Barriers to effective communication

BARRIERS TO EFFECTIVE COMMUNICATION

The communication system in an organisation is, unfortunately barriers can and do often occur. This may be caused by a number of factors which can usually be summarised as being due to physical barriers, system design faults or additional barriers.

Physical barriers are often

due to the nature of the environment. Thus, for example, the natural barrier which exists, if staff are located in different buildings or on different sites. Likewise, poor or outdated equipment, particularly the failure of management to introduce new technology, may also cause problems. Staff shortages are another factor which frequently causes communication difficulties for an organisation. Whilst distractions like background noise, poor lighting or an environment which is too hot or cold can all affect people's morale and concentration, which in turn interfere with effective communication.

System design faults refer to

problems with the structures or systems in place in an organisation. Examples might include an organisational structure which is unclear and therefore makes it confusing to know who to communicate with. Other examples could be inefficient or inappropriate information systems, a lack of supervision or training, and a lack of clarity in roles and responsibilities which can lead to staff being uncertain about what is

expected of them.

Attitudinal barriers come

about as a result of problems with staff in an organisation. These may be brought about, for example, by such factors as poor management, lack of consultation with employees, personality conflicts which can result in people delaying or refusing to communicate, the personal attitudes of individual employees which may be due to lack of motivation or dissatisfaction at work, brought about by insufficient training to enable them to carry out particular tasks, or just resistance to change due to entrenched attitudes and ideas.

4-b) Photocopier and fax Etiquette Facsimile is also an often used tool for communication in business organizations. Though its use is comparatively on the decline, but its importance cannot be wholly ignored. Photocopier machine is another commonly used machine in offices. This facility is generally available centrally to the employees. 1) When faxing a document either include a cover sheet specifying the name of the person for whom the document is meant or write the name of the person for whom it is meant clearly on the document itself kind attention 2) In case you need to photocopy many document and there is someone in the queue behind you with just one or two documents, let him use the machine. 3) Try not to leave the paper tray empty after using the papers for photocopying. Refill the tray. 4) Reset the setting of the photocopier to default settings. Cancel all pending operations before switching off the machine. Elevator Etiquette One is increasing finding oneself in offices, locating in multi storied building where one has to use elevators. There are some basic tips to be followed while using elevators. These have been discussed below: 1) The person who goes in first moves to the back of the elevators to make room for other people entering. Do not stand near the door and block the passage into the elevators. 2) In case you are accompanied by a senior colleague or client allow him to enter before you. 3) Before you enter the elevator wait for the passengers who are disembarking to get off first. 4) Press the buttons depending on the direction in which you want to go only once. Do not stand in front of the button panel. 5) While waiting for the elevators stand on one side and not in front of the door. 6) Maintain a low tone of voice while speaking.