Business Communication: Theories, Barriers, and Strategies

This report discusses the general theories of organizational communication, barriers of communication, and company strategies to overcome these barriers. It focuses on the challenges faced by students in Learn English UK and provides insights into effective communication strategies.

Business Communication - project 2
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Table of Contents
INTRODUCTION.......................................................................................................................................3
MAIN BODY..............................................................................................................................................3
Explain the general theories of organizational communication...............................................................3
Determine the barriers of communication................................................................................................4
Discuss the company strategies to overcome communication barriers....................................................5
CONCLUSION...........................................................................................................................................6
REFERENCES............................................................................................................................................7
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INTRODUCTION
Business communication is defined as the process in which formal exchange of
information and viewpoints take place among employees and other people within and outside the
business organization (Munro and et.al., 2015). Moreover the effective business communication
among employees and the management helps in accomplishment of goals and objectives and
reduce the changes of misunderstanding and conflict within the company. The report is based on
the difficult and challenges faced by students in Learn English UK. The institute is based in
London and Manchester with over 1000 international students attending throughout the year. The
topics covered in the report are general theories of organizational communication, barriers of
communication and company’s strategies to overcome these barriers.
MAIN BODY
Explain the general theories of organizational communication.
Communication process in an organizational setup helps in operations of processes in an
efficient manner (Georgescu and Popescul, 2015). It is important to follow these
communications lines strictly, than only transactions can move forward in an efficient manner. If
communication processes are not followed properly and they are left open to develop on a
random basis, than it will lead to a less profitable output. As communication is so important for
producing efficient results, therefore, to develop an understanding of different theories on
communication is also equally necessary. There are different theories and one can be selected on
the basis of requirements and organizational structure:
 Critical theory: This theory is adopted on the basic assumption that conflict is very
natural position in an organizational setup. To this theory, employees are being resistant
towards directions given by their superiors, such as, work load, employee relations, etc.
furthermore, talking about horizontal level, different departments are in conflict situation
due to allocation of funds and resources. In this theory, communication is always directed
towards taking up and resolving the issues of conflict in a group. Another important
aspect of this theory relates with preventing problems between groups of people,
encouraging employees to do more and providing direction that will unify the workforce
under a single goal.
 Information theory: This theory concentrates on travelling path of information in an
organizational setup. The main goal of this idea is to minimize the mistakes in
transmitting information to lowest level. According to this theory, there should be
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implementation of some measures that are capable of identifying and rectifying any
mistake, if occurred in the process of transferring information. Furthermore, this theory is
holding the recipient accountable for the final version of the information, rather that
holding sender accountable for that mistake.
 Post positive theory: The basic assumption of this theory is that order is the normal
position in an organization. This assumption leads to assurance of solving issues like,
conflict, insubordination and misunderstandings. This is due the fact, that all these
unlikely things are not included in a proper order of an organizational setup.
Communication under this theory focuses on messages designed to keep people obeying
the rules and working together smoothly. Meeting attendees tend to seek agreement and
frown on discord.
 Groupware theory: The main recommendation of this theory is that traditional
communication channels must be altered keeping in view rapid technological advances in
view. In accordance of this theory, employees should be made capable of communicating
with each other through adoption of latest technologies like computers and mobile
devices (Brink and Costigan, 2015). This will also help in fast transmission of
information. For example, after a meeting in which managers consider the sale of a
division, a rumor could spread among employees that end up sounding like a certainty
rather than a consideration. Even positive information might flow from one department to
another before management has time to notify all stakeholders of a change in policy or an
initiative.
Determine the barriers of communication.
A communication barrier is define as the specific elements which are distort or act as
barrier in establishing the effective communication (Hänninen and Karjaluoto, 2017). The person
find it difficult to make others understand their viewpoint or in communicating something
important. In context of Learn English UK the barriers of communication are as follow-
 Physiological barriers- This type of barrier take place due to the genuine hearing issue
of the students where they are not able to understand the viewpoints or information
provided by the other people. It is a time consuming process as it take time to make such
students understand the facts and figures in an effective manner. Moreover another
physiological barrier is due to the fast or slow speed of the communicator that the person
with fast or slow speed act as the barrier in establishing the effective communication.
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 Physical barriers- This type of barrier take place due to distraction or disturbance in the
environment that is due to unwanted sound or noise. The unwanted sound act as the
barrier due to which students would able to concentrate on their studies and are not able
to take part in listening process. This is one of the most distracting thing where students
are not able to understand what teacher want to communicate them as it is very hard to
listen carefully to what is being said.
 Attitudinal barriers- This is one of the most common barrier faced by the management
of institute as students who are pre-occupied in some other work or are busy with some
other issue in those situation they would be able to concentrate on what is going in the
class. Another type of attitudinal barrier is egocentrism where few students consider
themselves super that is they are more knowledgeable and need to learn from anyone
which lead to disciple problem as they act as disturbing element in class.
 Cultural barrier- This is one of the most commonly faced problem as institute is dealing
with large number of students which are from different locations hence the accent act as
the barrier. The students are from different cultures and communicate in different way
where in it create problem for students to understand the things and act as barrier in
establishing effective communication (Bovée, Thill and Raina, 2016).
Discuss the company strategies to overcome communication barriers.
There are lot of barriers which are been faced by Learn English UK in establishing
effective communication with the students (Aten and Thomas, 2016. ). Here are few strategies
which they are using to overcome communication barriers-
 Eliminating differences in perception- The organization must ensure that they are hiring
the right individuals for the job role who can communicate effectively with the students
belong to different culture and lifestyle. Moreover they should focus on providing proper
induction program to its employees in order to make them understand the policies of
company and also provide them proper training.
 Use of simple language- The primary focus should be on using simple and easy to
understand language as it will help in building the interest of the students and lead to
effective communication as students pay attention to understand with is been
communicated.
 Focus on reduction of noise level- As the organization is established in crowed area of
London hence it is very essential for management to focus on reducing the level of noise
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and external sounds which are leading to act as barrier in establishing effective
communication. Moreover due to this the focus and concentration of students is shifted as
they would pay any attention to what is happening.
 Simple organizational structure- The management is taking step to in making the
structure simpler as the number of hierarchical levels are more due to which it lead to
miscommunication and conflict situation. The ideal span of control and simple structure
would help in establishing effective communication among the management and students
(Coffelt, Baker and Corey, 2016).
 Emotional state- It is very important to make sure that while communicating one should
focus on their body language. The body language paly important role in establishing the
effective communication and help in accomplishment of desire results.
 Feedback- The management on frequent bases take feedback from the students in order to
come to know the various points where students are facing problem or what further they
should improve in order to establish effective communication and able to help students in
their studies.
 Steps to remove Physiological barriers- The management is taking steps to remove the
physiological barriers and for that they are organizing spate classes for those students in
order to put more attention on them and make them comfortable. With the help of special
classes the management would be able to establish effective communication with those
students and able to help them in their studies (Kernbach, Eppler and Bresciani, 2015).
CONCLUSION
From the above study it has been concluded that communication play important role in
professional as well as personal life. The effective communication helps in better understanding
of the thoughts and viewpoints of other people and proper actions and measures helps in solving
the problems faced by individuals. Moreover the miscommunication leads to misunderstanding
due top which wrong decisions are taken which also result in conflict situation. Proper
communication helps in better decision making and desire goals and objectives are accomplished
on time. Furthermore if barriers are taking place then the focus must be on removing those
elements so that effective communication can take place.
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REFERENCES
Books & Journals
Munro, M. and et.al., 2015. Theatre strategies to develop emotional intelligence skills in business
communication: An exploratory study. Southern African Business Review. 19(2). pp.1-26.
Georgescu, M. and Popescul, D., 2015. Social Media–the new paradigm of collaboration and
communication for business environment. Procedia Economics and Finance, 20, pp.277-
282.
Hänninen, N. and Karjaluoto, H., 2017. The effect of marketing communication on business
relationship loyalty. Marketing Intelligence & Planning.
Brink, K.E. and Costigan, R.D., 2015. Oral communication skills: Are the priorities of the
workplace and AACSB-accredited business programs aligned?. Academy of Management
Learning & Education, 14(2), pp.205-221.
Aten, K. and Thomas, G.F., 2016. Crowdsourcing strategizing: Communication technology
affordances and the communicative constitution of organizational strategy. International
Journal of Business Communication. 53(2). pp.148-180.
Bovée, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson
Education India.
Coffelt, T.A., Baker, M.J. and Corey, R.C., 2016. Business communication practices from
employers’ perspectives. Business and Professional Communication Quarterly. 79(3).
pp.300-316.
Kernbach, S., Eppler, M.J. and Bresciani, S., 2015. The use of visualization in the
communication of business strategies: An experimental evaluation. International Journal
of Business Communication. 52(2). pp.164-187.
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