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Overcoming Inefficient Communication in Organizations

What is ineffective/ineffective communication? Ineffective communication can create hostility in the short and long term, as well as decrease worker productivity. We often don’t think about the communication process while we do it, but paying more attention to how you send and receive information can eliminate problems and improve relationships.

Any disruption or failure in the process can create ineffective communication. Language is an obvious example; if you as a sender speak in a language that the receiver does not understand, communication fails. Writing a message to a person who has difficulty reading is also ineffective communication. These are called barriers, and they are not all that obvious. For example, if you have an idea, but lack the confidence to speak, this is a barrier. Body language, such as slouching in a chair so it looks like you’re bored, is also a barrier.

REMOVE BARRIER

Removing barriers will increase your chances of communicating effectively. Both transmitters and receivers must pay attention to each other in the process, making eye contact, listening carefully and avoiding distractions. To be empathetic, you imagine what it is like to be in the other person’s situation, which helps the communication process. Stereotypes, generalizations and inaccurate perceptions are also obstacles, and they are more difficult to remove since you have to be aware of them. Watching and listening to others can help you gauge your stereotypes and perceptions in relation to others and help improve your communication.

THE EFFECTS OF INEFFICIENT COMMUNICATIONS IN BUSINESS

Communication is a fact of life, especially in the workplace, where teamwork, technology and remote work are increasingly common. For a successful business to meet deadlines and exceed goals, solid communication systems and relationships must be in place. When communication breaks down, so does business. When stress, unmet expectations, relationship breakdown, low morale, dissatisfied customers, family problems, health problems and a shrinking bottom line become chronic problems in the workplace, poor communication could be at the root of the problem. The effects of ineffective communication in the workplace are as follows:

1. STRESS IN THE WORKPLACE: high stress levels in the workplace are a huge sign that there are communication problems. Poor communication can create a sense that everything on your to-do list is urgent, making you and others feel rushed, tense, overworked and have little sense of humor. Good communication causes a sense of stability and predictability, but lack of communication or unhealthy communication introduces a sense of fear that causes tension, which is against efficiency.

2. RAISED EXPECTATIONS: lack of communication causes unmet expectations. Teams miss deadlines, clients miss appointments, and people on a project don’t seem to know what their roles are. When employees have trouble understanding what their priorities should be, they often choose the wrong thing and end up disappointing their superiors. Without clearly communicated expectations and priorities, it is impossible to know where to start and how to complete a project efficiently.

3. RELATIONSHIP BREAKDOWN: your previous positive relationship could feel strained, so when you pass the cubicle of your co-workers or boss, you are likely to want to hide, rather than sit down and have a friendly conversation to find a solution. You may also feel a sense of uncertainty about seeking conflict resolution for fear of how it might affect your job security. It is also common to feel a sense of insecurity or lack of fulfillment in completing your daily tasks, and all these emotions slow down productivity in the workplace.

4. LOW MORALE: when people are dealing with intense emotions, they spend more time than normal on emotional management. Productivity drops, and morale is replaced by a sense of relief to get through the day. The survival mode of the work can be a real problem. When business relationships are hurt and there is no repair, trust goes out the window, making it difficult to work together to meet deadlines. When people miss deadlines, they tend to feel bad about performance. This vicious cycle prevents teams and companies from reaching their true potential.

5. DISSATISFIED CLIENTS: dissatisfied customers can be a sign of poor communication. When teams miss deadlines or appointments, superiors tend to get frustrated and stressed, but so do customers. If your customer expects phone service to start before their grand opening and your installation team misses the deadline, your customer could be out of money. If your legal team is not fully prepared to present a case in court and you get it at the last minute, the decision might not be in favor of your client. When the nursing staff misses a deadline, it could mean that a patient does not receive medication or a bath on time.

6. FAMILY STRESS: employees who are stressed all day go home stressed and tired, which impacts their families. Instead of having a spouse or a parent who is energetic and thankful to be at home, the family is stuck with someone who has so many emotions to download from the work day that one evening is not enough time to get everything out. Employees may begin to feel guilty or even experience conflict at home due to their tension and stress levels. This stress stays with them as they start the next work day and it can be difficult, if not impossible, to move forward.

7. HEALTH: Employees who are stressed all day go home stressed and tired, which impacts their families. Instead of having a spouse or a parent who is energetic and thankful to be at home, the family is stuck with someone who has so many emotions to download from the work day that one evening is not enough time to get everything out. Employees may begin to feel guilty or even experience conflict at home due to their tension and stress levels. This stress stays with them as they start the next day of work and it can be difficult, if not impossible, to get through.

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