Overcoming barriers of communication

We are all faced by a lot of communication barriers every day. The message
intended by the sender is not understood by the receiver in the same terms and
sense and thus communication breakdown occurs. It is essential to deal and
cope up with these communication barriers so as to ensure smooth and effective
communication.

 How to overcome barriers of communication

Eliminating differences in perception

 The organization should ensure that it is recruiting right individuals on the

job. It’s the responsibility of the interviewer to ensure that the interviewee
has command over the written and spoken language. There should be proper
induction program so that the policies of the company are clear to all the
employees. There should be proper trainings conducted for required
employees like voice and accent training.

Use of simple language

Use of simple and clear words should be emphasized. Use of ambiguous

words and jargons should be avoided.

Reduction and elimination of noise levels

Noise is the main communication barrier which must be overcome on

priority basis. It is essential to identify the source of noise and then
eliminate that source.

Active listening

Listen attentively and carefully. There is a difference between “listening”

and “hearing”. Active listening means hearing with proper understanding
of the message that is heard. By asking questions the speaker can ensure
whether his/her message is understood or not by the receiver in the same
terms as intended by the speaker.
Emotional state 

During communication one should make effective use of body language.

He/she should not show their emotions while communication as the
receiver might misinterpret the message being delivered. For example, if
the conveyer of the message is in a bad mood then the receiver might
think that the information being delivered is not good.

Simple organizational structure

The organizational structure should not be complex. The number of

hierarchical levels should be optimum. There should be an ideal span of
control within the organization. Simpler the organizational structure,
more effective will be the communication.

Avoid work overload

The managers should know how to prioritize their work. They should not
overload themselves with the work. They should spend quality time with
their subordinates and should listen to their problems and feedbacks
actively.

Give constructive feedback 

Avoid giving negative feedback. The contents of the feedback might be

negative, but it should be delivered constructively. Constructive feedback
will lead to effective communication between the superior and
subordinate.

Proper media selection

 The managers should properly select the medium of communication.

Simple messages should be conveyed orally like face to face interaction
or meetings. Use of written means of communication should be
encouraged for delivering complex messages. For significant
messages,reminders can be given by using written means of
communication such as memos, notices etc.

Flexibility in meeting the targets

For effective communication in an organization the managers should

ensure that the individuals are meeting their targets timely without
 skipping the formal channels of communication. There should not be
much pressure on employees to meet their targets.

Communicating across cultures

Cross cultural communication is fraught with potential barriers and

misunderstandings. And even with the best effort on our part, not every act of
cross cultural communication will succeed. Like other kinds of communication,
cross cultural communication involves people and people are unpredictable. In
every culture some persons are uncooperative, deceitful, prejudiced or
insensitive while others are respectful, welcoming, sincere, and harmony
seeking. You can only make sure that you are as prepared as possible.

Do your research

Before any international business encounter, be sure you have done your
homework. Learn something about the topography, climate and location of your
potential partner’s country of origin. Learn something about their language and
learn to speak it if you can. Study description of their history, their way of life,
their values, their manners, and even their food and recreation habits. The more
effort you make to reach out beyond your own world, the better your cross
cultural relations will be. Language is the key to the heart of people.

Know yourself and the culture of your company

It is very important to understand the business you represent. Is yours a

rulebound, procedure governed operations or one that is loose and trusting? Do
you solve problems by leaving it to the management or by pooling everyone’s
ideas? Does your company avoid mixing business with pleasure, do employees
socialize only with their peers or does everyone in the company feel free to
relax together? Does your company take a straight, efficient route to its goals or
learn and adjust as it goes? Just as you will view your international business
partner as his or her company, so she or he will view you. Be sure to send the
right signals.

Be aware and wary of stereotypes

One of the most sensitive issues in cross cultural communication is the extent to
which generalizing about a culture perpetuates stereotypes. Stereotyping is
negative with good reason. Stereotyping can prejudice us and blind us to others
true natures. But the reason stereotypes are powerful is that they are based to
some degree on observable likeness within groups of people. It is important to
 be aware of stereotypes, is that your prospective international partners are likely
to see you through the lens of a cultural stereotype. The more familiar you are
with the way people from your culture or country are seen by those in another,
the better prepared you will be to show them the ways in which you differ from
their stereotype.

Adapt your English to your audience

The non native English speakers you meet will vary widely in their skill. Some
may speak better English than you do while others may the barest grasp of the
language. So erring on the side of simplicity is the best bet for clear
communication. Write or talk simply and clearly.

Challenges in the VUCA world

The term VUCA is used to reference the challenges facing current and
emerging work environments across the world. The acronym VUCA is used to
describe volatility, uncertainty, complexity, and ambiguity.

After the cold war came to an end VUCA was invented by the American army.
During the cold war the world was quite predictable, but when this came to an
end in 1989 the geopolitical situation became VUCA (Volatile, Uncertain,
Complex and Ambiguous). But 1989 was not only the end of the cold war, but
also the start of the true digital (consumer) era and when VUCA started ruling
the business environment:

 Volatility: The rate of change has increased dramatically in the digital era.
Where an average product life cycle was 15 to 20 years in the pre-digital era,
today an average product life cycle is merely 1 to 5 years. Companies need
to adapt to this rate of change.

 Uncertainty: Companies today face unclear situations in the present and

future. You don’t always have all the information, but need to make a
decision. To survive in this digital world companies need to deal with
uncertainty.
 Complexity: With the vast amount of available information it has become
almost impossible to be on top of all factors which influence your decision
making. There are just too many key factors for decision making.

 Ambiguity: Most of the time it’s not so clear what your world with its
competitors, customers etc really looks like. Ideas change every minute, so
your business needs to deal with this not-so-clear situation.

Communication in the VUCA world

In an unstable VUCA environment we are forced to change the way we do

things. Unpredictable events are happening every day external to the
organisation which creates challenges for leaders and business owners to make
decisions and plan for the future. Many organisations are unprepared for the
challenges that lay ahead. Investing in workplace communications training
will develop the capacity of your organisation to respond to rapidly changing
business landscapes.
A VUCA environment can be dangerously disruptive. So, it's vital that we know
how to cope. Turn VUCA to your advantage using the below steps. Remember
communication is the key in this turnaround strategy.

 Counter volatility with vision. Create a compelling vision and values

for your people. This will give them a clear focus and help them to
react quickly to change.

 Meet uncertainty with understanding. What are your competitors

doing? What's new in your industry? When you are in the know, you
will be able to anticipate threats and take advantage of new
opportunities.

 React to complexity with clarity. Be crystal clear when you

communicate, and promote teamwork and collaboration. This will
give people a clear direction, and encourage them to solve complex
problems together.

 Fight ambiguity with agility. Stay adaptable, even during uncertain

times. Encourage people to learn new skills, stimulate debate, and
embrace creativity.

Communication challenges in the VUCA world

Volatile – dealing with the impact of technology in communication

The influence, use and general uncertainty of technology has made the digital
conversation/communication in organizations a much higher priority than ever
before. On one hand technology offers opportunities, opens up possibilities and
promotes efficiency, while its very disruptive nature also poses a near-constant
threat to established businesses.

Emerging communication technologies are amongst the areas with the biggest
impact to l & d, consistently providing opportunities to diversify and scale. In
just a few years, mobile drastically changed the way we approach work, while
its long-term impact and integration into the workplace remains to be seen. The
opportunities that wearable, immersive and other emerging technologies
provide us are even hazier, leaving communication, l& d to try and make sense
of when a shift in technology might happen and, if so, how the workplace can
benefit from it.With the exponential rise in smartphones usage and the rise of
internet on mobiles, a brand communication strategy minus digital
communications is incomplete.

Information overload

Communication in a VUCA world is not an easy task and comes with its set of
challengesand foremost among them is the challenge of information overload
that has resulted in brands struggling to get the attention of the target audience.
Interestingly, we receive five times as much information as we did in the year
1986, with data equivalent to about 174 newspapers every day. The attention
span of humans is fast reducing. And in such times, one needs to try extra hard
to get noticed. Brands need to have their communication strategy clearly carved
out and have focused and differentiated messaging to be able to make an impact
and connect with their target audiences.

Face to face communication

As mentioned earlier, in the VUCA world, technology is very important.

However, the flip side is that technology advances have reduced real
conversations. People are more comfortable chatting on the internet/by text or
email, than actually taking face to face. Interestingly, face to face connection
can give an edge to brands/ managers in the VUCA world. The primary reasons
being that real conversations can help build business relationships. It is the
human connection that can be the key to connect and communicate well. Hence,
it is imperative for the key leaders/managers in brands/companies to connect
with influencers and communicate.

Crisis communication

Crisis communication can be required at any given point in time, in a VUCA

world. Hence, it is advisable to have a clear strategy in place ahead of the crisis.
One should have the skill set to foresee the crisis and plan the communication
keeping in mind multiple scenarios. The uncertain times can also serve as an
opportunity to communicate brand’s values and DNA to the external audiences.
It is advisable to be transparent and not hide facts when communicating during
the critical times of VUCA.
Employee communication

Employee communication is the sharing of information, ideas, and feelings

between employees and managers of a company. It can happen verbally, or
electronically, on various mediums such as email, mobile applications,
intranets, and collaboration tools. Employee communication is vital for the
health and strength of a company. Without it, managers would not be able to
properly lead the employees they manage. The more effectively a business can
execute an employee communication strategy, the more successful it will be.
Benefits of a sound employee communication strategy includes; maintains
workplace harmony, increases employee engagement, encourages innovation
etc.

VUCA world is all about evolving with the times. One needs to be agile and
alert to be able to convert every opportunity in their favour. It is advisable to
weigh the pros and cons and take only calculative risks while communicating in
a VUCA world