Communication plays a vital role in our daily lives and is an integral part of the workplace. In the modern age in which we live, we receive, send, and process news and information every day, associated with almost any company, any workplace.
Media critic and theorist James Carey defined communication as "a symbolic process whereby reality is produced, maintained, repaired and transformed" in his 1992 book "Communication as Culture," positing that we define our reality via sharing our experience with others.
Communication is the process of sending and receiving information through verbal or nonverbal means, including oral, written, graphical representations, and signs, signals, and behavior.
Communication ensures the operation of the workplace, and the quality of communication can significantly affect performance at work. Successful communication is well thought out and purposefully presented because quality communication is the basis for success.
Components of communication
There are many components of communication, a sender, a receiver, a message, and interpretations of meaning on both ends. The receiver gives feedback to the sender, both during the message conveyance and afterward. This feedback can be verbal such as giving feedbacks, and credits, formal, and informal conversations, and so on. And nonverbal, such as nodding in agreement or looking away and sighing, etc. The context of the message, the environment, and the potential for interference.
The receiver can interpret the message in both verbal and non-verbal, and cues the sender shows ways.
Types of communication in the workplace
There are five main types of workplace communication:
1. Informal or grapevine communication
This is a casual conversation between employees and superiors without structure and rules. Grapevine communication spreads rapidly and touches each person throughout the organization. It helps build strong working relationships and promote effective teamwork, and helps people to get along.
This form of communication travels in various ways:
A single-strain chain where information goes straight from person A to person D,
A gossip chain sees one person spread the news to as many people as they can and,
A probability chain disperses information randomly in turns and lastly,
The Cluster Chain reveals one person telling a selected group of people who also spread the news to another cluster.
2. Formal communication
This form of communication travels through predefined channels set by the organization, and goes from top leadership to various departments that funnel down to lower-level employees. One uses this form of communication when they have to communicate officially and professionally with a client, senior colleague, or even a prominent member of society. The main benefit of formal communication is clarity, strength, and respect.
3. Verbal or oral communication
This form of communication is when an individual communicates by speaking. It is usually faster in sending and receiving a message and feedback and helps in building rapport. It is also useful when one wants to clear up any misunderstandings.
4. Non-verbal communication
Non-verbal communication is everything other than words that people use when communicating. There are various types of non-verbal communication like:
Body language
The tone of voice
Facial expressions
Eye contact
Intonation
Interaction
General disposition
5. Written communication
This form of communication includes hand-writing or typing words (and numbers) to share information. This form of communication offers various benefits for an organization which makes it an essential form of communication in an organization:
Organization: Putting information into written words is a great way to organize your message. Laying words and sentences out in a visually appealing way (using bullet points, tables, and subheadings) can help you and other people digest that information quickly and comprehensively.
Clarity: Writing makes it easier to be clear and concise when communicating complex information. It also allows you to edit, and get your message as close to perfect as possible before delivering it.
Reference: References can avoid confusion in understanding your employee or a client.
It also helps in being more organized.
Proof: Written words leave a detailed trail, this gives you facts if you’re ever questioned about something down the line.
Efficiency: When you need to communicate with a group of people whose calendars are chock-a-block, a quick email, presentation, or collaborative document explaining the input you need from everyone can be a serious timesaver.
Barriers to effective communication
There are many barriers to effective communication in the workplace which can impact your performance:
Information Overload
Industry-specific jargon
Language barrier
Different communication styles
Cultural differences
Physical disability
Impatient or inactive listening
The vague or indirect message
Disinterest
Mismatches verbal and nonverbal cues
Techniques to effective communication in the workplace
Take the lead
Communication begins with you hence take responsibility and start communicating first, do not expect someone else to do it. It helps with a deeper understanding of the topic you might want to convey in a message, but cannot do it.
Be fully present
It takes concentration and practice to focus on others’ ideas with an open mind. Withhold any assumptions about the information being shared with you as you listen. Listen attentively, and wait until later to provide feedback.
Use words and a tone that convey confidence
Work on eliminating words like, “um, like,” and “ah” and phrases such as, “I think that” which don’t add to the information, and may distract your audience. Instead, consider using properly timed pauses when talking to allow yourself to collect your thoughts and others a chance to reflect on what you said and to respond if needed. Your voice should sound optimistic, and language should vary in speed to reflect enthusiasm.
Prepare what to say
Think or prepare before you speak. A thought out, and a well-formulated message helps you, and the other person form a positive image of yourself, boosts confidence, increases understanding of the message, and gives clarity to all.
Be prepared for different answers
When formulating a message or giving information regarding something, put yourself in the shoes of the person who will listen to you. It will help you prepare better, and will help you analyze the situation from different perspectives.
Arrange a meeting
Arranging a meeting is one of the best approaches to communicate effectively with a team. During the meet, there is an opportunity for the whole team to meet and discuss current issues. The team members have the express their opinion and discuss the progress made.
Use simple words
To be effective in communicating with colleagues, use words that are easy to understand. If you use vague words or sentence structures which is too long, people may not understand the main idea you wish to express, and you may have to spend your time explaining again.
Listen to what the other have to say
The ability to listen instead of hearing people is one of the best techniques for effective communication in the workplace. There is a big difference between hearing someone and listening to someone. So make sure you are listening and not hearing, and ask questions when necessary.
Avoid unnecessary repetition
Being clear and concise is the key to effective communication. It gives the other person the impression that the one giving information is a master of the subject.
Conclusion
One of the most fundamental and vital thing about an effective workplace is communication. Communication is the means of transmitting information to and from others. It is the exchange of information, thoughts, ideas, and emotions. Hence communication skills become vital for any employee, client, colleagues, and employer, of the organization. One of the best ways to improve communication is through investing in good and effective communication tools.
References
https://www.thoughtco.com/what-is-communication-1689877
https://efectio.com/en/why-is-communication-in-the-workplace-important-and-how-to-im prove-it/#:~:text=Effective%20communication%20in%20the%20workplace,and%20creat e%20a%20strong%20team.
https://www.breathehr.com/en-au/blog/types-of-communication-in-the-workplace
https://status.net/articles/grapevine-communication
https://www.glassdoor.com/blog/guide/barriers-to-communication-in-the-workplace/
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