Effective Communication: Overcoming Barriers and Utilizing Feedback
Effective Communication
Specific Barriers to Communication
Requirements for Good Communication
- Clear Communication: Messages transmitted are understandable and accessible to different levels of education and maturity of the recipients.
- Accurate Communication: The information provided must be complete and accurate, avoiding communication gaps and building trust with the recipients.
- Objective and Truthful Communication: The information must be truthful, sincere, and objective.
- Timely Communication: The message needs to reach the recipients when it is useful and necessary.
- Interesting Communication: Communication should elicit a positive reaction from the recipient, encouraging a favorable orientation towards a change in attitude or behavior.
- Widespread Communication: Information should reach all stakeholders in the same manner and with the same content.
Specific Barriers – Four Key Obstacles
1. Downward Communication Barriers
Difficulties arise from the complexity of the organizational structure and the excessive number of hierarchical layers the information must pass through. This can lead to slow transmission, distortions, and even interruptions.
Other psychosocial barriers can impact the reception and interpretation of the message. Information is power, and those who possess it may control its flow. Indifference, distrust, and lack of interest from both workers and users, stemming from authoritarian rule or poor communication skills of managers, can lead to acquiescence or opposition to the information.
2. Upward Communication Barriers
Messages from workers to management are often rarer and may contain omissions or distortions. This is due to reward systems that encourage positive information and discourage complaints or criticisms. A culture of mistrust can prevent workers from sharing ideas, suggestions, and improvement projects for fear of humiliation or denial.
Limited upward communication hinders the smooth operation of the organization, preventing management from receiving necessary feedback and creating harmony between worker and organizational objectives.
3. Horizontal Communication Barriers
The division of labor can foster rivalry and conflict between different areas or departments. The formal structure requiring information to ascend and then descend through hierarchical levels can also impede horizontal communication.
4. Informal Communication Barriers
Rumors, defined as information transmitted through informal channels without evidence of truth or falsehood, can significantly hinder the development of accurate information.
Overcoming Barriers
- Utilize Feedback: Address misunderstandings and improve communication by incorporating feedback into the process.
- Simplify Language: Structure the message clearly and understandably, using language compatible with the recipients.
- Practice Active Listening: Actively seek meaning and understanding when listening, fostering empathy with the speaker.
- Communicate Objectively and Rationally: Manage emotions to ensure clear and decisive communication and avoid misinterpretations.
Feedback: The Key to Effective Communication
Feedback is the response or reaction to a message. It completes the communication loop and allows for clarification and correction.
Understanding Feedback
Feedback acts as a control circuit, ensuring the message is understood as intended. It allows for adjustments in behavior and communication to achieve the desired outcome.
Types of Feedback
Feedback can be direct (e.g., criticisms and corrections) or indirect. Direct feedback should be constructive and helpful, adhering to principles such as a clear intention to help, adaptation to the recipient’s understanding, and timeliness.
Importance of Feedback
Feedback is crucial for ensuring effective communication and achieving mutual understanding. By incorporating feedback into the communication process, we can overcome barriers and foster a more productive and collaborative environment.