective communication, you can take necessary actions to avoid them or lower them.