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.

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!

Various Types Of Computer Repair Services

There are numerous computer repair services, hence before choosing a right one it is important to know if the provider will provide you the required service; otherwise all the research work will be wasted. In order to give a better judgment, you should be aware of all the types of repair services.

Mentioned below are the computer repair services that are commonly offered:

• Virus removal: In this type of service, the providers ensure that the virus will be removed without risking the data or the information. There are independent service providers that only remove viruses. You can also get this service online, besides a complete service includes everything that is required to bring the computer into a safe condition.

• Hardware repairs: This is related to many physical damages that are incurred by the computer, or its accessories. This includes any dents, paint jobs or other structural issues that might be faced by the computers.

• Accessories repair: There are numerous accessories with a computer, like scanners, and printers, etc. which might need a repair due to damage. A person specialized in computer hardware would not necessarily be aware of the techniques and methods required, as both have different components. They might also provide advisory services regarding this or any other matter.

• Data recovery: Sometimes due to certain issues, your data might get lost. This might be irrecoverable for you; but a professional can easily recover the data by tracking the information. This is an extremely sensitive matter, hence a high quality service should be chosen. A low quality work might result in permanent loss of data; making it impossible for an experienced professional to recover it.

• Troubleshooting and networking errors: These are the two most common types of services which can get complicated. They include network installation, and the related problems.

• Maintenance services: A computer requires constant updating and tune ups, as it not only enhances the working speed of the computer, but also increases its lifetime. It includes rebooting, updating, and installing the new windows or general inspections.

• Customization: This service has become less common in the current period, but you can ask a computer repair provider to build a customized computer for you with specific features. One important factor is the stability, so you should ask the provider about its stability.

• Tutoring: With the current fame of this business, many people show interest in learning about computer repair. That’s why many institutions offer tutoring services to people about different techniques and types of repair services. You can specialize in any type, or get an entire course, as it will be good for starting your own business or to save future repair costs.

Now that you are aware of the different types, you can easily choose what you require.

6 Important Aspects of E-Commerce Websites

Web development is an intricate process as there are multiple aspects to keep in mind. There are several things to consider like appealing design, user-experience, performance and easy navigation. E-commerce website development is a challenging process. Discussed here are certain important qualities that every e-commerce site should have.

Responsive Design:

Smart phone users are growing constantly. Most of the people prefer to shop online. It is due to this reason that a virtual shop should be responsive. It should be able to adapt itself as per the screen of the gadget in which it is accessed. Right from the basic navigation to checkout and payment, every platform of e-shop should be made available to the mobile phone users so that people on the move can buy.

Should Support Guest Checkouts:

The users should be able to create an account to book orders and purchase. A follow up communication often leads to future sales and hence this aspect of e-commerce website is important. Notifications for the upcoming items lead to the sales and hence a virtual shop should have this feature.

Site Search Feature Must be There:

30 % of the customers visit e-commerce sites to search for the products. It is important to ensure that the search functionality should be there in the site. Auto complete features help the users to find their popular products. Also, the visitors should be able to narrow their search in several ways.

Security is Important:

All the e-commerce website should support SSL to encrypt the information requires to remain secure. This is so because the payments are done through credit cards and the bank details are furnished. If your site is not secured, customers will not purchase from you.

Should Contain Multiple Modes of Payments:

People like to pay as per their convenience. It is due to this reason that ever e-commerce website should have multiple modes of payments including the most commonly used Cash-on-Delivery method. Most of the customers run away from the sites that do not have COD payment mode.

Should be Well-Optimised:

With an increasing competition for selling products and services online, there are more people than ever that are in the race. If you cannot be found easily on the search engines, you will be at a loss. An e-commerce website should be well-optimised and easily found. A majority of people leave your website if it does not load easily.

These are a few important features that an e-commerce website should have. If you want to have a roaring online business, you need to hire a reputed and reliable website development company that can take care of all the important aspects.