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Overcome communication barriers in the organization

Although all communication is misunderstood, business communication is particularly difficult. This material is often complex and controversial. In addition, both senders and receivers may be exposed to distracting their attention. In addition, the opportunity for feedback is usually limited, so it is difficult to correct misunderstandings. The following communication barriers in the organization and ways to overcome them will be the subject of this article.

1. Information overload. Too much information is as bad as too little, because it reduces the ability of the audience to effectively focus on the most important information. People who face information overload sometimes reduce each message by ignoring some messages, by delaying responses to messages that they think are not important, by only answering certain parts of the message, by responding incorrectly to certain messages. The time, or by responding to try to deal with just all the information on the surface.

To overcome information overload, be aware that certain information is not required and that the necessary information can be easily obtained. Provide information meaning rather than just passing it and setting the priority for processing the flow. Some information is not required.

2. Message complexity. When you develop a business message, you can communicate as an individual or as a representative of the organization. Therefore, you must adjust your thoughts and style so that they are acceptable to your employer. In fact, sometimes you may be asked to write or say something that you disagree with. Suppose you are a recruiter for the company. You have interviewed a job seeker who you think will be a good employee, but the rest of the company has rejected the applicant. Now you must write a letter rejecting the candidate: You must communicate your company information, no matter how your personal feelings are, some communicators find difficult tasks.

To overcome the obstacles of complex news, please keep it clear and easy to understand. Use a strong organization to guide readers to what they expect, use specific and specific language, and stick to it. Be sure to provide feedback to clarify and improve your information.

3. Message contest. Communicators often face information that competes for attention. If you are talking while scanning a report, both messages will become less brief. Even your own news may have to compete with various interruptions: the phone rings every five minutes, people break in, meetings are called, and crises arise. In short, your message rarely helps the recipient's attention.

To overcome the barriers to competition, avoid making requests to recipients who do not have time to pay close attention to your information. Make written information visually appealing and easy to understand, and attempt to provide this information when the recipient has time to read. Verbal information is most effective when you can talk directly to the recipient [rather than a middleman or answering machine]. Also, be sure to allow enough time for important messages you receive. Business information is rarely compromised by the audience's overall and engrossed attention.

4. Different status. Low-status employees may be too cautious when sending messages to managers, and may only talk about topics that they think managers are interested in. Similarly, people with higher status may refuse to discuss anything that would ruin them in the organization. In addition, belonging to a specific department or responsible for a specific task can narrow your point of view and differentiate it from the attitudes, values ​​and expectations of those who belong to other departments or who are responsible for other tasks.

To overcome the obstacles in status, let managers and colleagues understand the situation. Encourage lower-ranking employees to inform you by impartiality and respect for their opinions. When you have the information that the boss may not like, you must bravely communicate it anyway. Willingness to give and receive bad news can overcome the obstacles of status.

5. Lack of trust, building trust is a problem. Members of other organizations don't know if you will respond in a supportive or responsible manner, so trust can be risky. However, without trust, free and open communication is effectively prevented, threatening the stability of the organization. Just knowing that your communication is not enough.

Overcome the barriers to trust, visible and accessible. Don't isolate yourself behind an assistant or secretary. Share key information with colleagues and employees, communicate honestly, and incorporate employees into decision making. For communication to succeed, organizations must create an atmosphere of fairness and trust.

6. Insufficient communication structure. Organizational communication is influenced by formal restrictions on who can communicate with whom and who has the authority to make decisions. Formal channels with too little design hinder effective communication. Organizations with a strong concentration, especially those with a high degree of formalization, will reduce communication skills and reduce the tendency to communicate horizontally, thus limiting the ability to coordinate activities and decisions. High-level organizations tend to provide too many vertical communication links, so when messages move at the organizational level, the message becomes distorted.

To overcome structural barriers, provide opportunities for communication in up, down, and horizontal directions [using employee surveys, open door policies, newsletters, memos, and task groups]. Try to lower the level of hierarchy, increase coordination between departments, and encourage two-way communication.

7. The media selection is incorrect. If you choose an inappropriate communication medium, your information may be distorted, preventing the intended meaning. You can choose the most appropriate media by matching your choices to the nature of the message and the group or the person who will receive the message. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it conveys information from verbal and non-verbal cues, and conveys the emotions behind the information. Telephones and other interactive electronic media are not wealthy; although they allow immediate feedback, they do not provide visual non-verbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through sent memos, letters, and reports, but they lack immediate feedback and visual and audible nonverbal cues that contribute to the meaning of the message. The most streamlined media is usually non-personal written information such as announcements, flyers and standard reports. Not only do they lack the ability to deliver non-verbal cues and provide feedback, but they also eliminate any personal focus.

To overcome media barriers, choose the richest media, and don't have regular, complex information. Use rich media extensions to personalize your presence across the organization, communicate care and personal interest to your employees, and earn employee commitment to your organization's goals. Use simpler media to convey simple routine messages. You can send statistics, facts, data and conclusions through notes, memos or written reports.

8. Closed communication atmosphere. The communication atmosphere is influenced by the management style, and the guiding authoritarian style hinders the freedom of good communication and open information exchange.

To overcome climate barriers, spend more time listening instead of placing orders.

9. Unethical communication. In the long run, organizations cannot make illegal or unethical information and remain credible or successful. Relationships inside and outside the organization depend on trust and fairness.

To overcome moral barriers, make sure your message contains all the information that should exist. Make sure the information is sufficient and relevant to the situation. And make sure your information is completely true and not deceived in any way.

10. Inefficient communication. Producing worthless messages wastes time and resources and can lead to overloading of the information already mentioned.

Before you send a message, consider it twice to reduce the number of messages. Then, first, speed up the process by properly preparing the message for the first time and then standardizing the format and materials as appropriate. Identify the writing assignments you accept and the assignments you specify.

11. Body distraction. Communication barriers are usually physical: poor connections, poor acoustics, and illegible. Although noise or this noise seems trivial, it can completely block other valid information. Your receiver may also be distracted by uncomfortable chairs, poor lighting or other irritating conditions. In some cases, the barrier may be related to the health of the recipient. Hearing or visual impairment or even headache can interfere with receiving information. These annoyances usually do not completely block communication, but they can reduce the attention of the recipient.

To overcome physical disturbances, try to prepare clear, concise and comprehensive written documents. When preparing an oral report, try to find an environment that allows the viewer to clearly see and hear the speaker.

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