Communication is a continuous process, if this process breaks; communication fails to proceed. For making communication process effective, it is really important to know the communication problems and concepts completely. This article will discuss the business communication concepts and the problems in details. Today, if you really want to survive in the market, then remember that you should have a great communication skills, and the awareness of the all the aspects of communication aspects. After that you will be able to create an effective communication process that will be a beneficial for you and for you business.
As we know that communication is the transference of information between two parties. Here we will quote an example to help you to understand the concept of communication. John is a supervisor of a team of workers in the research and development department. His manager wants him to start a new project and make it successful. But John cannot complete that project successfully, because he is not able to communicate with his employees effectively. Thus, communication is a process that involves many components to make the communication effective. Let’s see these components, how they make a communication effective?
The first component of communication is the sender. John is the sender; he has information to be conveyed in the form of the message. John needs to encode his message through formal or informal means.
A channel is the medium through which a message is conveyed. For verbal communication chat, text messages, fax, memo and video transmission are selected, while for non-verbal communication the channels might be an oral presentation. John needs to know about the target audience, and target audience is known as receivers, which is actually the third components of communication. The receiver should know the decoding of the message which involves mental processing of the message. If he is unable to decode the message, then it fails the process.
For example, sending the message in any other language that the receiver can’t understand will result in a failure of communication process.
After decoding the next step is the feedback. The feedback is given by the receiver to the sender. For example, the team members of John will send a feedback in the form question, and if they are unable to understand the message, then how John will resolve their problem by clarifying the message.
Here is the brief summary of Components of Communication, which are also known as the communication concepts.
- Encoding of the information from the sender
- Selection of the channel by the sender
- The receiver receives the message
- Decoding of the message by the receiver
- The receiver gives the feedback to the sender
Business Communication Problems
During communication, misunderstandings may occur due to different barriers that appear during the communication process. These barriers hinder the understanding of ideas, thoughts and messages of others and also known as the business communication problems. These barriers might be internal or external.
Internal barrier arises when one of the participants or employees did not take an interest in the in the conversation. These barriers might include lack of trust, lack of attention, negative behavior, fatigue and poor listening skills.
External barriers are out of control of the sender and the receivers both. These barriers might be, when sender sending confused message to the receiver, or in the shape of distraction in phone and noise. You really need to be careful in this regards.
Other Communication Barriers
Other communication problems might be all differences involve in the communication process. In the communication process, misunderstanding can lead to poor conversation and create a conflict that makes the standard of communication very low. When a conflict arises, it starts affecting the communication parties, and they never show a normal response as expected. Basically, we all know that in communication two parties’ involves, which are the listeners and the speakers. Sometimes a third party works between these two parties and carry messages from one party to the other. It might be the third part, who not able to convey the message in its real shape and become the root cause of communication problems.
- Sender Misunderstanding
Sometime, the speaker himself not clear about what he is saying, this also leads to the problem. As he is not clear in his messages so how can he make his message clear to others? Sometimes the speaker is clear about the message, but he can’t convey it in the proper ways. This is also a one way that causes problems in the communication process.
- Difference in Cultures
Your culture may also become the root cause of communication barriers. You might have the same mother language, but different in cultures might cause the problems in the communication. Difference in cultures may convey different meanings of a single message although in the same language. You really need to be careful in this regards, and always try to use the right language for communication, while seeing the impact of your culture.
- Lack of Interest of Audience
Besides speakers, listeners also create problems in the process of communication. Usually people fail to listen carefully to the speaker. They assume that they have heard these views earlier or they assume that the person belongs to the same group, so he will share the same views as did the earlier one. When people are in a clash, they are concentrating on what they will say in the response of their opponent’s view rather than listening carefully to their opponent’s view. This results in misunderstanding and increases the conflict too.
- Involvement of Third Party
The third party is the one who can either make the communication effective or create problems with it. Skilled third parties can help the speaker to clarify his points. They can carry messages between the speaker and the listener, if they are unable to make face to face meetings. Whereas the unskilled third party always creates problems in the communication process.
The organization will make effective communication if it clears about the communication concepts and communication problems completely. Both communication concepts and problems go side by side, and discrepancy at any level of the communication will lead to the communication barrier. Therefore, organization should keep an eye on every step of the communication process in order to avoid problems, and for making the communication process effective.