Types of Communication Channels in Business Organizations
Communication is the life-line of a business organization. In order to communicate information effectively, it is important to follow an appropriate communication process. Communication is carried in different forms that include verbal and written methods. The information need to be compiled and d communicated in an understandable way to gain the intention. Else the motive behind the communication will be wasted which might affect the business organizations largely. There are two types of important communication channels in an organization namely: Internal communication Channel and External Communication Channel. Both Channels hold an important place in an organization to communicate information (Bovee, 2010).
Internal communication includes face to face meetings, memos, newsletters, internal e-mails etc between the manager and the employees. This type of communication is important for a business organization to discuss the information internally. External communication on the other hand is a communication in between a business organization and the outside world. The statement released by the company for public is a part of external communication. The entire information published through press release, marketing material is said to be an integral part of business communication(Rogers,Campbell, Louhiala-Salminen, Rentz & Suchan,2007; Burgoon, Guerrero & Floyd,2016).
Effective communication flows across both the channels as it is necessary for the business organization. The internal communication helps in keeping the business in a feasible form. One cannot imagine a business organization without an effective communication procedure. Without a proper synchronization among the communication channel an organization cannot grow properly. Ineffective communication can affect the longevity of the business resulting life-long damage. The external communication is important for a business for communicating the policies and procedures to the customers and various other stakeholders. In case if the information is not clear the organization might fail to serve its motive.
An effective communication across both the channels is important to meet the purpose of the organization. The purpose of an effective communication channel is to convey the message clearly. Lack of communication internally creates jargons between the management and employees. This might lead to breakdown of the organization leading nuisance. A cloudy external message to the outsider can lead to decrease in sales. This may negatively impact the business from the bottom line. It is important for the communicators to take care of what they are communicating. Their body language should not contradict with the message. In case of communicating directly with the team, the manager should use an appropriate body language to communicate the ideas (Ferraro & Briody, 2017. The body language of the manager should not undermine the message. The gestures are important while communicating the ideas during a team meet. The purpose of using a correct body language is to enhance the meaning behind the message.
The Importance of Effective Communication for Business Organizations
External communication needs to be clear and concise. The information need to be communicated without any vagueness. The message should portray the product and service they are selling. In case of building strong public relations it is important to ensure that message conveyed explains the intention (Carté & Fox, 2008).
Cultural differences need to be taken consideration while communicating. Asian Cultures is considered to be different from that of American culture. While communicating it is important to give preference to the cultural differences. This will allow in communicating the idea in an effective way. For a communicator it is important to know the audience and their mindset. The cultural barriers need to be understood with effectiveness. In order to adapt the message it is necessary to communicate by understanding the audience and their mindset. It is important to understand the audience and most importantly to communicate it is necessary to communicate in a language comfortable for the audience. It is vital for an organization to utilize an effective communication medium to express the thoughts in an easy way (Lewis & Gates, 2005).
There are many reasons behind the failure of interpersonal communication. It is important that the communicator receive the feedbacks to check whether the message is communicated properly or not. The skills related to active learning, clarification and reflection is important for the communicator to create more awareness. There are many barriers to communication at any stage of communication process (Welch & Jackson, 2007). These barriers lead to confusion and misunderstanding. For an effective communication it is important to clear the barriers to convey the message clearly. Effective communication involves communication of message in an effective way. The common barriers to an effective communication are as follows:
The use of jargon: These are the most complicated, unfamiliar use of technical terms. It creates hindrance in communicating the idea to a particular individual.
Emotional barrier: These are the barriers caused where an individual finds difficulty in expressing the emotions. There are some topics that are off-limit.
Lack of attention, interest and distraction: sometimes the audience is least interested in receiving the information. Under such a situation it is difficult for the communicator to transmit information.
Physical barriers: These are the barriers in communication caused due to inefficiency in communication to see the non-verbal cues, gestures and body language. All these factors make the communication less effective.
Expectation and prejudices: At certain time the people listening to the message have certain level of prejudice. They seldom jump onto the conclusion leading abnormalities in understanding. In this way a wrong message is been conveyed to the person causing a gap. People only hear what they want to; in such a situation it is difficult for them to communicate properly (Louhiala-Salminen & Kankaanranta, 2011).
Barriers to Effective Communication
Cultural difference: The cultural difference in communication causes a gap in transmitting the message. The process of communication is different in every country. This creates a huge gap in gaining awareness regarding the distinguish culture. The concept of personal space varies from country to country. A skilled communicator in such a situation needs to communicate message in an effective way by removing the jargons (Chaturvedi, 2011).
Language and linguistic barriers cause disparity in communication. A message containing lot of jargon and abbreviation is misunderstood by the people. Regional Colloquialism is misinterpreted during the whole communication process. The psychological state of mind helps in enhancing the communication. The state of mind helps in receiving the message in an effective way. A person with a clear mind would be able to understand the message properly whereas a person with an unclear mind will find difficulty in understanding the message. Stress management is an important exercise in managing effective communication. The psychological barriers are hindrance in communication process. This is one of the reasons that affect the overall communication process largely (Moran, Abramson & Moran, 2014). People with low self esteem are assertive and do not feel comfortable in communication. The physiological barriers are caused when there are loopholes in physical state. Any sort of impairment in listening and speaking can cause gap in overall communication process. There are physical barriers in communication due to distances. Although modern technology has reduced the gaps in communication but there are certain communication gaps that have resulted in misappropriation in communication process. Systematic barriers are caused due to ineffectiveness in the information system. In case when there is lack of clarity in communication, the organizations tend to face difficulty (Grunig, 2013). The role and responsibility need to be clear in case of communication. All these barriers cause inefficiency in gaining the result. In such a situation the roles are unclear causing ineffectiveness. The attitudinal barriers are caused due to difference in the personality. There is time when a person is not ready to open up for a conversation. At times when the people in an organization are not ready to adopt the changes effective communication is important tool. The attitudinal barrier is related with the difference in the attitude. It is important to carry effective communication in order to gain objectives.
An effective business communication helps in designing the organizational structure in an effective way. It is one of the important tools necessary in the current scenario to mitigate the ineffectiveness. An effective communication creates opportunities for the organization to gain sustainable results. Effective communication offers best opportunity for the organization in attaining goals (Samovar, Porter, McDaniel & Roy, 2014).
To conclude, business communication is effective in gaining sustainable objectives. The information need to be compiled and communicated in an understandable way to gain the intention. Without a proper harmonization among the communication channel an organization cannot develop properly. Business communication is important in carrying out the organizational objectives. For gaining a better understanding it is important to adopt the message it is necessary to communicate by understanding the audience and their mindset. An effective communication reduces the barriers in transmitting information in an effective way. This helps in gaining objectives for the betterment of the organization.
References
Bovee, C. L. (2010). Business Communication Today, 10/e. Pearson Education India.
Burgoon, J. K., Guerrero, L. K., & Floyd, K. (2016). Nonverbal communication. Routledge.
Carté, P., & Fox, C. (2008). Bridging the culture gap: A practical guide to international business communication. Kogan Page Publishers.
Chaturvedi, P. D. (2011). Business communication: Concepts, cases, and applications. Pearson Education India.
Ferraro, G. P., & Briody, E. K. (2017). The cultural dimension of global business. Taylor & Francis.
Grunig, J. E. (2013). Excellence in public relations and communication management. Routledge.
Lewis, R. D., & Gates, M. (2005). Leading Across Cultures. Nicholas Brealey.
Locker, K. O., & Kienzler, D. S. (2013). Business and administrative communication. McGraw-Hill.
Louhiala-Salminen, L., & Kankaanranta, A. (2011). Professional communication in a global business context: The notion of global communicative competence. IEEE Transactions on professional communication, 54(3), 244-262.
Moran, R. T., Abramson, N. R., & Moran, S. V. (2014). Managing cultural differences. Routledge.
Rogers, P. S., Campbell, N., Louhiala-Salminen, L., Rentz, K., & Suchan, J. (2007). The impact of perceptions of journal quality on business and management communication academics. The Journal of Business Communication (1973), 44(4), 403-426.
Samovar, L. A., Porter, R. E., McDaniel, E. R., & Roy, C. S. (2014). Intercultural communication: A reader. Cengage Learning.
Welch, M., & Jackson, P. R. (2007). Rethinking internal communication: a stakeholder approach. Corporate Communications: An International Journal, 12(2), 177-198.
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