Workplace Miscommunication: Factors, Effects, and Solutions

Introduction to Workplace Communication

By definition, communication is a two-way process that requires four components to be successful. First, the message must have a sender as the source. Second, there must be a channel through which the communication will be sent. Third, a receiver must be present as the destination of the message. Lastly, an encoding process must occur; otherwise, communication itself is rendered null and void. Feedback is then given by the receiver, who in turn becomes the new sender, while the original sender takes the position of the new receiver. This exchange continues until a conclusion is reached and communication is terminated by both parties. All four components must work together, or miscommunication becomes highly likely (Emery, 2012).

In the workplace, proper communication is essential. Those involved in communication must be able to speak clearly and concisely. There should be empathy, but also assertiveness. Self-monitoring is important, and the skill of active listening must always be present. Regardless of an organization's size, important information is delivered across multiple departments and to multiple personnel so that the entire company can function properly. Information is passed through a chain of command, allowing everyone to receive the messages — and thus the instructions — that need to be acted upon (Psychtest AIM Inc., 2012).

Every organization's goal in terms of message delivery is to maintain open communication. However, those in management are often burdened with heavy workloads, which prevents them from hearing the concerns of lower-level personnel regarding how the organization is being managed. Delayed responses to concerns are frequently the result of this lack of time to communicate, and disharmony in the workplace often follows (Pazcoguin, 2013). Organizations must therefore find ways to help their employees communicate properly, ensuring that communication practices are effective enough to prevent dissatisfaction and misunderstanding across all levels. This also fosters better understanding between employees and the organization, as well as with the stakeholders who are directly affected by harmony within the business (Brewer & Holmes, 2009).

References

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Emery, R. (2012, September). Communications: Its importance and basic elements. Retrieved January 5, 2015, from http://region3.asse.org/

Filliettaz, L. (2011). Interactions and miscommunication in the Swiss vocational education context: Researching vocational learning from a linguistic perspective. Journal of Applied Linguistics and Professional Practices, 27–50.

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Jackson, D. T., & Hooff, D. B. (2012). Understanding the factors that affect information overload and miscommunication within the workplace. Journal of Emerging Trends in Computing and Information Sciences, 1240–1252.

Pazcoguin, D. J. (2013). The effects of miscommunication between supervising officers and supervised employees on company attrition and employee resignation. International Journal of Science and Research, 1–32.

Psychtest AIM Inc. (2012). Retrieved January 5, 2015, from http://archprofile.com/corporate

Safety Action. (2013, October). Miscommunication: It's easy. Retrieved January 5, 2015, from www.safetyaction.com.au

Stubbe, M. (2010). "Was that my misunderstanding?" Managing miscommunication and problematic talk at work. Wellington: Victoria University of Wellington.