Workplace communication

From Wikipedia, the free encyclopedia

Workplace communication is the process of exchanging information and ideas, both verbally and non-verbally between one person or group and another person or group within an organization. It includes e-mails, videoconferencing, text messages, notes, calls, etc.[1] Effective communication is critical in getting the job done, as well as building a sense of trust and increasing productivity.[2] Workers may have different cultures and backgrounds, and can be used to different norms. To strengthen employee cooperation and avoid missed deadlines or activity that could affect the company negatively, effective communication is crucial. Ineffective communication leads to communication gaps, which causes confusion, wastes time, and reduces productivity. Managers and lower-level employees must be able to interact clearly and effectively with each other through verbal communication and non-verbal communication to achieve specific business goals. Effective communication with clients also plays a vital role in the development of an organization and the success of any business. When communicating, nonverbal communication must also be taken into consideration. How a person delivers a message has a large impact.

Another important aspect in effective workplace communication is taking into consideration the different backgrounds of employees. "While diversity enriches the environment, it can also cause communication barriers."[3] Difficulties arise when a coworker's cultural background leads him or her to think differently than another. It is for this reason that knowing about intercultural communication at work and learning how to treat others without offending them can bring several benefits to the company.

Method of communication[]

Different people absorb information in different ways. To make sure that the information conveyed is understood by all, the method used for communication must be simple, clear, and precise. When presenting vital information, using pictures can aid understanding. The presence of trust in an organization will also simplify the use of communication. Relationships must be established between coworkers to create a tension-free workplace. Messages should be sent and received with no alterations. To achieve healthy relationships in the workplace, behaviors such as bullying, taking credit for someone else's work and free-riding should be avoided. These will create toxic relationships that will, in the long run, negatively impact an organization and its productivity.[4] Preferring two-way communication is considered best for communicating.[by whom?] Adequate importance can be given to discussion, questions and clarifications.[5]

Content[]

The content of the information plays a major role in workplace communication. The level of detail must fit the recipient's capacity for understanding. Too much detail may bore a person and too little detail won't make them involved. Use of jargon is not considered good for effective workplace communication.[6] Keeping information digestible by condensing text from large chunks of information to quick, memorable snippets will keep readers engaged. Quick posts or emails can keep communication brief and allow for more consistent engagement. Providing visuals or interactive elements can support those who are visual learners.[7]

Frequency[]

While formal workplace communication that is done too rarely or too often is not good for an organization, frequent informal workplace communication has its benefits.[8] A perfect balance is required for the proper functioning of an organization. Information must be communicated as and when required rather than holding unnecessary meetings frequently. At the same time crucial information must not be withheld, instead it must be communicated early to engage employees in the objectives of the organization.[9]

Skills[]

Getting the message across efficiently depends on the skills of the communicator such as presentation skills, group facilitation skills, negotiation and written communication skills. Successful communication also depends upon the capacity of the employees to understand the information. This may require providing employees with basic financial literacy such as financial statements, sales, profitability, etc.[10]

When selecting a candidate, most employers seek those with strong speaking and writing skills. Problem solving and self-motivation are also important skills in the workplace. These allow rapidly-changing environments to become less of a challenge.[11]

Tools[]

With the fast evolution of technology, companies have to stay up to date with tools that facilitate communication. Some of these include email, blogs, instant messaging, collaboration software and social media sites such as Twitter and Facebook. It is important to keep in mind that sending an email, a fax or a letter does not necessarily mean that communication has taken place. Only when a message has been sent, received and understood by the intended receiver, it can be said that communication has occurred.[12]

Even though they facilitate communication, studies have shown that communication tools may distract employees from their duties.[13] Ultimately the question is asked whether staying connected outweighs being productive. [14] To reduce interruptions, methods such as employee training and changes in the environment can be implemented. Employees making themselves unavailable during specific times of the day or week can also help resolve this issue. This can increase concentration and as a result, productivity.[15]

Barriers[]

Common barriers to effective communication in the workplace include:

  • Physical barriers: The physical structure, location and construction of the workplace can act as a barrier to effective communication. Employees seated remotely from each other hinders effective interaction.
  • Language barriers: Employees with different native languages may work in an organization. Everyone may not be comfortable or familiar with other languages, which creates a barrier to effective workplace communication. Differences in slang or register can create issues impeding proper work task completion.[16]
  • Cultural barriers: Employees from different cultures with different practices may work in an organization. Cultural diversity without understanding can act as a barrier to effective communication.
  • Emotional barriers: Emotional barriers like fear, inferiority, shyness, lack of self confidence and skills may stop an employee in communicating effectively with his or her colleagues.
  • Perception barriers: Employees will have different experiences, values, preferences and attitudes. These may lead to a variety of assumptions and can act as a communication barrier.

See also[]

References[]

  1. ^ Faizal, Fesmina. "What is Workplace Communication? (& Why Does It Matter)". Feedough. Feedough. Retrieved 12 November 2019.
  2. ^ "Workplace Communication: tips and tools for good communication". Zenkit (in American English). 2021-04-01. Retrieved 2021-04-21.
  3. ^ Guo, Kristina L.; Sanchez, Yesenia; Borkowski, Nancy (Dec 23, 2009). Organizational Behavior in Workplace. Jones & Bartlett Learning.
  4. ^ DeIuliis, David, PhD. (2016). "Workplace Communication". Communication Research Trends. 35 (1).
  5. ^ Henson, Baden (2007). Communication in the workplace. Milton, Old: Wiley. ISBN 978-0-7314-0650-0.
  6. ^ Sudden, Marsha (2007). Effective workplace communication : skills for success in life and on the job (3rd ed.). Indianapolis, Ind.: JUST Works. ISBN 978-1-59357-433-8.
  7. ^ "5 Innovative Approaches to Open Enrollment Communications". Benefitfocus.
  8. ^ Whitaker, Steve; David Frolic; Owen Day-Jones (April 24–28, 1994). "Informal workplace communication: what is it like and how might we support it?". CHI '94 Proceedings of the SIGHS Conference on Human Factors in Computing Systems: Celebrating Interdependence: 131–137.
  9. ^ Picardi, Richard P. (2001). Skills of workplace communication : a handbook for T & D specialists and their organizations ([Online-Gauss.] ed.). West port, Conn.: Quorum Books. ISBN 978-1-56720-362-2.
  10. ^ Person, Sharon J. Person, Steven M. (2007). Workplace communication : process and product. Upper Saddle River, NJ: Pearson Prentice Hall. ISBN 978-0-13-228808-8.
  11. ^ Stevens, B (March 2005). "What communication skills do employers want? Silicon Valley Recruiters Respond". Journal of Employment Counseling. 42 (1): 2–9. doi:10.1002/j.2161-1920.2005.tb00893.x.
  12. ^ Guo, Kristina L.; Sanchez, Yesenia; Borkowski, Nancy (Dec 23, 2009). Organizational Behavior in Workplace. Jones & Bartlett Learning.
  13. ^ Jackson, T; Dawson, R; Wilson, D (2003). "Reducing the effect of email interruption on employees". International Journal of Information Management. 21 (1): 55–65. doi:10.1016/S0268-4012(02)00068-3.
  14. ^ "Messenger Apps: genius invention or productivity curse?". Zenkit (in American English). 2021-01-13. Retrieved 2021-04-21.
  15. ^ O'Conaill, Brid; Frohlich, David (1995). "Timespace in the workplace: dealing with interruptions". Conference Companion on Human Factors in Computing Systems. CHI 95: 262–263. doi:10.1145/223355.223665. S2CID 6491801.
  16. ^ Tweedie, Gregory; Johnson, Robert. "Listening instruction and patient safety: Exploring medical English as a lingua franca (MELF) for nursing education". Retrieved 6 January 2018.
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