Overcoming Communication Barriers in Organizations

Although all communication is subject to misunderstandings, business communication is particularly difficult. The material is often complex and controversial. Moreover, both the sender and the receiver may face distractions that divert their attention. Further, the opportunities for feedback are often limited, making it difficult to correct misunderstandings. The following communication barriers in organizations and ways to overcome them will be the main topic of this article.

1. Information Overload. Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages.

To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow. Some information isn’t necessary.

2. Message Complexity. When formulating business messages, you communicate both as an individual and as representative of an organization. Thus you must adjust your own ideas and style so that they are acceptable to your employer. In fact, you may be asked occasionally to write or say something that you disagree with personally. Suppose you work as a recruiter for your firm. You’ve interviewed a job candidate you believe would make an excellent employee, but others in the firm have rejected this applicant. Now you have to write a letter turning down the candidate: You must communicate your firms message, regardless of your personal feelings, a task some communicators find difficult.

To overcome the barriers of complex messages, keep them clear and easy to understand. Use strong organization, guide readers by telling them what to expect, use concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve your message.

3. Message Competition. Communicators are often faced with messages that compete for attention. If you’re talking on the phone while scanning a report, both messages are apt to get short shrift. Even your own messages may have to compete with a variety of interruptions: The phone rings every five minutes, people intrude, meetings are called, and crises arise. In short, your messages rarely have the benefit on the receivers undivided attention.

To overcome competition barriers, avoid making demands on a receiver who doesn’t have the time to pay careful attention to your message. Make written messages visually appealing and easy to understand, and try to deliver them when your receiver has time to read them. Oral messages are most effective when you can speak directly to your receiver (rather than to intermediaries or answering machines). Also, be sure to set aside enough time for important messages that you receive. Business messages rarely have the benefit of the audiences full and undivided attention.

4. Differing Status. Employees of low status may be overly cautious when sending messages to managers and may talk only about subjects they think the manager is interested in. Similarly, higher-status people may distort messages by refusing to discuss anything that would tend to undermine their authority in the organization. Moreover, belonging to a particular department or being responsible for a particular task can narrow your point of view so that it differs from the attitudes, values, and expectations of people who belong to other departments or who are responsible for other tasks.

To overcome status barriers, keep managers and colleagues well informed. Encourage lower-status employees to keep you informed by being fair-minded and respectful of their opinions. When you have information that you’re afraid you boss might not like, be brave and convey it anyway. Status barriers can be overcome by a willingness to give and receive bad news.

5. Lack of Trust, Building trust is a difficult problem. Other organization members don’t know whether you’ll respond in a supportive or responsible way, so trusting can be risky. Without trust, however, free and open communication is effectively blocked, threatening the organization’s stability. Just being clear in your communication is not enough.

To overcome trust barriers, be visible and accessible. Don’t insulate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and include employees in decision making. For communication to be successful, organizations must create an atmosphere of fairness and trust.

6. Inadequate Communication Structures. Organizational communication is effected by formal restrictions on who may communicate with whom and who is authorized to make decisions. Designing too few formal channels blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, and they decrease the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall organizations tend to provide too many vertical communication links, so messages become distorted as they move through the organization’s levels.

To overcome structural barriers, offer opportunities for communicating upward, downward, and horizontally (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce hierarchical levels, increase coordination between departments, and encourage two-way communication.

7. Incorrect Choice of Medium. If you choose an inappropriate communication medium, your message can be distorted so that the intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature of the message and of the group or the individual who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it transmits information from both verbal and nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media aren’t as rich; although they allow immediate feedback, they don’t provide visual nonverbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters, and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the meaning of the message. The leanest media are generally impersonal written messages such as bulletins, fliers, and standard reports. Not only do they lack the ability to transmit nonverbal cues and to give feedback, they also eliminate any personal focus.

To overcome media barriers, choose the richest media for no routine, complex message. Use rich media to extend and to humanize your presence throughout the organization, to communicate caring and personal interest to employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or written report

8. Closed communication climate. Communication climate is influenced by management style, and a directive, authoritarian style blocks the free and open exchange of information that characterizes good communication.

To overcome climate barriers, spend more time listening than issuing orders.

9. Unethical Communication. An organization cannot create illegal or unethical messages and still be credible or successful in the long run. Relationships within and outside the organization depend or trust and fairness.

To overcome ethics barriers, make sure your messages include all the information that ought to be there. Make sure that information is adequate and relevant to the situation. And make sure your message is completely truthful, not deceptive in any way.

10. Inefficient Communication. Producing worthless messages wastes time and resources, and it contributes to the information overload already mentioned.

Reduce the number of messages by thinking twice before sending one. Then speed up the process, first, by preparing messages correctly the first time around and, second, by standardizing format and material when appropriate. Be clear about the writing assignments you accept as well as the ones you assign.

11. Physical distractions. Communication barriers are often physical: bad connections, poor acoustics, illegible copy. Although noise or this sort seems trivial, it can completely block an otherwise effective message. Your receiver might also be distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may be related to the receiver’s health. Hearing or visual impairment or even a headache can interfere with reception of a message. These annoyances don’t generally block communication entirely, but they may reduce the receiver’s concentration.

To overcome physical distractions, try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

Pre-Employment Testing

As the job market becomes increasingly competitive, many employers are resorting to pre-employment testing to determine the best candidate for the job. While resumes provide employers with some insight into the capability of applicants, a relevant test can really help narrow the field. Unfortunately, there are also several disadvantages to pre-employment testing. Additionally, there are strict laws prohibiting discriminatory or disrespectful questions from being asked.

Advantages

Pre-employment tests provide employers with a number of advantages. Some such perks, include:

• Employers can identify positive traits within candidates, such as integrity, competence, motivation, and reliability

• Employers can identify negative traits within candidates, such as substance dependency and inclinations toward theft

• Provides further insight into candidates

• Can help determine differences between candidates who seemed equal after evaluating their resumes and undergoing an interview.

Disadvantages

Unfortunately, pre-employment testing is also disadvantageous for many employers. Some drawbacks include:

• Test results are only one factor of the hiring process. Employers should base their decision on other factors, such as their experience, qualifications, and interview.

• All tests administered by employers must be certified for validity and reliability

• Test results are not necessarily indicative of applicants’ ability to perform their job. Instead, tests focus on applicants’ potential.

• Testing conditions must be fair and consistent for every candidate

• Testing may eliminate some candidates who are highly qualified, but do not perform well on tests

• Applicants may react poorly to the test. Additionally, if they believe the test was discriminatory, they can legally challenge the test.

Discrimination

When writing tests, employers must be aware of the laws pertaining to employment testing. Any questions which require applicants to divulge something about themselves that could result in discrimination is illegal. For example, employers cannot ask about an applicant’s:

• Age-Some employers discriminate against older applicants because they assume that the older they are, the more pay they will request.

• Race/Ethnicity-Race and ethnicity are irrelevant factors when applying for a job. This law protects minorities from discrimination.

• Disability status-Some employers will discriminate against persons with disabilities, even if they will not impede the applicant’s job performance. The Americans with Disabilities Act prohibits employers from asking questions pertaining to an applicant’s disability status.

• Sexual preference-Because sexual preference is private and irrelevant to one’s job performance, employers are prohibited from inquiring. This law protects members of the LGBT community who might otherwise be discriminated against.

Top 5 Types of Entertainment for Parties

When choosing the most memorable entertainment for parties, first take a look at what kind of party or event it is. Depending on the event, such as weddings, there are wedding entertainment ideas and for corporate events, there are corporate event ideas.

To make it simpler, you can divide the types of entertainment into a group. Remember, entertainment for parties and events can be considered an amusing type of activity from very passive to very interactive. For instance, group classifications are: children, group, public, private or corporate. You want to find the right entertainment for the specific group you would like to entertain for the event.

Here are some examples:

Public Entertainment

When you walk through the park or subway station in any big city, you can probably see a large range of public entertainers amusing the city’s bystanders and passers-by for any amount of money. There are all sorts of public entertainers from Jazz musicians, a violin soloist to mimes. Public entertainers flock to bigger cities because there are a large number of concentrated people in an area to hopefully make some kind of wage. On the other hand, once you make your nominal donation, you can enjoy the gifts these talented public entertainers have to offer.

Corporate Entertainment

Corporate entertainment is aimed specifically at corporate events, award ceremonies and product launches, and is usually private and by invite only. Corporate events can run the gambit scale-wise, from very intimate to thousands of people. Forcorporate event ideas, think about including live speakers or even consider booking live music for corporate picnics and charity functions.

Adult Entertainment

Adult Entertainment is not only referring to the sex industry but can involve entertainment that adults might enjoy, like live concerts, sports, theater and even other activities that might be also appealing and appropriate for kids such aswedding entertainment ideas.

Live Entertainment

Live entertainment can be broad-including all ages and encompassing many varieties of entertainment. For example, music concerts, arena sports, musical theater, plays, live talk shows and seminars-practically any other activity that are aimed to bring large groups of people together and be amused. They can be for wedding entertainment ideas to corporate event ideas.

Child Entertainment

Entertaining kids is a fine balance between mental stimulation and physical activities. That’s why clowns, magicians and puppets are usually the most popular, coupled with games and races. They can be quite enjoyable for adults as well. Live music is also a hit at children’s parties for both young and old alike.

So when considering what kind of entertainment for parties or events, it is simply a matter of matching up the type of entertainment, with the type of audience or group to suit their tastes! Drawing people together with live music is almost always a sure hit! Book your live music today. Call an entertainment professional to help you choose what type of band or DJ you’d like to feature at your party or event!

5 Real Ways to Make Money Online

This has always been a great question, and there are many different schools of thought on this subject.

A person could argue products like software, eBooks, and virtual information are amongst the most marketable as they are easy to duplicate and have no shipping costs. It’s true a virtual product can absolutely simplify your post-sale process, however are they truly the best overall product strategy? In my opinion it all comes down to the demand, then the numbers. Calculate what price you can create or retain a product for and then calculate what price you can sell it for while keeping in mind advertising, shipping, and other expenses that fall between those two processes.

Determine your total costs from start to finish. I wouldn’t even consider selling a product or service that fetches me any less than 80 percent gross profit per unit, unless it had a great backend or up-sell strategy or some type of recurring subscription based profit model.

lf you find that managing inventory or working with suppliers and drop shippers is more slanted towards your personal experience then work with a product that feels comfortable with you, you will benefit from the familiarity. The importance of comfort might just be the most influential factor for me when choosing a product to wrap around your marketing. Many people want to sell online but have no idea what products to sell. In my experience selling something for profit alone with no personal passion can be a mistake and I have found that building an email list for marketing and growing your brand is a cheap effective way to get started quickly.

5 Products you can sell and make money using “email marketing”.

  1. Digital products and virtual services. Digital products are easy to duplicate, store, and ship digitally via email or file sharing service.
  2. Affiliate marketing programs. Many companies online look for enthusiastic individuals to resell their products or services. Scrolling to the footer of a business’s website will typically link to any affiliate program if offered. You can also search for specific affiliate programs that suit your needs.
  3. Trendy products that are in demand. Great way to let product buzz and word of mouth help your cause. The Google Trends tool will show you the current trends of your product ideas based on total search volumes. This can be a great way to determine what’s currently popular.
  4. Start your own business. Get creative and bring your ideas online with a website or product page selling your creations, products or services. Accepting payments is easy these days with services like PayPal and all you need to do is promote your website using email marketing.
  5. Freelance writing services, or create a blog. Writing can be an interesting and rewarding way to make money online. You can publish and sell eBooks, blog posts can generate revenue from ads or affiliate links, sponsors, or you can write about your current products for sale.

When sending email in large volumes always be sure you choose a true high volume, web-based email marketing software that can grow with your ongoing success.