Overcoming Communication Barriers in Organizations

Although all communication is subject to misunderstandings, business communication is particularly difficult. The material is often complex and controversial. Moreover, both the sender and the receiver may face distractions that divert their attention. Further, the opportunities for feedback are often limited, making it difficult to correct misunderstandings. The following communication barriers in organizations and ways to overcome them will be the main topic of this article.

1. Information Overload. Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages.

To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow. Some information isn’t necessary.

2. Message Complexity. When formulating business messages, you communicate both as an individual and as representative of an organization. Thus you must adjust your own ideas and style so that they are acceptable to your employer. In fact, you may be asked occasionally to write or say something that you disagree with personally. Suppose you work as a recruiter for your firm. You’ve interviewed a job candidate you believe would make an excellent employee, but others in the firm have rejected this applicant. Now you have to write a letter turning down the candidate: You must communicate your firms message, regardless of your personal feelings, a task some communicators find difficult.

To overcome the barriers of complex messages, keep them clear and easy to understand. Use strong organization, guide readers by telling them what to expect, use concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve your message.

3. Message Competition. Communicators are often faced with messages that compete for attention. If you’re talking on the phone while scanning a report, both messages are apt to get short shrift. Even your own messages may have to compete with a variety of interruptions: The phone rings every five minutes, people intrude, meetings are called, and crises arise. In short, your messages rarely have the benefit on the receivers undivided attention.

To overcome competition barriers, avoid making demands on a receiver who doesn’t have the time to pay careful attention to your message. Make written messages visually appealing and easy to understand, and try to deliver them when your receiver has time to read them. Oral messages are most effective when you can speak directly to your receiver (rather than to intermediaries or answering machines). Also, be sure to set aside enough time for important messages that you receive. Business messages rarely have the benefit of the audiences full and undivided attention.

4. Differing Status. Employees of low status may be overly cautious when sending messages to managers and may talk only about subjects they think the manager is interested in. Similarly, higher-status people may distort messages by refusing to discuss anything that would tend to undermine their authority in the organization. Moreover, belonging to a particular department or being responsible for a particular task can narrow your point of view so that it differs from the attitudes, values, and expectations of people who belong to other departments or who are responsible for other tasks.

To overcome status barriers, keep managers and colleagues well informed. Encourage lower-status employees to keep you informed by being fair-minded and respectful of their opinions. When you have information that you’re afraid you boss might not like, be brave and convey it anyway. Status barriers can be overcome by a willingness to give and receive bad news.

5. Lack of Trust, Building trust is a difficult problem. Other organization members don’t know whether you’ll respond in a supportive or responsible way, so trusting can be risky. Without trust, however, free and open communication is effectively blocked, threatening the organization’s stability. Just being clear in your communication is not enough.

To overcome trust barriers, be visible and accessible. Don’t insulate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and include employees in decision making. For communication to be successful, organizations must create an atmosphere of fairness and trust.

6. Inadequate Communication Structures. Organizational communication is effected by formal restrictions on who may communicate with whom and who is authorized to make decisions. Designing too few formal channels blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, and they decrease the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall organizations tend to provide too many vertical communication links, so messages become distorted as they move through the organization’s levels.

To overcome structural barriers, offer opportunities for communicating upward, downward, and horizontally (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce hierarchical levels, increase coordination between departments, and encourage two-way communication.

7. Incorrect Choice of Medium. If you choose an inappropriate communication medium, your message can be distorted so that the intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature of the message and of the group or the individual who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it transmits information from both verbal and nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media aren’t as rich; although they allow immediate feedback, they don’t provide visual nonverbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters, and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the meaning of the message. The leanest media are generally impersonal written messages such as bulletins, fliers, and standard reports. Not only do they lack the ability to transmit nonverbal cues and to give feedback, they also eliminate any personal focus.

To overcome media barriers, choose the richest media for no routine, complex message. Use rich media to extend and to humanize your presence throughout the organization, to communicate caring and personal interest to employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or written report

8. Closed communication climate. Communication climate is influenced by management style, and a directive, authoritarian style blocks the free and open exchange of information that characterizes good communication.

To overcome climate barriers, spend more time listening than issuing orders.

9. Unethical Communication. An organization cannot create illegal or unethical messages and still be credible or successful in the long run. Relationships within and outside the organization depend or trust and fairness.

To overcome ethics barriers, make sure your messages include all the information that ought to be there. Make sure that information is adequate and relevant to the situation. And make sure your message is completely truthful, not deceptive in any way.

10. Inefficient Communication. Producing worthless messages wastes time and resources, and it contributes to the information overload already mentioned.

Reduce the number of messages by thinking twice before sending one. Then speed up the process, first, by preparing messages correctly the first time around and, second, by standardizing format and material when appropriate. Be clear about the writing assignments you accept as well as the ones you assign.

11. Physical distractions. Communication barriers are often physical: bad connections, poor acoustics, illegible copy. Although noise or this sort seems trivial, it can completely block an otherwise effective message. Your receiver might also be distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may be related to the receiver’s health. Hearing or visual impairment or even a headache can interfere with reception of a message. These annoyances don’t generally block communication entirely, but they may reduce the receiver’s concentration.

To overcome physical distractions, try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

10 Office Products That Need to Be Replenished Frequently

Some office products can be bought once and last many years until they’re damaged, lost or become outdated. Others will require regular replenishment to maintain your stocks and ensure your office can function professionally and efficiently. Here are 10 such items that you may wish to include when placing your next office products order.

1. Sellotape may not be used that frequently in offices, but when it is required it tends to be with some urgency – such as reinforcing packaging that needs to be sent to a customer. For that reason, it’s always a good idea to keep a regular check to make sure somebody hasn’t used up the last reel.

2. Post it notes also tend to run out quickly, largely due to their overwhelming popularity amongst office staff. They’re great for messages, reminders and other notes, so make sure your staff have access to them as and when they’re needed.

3. A stapler may last a lifetime, but the staples won’t. They’re used for keeping important files together, both for internal and external use. If it’s been a while since you last checked your staples stock, do so before placing your next order.

4. Running out of paper when you need to print an important document, such as for a proposal or internal memo, could lead to an embarrassing situation. Ensuring you have plenty of printer paper is therefore very important. You may want to order more than just your standard A4 paper, too. Important documents that are going to clients and suppliers may need to be printed on high quality printer paper.

5. You’ll also need to make sure your printers have enough ink in them. This one can strike unexpectedly if regular checks do not take place, so it pays to have quite a few spares in the office products cupboard. However, make sure you’re keeping a close eye on what you have in reserve.

6. Printers aren’t the only machines that require ink. You should also check your photocopier to ensure that you have enough cartridges for it. Needing to run off several copies of important documents when the copier is out of ink can cause problems on a number of levels.

7. If your office sends a lot of postal correspondence, such as for posting out cheques or invoices, it will need a good supply of envelopes in order to make sure the finance and admin departments function properly.

8. Run out of office coffee and you’ll know about it soon enough. Staff will require the kitchen to be well-stocked with teas, coffee and milk, so when anything like this runs out, placing an order for replacements will be a top priority. Ideally, you’ll want to place your order when stocks are running low, rather than leaving it until your staff complain.

9. Pens go missing. A lot. And you never want to be in the embarrassing position of not having anything to write with. It’s a good idea to order lots of blue or black ink pens, as well as a few reds (as they always come in handy).

10. You’ll also need to make sure your staff have access to fresh writing pads for taking notes, brainstorming ideas and storing important information.

Earn Cash Back When You Shop Online

Cashback shopping is a growing Internet shopping experience, you not only get all the online discounts, promotional giveaways, free trials & special offers that the company you are buying from normally offer, but you also earn money back, for things that you would be buying anyway!

Cashback websites pay the money earned to members via various payment options (BACS, PayPal or cheque) within a stated time period and this is in cash, not points, so the member can use the money to buy anything they like, not just what a particular retailer wants to offer them, such as you would get with a Nectar Card or Clubcard, or a site that offers you points towards items in their “gift catalogue”.

Cashback shopping in the UK is relatively new, but it is growing, with more sites appearing every week. As 1 in every 10 retail purchases in the UK is now made over the internet (according to figures published by the Interactive Media in Retail Group), there are certainly good sums of cashback available to claim by clued up consumers.

Cashback sites have clickable links to online retailers that are provided by the retailers through companies called affiliate networks. Many cashback sites have over 1000 links, meaning there’s a great choice of retailers, in many different categories, for you to get cashback from. Many of the well known high street brands are available on cashback websites.

Merchants advertise their products on websites & when a surfer clicks on the ad & then buys the product or service, the retailer pays a fee (commission) to the website owner. You will see these ads all over most of the websites you browse everyday. Cashback Shopping sites act as an interface in between retailers and online shoppers, offering to share that payment with their members. Once an online shopper clicks on the links of the retailers listed on these portals he is redirected to the retailer’s website as normal and upon buying the product, gets the cashback percentage, or flat rate payment promised by the portal for that particular retailer.

You register with your chosen cashback site; the registration allows the website to know which member made which purchase & match the cashback paid from the retailer (via the affiliate network) to their account. You will need to be logged in to the cashback site & choose a retailer you want to buy from. The cashback offer for the retailer will be displayed against the link & will generally be a percentage of your purchase total, (e.g. 5%) or a set amount, (e.g. £30) for a contract mobile phone, or for opening a bank account.

When you click the link to a retailer, you are taken to their site and you make your purchase in the normal way. From the moment you click, the affiliate network will be tracking the transaction using (cookies stored on your PC), which identifies that you clicked on a link from a particular website (i.e. the cashback site). Commissions paid to other websites such as MSN, Yahoo etc. are tracked in exactly the same way, so don’t be wary of the tracking cookie.

Usually within a day or two, the affiliate network reports the transaction back to the cashback site and states how much commission is due to be paid to them. The cash back site then credits your account with a share of this commission (see the site for exactly how much – some sites pay around 50% of the commission earnt, whereas others pay 100% of the commission, but charge an administration fee).

The money becomes payable to you when the commission has been received by the cashback site from the retailer via the affiliate network, but only when you have reached the minimum payout level for the cashback site (again, this varies from site to site). Once both these things happen you can claim your money from the cashback site.

Typically your cash-back from purchases will become confirmed/payable about 2-3 months after the transaction. This is to allow for return of goods etc so that retailers don’t get stung. Uncleared payments usually show as “pending”.

The prices you get via cashback site links are the same prices that everyone else gets. The only difference is that you are getting money back on top & as well as this, you’re usually able to use retailers’ online discount codes in conjunction with cashback offers, making for even greater savings! Most sites will display lists of the special offers & codes that each retailer is offering, without you having to go hunting through the site.

Most of the UK cashback sites are free to join and even give you a sign-up bonus to get you started! They may also pay you an additional bonus if you get friends and family to join up, using a referral link that they give you. There are some sites that don’t do this, but they do claim to pay 100% of the commission they receive from the retailers!

The only restrictions are those the cashback sites set in terms of minimum payout levels, but with just one big-ish purchase (e.g. insurance policy or mobile phone contract) you may exceed this in one go.

Why else might you shop online, other than just for cash back? Well, the top reasons for shopping online include avoiding crowded stores, the availability of lower prices and the wide selection of goods and services available. Basically, you can sit at home, not get stressed by the crowds, still buy what you want, but get it cheaper and choose from a wider selection, not to mention if you use a cashback site, get some of your money back too!

Finally, there’s no limits on the amount of cashback you can earn with cashback sites and with 98% of retailers you can make repeat purchases and get cashback every time!

You can literally start saving money right now, in the next couple of minutes. It won’t cost you anything at all. And you just go on saving year after year. Just think how much money you are going to get back over the next year, the next 5 years, the next 10 years, just for using a cashback site to buy what you were going to buy anyway!!!

We would suggest that you register with at least one cashback site & then use a comparison site like Kelkoo or Price Runner to find the lowest price, or in the case of insurance confused.com, comparethmarket.com or moneysupermarket.com, but then return to the cashback site to click through to the retailer; that way, you are getting the best price & cashback too!:o)

Beware! As mentioned earlier, the cashback site relies on a tracking code (also sometimes known as a cookie) to record which site you came from & who is entitled to receive their cashback. If you initially visit a retailer through one site & then return to it through the cashback site, you may not get the cashback you expect, because the first cookie is the one used by the affiliate network.

Therefore, before using your cashback site, we recommend removing cookies from your browser, using the tools already built in to your browser, or by using an excellent free piece of software: CCleaner! This ensures that the “click” through the cashback site is the one registered by the affiliate network, not one from a comparison site, who would then get the money & not share it with you!!

Why Computer Hardware Is Important

In this day and age, it is hard to deny the influence of technology in our lives. We live in an era where pretty much is automated and computerized. And amidst all the technological advancement that humankind has achieved, one important device has been created that will only sure to become more relevant to our lives as technology progresses, the computer. No one can deny that computers are now an essential part of our lives, the same way a cell phone and television does. It is safe to say that in this day and age, having no computer would be an inconvenience. Which is why it is important that we know the how our computer works so that we would be aware of the things that we should do in case it stops working. The hardware of the computer is considered to be the most important because without it, it will simply not work.

Simply put if you know how to handle the hardware of a computer and know each of their function for the unit, then you can easily determine what the problem is in case the unit stops functioning. In order to be familiar with basic computer troubleshooting, then you also need to be familiar with computer hardware. A good example of this is the memory of the computer (RAM). All programs and applications that are ran in a computer needs memory. Without RAM it simply won’t function. Aside from that, even if you have a RAM but it does have the specifications to keep up with the programs that are being ran, then the operation would be slowed down to a crawl. So when it comes to computer hardware, you have to make sure that it is not obsolete, so you need to upgrade depending on what sort of program that you are usually using.

When handling computer hardware, you have to keep in mind some safety measures so you can manipulate the unit safely. Before opening any computer cases, you have to make sure that the unit is unplugged or you might risk electrocution or shocks. While checking your hardware components, always check for damaged parts because that is most likely the one that is causing problems. When inserting components and parts, you have to remember that if it doesn’t fit, then most likely you are inserting it on the wrong slot. If it does not fit, then do not force it or you will risk breaking the component. Before touching any parts inside the unit, make sure that you discharge yourself first by through a grounded metal object or you can use an anti-static wrist strap or mat which is sold in stores for cheap.

By knowing and analyzing every computer hardware part you will know about its importance and if it ever breaks down then you can perform the proper troubleshooting steps. Every hardware component is important for the computer’s operation. The performance of your computer largely depends on how good your hardware is, so be sure that they are always in good working condition.