• Module Code (FC042)
• Class/Group: (Group C)
• Module Title (report)
• Assessment Title (Identify some of the barriers to communication in organisations and using an organisation of your choice show how the management has tried to overcome them.)
• Assignment Title: (Communication)
• Tutor Name: (NiKKI)
• Student ID Number: (2061026)
• Date of Submission: (04/07/2013)
Communication is an essential portion on a daily basis and is a tool of transmitting information and making oneself understood by another or others, improving social relationship and enhancing work efficiency (Guo and Sanchez, 2009). Especially, regarding to organization, communication exists in employment and train staffs, performance feedback, transaction, and problem solving (Buchanan and Huczyski, 2010). Moreover, efficient communication can produce positive results in organizational behaviour and remain a close relationship which is a fundamental element in businesses. Hence, it is certain that communication plays a significantly role in organisational behaviours (Buchanan and Huczyski, 2010). This essay will illustrate the role of communication in organisation. Initially, the process of communication will be demonstrated. Then, obstacles of communication will be proposed such as environmental barriers and personal barriers. After that, solutions will be examined to overcome these barriers in organisations.

The procedure of communication plays a key role in the determination of good communication or bad communication. It can be illustrated as follow: Diagram 1-1
Source: Buchanan, D. and Huczynski, A. (2010) Organisational Behaviour, 7th edition, FT. UK Prentice Hall, Harlow pp.205.

According to diagram 1-1, for achieving effective communication, four main processes of communication have been defined, which are coding, channel, decoding and feedback among transmitter, message and receiver. More specifically, a message has been sent from transmitter to receiver via channel which is face-to-face rather than telephone, email or videoconferencing. Firstly, in the coding process, words or language are chose by the transmitter, which expresses the transmitters’ desire and thoughts. Secondly, choosing a way to do communication is important such as chat in a cafe with light music or talk in a meeting. Thirdly, decoding information process determines the accuracy of communication, which is the most difficult phase (Andersen, 1991). Because, receiver has their own perceptual filters and they would like to choose what they want to (Buchanan and Huczyski, 2010). Finally, in the feedback section, receiver acquires the message from the sender and gives feedback return to sender, which is also a phase to exchange their point of views, determining whether it is an efficient communication. Moreover, this process is closely associated with the channel procedure. For instance, if people select face to face to communicate with each other, they can get instant feedback which enable sender to flexibly change ideas, content and topic in order to achieve an effective communication. Otherwise, feedback could response the accuracy of coding and decoding processes. Meantime, the noise might appear in all parts of communication (ibid.).

Furthermore, it is vital to show the important and influence of communication in organisations. According to the investigation by Katherine Burke in 1999, they discovered that lack of sufficient communication in changing planning or performance will lead to lower productivity, absenteeism and staff turnover. On the contrary, if companies have effective communication behaviour, it will enable managers to better perform their tasks and responsibilities. Moreover, it can also create a higher level of transparency which could establish confidence of employees, build relationships between staff members, avoid misunderstandings, diminish costs with mistakes, and improve collaboration (Widmeyer, 2013). Obviously, there are a variety of merits under efficient communication.

However, several obstacles and variables exist in the process of communication especially cultural diversity. It is known that people in different countries with various cultural contexts may do different behaviours which are main consist of gesture and language (Armstong, 1995). Such different ways of communication tends to cause misunderstanding and misleading. For example, in some countries, people are required to look someone in the eye when they are doing a communication, which is deemed impolite. Conversely, in other countries, this behaviour is considered polite. Moreover, gestures are more likely to be misunderstanding in different cultural background. For instance, making an “O” by thumb and forefinger, and unfolding the other three fingers have many opposite means in different cultures (Dubrin, 1994). In the USA, it means “ok”. In Japan, it interprets as money. In France, it interprets as nothing or zero. But in some Arab countries, it stands a curse. And in Germany and Brazil, it means obscene. Thus, “OK” sign or the “thumbs up” sign should not be used to people who come from different countries in a communication as it might cause unnecessary misunderstanding (Tourish, 1997). Additionally, for addressing this serious problem, the world emphasizes to improve cultural globalisation, and the guidelines about appropriate behaviour have been formulated by each government.

Another important barrier is physical barrier which is made up of noise, time, and distance (Lunenburg, F2010). Precisely, noise occurred frequently during communication. Taking factories for instance, verbal communication is rendered difficult by the loud noise of machines. Moreover, electronic noise like blaring, which is attributed to telephone or loudspeaker system, interferes in communication. Furthermore, the word “noise” is also used to refer to all kinds of physical interference like illegible handwriting smudged copies of duplicated typescript, poor telephone connections, and etc. (ibid.). In addition, time and distance also act as barriers to the smooth flow of communication. But the use of telephone along with computer technology has made communication very fast and has, to a large extent, overcome the space barrier. However, sometimes mechanical breakdowns render these facilities ineffective (ibid.).

Moreover, language barriers are barriers to communication resulting from speaking different language (Hzrzing and Feely, 2008). People cannot use different language to communicate with each other. Or even within one language, the accent and dialect might cause difficulty in communication (Stubbs, 2011). Particularly, working in an industry which contains industry lingo or technical language, people should avoid using such jargon words talking with others from outside the industry.

In the following section, this essay will illustrate how to overcome communication barriers in organizations. At first, the personal barriers could be surmounted by interpersonal communication. Generally, interpersonal communication could be defined as message sending and message reception between two or more individuals (Brown, Williamson, 2007).

Interpersonal communication is important for organizations, such as The Building Societies Association (BSA). This is a board of trade for the Britannic building societies (The Times 100, 2013). The Building Societies Association’ functions as a financial system which provides deposit and mortgages. This association is a navel of link and stands for members in many areas. For instance, the BSA lobbies government to interpret the current legislation and discusses the changing legislation. The association gathers the members’ idea and explains them that they will have more strength than each individual (ibid.). For instance, financial regulators and stakeholders talk to the Building Societies Association rather than talk to every separate building society. The Building Societies Association act a key role in communications (ibid.). According to the communication process, it is significant that the sender send the correct information to the right receiver by the correct mode. It could ensure the efficient BSA’s communication. On contrast, it will be worse if the wrong information was send to wrong people and it will really hurt the BSA (ibid.). The information may be misunderstood unless make sure every part of process correct. For example, people cannot receive a text without a mobile phone. Meanwhile, the “noise” will suffer the less efficient in communication and cost (ibid.). The “noise” might include wrong target, incorrect mode, technical breakdown, receiver misunderstand, incorrect channel, no feedback, poor timing, use of industry lingo and unclear information (ibid.). .). For instance, if legislation about deposit protection has changed, the message interpreting this to the members might be different to that for its clients. The BSA should write the each version and suit for different group. The core to improve the effective communication is reduction of noise (ibid.). Aim to reduce the barriers, the association with its members need to obey the following three points:
First, transmitter need to comprehend what information want to send, to whom and when. The sender also needs to choose the most suitable channel.
Second, message need be in the right format.
Third, messaged should be written by English with less jargon.
Above these, the efficient communication will ensure the BSA has abilities to compete with other competitors.

Environmental barriers are also big problems for organisation. It can be showed in Bernard Matthews. It is the largest turkey producer in the United Kingdom (The Times 100, 2013). Food business might be influenced by chance events. For instance, in 2007, the outbreak of bird flu occurred at a Bernard Matthews’ farm in Suffolk. After this, the media found that the food business imported part of turkey from abroad. The news was not contact with Bernard Matthews directly, and Bernard Matthews did not claim and defend its product range. These responds led to against news report and the company lost credibility with the media (ibid.). When the company realised the situation of the damage, it opened up to the news but too late, after lost all the trust (ibid.). Hence, Bernard Matthews’ sales decreased by 35 % in UK and get a deficit in account (ibid.). The company have to change. In 2008, Bernard Matthews performed a business transition scheme. From the point of communication (ibid.), this involved:
First, more closely supervising the changing surrounding in which the company operates.
Second, know the customers’ desire.
Third, rebuild the trust with all stakeholders by communicating in a transparent manner.
Businesses have to accept a range of channels to communicate effectively with all stakeholders. And it is important to build trust and relationships with the media. In 2010, the Bernard Matthews’s sales have increased by 9 % year on tear (ibid.).

In conclusion, communication acts a significant role in organisations. Communication should use the appropriate stratagems and methods to overcome the communication barriers. Organisation need to pay attention to interpersonal and environment communication at the same time. And organisation need to change the stratagems based on feedback without delay. Therefore, organisation will have an improvement.

Words count: 1636

Reference
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