Effective Communication in the Workplace: Barriers and Tips to Overcome Them

Communication is one of the most basic processes in every business, but also among the most difficult to manage.

Different backgrounds, demographics, set of beliefs and principles affect the way people communicate with each other. This is especially true in the workplace where teams are expected to work together towards a common goal.

All business functions depend on communication as a basic foundation of an organisation. It is a given that without it, every transaction and operation will cease to exist.

How can an effective communication be achieved in the workplace? Let’s find out. 

The Communication Process: A Basic Review

Communication is human nature. It is ingrained in our daily lives and often not even given a second thought. However, effective communication is always a work in progress.

Reviewing how the communication process works in detail is a good start in understanding how to ensure that the conversations you have, whether verbal or via technology is truly effective. 

The sender is the source of the message, which is composed of content and context. How you get the message across, either face-to-face or through a device, is the channel. The target end or the receiver acquires the message to which it may or may not respond to (feedback). From there, the cycle continues.     

This basic process is how a typical exchange happens, but with the evolution of technology today, communication has become a lot more intricate than ever.

Communication Barriers

A message may not come through as intended, or there can be barriers along the way. The channel used is also a key element to consider.

Needless to say, there are multiple factors that can either aid or challenge the communication process in the workplace.

The most common barriers are segmented into these categories:

Language Barriers

A person’s linguistic ability can hinder an effective communication, especially when the sender and the receiver have different backgrounds or do not speak the same dialect or language altogether.

Language is very complex, and although it is basically created to aid communication, it can pose several challenges depending on one’s culture and level of comprehension.

The use of jargon, colloquial terms, and idiomatic expressions, for example, can work against its purpose if the parties have varying interpretations. Even when an interpreter is available, some can still be lost in translation.

Businesses who are open to hire from overseas often encounter this challenge. But if managed properly, hiring professionals from different parts of the globe can add valuable experience for the company, too.

Physical Barriers

Distance is a key factor that affects communication. While a face-to-face setup remains the most ideal way to communicate, there are still, of course, circumstances where this isn’t just possible and convenient.

When two parties communicate, the larger the distance between them, the greater the need for a mediator (may it be a person or a machine).

There also some external factors that add to the problem like noise and environment, among other types of physical barriers.

The good news is, it has now become easier to communicate through a distance with the help of technology and the various messaging apps we have now, which bring us to the next point.

Mechanical Barriers

The internet, aside from being a vast pool of information, has now evolved to serve a greater purpose – communication.

It is human nature to connect with others, and this is where the idea of social media was born. Now more than ever, socialising and networking have become increasingly accessible and adopted through every generation – both young and old.

Further barriers can be the unforeseen natural disasters or weather events that impact reception or power. Then of course, there is the human error.

Cultural Barriers

This is primarily connected with language barriers which are brought about by cultural differences.

In the workplace, diversity is common. That is why shaping a culture that is centered on a common understanding and purpose is crucial.

Without proper context, the real intended message can get lost easily through the process. For an instance, a local expression commonly used within your hometown may mean differently in another place or culture. On a professional level, the advancements in technology mean organisations are able to easily grow globally thus increasing each persons exposure to another culture. This makes it even more important to consider what expressions are used to communicate and what they may mean to the receiver.

Cultural differences, if not managed properly, can turn into a bigger dilemma over time. Respect is key and must be a core value embedded in the business DNA from the very beginning.

Behavioural Barriers

A message may be sent through loud and clear, but if the receiver refuses to understand and cooperate, then the whole communication process still breaks down in the end.

Communication is directly affected by the relationship of the parties involved. While it is expected to be strictly professional in the workplace, personal conflicts can still get in the way of an effective communication.

Poor people management, resistance to change,and low employee morale are some roadblocks for this segment. However, with proper administration and problem-solving skills, behavioral barriers can be prevented.

3 Tips for an Effective Communication in the Workplace

Some of the communication barriers may look difficult to address, but the most complicated obstacle sometimes just needs the simplest solution.

To achieve an effective communication in the workplace, here are some of the points you should revisit:

1. Openness and Transparency

What is the environment like in your workplace? Is it casual or formal? Fun or stern? How about the working relationship of your team members?

The way employees interact with each other during work hours is a clear indication of the type of culture that has been formed in the workplace.

If openness and transparency aren’t among your organisation’s best traits, then it might be what hinders an effective communication to be in place.

Create a receptive environment. Encourage feedback among employees. Open the line of communication between leaders and subordinates.

And most important of all, listen. A truly effective communication includes talking, listening, and everything else in between (and after).

Global studies reveal that 79% quit their jobs because of “lack of appreciation” in the workplace. This can be countered by making employees feel that their insights are being heard and valued, thus the importance of transparency.

2. Planning and Training

Weekly meetings and general assemblies aren’t enough efforts to align employees towards one common goal. A tangible and concrete communication plan must be in place.

Organise training on leadership and public speaking, or encourage employees to take language classes. Schedule team building activities. Conduct open forums or one-on-one consultations if needed.

These can also serve as platforms to get to know your employees better and find out their true potential. Leaders are excellent are communicators. Look at these initiatives as an investment as it can help bring out the best in your team members.

For perspective, most companies now provide communication devices like smartphones and laptops to their employees. Allotting budget for communication also does the trick in making sure team members are aligned and proper channels are accessible when needed.

3. Work = Fun

Happy employees are 12% more productive. If that isn’t enough reason to make work more fun for employees, then we don’t know what else is.

The actual work can be stressful enough, so why add to the pressure with a toxic environment? When people are satisfied, communication will easily become more open and seamless.

Now, what’s fun for management might not be fun for employees. With the insights and suggestions you can get from your employee engagement efforts, you can arrive with useful information on how to promote participation among employees.

If applicable, try non-traditional arrangements with your employees. Flexible working, rewards and incentives, after-office dinners, as well as recreation activities, can help boost fun at work.

Simply put, happy employees produce the best results for the company.

Make Communication a Top Priority

A fundamental element in every workplace, communication must be given equal importance as with sales target and profits. Because at the end of the day, poor communication will lead to underwhelming results in any company.

Identifying the barrier is the first step in finding out the best solution to overcome it. The earlier you can detect a problem, the easier to manage and solve it.

Keep communication a top business priority and you’ll be surprised with how your team’s proactive involvement can help you make better decisions for the organisation.

Thinking of implementing changes in your organisation soon? Learn the basics of change management here.