Strategies To Overcome Language And Organizational Structure Barriers In Communication

Discuss about the Barriers to communication can be minimized by appropriate strategies.

Communication fosters the good working relationships and depending on the communication chain in an organization, the morale, productivity and commitment can be enhanced (Broadbent 2013). However, maintaining an effective communication process can be interrupted due to several reasons and one of them is language difference. Castells (2013) stated that contemporary organizations adopts employee diversity for enhancing the talent pool and employee performance but faces perceptual and language differences due to which barrier in the communication arises. Bonaccio et al. (2016) also depicted that other barriers like physical barriers in non-verbal communication and overloaded information creates problem in effective communication. In some case, misinterpretation of verbal communication arises due to presence of several level of managerial hierarchy. Quintanilla and Wahl (2015) also portrays that in this case, delay in communicating the message is a common problem. However, these problem can be resolved if proper strategies can be implemented. This essay aims for highlighting two barriers to the communication and analyze two corresponding strategies critically that can incorporated for making the communication system more effective. In this assessment the first communication barrier that is taken into consideration is perceptual and language differences; whereas, the second barrier that is focused is organizational structure barriers.

Communication is for daily interaction so that the thoughts from the observation can be interpreted. Broadbent (2013) stated that there are four different kinds of communication- verbal, non-verbal, formal communication and informal communication. Verbal communication is a process, where people share their concern through words. In this kind of communication written form of communication is also included. On the other hand, Keyton et al. (2013) depicted that non-verbal communication is not done verbally but can be expressed through body language and facial expressions. The third form of communication is formal communication, where the information is shared through electronic media, messages and reports (Holmes and Stubbe 2015). Lastly, informal communication nor consider the formal setting and showcase a friendly approach that encourage free speaking. Voice mails, desk notes and brainstorming session are some of the parts of the informal communication. Depending on the organizational culture, communication approach is decided. However, barrier might occur in any form of communication that creates confusion.

On such barrier is language and perception difference. Jenifer and Raman (2015) highlighted that in the process of exchange of ideas and information, when the sender’s message is unclear and receiver perceives it differently, the perception barrier occur. Madera, Dawson and Neal (2014) also stated that language barrier occurs when people from different traditional and language background are working under operational environment. Using of words or symbols in different senses also creates language barrier and they construe the message in terms of their own behavior and experience. The problem that is occurred due to language barrier is rivalry among the team members, dissatisfaction among the employees and poor work environment. McCarthy et al. (2013) also found that using of plain language often reduces the language barrier. However, Cohen and Kassis-Henderson (2012) argued that even if plain language is used the barrier remains as some people are not able to read the languages. Thus, in this case, the problem of language barrier can be resolved if the organization started developing all the instructions in every languages that is understood by their employees, misinterpretation of the message can be diminished. Jenifer and Raman (2015) also suggested an approach that is to hire a reliable translation service so that the organizational policies and message can be translated into primary language of the employees. In terms of reducing the perceptual barrier in the communication, apart from translation of the messages and reports into diversified languages, organization can also conduct diversity training along with interpersonal communication activities (Madera, Dawson and Neal 2014). Informal gatherings also a solution for developing interpersonal relationship but Holmes and Stubbe (2015) argued that some employee do not want to spend time after the office hours for informal gatherings. Lack of participation of all the employees does not diminish the perceptual barrier completely. On the other hand, McCarthy et al. (2013) stated that formal gathering and allowing other team member to represents their thoughts with proper justification can reduce this adversity. Thus, it can be said that formal meetings and using of interpreters, wherever necessary in reducing the language and perception barrier in communication.  

Language and Perception Barrier

Another barrier to the communication is organizational structure barriers and is occurred due to presence of several layers of management that not only distorted the message but also breakdown the communication (Cummings and Worley 2014). W.C. Bennis stated that “Communication gets distorted particularly as it goes up the hierarchy.” Khalek et al. (2012) also stated that every layer of the management cuts out some information. There is other disadvantage in this case that is formal structure introduces rigidity and takes much time to reach the target hierarchy. Harper (2015) on the other hand highlight that when the communication passed to different hierarchy, it is important for all the chain of command to know the background of the message. However, due to lack of time and extreme pressure some of the management people misinterpret the message or does not feel the urgency to take initiative actions based on the message. Hempel, Zhang and Han (2012) depicted that the presence of hierarchy system is known as centralized organizational structure which comprised of many disadvantageous aspects like limited communication, high level of inflexibility and interpreting the instructions in different ways. All these problems create greater dissatisfaction among the employees which not only reduces their productivity but also generate the sense of voluntary turnover. Cummings and Worley (2014) from his research found that transforming the organizational structure from centralized to the de-centralized; an organization creates two-ways active communication system through which the employees can share their concern direct to the targeted hierarchy. Garicano and Wu (2012) also stated that the information that is shared with the higher management, should be in a formal way and contain no obnoxious statement that can diminish the communication. Harper (2015) also suggests that language training should also be considered for all the employees so that they can learn to develop formal mails, reports and message.

Conclusion

Communication in a working place play a crucial role in distributing thoughts and idea using words; however it is found that there some barrier that might occur while making communication. The two communication barrier discussed in this assessment is language and perceptual barrier and the second is organizational structure barrier. It is also fund that language barrier and perceptual barrier are linked together as employee when do not understand the language of the report, they try to interpret the message based on their perception or experience. On the other hand, it is also found that presence of greater hierarchy of management in a workplace also diminishes the quality of the communication. The main reason is that every level of the management conveys the message in their terms and often omit a bit of information. The solution that is suggested in this assessment for overcoming the language and perceptual barrier in communication is developing all the organizational reports in the primary language of the employee or opting reliable translation service. The translation service can also be used for interpreting the statement of the employees of other region or tradition during the meetings, so that barrier of the language can be diminished effectively. It is also found that the problem of organizational structure barriers can be resolved if the structure can be transformed to decentralized from centralized. This approach will allow the employee to share their concern directly to the target management without losing any information in middle.

References

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