Special problems of communication in business
Dear learners, Now we will see How to find Original jobs in Ethiopia, although all communication is subject to misunderstanding as we have mentioned above, business communication is particularly difficult. The material is often complex and controversial; yet, both the sender and the receiver may face destruction that divert their attention. Furthermore, the opportunity for feedback is often limited, making it difficult to correct misunderstanding. Some of the barriers/problems are:
- Complexity of message
Business messages are often difficult to formulate. For one thing, you must communicate both as an individual and as a 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.
Sometimes you may be dealing with a subject matter that is difficult to express. For example, writing an interesting insurance policy, or a description of why profits have dropped by 10% in the last 6 months. These topics are dry, and making them clear and interesting is a real challenge.
Another problem in formulating a message is, you may not know as much as you need to know about the purpose or audience of your message. Furthermore, you may be asked to prepare it under difficult conditions, say, under time pressure, and there may be interruption at the middle of work.
In general, the complexity of message relates to conflicts about the content, the dry or difficult nature of the subject and the difficult conditions one is working under.
- Difficult conditions for transmission and reception
If you are successful in preparing the message, you still have to send it to receiver. However, in business there are a large number of filters between you and the receiver such as secretaries, assistants, receptionists, and answering machines.
When the message finally does reach the receiver, he or she may be unable to process it in properly. The receiver may have to compete with a variety of interruptions: the phone rings now and then, people intrude, meetings are called, and crisis arises. In short, you may not get the undivided attention of the receiver. The message may be picked up and dropped many times that makes it difficult to understand it well. To put it in a different way, transmission and reception of messages may be hindered by numerous layers of message processors and interruptions from other message senders.
- Differences between sender and receiver
The biggest problem is the gulf between the sender and the receiver. In business, you often communicate with an unknown and unseen audience. Even when you know the other party, you may be separated by differences in function, status, age, or allegiance. These differences make communication very difficult indeed. The problem of communicating with someone who has a different frame of reference is two fold. You have to establish credibility with the other person and, at the same time, try to understand that person’s needs and reactions.
When you are writing a letter, making a phone call, or meeting face-to-face, the first step is convincing the receiver to trust you. In some circumstances you may have to overcome hostility, which is a very difficult problem.
Dear learners, can you suggest ways by which we can overcome the problems of communication?
Good business communicators have the following five qualities: good perception, precision, credibility, control and congeniality. Above all, they have the ability to overcome the main barriers to communication. They can solve some communication barriers using the following approaches.
- Creating the message carefully
If you want the people in your audience to understand and accept your message, you have to help them by creating your message carefully. To achieve this, you have to take the following actions:
- Know your purpose and your audience
First of all, you have to define you goal in communicating. You have to have an answer for the following questions: Why are you sending your message? What do you want your audience to do or know as a consequence?
After answering these questions, you can begin to build a message to achieve your purpose that can be understood by your audience. At this point you have to know the background, interest and current situation of your audience.
- Tell the audience what to expect
Once you define the audiences information needs, tell them what they can expect to gain at the end. Let them know the purpose of the message; tell them what main points they will encounter.
- Use concrete and specific language
Because business communication often involves difficult, abstract, and even boring material, you must do soothing to help your audience understand and remember the message. The best way to do this is to balance the general concepts with specific illustrations. At the beginning, state the overall idea; then develop that idea by using vivid, concrete examples to help the audience visualize the concept.
- Stick to the point
You can also improve business communication by eliminating any information that does not directly contribute to your purpose.
- Connect new information to existing ideas
The mind absorbs information by categorizing it in to mental files. If you want that your receiver to understand and remember new ideas, you have to indicate how those ideas are related to the files that already exist in his/her mind. When the connection with the familiar