Although all communications are the subject of misunderstanding, business communication is particularly difficult. The substance is often complex and controversial. In addition, both the sender and the receiver may encounter such disturbing factors that distract attention. In addition, feedback is often limited, which makes it difficult to correct misunderstandings. The following communication barriers in organizations and ways of overcoming them will be the main topic of this article
. Information overload. Too much information is as bad as too little because it reduces the audience's ability to concentrate effectively on key messages. People who face information overload occasionally try to cope by ignoring some of the messages, delaying messages that they do not consider important, responding to certain parts of certain messages, inaccurately responding to certain messages, losing fewer messages, just superficial for all messages .
To overcome the overload of information, you realize that some information is not needed and the information you need is easily accessible. Provide information on the interpretation, not just pass it, and define the priorities for handling information flow. Some information is not required.
2. Message Complexity. When formulating business messages, you communicate both individually and in an organization. So you have to set your own ideas and style to be acceptable to your employer. In fact, sometimes we can ask you to write or say something that you disagree personally. Let's say you're working as a recruiter at the company. You interviewed a person you think would make an excellent employee, but others dismissed this candidate at the company. Now you need to write a letter that rejects the candidate: you must give your business message, regardless of your personal feelings, a task that some communicators find difficult to find.
Keep it clear and easy to understand the obstacles to complex messages. Use a strong organization, guide readers by telling them what to expect, use specific and specific language, and stick to it. Be sure to ask for feedback to clarify and improve your messages
. Message Contest. Communicators are often faced with attention-packed messages. If you want to talk on the phone when scanning a report, both messages are suitable for short speech. Even your own messages can compete with different interruptions: The phone rings every five minutes, people enter, meet, and crises emerge. In short, messages rarely enjoy the undivided attention of the buyers.
To avoid obstacles to competition, do not look for customers who do not have time to listen carefully to their message. Make written messages attractive and easy to understand and try to deliver them when the buyer has time to read. Oral messages are most effective when talking directly to the receiver (not to the broadcasters or answering machines). Also, be sure to leave enough time for important messages. Business messages rarely enjoy the audience's full and undivided attention
. Different states. Low-status employees may be too cautious if they send messages to executives and talk only about issues that they think is of interest to the driver. Likewise, people with higher status may distort messages by refusing to discuss things that would undermine the organization. In addition, a person in a class or a person in charge of a given task can narrow down his views to deviate from the attitudes, values, and expectations of other class members or those responsible for other tasks.
Respect managers and colleagues to overcome obstacles. Lower-level employees should be encouraged to be fair and respectful. If you have information that you are afraid the boss does not like it, be brave and tell. The willingness to give and receive bad news to overcome state barriers.
5. Lack of trust and confidence building is a difficult problem. Members of other organizations do not know whether they respond in a supportive or responsible way, so trust can be risky. Without trust, however, free and open communication is effectively blocked, endangering the stability of the organization. Just enough in communication is not enough.
It is visibly and easily accessible to overcome barriers to confidentiality. Do not defend yourself behind assistants or secretaries. Share the most important information with your colleagues and employees, communicate honestly and hire employees to make decisions. For communication to be successful, organizations need to be fair and trustworthy.
6. Inadequate communication structures. Organizational communication is made by formal restrictions that they can communicate with and who is entitled to make decisions. Too few formal channel design blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, reduce the trend of horizontal communication, thus limiting the ability to coordinate actions and decisions. High organizations offer too many vertical communication links, so messages will be distorted as they move across the organization.
To overcome structural barriers, you can go up, down, and horizontal (using techniques such as employee surveys, open-door policies, newsletters, records, and task groups). Try to reduce hierarchical levels, increase organizational coordination and encourage bidirectional communication
. Incorrect choice of media. If you choose an incorrect communication device, the message may be distorted, so the planned report will be blocked. You can choose the most appropriate media by choosing your choice with the nature of the message and the group or individual. Personal communication is the most advanced medium, providing personal, immediate feedback, transmitting information about both verbal and non-verbal signals, and transmitting the feelings behind the message. Phones and other interactive electronic media are not so rich; although they allow instant feedback, they do not provide visual, non-verbal signals such as facial expressions, eye contact, and physical activity. Written media can be customized with recipient notes, letters, and reports, but there is a lack of instant feedback and visual and vocal nonverbal signals that contribute to reporting the message. The vastest media are usually impersonal written messages, such as newsletters, flyers, and standard reports. Not only are they unable to transmit non-verbal signals, give feedback, and eliminate personal focus.
To overcome media barriers, select the richest media, not a routine, complex message. Rich media can expand and humanize your presence across the organization, communicate with caring and personal interest to employees, and gain worker engagement for organizational goals. Use poor media to communicate simple, routine messages. You can send information such as statistics, facts, numbers, and conclusions, notes, memos or written reports
8. Closed communication atmosphere. The communication atmosphere is influenced by the style of leadership, and a directive, authoritarian style, prevents free and open information exchange of good communication.
To overcome climate barriers, you need to listen more time than issuing orders. Unethical communication. The organization can not create illegal or unethical messages and can be credible or successful in the long run. Relationships within and outside the organization depend on confidentiality and fairness.
To overcome ethical barriers, make sure the messages contain all the information that needs to be there. Make sure the information is relevant and relevant to the situation. And make sure your message is just right, no cheating.
10. Ineffective communication. The production of worthless messages takes time and resources and contributes to the already mentioned information overload.
Reduce the number of messages twice without sending it. Then speed up the process, first by first preparing the messages correctly, secondly by standardizing the format and material. Be clear about the writing tasks you have accepted and the assignments you have.
11. Physical disturbances. Communication barriers are often physical: bad connections, poor acoustics, unreadable copy. Although noise or this kind of thing seems trivial, it completely blocks the otherwise effective message. The receiver may be disrupted by an uncomfortable chair, poor lighting or other irritating conditions. In some cases, the barrier is related to the health of the buyer. Hearing or seeing or even headache may interfere with receiving the message. These annoyances generally do not block communication completely, but may reduce the receiver's concentration.
Try to make well-prepared, clear, concise and comprehensive documents to overcome physical disturbances. When making oral presentations, try to find a setting that allows the audience to clearly see and hear the loudspeaker.