Business Communication Report: Analysis of Barriers and Strategies

This report, prepared for the Business Communication module, analyzes communication within Business United, identifying barriers such as physical, technological, perceptual, emotional, cultural, and interpersonal challenges. It explores relevant communication theories like communication accommodation theory, cultivation theory, medium theory, and adaptive structuration theory. The report then proposes strategies to overcome these barriers, including cross-cultural training, clear messaging, feedback mechanisms, and the use of advanced communication mediums. Recommendations include improving communication processes, upgrading communication tools, and fostering active listening. The conclusion emphasizes the importance of effective communication for decision-making and goal achievement.

BUSINESS
COMMUNICATION
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TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................2
ANALYSIS AND DISCUSSION...................................................................................................2
Organisation communication theory............................................................................................2
Communication barriers..............................................................................................................3
Strategies to overcome communication barrier...........................................................................4
RECOMMENDATIONS.................................................................................................................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6
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INTRODUCTION
Communication is defined as process to exchange or share the perspective, idea or beliefs
with one each other (Lovari and Bowen, 2020). It is an important aspect of social life as it is the
means through which individuals know and interact each other. The lack of effective
communication or related barriers can cause conflicts and misinterpretations. This report will
discuss the possible barriers and effective communication strategies to overcome such barriers.
ANALYSIS AND DISCUSSION
Organisation communication theory
Communication theories helps to understand the barriers and strategies which can affect
the communication process. Some of the key communication theories are as follows:
Communication accommodation theory: As per this theory for effective communication one
must adjust communication style to audience. This can be accomplished by either divergence or
convergence. The accommodation in communication is used by people to gain social approval.
In process of convergence one used to adopt the interaction characteristics of other so that social
or communication differences can be reduced. On the other hand, in divergence process
individuals used to focus on major assumptions and differences in society.
Cultivation theory: It states that various communication media such as social networking
platforms or television create an image of the world which does not exist in reality. Thus they
used to exaggerate the fantasy world. Thus the individuals who have great dependency on these
communication platforms used to believe the values showcased by social world (Li and et.al.,
2017). Thus their communication strategy, actions and behaviour is greatly controlled by
interaction medium used by them for communicating.
Medium theory: This theory informs that interpretation or meaning of any information is
changed or perceived differently depending upon the type of communication medium used. The
characteristics of communication medium affect the nature of information and the way in which
it will be perceived by an individual. Nature of media has significant impact on influencing the
psychological and physical perception of transmitted information. Thus it is very important to
choose an appropriate communication medium for the interaction. For instance, for formal
communication on sensitive subjects one used to prefer secure and quick modes of transmission
instead of less secure mediums such as social media. The formal communication accomplished
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by formal medium tends to have more significant impact on the quality and impact of
communication.
Adaptive structuration theory (AST): This theory emphasis on understanding different
technologies, organisational structure and set of resources and rules which affect the basis for
communication (Fandrejewska and Wasilik, 2018). These factors continuously shape the way in
which individuals interact with each other. Thus for making communication more effective it is
essential that the system emphasis on its structures and resources because they can have crucial
impact on the way in which messages are transmitted and interpreted.
Communication barriers
Certain parameters can act as barrier to encourage effective communication. Some of the
major barriers at Business United are:
Physical and technological barriers: The physical challenges in communicating with each other
such as closed doors, organisational hierarchy, distance between individuals can prohibit staff
members to express themselves. Currently most of the organisational communication involves
technological platforms so any kind of technological error can also prohibit easy flow of
information.
Perceptual and emotional barriers: If individuals have different beliefs and perception then may
not be able to fully receive the idea transmitted by others. The communication process which do
not involve mutual respect to each other’s perceptual can cause major conflicts and inaccurate
misinterpretation of transmitted information. The emotional aspects such as lack of trust and fear
can also result in poor communication (Erjavec, Arsenijević and Starc, 2018). If team members
do not have trust on each other then they will never be able to communicate properly and work
as team.
Cultural barriers: Different cultures have variation in process of communication. Thus verbal
and nonverbal initiatives taken by an individual can have entirely different perspective in other
culture. It can lead to misleading information of even conflicts at work place. The elements such
as language differences, interest level and sense of inclusion plays key role in communication
process. Cultural differences and individual perception can affect the communication style of a
person. Thus while communicating significant change in communication style can influence the
participation and interest level of listener. It is quite common that people used to face differences
in their own culture with that of others.
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Interpersonal barriers: Certain aspects of personal factors can also restrict or encourage
interaction between individuals or groups. For instance, repetitive routines, working conditions,
closeness and interpersonal relation between speaker and listener inspires an individual to pay
attention to the communication process. The differences in these factors can restrict people to
take efforts to communicate.
Strategies to overcome communication barrier
Business United can adopt several strategies to overcome communication barriers. The staff
members must be encouraged to work in cross cultural teams so that they can understand and
work with diversity. Cross cultural training initiatives are the best way to overcome cultural or
perception barriers. For clear and influential communication, it is important that message,
gestures, tone and language must be very simple and clear so that receiver can interpret the
correct meaning. Another important strategy for good communication is that speaker must not
only emphasis on expressing their perspective instead the preference of receiver must also be
given priority. For improvements regular feedbacks must also be considered (Aiwuyo, Omoregie
and Jimoh, 2020). It will help speaker to change the communication pattern or requirement as
per understanding of receiver. Advanced communication medium can help to eliminate the noise
or other communication barriers related to channel or medium.
Selection of appropriate communication style can also act as crucial strategy to address the
communication barriers. For instance, for communicating on sensitive subject matters face to
face as well as non-verbal communication can have significant impact. The selection of social
media or email communication may not produce desired impact or outcome. Diversity is an
integral part of the organisational working and teams. Thus individuals must have power and
enthusiasm to accept the diversity and difference in perspectives or opinions. The complexities
of organisational structures can also prevent individuals to take a step and to interact. Thus to
encourage communication organisational hierarchy, structure and work culture must be open and
inspiring so that people do not have any fear or hesitation to communication with others (Heide
and et.al.,2018). This strategy is vital for elimination of psychological or perception based
communication barriers.
RECOMMENDATIONS
For improving communication at Business United it is recommended that communication
process and skills must be improved. All staff members as well as students must be given a
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training or information about communication process so that all individuals can understand each
other. Sometimes lack of suitable communication channel can also act as hindrance in
communicating effectively (Reza and Nugroho, 2020). Thus it is also essential that organisation
must upgrade and review its communication tools regularly so that channel barriers do not
impose any restrictions or misinterpretation of the transmitted information. Poor communication
is also the result of poor listening skills. Thus individuals must also allow others to express their
views instead of continuously imposing own idea on others.
CONCLUSION
It can be concluded that without good communication one cannot convey the correct
information and thus it can lead to wrong decisions or conflicts. Thus individuals and
organisations must adopt strategies to identify such communication barriers so that they can be
overcome. It has been also analysed that good communication strategies will encourage the
better decision making and accomplishment of goals.
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REFERENCES
Books and Journals
Aiwuyo, O.M., Omoregie, E.O. and Jimoh, B.O., 2020. MINIMIZING COMMUNICATION
BARRIERS FOR EFFECTIVE MANAGEMENT OF UNIVERSITIES IN
NIGERIA. UNIZIK Journal of Educational Management and Policy. 4(1). pp.115-
127.
Erjavec, K., Arsenijević, O. and Starc, J., 2018. Satisfaction with managers’ use of
communication channels and its effect on employee-organisation
relationships. JEEMS Journal of East European Management Studies. 23(4). pp.559-
578.
Fandrejewska, A. and Wasilik, K., 2018. Cultural differences and barriers in communication and
functioning of an international organisation. Handel Wewnętrzny, (1 (372)). pp.203-
215.
Heide, M. and et.al.,2018. Expanding the scope of strategic communication: Towards a holistic
understanding of organizational complexity. International Journal of Strategic
Communication. 12(4). pp.452-468.
Li, C. and et.al., 2017. Overcoming communication barriers to healthcare for culturally and
linguistically diverse patients. North American Journal of Medicine and
Science. 10(3).
Lovari, A. and Bowen, S.A., 2020. Social media in disaster communication: A case study of
strategies, barriers, and ethical implications. Journal of Public Affairs. 20(1). p.e1967.
Reza, H.K. and Nugroho, S.H., 2020, October. The influence of organizational communication
and leadership factors on the performance of employee. In sttal postgraduate-
international conference (Vol. 4, No. 1).
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