Why is communication so important in the workplace?
At work, the importance of communication takes a different dimension as, if well conducted, it can foster a positive environment. Communication has an impact on company culture and the work environment for employees. It influences employee satisfaction and impacts both their personal and professional lives.
Unfortunately, there are often communication barriers. Recognizing these barriers is the first step to addressing them. It will lead to adjustments and resolution strategies.
There are multiple benefits to effective communication delivered in the appropriate style. It eases the progression of projects, builds positive relationships between employees and maintains a healthy teamwork culture. It ultimately influences productivity, positive work relationships and has an impact on the day-to-day job for all those involved.
The section below outlines frequent communication barriers in the workplace, followed by ways to address them.
The types of communication barriers
A communication barrier is anything that gets in the way of well-rounded and effective communication. It is any obstacle that stands in the way of delivering the right message to the right people at the right time. It prevents the communicator from delivering the message, or the person due to receive the message from getting it. As you can imagine, these barriers can be varied and go from style, to ideas, to technologies available. To better understand the nature of communication barriers, we have categorised them below in three groups:
Physical communication barriers
Being present physically allows those communicating to have more information through body language, tone of voice and many other components. When not conducted physically, communication can be a challenge. Remote working, social distancing and closed offices are all physical communication barriers.
Emotional communication barriers
Emotions are embedded in communication. They may influence communication and affect its result. Mistrust or apprehension are examples of emotional communication barriers that will have an effect on the outcome.
Language-related communication barriers
In a diverse work environment that involves multiple cultures and languages spoken, language barriers can arise. But language barriers do not only relate to the difference in language itself but more the style and the way a person expresses themselves. The verbal and nonverbal communication style will have an impact on how it is perceived by its receiver.
The above are the three main categories of communication barriers. To better understand these barriers, we have selected some more detailed examples below.
Cultural differences
Cultural views and backgrounds need to be accounted for by leaders when they communicate. The demography of the audience matters and should lead to communication adjustments.
Lack of personalisation
If the audience does not feel engaged with the message, they will not absorb it. Over time, they might even ignore the message shared with them. Lack of personalisation dilutes the message and disengages the audience.
Selective sharing
Selective sharing occurs when those communicating are not being fully transparent. They do not share the information in its entirety. It negatively influences trust between the stakeholders involved and may cause disruption in the work as those delivering it only have partial information on its purpose.
Lack of communication skills
Communication skills play a big role in the effectiveness of the message. Leaders and employees alike have different skills and styles. Their approach to communication will vary and can create some challenges on how the information is being shared.
Lack of engagement
Employee engagement is currently a key focus in all industries. It has an effect across the entire organisation. The level of employee engagement will affect how communication is perceived.
Organisational structure
Large businesses often struggle more than others to communicate effectively. The structure of their organisation is more complex, with more levels and a hierarchical setup. Having a complex organisational structure may cause miscommunication and disconnection between senior leadership teams and employees.
Mistrust
Trust plays a big role in effective communication. It affects an employee’s sense of belonging. Mistrust is more frequent than we may think. It may create rumours and foster misunderstandings among teams and leaders alike.
Sporadic information
Communicating on an infrequent basis can cause discomfort. When it comes to communication, consistency is key. People like to feel informed.
Information overload
On the opposite end of the scale to sporadic communication, communication overload is not good either. It dilutes the message by making it unimportant. Finding the right balance is essential and will ensure that employees are engaged and that productivity is not affected.
Gaps in communication channels
Technology can serve communication. By using the appropriate communication channels, a business can thrive at targeting audiences. However, each person consumes communication differently. Having multiple communication channels can help address these differences. Conversely, a gap in communication channels may result in ineffective communication.
Communication barriers are numerous. They need to be addressed by clearly understanding the audience and having an internal communication strategy that will cover the frequency, channels used and much more.
Twelve tips to tackle communication barriers and help your teams thrive
Now that we understand communication barriers, let’s explore ways to address them. The section below provides guidance and examples of actions that will lift these barriers and lead to effective communication.
1. Consider the multigenerational workforce in your business
The workforce has evolved; baby boomers are no longer the majority of a business’s staff. Generation X, millennials and generation Z have integrated the workforce and bring with them a different culture. Their communication preferences are drastically different. Considering this diversity within your business is essential.
2. Deploy an agile communication style
Being agile means that the information flows more freely and smoothly. Two-way communication is more effective. It considers feedback from employees, who then feel heard. Read more on positive and constructive feedback for employees.
3. Deliver personalised and engaging content
Targeting information means that its recipients will be more attentive to it. If they feel that it applies to them, they will engage with the communication. The era of mass emails to all employees is over. Authentic, personalised communication has taken over and is much more effective.
4. Use mobiles
Digitalisation is going strong and ways to consume it vary depending on personal preferences. When communicating to particular audiences, it is essential to consider that some will be more receptive to mobile communication. This is particularly the case for millennials. Switching to mobile-first can contribute to eliminating communication barriers.
5. Use data
There is a lot we can get from data. For example, behavioural science gets its information from data analysis and uses techniques to nudge individuals towards the desired compliant behaviours. Data is the key to communication personalisation. Find out other ways to leverage data for your business.
6. Make use of technology
The use of technology should also not be underestimated. Leveraging digital communication means refreshing the communication ecosystem and modernising it. Tech solutions do not need to be complicated and the use of one solution will ease the process and avoid a lot of hassle.
7. Collect and consider feedback
Employee satisfaction surveys are often the preferred way to collect feedback. Knowing how the workforce feels is a true asset. It should be considered in decision making and people strategy to continuously work at improving the company culture . Learn more about employee satisfaction surveys.
8. Consistency is key
Having consistency in communication is key. This can be achieved by regular communication such as quarterly town halls, weekly team meetings, monthly video updates, and much more. By making communication regular, barriers are broken down. The audience is expecting the communication and there should be no apprehension in receiving it.
9. Be specific in your message
The pertinence of the information will make for a clear message. Succinct and to the point messages should be preferred. Always open the space for questions or clarification sessions.
10. Use of the appropriate tone of voice and body language
Tone of voice and body language are critical. They are enablers to convey confidence and add more weight to the message. The speaker’s voice should be optimistic and body language calm and serene. Combined, they convey confidence and will give the speaker more charisma.
11. Encourage questions and instant feedback
Opening the space to questions and feedback will convey confidence. Once the message has been shared, the audience should be able to ask questions or request clarifications. This open dialogue avoids a lot of pitfalls and rumours.
12. Create an atmosphere of togetherness
Hierarchy in businesses can cause challenges. Creating a team spirit through communication will bring people together and create a sense of belonging. This can be achieved by providing equal information to all.
Communication barriers in the workplace are numerous. Knowing how to tackle them and deliver the message in an efficient and mindful way will have long-term positive effects on the business. There are many communication techniques out there. Ensure that you understand your audience, the demography of your employees and that you adapt the communication style and tone of voice to convey your message.
