Communication needs of the opposite party and

Communication is one of the most important factors
in business, especially between employees, employers, and customers. Without
it, we won’t understand the needs of the opposite party and vice versa. Lack of
communication can negatively affect a business or organization. Lack of proper
communication in business can result in miscommunication which can lead to
unhappy customers. Unfortunately, there are many barriers that can cut off communication
in an organization. Those barriers can be categorized into four different types.
Those categories are process barriers, personal barriers, physical barriers and
semantic barriers. The head of an organization, in the case of business- a
manager, must always make sure communication channels are clear and messages
are being delivered and received effectively and efficiently. A manager must
know how to work around the barriers of communication and use effective communication
skills to keep channels functioning. They must also make improvements to
barriers in the process if any.

The communication process is simple. The person
who initiates the communication is known as the sender. The sender encodes the
message which is then sent through a communication channel known as the medium.
The receiver decodes the message and then repeats the process back to initiator
through feedback. Every step in this process must take place to result in
successful communication. Any barriers in this process will cause a block in
the process. Unfortunately, there are many process barriers. They could be from
the sender for example, if he or she doesn’t speak up loud enough for the other
person to hear. Another example could be encoding barrier where the receiver
speaks a different language than the sender. They won’t understand each other
thus causing a communication block. As a manager, it is important that
employers share a common language with coworkers and managers. It also good to
have an employee that is bilingual in case we ever run into a customer who
might only speak Spanish or only speak Vietnamese or only Arabic. It’s always
good to diversify.

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Some personal barriers to communication could
be sincerity, empathy, and experience in the field of employment. Sincerity is
the foundation of communication. If an employee communicates insincerely to a
customer, the customer will feel unvalued and could leave to another place of
business. If there is insincerity between co-workers that could lead to
miscommunication and problems down the line. This could be easily eliminated if
managers emphasize organization values and ensure that employee values align
with them. As a manager, showing sincerity to employers will set the standard
and a great example for others to follow.

There are many physical distractions that can
interfere with the effectiveness of communication, including lack of internet
connection, walk-in visitors, telephone calls, radio static, and even walls or
cubicles in the organization. These physical barriers can be easily removed and
as a manager is of our responsibilities to make sure there are no physical
barriers and to have a well put together strategic layout for the building. For
example, an inconveniently positioned wall can be repositioned or removed. Telephones
can be silenced or put on low volume when visitors come. Walk-in visitors can
be notified by giving instructions to a receptionist or secretary. Appropriate office
media and office layouts can overcome distance barriers between people.

Word choice, how we use our words, and the
meaning we attach can cause many communication barriers as well. The meaning of
the words we use is known as semantic barriers. The words we use could mean
something to the sender but mean something different to the receiver. As a manager,
I could eliminate this by encouraging employers to use sophisticated language
and maintaining professionalism. Summarizing and recapping at the end of
conversations or meetings could be very helpful for clarification and ensuring
that nothing was misunderstood and any questions can be answered effectively
and efficiently.

There are many barriers to communication and
they come in many forms. Some we can easily control and some, unfortunately,
are not taken care of as easily. It is our jobs as managers to reduce the
communication barriers to ensure success in our organization and customer
satisfaction. It is also important for managers to set an example of good communication
for employers to follow.