Business Organization Issues Affecting Communication

Issues Affecting Communication
Communication Concept
Scenario Illustrating Ineffective Communication
Solution for Effective Communication
Sample
Downward communication
In a meeting with some but not all employees, the chief orally announced immediate changes in procedures. The presentation was confusing and left more questions than answers and employees not in attendance did not receive the information.
Best practice: “Written communication is generally the most reliable mode for complex communication” (Robbins & Judge, 2017). A detailed addition to the operating procedure manual was prepared before the changes took effect. The chief provided training to supervisors to prepare them for fielding questions and ensuring adherence to the policy
1
Emails
A superior’s email to his/her subordinate contains the vague subject line “meeting”. As the recipient has to attend two or more meetings, he/she is unable to comprehend which meeting the supervisor is referring to (Griffin, 2006).
Vague emails can lead to distorted information. Hence, emails need to be clearly and succinctly composed (Griffin, 2006).
2
Language level
An employee utilizes excessive professional jargon in a PowerPoint presentation causing an audience unfamiliar with such language to lose interest (Griffin, 2006).
Personnel ought to prefer using language that others easily understand (Griffin, 2006).
3
Skill
A supervisor speaks too fast in a meeting, leaving several employees with poor cognitive skills confused (Griffin, 2006).
Speakers need to apply skills which are in line with the audience’s level for ensuring comprehension (Griffin, 2006).
4
Attitudes: 
A manager with a biased attitude towards a particular worker is highly judgmental when handling a poor performance case pertaining to the worker and is unwilling to accept any justifications (Griffin, 2006).
Effective communication necessitates objectivity on the part of both source and receiver (Griffin, 2006).
5
Physical Barriers
A supervisor communicates a matter of great urgency to a holidaying employee via regular mail. The worker in question receives the mail too late to take necessary action.
 This happens when outdated or inefficient communication tools are utilized. Effective communication necessitates an updated, appropriate channel (Griffin, 2006).
6
Sender
A superior announces a new plan which he subsequently cancels. This news of cancellation is only communicated to a junior worker who starts spreading the news. Such ambiguity causes confusion and frustrates the workforce (Griffin, 2006).
Important organizational information ought to be communicated via a proper channel and not informally (Griffin, 2006).
7
Language barrier
A manager uses regional colloquialism when communicating with an employee from another country. The employee is unable to grasp the manager’s message (Berkenkotter & Huckin, 2016).
In a multicultural work setting, use of regional colloquialisms may cause confusion and even hurt among overseas employees. Simple language understandable by all ought to be utilized (Berkenkotter & Huckin, 2016).
8
Physiological Barriers: 
A speaker communicating with blind recievers attempts to emphasize his point with gestures (Griffin, 2006).
The sender ought to bear their audience in mind and ensure receivers clearly get the message (Berkenkotter & Huckin, 2016).
9
Assumptions and Jumping to Conclusions: 
A superior communicating via phone with a subordinate hangs up abruptly after receiving the latter’s response owing to an emergency (Berkenkotter & Huckin, 2016). The latter, however, assumes his superior is unhappy with him (Berkenkotter & Huckin, 2016)
Assumptions cause hurt and confusions. Speakers as well as receivers ought not to jump to hasty conclusions but think positively and find out the cause for a particular behavior (Berkenkotter & Huckin, 2016)
10
Information Overload 
An educator teaches a lengthy chapter in a single lesson, leaving pupils overwhelmed and unable to comprehend all concepts (Griffin, 2006).
Processing new and complex information takes time. Teachers ought to introduce new concepts slowly and carefully (Griffin, 2006).
11
Ambiguity and Abstractions Overuse: 
A mathematics educator who assumes his pupils are familiar with a particular formula distributes an exercise that requires the formula. No pupil is able to tackle it (Griffin, 2006).
Over-generalizations may cause misinterpretations. Speakers should refrain from making assumptions and state things clearly (Griffin, 2006).
12
Lack of Common Experience
A speaker explains a point using stories or examples the audience is unfamiliar with and can’t relate to, rendering this tool ineffective (Griffin, 2006).
Speakers should use relevant, understandable examples for effective communication (Griffin, 2006).
13
Problems with Structure Design
An organization lacks a clear structure and channel of communication (Griffin, 2006).
The company ought to institute a clear communication channel and train personnel appropriately for ensuring effective communication (Griffin, 2006).
14
Voice
A nurse speaks brusquely with a patient (Berkenkotter & Huckin, 2016).
Words and tone of voice are important in communication. Speakers must adopt the right tone when communicating with their audience (Berkenkotter & Huckin, 2016).
15
Space
A male employer stands close to a female employee when speaking, causing confusion in the latter as to the former’s intent (Berkenkotter & Huckin, 2016).
It is prudent to keep a safe physical distance as different cultures view this aspect of communication differently (Berkenkotter & Huckin, 2016).
16
Touch
A male employer touches a female worker whilst talking, causing confusion regarding his intent (Berkenkotter & Huckin, 2016).
Once again, different cultures view touch differently. Onlookers as well as the receiver may misinterpret the sender’s intent, thus the manager ought to adopt a safe stance not calling for any criticism (Berkenkotter & Huckin, 2016).
17
Eye contact
An interviewee answers interview questions whilst failing to meet the interviewer’s eye (Berkenkotter & Huckin, 2016).
The interviewee must maintain eye contact as it forms the key to maintaining conversation flow and ensures the receiver doesn’t question the sender’s self-confidence and trustworthiness (Berkenkotter & Huckin, 2016)
18
Gestures.
A manager uses culture-specific gestures when communicating with a multicultural workforce, leaving some workers in confusion (Berkenkotter & Huckin, 2016).
Gestures differ across regions and cultures and may be misinterpreted. Hence, they ought to be avoided when one’s audience is multiethnic (Berkenkotter & Huckin, 2016)
19
Body movements and posture.
A speaker leans on the podium when lecturing students (Berkenkotter & Huckin, 2016).
This communicates lethargy and makes the audience feel uninterested. The speaker should make the lesson lively, by being active himself, thus retaining the audience’s attention (Berkenkotter & Huckin, 2016)
20
Facial expressions.
An employee seeks his employer’s permission for attending a friend’s funeral while smiling (Berkenkotter & Huckin, 2016).
Face expressions convey innumerable emotions wordlessly. Smiling in the face of a friend’s death will be highly unconvincing to the employer. Thus, a solemn expression ought to be adopted (Berkenkotter & Huckin, 2016).
References
Berkenkotter, C., & Huckin, T. N. (2016). Genre knowledge in disciplinary communication: Cognition/culture/power. Routledge.
Griffin, E. M. (2006). A first look at communication theory. McGraw-Hill.