Communication is great when it happens, but as with any group of people, whether they be in a family, school, work place, etc., there are always times when someone slips up. Everybody just assumes that you've been told and nobody says anything. It seems there is always at least one person who hasn't been included in the loop!
If there was a sure-fired solution to this problem, I'd like to hear it! I think the closest thing to a solution would be to over-communicate.
Communication problems are a challenge in any work setting. The longer and more they persist, the greater the harm they can cause. Some proactive measures can be taken to minimize the damage wrought by poor communication. The first would be to emphasize personal contact with as many people as possible. Naturally, email and messages are necessary burden in any workplace. However, there is little substitute for being able to communicate with someone through personal contact. It validates another's voice and might be a better forum for clear communication. Along these lines, when one is engaged in personal contact, it's imperative that they demonstrate active listening techniques. This could involve a variety of approaches, including taking notes, listening without interruption, and allowing another party to speak their thoughts without being dismissed or curtailed. Another active listening technique would be to wait for a few seconds before responding and then when a response is warranted, rephrase or restate what was stated in your own words, so that the other party clearly understands that their voice was acknowledged. Another way to minimize communication problems is to communicate clearly. If there are several elements that have to be conveyed, find a method to convey the most important ones, the ones most essential to your method. Confusion of thought and expectation can lead to communication challenges.
Communication at workplace includes communication between people in the organization at the same level, with seniors, and with juniors. To be able to perform their work effectively, people need to communicate with people within their departments as well as outside it.
The communication covers many essential information required to perform the work efficiently. among other the type of information that needs to be communicated within the workplace includes the following.
- Work plans and objectives.
- Instructions for carrying out the work. This includes information such as product specifcations, methods, responsibilities, routing etc.
- Request for inputs required.
- Intimation of outputs or other resources supplied to others.
- Feedback on actual work done.
- Information on problems encountered during work and other situational factors.
- Information for coordination of activities with others.
- Information of motivating employees.
These communication take place in a variety of ways including very informal face to face communication to highly structured reports. The information may be transmitted by various means such as verbal report, letter, eMail, or snail mail.
Unless care is taken to ensure that all such information is collected and communicated to all those who require the information appropriately, the work will suffer. The communication in the workplace may fall short of the requirement for several reasons such as the following.
- Lack of planning and clarity on what is to be communicated, how and when.
- Incomplete communication on wrong assumption that the recipient will be able to understand such communication
- Using word and languages that may mean different things to different people due to semantic differences.
- Not expressing the message correctly, the way it is intended to be.
- The recipient not paying adequate attention to the message conveyed and in the process missing out or misunderstanding some of the contents.
- Inability of people at the workplace developing personal relationships. In a workplace that lacks adequate degree of personal touch, communications may suffer from feelings like distrust and apathy. Motivational communication in such atmosphere becomes particularly difficult. In an atmosphere which lacks mutual trust and respect employees may be reluctant to volunteer important information which is not a part of formal reporting system.
- Too much information, making it difficult and time consuming for people to go through and understand all the information received. Such information overload results in important information getting mixed up and lost in heaps of unimportant information.