Business Communication: Theories, Barriers, and Overcoming Strategies

This report delves into the critical aspects of business communication, exploring various organizational communication theories such as bureaucracy theory, acceptance theory of authority, general systems theory, and Theory X and Theory Y. It identifies and analyzes common communication barriers including physical, cultural, perceptual, and emotional obstacles that impede effective information transfer. Furthermore, the report discusses strategies to overcome these barriers, emphasizing the use of simple language, active listening, avoiding information overload, and selecting appropriate media channels. It highlights the importance of trust and understanding in communication, recommending that organizations prioritize gaining public trust and addressing concerns to improve communication effectiveness. The report concludes that effective communication is essential for achieving success and provides actionable insights for enhancing communication practices within and outside an organization.

BUSSINES COMMUNICATION

Abstract
this report have discussed about communication theories. There are various barriers which
occurred while communicating which are discussed in detail in this report. There are various
manner in which the barrier can be eliminated like using simple language, listening properly etc.

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Theories of organisational communication..................................................................................1
Communication barriers...............................................................................................................2
Strategies to overcome the barriers..............................................................................................3
CONCLUSION................................................................................................................................4
REFERENCE...................................................................................................................................6

INTRODUCTION
Business communication is the procedure of transferring information from one party to
another within the organisation and outside the organisation. Communication should have
formally flows in the organisation. Managers should have make sure that communication is
effective between employees so that company can achieve their objectives. Better
communication also reduces confusion and errors. This report will discuss about organisational
theories. Further it will evaluate barriers in communication and also will discuss about how
communication barriers can overcome.
MAIN BODY
Theories of organisational communication
Bureaucracy theory-
this theory was developed by Max Weber. As per this theory communication goes from top to
bottom (Takino., 2020). Every employee of the organisation have to report the individual who is
above him or her. So in this way communication reaches at the top level. According to the
bureaucracy theory, company must have empirical structure and must have set rules and
regulations which can protect the interests of their workers. Under this theory there is absolute
control over workers. It supports chain of command and promote workplace principles.
Acceptance theory of authority-
this is the communication theory, as per this theory, organisational communication is very
important. Effective communication channels are important so that communication can flow
smoothly. Formal communication channels are required in order to connect all employees within
the organisation. Communication should be short and precise and also should communicate
complete information (Sanina and et.al., 2017). So that is why it is important for managers to
communicate that much information only which is required as unnecessary information can
confuse subordinates. When communication is short then it also helps in reducing distortions
and confusion.
General systems theory-
this theory says that company is the system which has many subsystems in it and it is dependent
on each other. So here communication plays vital role, effective communication will only helps
in interlocking the parts. The communication which is held with the organisation should be
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transparent. Effective communication is necessary especially inside the organisation because
lack of effective communication can lead to communication barrier and that can impact the
quality of work.
Theory X and theory Y-
as per this theory human resource is not only the important asset but employees should be
recognised by their managers. They should be appreciated by their managers for effective
performance. Workers plays important role in the organisation and due to their efforts only
company can able to achieve its goals (Pikhart., 2018). So organisation should give rewards and
recognition to their employees in order to motivate them. Many organisations, motivate their
workers through opening various communication channels. Employees should been allowed to
express their views and opinions because through this way organisation will get innovative
ideas. If company will ask for employee views then they will feel that company is valuing them
and that will motivate them.
Communication barriers
Physical barriers:
Physical barrier is one of the barrier which is preventing people to get vaccinated. People who
are not able to go to hospital because of transportation issues or any other issues are not able to
get vaccines on time (What are the 7 barriers to communication., 2021). As vaccines are not
given at doorstep and people have to visit to the hospital in order to take it. So communication
becomes difficult when there is remote working.
Cultural barriers:
this is the biggest communication barrier of cultural differences. People who are getting
vaccinated which belongs from different caste, religion, culture, race etc. so they have different
beliefs. Some people believe that vaccination is not good and it will going to affect their health
and they will get various health issues if they get vaccinated. This is preventing people in getting
vaccines. Surroundings also plays important role in this. If around the people they have such
public who are demotivating them and telling them that vaccines are not good then definitely
less people will go for vaccination.
Perceptual barrier:
some people have perception that vaccination is not good so that is why they are ignoring the
benefits of vaccine which is communicated. They are not listening to the advertisement which is
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given by the government in regards of vaccination (Kalogiannidis., 2020). There level of
motivation is low. As they have made perception that vaccines are not good and they will not
take that. Perception is the viewpoint of an individual. Positive perception will going to motivate
or inspire people and negative perception will demotivate or discourage people.
Emotional barriers:
this is also one of the communication barrier. There are many people which are feeling uneasy to
get vaccinated because they have assumed that vaccination is not good and it will impact their
health. They have set their mind that vaccination will not going to provide any benefit to them
but will definitely affect their health. Some people are also getting angry with the government
because as after taking vaccines people are getting various side effects like high fever, body pain
etc. and due to that they are feeling that vaccination is not good and it must be avoided
(Tripathy., 2018).
Strategies to overcome the barriers
Using simple language-
it has been observed that on the official website of the government simple language is not used
and because of this people are not understanding the importance of vaccines. So it is important
to use simple words. Usage of difficult words should be avoided. Such words should not be used
which is difficult to understand by lay man. As the vaccine will be taken by general public. So
government should have make sure that while doing the publicity they are using simple language
which is easy to understand.
Active listening:
there is the lot of difference between hearing and listening. When an individual listen properly of
what the speaker is saying than only they understand the meaning of the conversation. If the
listener is not listening properly then the communication is vague. So government should
properly listen to what public is saying and why they are not interested in taking vaccines. As
efforts of government will go waste if people will not receive vaccines (Bannier, Pauls and
Walter., 2019). So listening to the public is important. If people are facing any inconveniences
then government should have put efforts to solve them so that more people gets vaccinated. As
vaccines are the only way through which this infection can be prevented to greater extent.
Avoiding overload information:
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providing excess information about vaccines which are not necessary for lay man can also
demotivate them from getting vaccinated. So that is why only necessary information should be
given at public domain. Using scientific words should have been avoided because it creates
confusion and also demotivate people from taking vaccine. So government should have also
develop such platform where they can listen to the feedbacks provided by the public regarding
their facilities. There are even some people which are wanted to take vaccines but avoiding it
because of the inconveniences they are facing at vaccine centre. If government will solve the
issues which is facing by public then there are possibility that more people will come for
vaccination.
Media selection:
in order to communicate with wide range of public, government should have choose proper
media through which they can communicate important information to the people. For
transferring the important information, government can use social media because on social
media they will easily target their potential audience (Ali and et.al.,2021). It is also cheap and
will help to target large audience.
Recommendations
while communicating with the other party, speaker should make sure that there are
proper connection with the listener. In the communication process, trust is very important. So it
is important for government to gain trust of the public. If public will trust on the government
than only more and more people will went for vaccination. Government should have always
ready to listen to the complaints of the public and should have also put efforts to solve them.
Understanding public is vital. Government cannot force public for vaccines. They will only take
vaccine, if they are interested in taking it. Public have to willingly taken the vaccines and for
that purpose government can create awareness in regards of vaccines within public. They should
have also communicate disadvantage of not taking vaccine on time.
CONCLUSION
Through this report it can be concluded that effective communication plays vital role in
achieving success. This reports has discussed many organisational communication theory which
includes bureaucracy theory, systems theory etc. all the theory have explained different
viewpoint of communication. There are many communication barriers. When communication
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does not flow in proper manner the barriers arises. Report has discussed barriers like cultural
barriers, physical, emotional, perceptual barriers etc. although there are various ways also
through which communication barriers can be overcome like using simple language for
communication or active listening etc. if listener will listen carefully what speaker is saying than
half of the communication issues will gets solved.
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REFERENCE
Books and Journals
Ali, B. J. and et.al.,2021.. Business Communication Strategies: Analysis of Internal
Communication Processes. Journal of Humanities and Education Development,.3(3).
pp.16-38.
Bannier, C., Pauls, T. and Walter, A., 2019. Content analysis of business communication:
introducing a German dictionary. Journal of Business Economics. 89(1). pp.79-123.
Garcia-Sanchez, I. M. and et.al., 2020. “Sell” recommendations by analysts in response to
business communication strategies concerning the Sustainable Development Goals and
the SDG compass. Journal of Cleaner Production. 255. p.120194.
Kalogiannidis, S., 2020. Impact of Effective Business Communication on Employee
Performance. European Journal of Business and Management Research. 5(6).
Pikhart, M., 2018, August. Technology enhanced learning experience in intercultural business
communication course: a case study. In International Symposium on Emerging
Technologies for Education (pp. 41-45). Springer, Cham.
Sanina, A. and et.al., 2017. The effectiveness of communication channels in government and
business communication. Information Polity.22(4). pp.251-266.
Takino, M., 2020. Power in international business communication and linguistic competence:
Analyzing the experiences of nonnative business people who use English as a business
lingua franca (BELF). International Journal of Business Communication. 57(4).
pp.517-544.
Tripathy, M., 2018. Assertiveness–A win-win approach to business communication. IUP
Journal of Soft Skills,. 12(2). pp.48-56.
Online
What are the 7 barriers to communication., 2021. [Online]. Available through:
<https://www.fingerprintforsuccess.com/blog/what-are-the-7-barriers-to-
communication>
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