Meeting Outcome Report

This report evaluates communication barriers within an organization and provides strategies to overcome them. It also discusses theories of organizational communication.

Meeting outcome report

INTRODUCTION
Effective communication is very important for a company to maintain the smooth flow of
operational activities. This helps the company to motivate their employees and with the help of
that they can boost up their employees to work more efficiently and creatively so that they can
avail the high quality product and services.
Mr Fishy has conducted a meeting for some major issues and implementation of new
policies to over come the communication barriers within the organization. This report includes
the evaluation of various communication barrier which take place within the company. Further it
explains the different strategies to overcome the barriers with the support of Literature review.
The report ends with the different theories which a company can opt to overcome the
communication barriers within the company.
Literature review :
As per Phutela, (2015), communication in an organization promotes motivation to the
employees by clarifying and informing them about the manner to perform the task and guide
them for the improvement in their performance if required. The author also states that the
communication helps in assisting the control function of the company's management. The
employees must follow policies of organization, perform their task efficiently and interact if any
grievance and problem with their superiors.
According to the Quintanilla and Wahl, (2018), Language barrier is one of the common
barrier mostly arises in the organization. At the workplace different employees have different
linguistic skills this directly affect the communication channel across the organization. Somehow
the employees with different region would not be able to understand what information or
message is conveyed to them. The another barrier as per the author is status barrier that is
between superior and subordinate relationship. Position and status in the structure of the
company is one of the fundamental barriers which block the free flow of information. The
supervisor may provide selected information to their subordinates to maintain the status as well
subordinate usually convey only the things which will be appreciated by their superior.
As per the Yuriev and et.al., (2018), keeping routine check to the communications
systems helps the organization to analyse the weakness if any occurred. With help of efforts
company can easily focus on whichever is appropriate the Informal or formal way of
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communication. This will help company to reduce the barriers effectively as before it occur and
become critical for the organization, and they can implement the change if it is required.
While according to the Ladegaard and Jenks (2015), communication system must be
short the company should directly convey their messages without involving the third party. The
concerned person should be directly communicated to reduce the risk of distortion of facts as the
message will be passing through the third party there is the chance of filtration of message
getting double.
However as per the author view therefore Mr Fishy has to use different effective
communication strategies to overcome the barrier in the communication system and maintaing
the cooperation and respect among the employees. This will help company to increase the
employee engagement. Employees will be motivated and thus this reflects to the high level of
creativity among them. Company can maintain the better workplace relationship among its
employees and the management. This all components directly raises the productivity of the
company with the high quality of products and services.
The purpose of effective communication is that it helps in providing the clear information
to the other person and which will not have to waste their time to decode the message as the
message will be in simple form. It also creates an effective job satisfaction as the person will be
appreciated for delivering the right communication. Effective communication increase the
healthy relation in the business environment and also create healthy work environment which
will increase the employee to achieve the organizational goals efficiently.
The principle of effective communication can be Principle of clarity in which effective
communication the message which is given should be clear to the person to whom the message is
being given and the message should be In clear voice with proper gestures. As a wrong message
can also create misunderstanding between the two individual and also affect the effective
communication. The another principle of effective communication is Principle of simplicity in
which the message have to given with understandable medium as both the sender and receiver of
the communication can understand the message and also work accordingly. The use of complex
language will result in the ineffective communication and the message will not be effective for
the receiver, and he has to put more constraint on his knowledge to understand the message.
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Analysis and discussion -
Barriers and challenges to communication :
There are many barriers and challenges in the communication within the organization.
Failure of communication leads to imbalance in the operational activities among the company
within their employees and leaders (Nevala and et.al.,2015) . The barriers and challenges to
effective communication have different types which are as follows -
 Organizational Structure Barriers – There are numerous methods and approaches for
communication at the organizational level (Kent and et.al., 2016). Each of this method
have their own constraints and problems which may further converted into the barrier to
communication (Thompson 2018). Communication barriers within the Mr Fishy arises
due to lack of proper transparency given to the employees and misinformation provided
to the employees.
 Emotional Barriers – The emotional IQ of individual determines the comfort and ease
with the help of that they can communicate (Hargie, 2016). Matured person will be
effectively communicated whereas employees who are very emotional faces certain
difficulties among the Mr Fishy during the communication with their leaders and co-
workers. A perfect combination of facts and emotions is important for the effective
communication. Emotion which are frustration, anger can reduce the capacities of
decision-making of an individual and further limits the effectiveness among their
communication (Barriers to effective communication: definition & examples,2019).
 Cultural Barriers – Large offices have many employees from the different parts of the
world. Various cultures have a different meaning for different basic value for society
(Pereira, Durão and Santos, 2019). Religions, ethics, culture, dressing, drinks, food, pets
and the general behaviour changes drastically with one culture to the another one. Mr
Fishy must take various cultures into the account during their communication so that
employees of different culture can understand easily the informations or instructions
which are conveyed to them.
 Physical Barriers – It is the most common barriers arises among the employees within
the organization (Lee, 2016). This can include the barriers like closed doors, noise, closed
cabins, faulty equipments which are use for communication etc. Mr Fishy it is faced as
the information or a message they convey to their employees are not clear to them. The
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separation between the employees with the faulty instruments result to severe barrier to
the communication (Chmielecki, 2015).
Strategies to overcome the barriers of communication :
There are many strategies to over come the communication barriers with employees
among the organization (Smith and Brunner, 2017). That can be described below -
 Avoid slang - Casual language and slang should not be used within the Mr Fishy it can
create a barrier to communication. Slang should be avoided in the verbal as well as
written communication this will help the organization to towards keeping the employees
and team on the same page with the perspective of long term durability. By avoiding
slang company can effectively communicate with their employees and connected with the
them (Punch,2016).
 Awareness among cultural differences – In the today world companies are moving
forward towards globalization and initiating individual from different backgrounds and
cultures work together for the common goal (Ravazzani, 2016). So Mr Fishy must be
aware of cross-cultural communication issues so that they can easily remove cultural
differences among the employees. They should research the cultural differences and other
barriers that are faced by their employees along with this domestic cultural groups also
must be researched (How to overcome barriers of communication at work, 2018).
 Opting the communication App – Nowadays there are many communication App
which can help Mr Fishy in the effective communication skill. Company can use an
communication App like Crew which helps to contact their employees faster than ever. It
removes potential barriers which are faced in the virtual communication with the help of
simple messaging, organized conversations, helps in managing team projects and
scheduling and shift (Chmielecki, 2015).
 Using simple language – The company must prefer the simple language while
communicating with the co-workers (Vohra and et.al., 2015). Mr Fishy should, must
follow this they should use a language which can be universally understood by their
employees this will help in the effective communication among the employees and the
interaction must be clear and understandable to the employees. Ambiguous words and
jargon should be avoided during the communication.
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Theories of organizational communication :
There are different theories of organizational communication which can be opted by
companies to overcome the barriers and maintaing the smooth flow of communication within the
organization (DeVito, 2019). Two of these are explained below -
Critical Theory –
Critical theory presume that the conflicts are natural state in an organization. Upper level
of management must always seek to boost up lower employees and management, when they are
lacking with the motivation (Jackson, 2015). In this theory role of finding and solving problems
between group and individual and solving the conflicts has been discussed (Warren, 2017). Mr
Fishy could use this to solve the problems among the employees and their teams, and solving
conflicts if any occur and also motivating employees for doing a good work and availing the
proper direction to their employee will help them to unify workforce under single goal.
Groupware Theory –
The groupware theory states that the traditional communication method must be
transformed into the rapid advance technologies (Austin and Pinkleton, 2015). Employees can
easily communicate with the help of mobile devices and commuter devices in order to pass the
information quickly passed throughout within the company. Mr Fishy can use opt the
communication App for their employees, team and managers so that they can easily manage and
schedule all the projects and the shift time. And they can also convey messages and information
faster within the company to their employees. It saves the time and effective form of
communication with the employees among the organization.
Different principles are helpful for the organization in effective communication simple
and clear communication is always helpful in the effective communication. Thus, company can
apply this principle in their organization as they can communicate with their employees in the
simple form and language and the message or information they want to give should be clear and
easily understand by the employees.
Communication practices that can be followed are active listening that the employee must
actively listen the information and message which is conveyed to them. Good sense of humour
must be always kept by employees for active listening. Thus respond should be given to the
message and information in timely manner so that it can be delayed.
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CONCLUSION
From the above report it is prescribed that the effective strategies help the company to
remove the communication barriers. This can help the company to retain their employees for
long term. Thus motivate employees will be the productive asset for the organization. More
creative employees will be more appreciated for rendering the high quality products and services
this will in return raises the profit and productivity of the company. Company can easily
maintain the better workplace relationship among the manager and the employees. Open and
consistent communication among the company avails all employees, from upper level
management to lower staff level understand the goals and culture along with understanding how
company deals with its clients and customers.
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