Effective Communication Strategies and Barriers in Business: A Case Study of Singapore University of Social Science

This report discusses effective communication strategies and barriers in business, with a case study of Singapore University of Social Science. It covers general theories of organizational communication and strategies to overcome communication barriers. The report also evaluates the barriers preventing students from returning to campus and outlines the strategies the university has implemented to overcome these barriers.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project 1 –Advertising campaign.....................................................................................................1
Barriers and common challenges to effective communication...............................................1
Effective strategies for overcoming barriers of communication............................................2
Assessment 2 - Individual Report....................................................................................................2
Discuss some general theories of organisational communication..........................................2
Evaluating the barriers preventing students from returning to campus..................................4
Outline the strategies your university has implemented to overcome these barriers.............6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................7

INTRODUCTION
Business communication is basically the process which is generally related to the sharing of
the important data and information among the organisation’s workers for the purpose to achieve
the objectives, organisational goals and personal goals. In context to business communication,
the main objective is to achieve the organisational and personal objectives and goals. The
University chosen for this report is “Singapore University of Social Science which is a very
known and popular university in Singapore. The report will cover the general theories practised
in the communication process and will also result in analysing the various factors which prevents
students from returning to campus. Moreover, the report will involve the various strategies that
need to be adopted for the purpose to overcome the various communication barriers.
MAIN BODY
Project 1 –Advertising campaign
Barriers and common challenges to effective communication
Below are the following key challenges in relation to effective communication which
could result in impacting the organisation in a negative manner.
Inability to listen: The major communication challenge occurs when the individuals are not in the
active mode while listening to other people of the organisations. It can result in making
unrealistic assumptions in relation to the employees based on their self assumptions. Hence,
inactive listening is considered to be the major threat for the purpose to communicate in a
effective manner (Anderson and et.al., 2021).
Lack of trust and Transparency: The transparency issue and trust problems is also considered to
be the major barrier when it comes to effective communication process. In context to
communication, the lack of clarity in the company’s actions might take their staff members
nervous for the purpose to communicate in a freely manner in the working surroundings.
Language and Cultural differences: The differences in the region, beliefs and attitudes is also
considered to be strong factor which influences the process of effective communication. The
employees of the different cultural backgrounds might feel insecure while having communication
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with each other. In addition to that, the different languages is considered to be another major
barrier.
Effective strategies for overcoming barriers of communication
There are various strategies which could support the mangers in reducing and
overcoming the barriers of the communication which involves the following:
Listening actively:
When it comes to effective communication, the individuals can overcome the issue of
communication through giving attention and proper time while listening to other staff members.
In context to this, the employees should also acknowledge their viewpoints and opinions which
can support them in undertaking the smooth conversations with other individuals (Clarke, Jaffe
and Mutch, 2019).
Being specific in information
The ability to hold communication with delivering easy and precise for the purpose to
understand the data can lead the employees to the right way. The employee should be very
concise in their data and also giving others the opportunity to cross questioning which can hold
them in holding dynamic conversations.
Asking for regular feedback: In context to individuals, it is very important for them to ask
viewpoint of the other people for the purpose to identify if communicated data and information a
and with the help of this strategy, it will allow the workers to make improvements and assessing
communication styles which can support them in indulging the effective communication.
Assessment 2 - Individual Report
Discuss some general theories of organisational communication
Organisational communication is one of the important aspect for a company as it help in
interacting with each other and also assist to implement all the activities in a proper manner. It is
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vital for higher authorities to focus on communicating all of its associated members so that
effective flow of information is maintained (Johnston, 2020). There are many organisational
communication theories which is used and is given below:
Weber's classic organisational theory of fixed structures
The main objective to develop this theory by Max weber is to define the organisational
structure and ensure effective communication procedure took place within the company. This
theory state that company has to clearly define the roles as well as responsibilities and thus
communication is structured, clear and hierarchal. This theory of organisation communication
will help an organisation for no confusion is develop within the message sent from top to bottom.
It is analysed that this theory focus on the prominent roles as per the seniority and state that work
should be given to staff member according to their potential and capabilities. Therefore, this
organisational communication theory help in maintaining performance and good relation with the
staff members.
Tompkins and Cheney's organisational control theory
This theory is basically the extension of theory given by Max Weber and is suitable for those
companies which are at present amorphous. In addition to this, it includes four types of control
which examine how company exercise power in and these are concretive, technical, simple and
bureaucratic (Kakabadse, Bank and Vinnicombe, 2018). It is determine that this theory include a
model where communication as well as control is more than the Weber is envisaged. It is
determined that this theory help an organisation to ensure that every associated member knows
their roles and responsibilities which further lead them towards attainment of objectives.
Deetz's managerialism theory
This theory mainly focusses to define how an organisational control and communication
happen within the companies and how it is replaced with the economic interest and the need for
the changes. In addition to this, it state that the patterns and structures of companies models have
changed as well as emerged that further implies in organisational norms. Deetz's managerialism
theory recommend an organisation undertaken the factors of general ideas where economic and
political interest is being considered. Moreover, it also include that right interpretations of
messages is important within the organisation so that work is implemented in a proper and
effective manner. Furthermore, it disapprove the bureaucratic model of Weber wherein the face
to face interaction among sender as well as receiver is not undertaken.
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Evaluating the barriers preventing students from returning to campus
In context to the university, following are the barriers of effective communication which
prevented the students from returning to campus:
Physical Barriers: In context to the barriers of the communication, physical barrier is considered
to be the natural and the environmental barrier which can result in distraction of the students
leading to unproductive and poor communication. In context to physical barriers, it involves the
following common elements:
Time: It is considered to be the most important element which can result in impacting the
process of communication. The difference in the lag and time among various countries could
result in affecting the conversation’s smoothness.
Space: It basically explains the relationships of the employees with each other in the form of
official and personal relationships.
Emotional Barriers: When it comes to emotional barriers, it is basically related to employees and
their mental boundary which holds them to hold back to listen in a active manner and
communicating their emotions and thoughts. In context to emotional barriers, it involves the
following elements:
Anger: It context to anger, it can out strong negative influence on the employees behaviour and
interacting with each other. It can result in affecting the health and unhealthy working
conditions.
Anxiety: In context to anxiety, it is basically a social fear which results in stopping the
employees to effective communicate and share information in a proper manner to other students
and individuals (Greenway and et.al., 2019).
Organisational structure barriers:
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Under this barriers, it is considers to be the major issue which is involved in the flow of
information among the individuals. Such type of barrier is basically generated within the
organisation which can affect the development and the negative impact growth in the longer run.
In context to organisational barriers it comprises of the following:
Negative Company climate: In context to top level managers, the negative attitude towards the
individual can result in negatively affecting the working environment.
Excessive Bureaucracy: In context to the strong layer of authority, it can lead to individual
feeling stressed and distorted which could result in causing delay in the process of
communication.
Perceptual barriers: In context to organisations, this type of barrier is considered to be a mental
block which is related to the wrong perceptions about the other individuals. This barrier can
result in negatively influencing the interpersonal relationships which could result in inefficient
and poor communication (Gupta, Kusi-Sarpong and Rezaei, 2020).
Personal experience: The one bad experience of student in the organisation can negatively
influence the trust issues with other students and staff members.
Beliefs: In context to organisation, the wrong belief about the other individuals can also put a
challenge to smooth communication in the organisation.
Interpersonal barriers: In context to interpersonal barriers, these are basically related to the
unaccepted behaviour of individuals.
Lack of participation: In context to the unwilling attitude of students in the decision making
process can result in affecting the communication process.
Lack of Trust: In context to university, the trust issue among the staff members can hold them
back in participating in the communication process.
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Outline the strategies your university has implemented to overcome these barriers
Due to COVID-19, there are many issues which is faced by institutions and to deal with it,
many of them shifted towards online which help in providing appropriate lectures and classes. It
is analysed that many of the students did not prefer to shift towards offline classes because of
many issues that is high expenses of travelling, children’s responsibilities, fear of COVID-19 and
so on (Waddell and et. al., 2019). In order to deal with the issue, there are many strategies which
will help institution to overcome with the barriers and is given below:
Providing students with conveyance facilities: It is considering as one of the major concern
of students as for some of them it is expensive or for some students they have fear of COVID-19.
It is recommended to the institution to provide conveyance facilities to the students as it help in
resoving the issue of students and bring back the students offline that is in the college. The
adoption of providing conveyance and ticket facilities will be helpful in overcoming these
barriers and they would not have left with any issues or excuses.
Establishing proper work guidelines: It is analysed that students are not sure and even
confused about how they will continue working after becoming habitual and familiar with
studying at home. In addition to this, the institution is instructed staff members with clear
instructions and details which providing them appropriate guidance regarding studying in
college. The responsibilities and duties would be made clear to respective students with working
process as well as techniques.
Ensuring vaccination of all students: It is important for the respective college to ensure that
all the students get proper vaccinated while returning from the home to college and all the
certificates is collected before execution of session. It is analysed that undertaking the
precautionary standards and measures assist to decline the risk associated to COVID-19.
Furthermore, regular sanitization and temperature check will be compulsory by entering into the
classes by guards. This will help in maintaining the clarity in mind-set of students and to secure
them from the COVID-19.
Focus upon interaction and orientation: The institution would emphasis on orientation
activities in order to increase familiarity and make students comfortable as well as familiar with
their fellow peers and other students. In addition to this, they would be treated properly and
friendly by teachers (Schedlitzki and Edwards, 2021). Moreover, it is important to maintain
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social distancing in institute so that they feel safe and no health issues is arise to any of the
students.
Apart from this, there are also many strategies which can be adopted by institution such as
conduct session for encouraging students, provide appropriate guidance and many more.
CONCLUSION
From the above discussion, it has been concluded that it is important for an organisation to
ensure that effective communication has take place as it help in executing all the activities in a
proper and effective manner. In addition to this, it is determined that there are various barriers
that is faced by companies such as physical barrier, emotional barriers, language barrier and
many more. Moreover, there are various theories implied by organisation for communication that
is Weber's classic organisational theory of fixed structures, Tompkins and Cheney's
organisational control theory, Deetz's managerialism theory and so on.
REFERENCES
Books and Journals
Anderson and et.al., 2021. Mentoring Barriers, Expected Outcomes, and Practices in Scientific
Communication: Scale Development and Validation. Journal of Career Development,
p.0894845321991680.
Clarke, S.K., Jaffe, J. and Mutch, R., 2019. Overcoming communication barriers in refugee
health care. Pediatric Clinics, 66(3), pp.669-686.
Greenway and et.al., 2019. Barriers to communication in a PICU: a qualitative investigation of
family and provider perceptions. Pediatric Critical Care Medicine, 20(9), pp.e415-e422.
Gupta, H., Kusi-Sarpong, S. and Rezaei, J., 2020. Barriers and overcoming strategies to supply
chain sustainability innovation. Resources, Conservation and Recycling, 161, p.104819.
Johnston, J. ed., 2020. Public relations: Theory and practice. Routledge.
Falkheimer, J. and Heide, M., 2018. Strategic communication: An introduction. Routledge.
Kakabadse, A., Bank, J. and Vinnicombe, S., 2018. Working in organisations. Routledge.
Waddell and et. al., 2019. Organisational change: Development and transformation. Cengage
AU.
Schedlitzki, D. and Edwards, G., 2021. Studying leadership: Traditional and critical
approaches. Sage.
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