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The
Challenges of Business Communication
by Kristie
Lorette, Demand Media
The
ability of a business to communicate is crucial to its success. From
effectively communicating with staff to reaching out to clients and customers,
communication is a huge factor in business operations. However, there are
challenges inherent to business
communication. Technology is
effective and swift, but can also be a pitfall. Meetings can be tedious, but
are also necessary business elements. Understanding the problems and symptoms
to communication challenges within a business is the only way to find solutions
to the obstacles.
Listening
Possibly the most important aspect of communication
is listening. However, it may be very difficult for managers to develop this
skill. Because of the innate pressures of maintaining success in the business,
there may not be time to sit and listen to the needs of the employees and the
customers. Without truly taking the time to listen and finding a way to
understand others point
of view, managerial staff may never fully understand or
be aware of the needs, wants, frustrations and hardships of company staff and
customers.
Technology
It is easy for businesses to rely too heavily upon technology for
communication purposes. Email, fax, voice
mail and Intranet messaging
can be quite effective for the quick transfer of factual, direct information.
However, the reliance upon this technology to communicate emotion can lead to
drama and dissent in the workplace. Businesses may find that communication
through technology saves time, energy, and money, but face-to-face
communication, especially when emotion is involved, is a much better channel of
communication. Tone, posture, facial expression and eye contact cannot be
expressed effectively using technology.
Meetings
Many businesses are moving away from meetings as tools of
communication in order to save time and to promote efficiency. Employees often
see meetings as time-wasters. No matter how challenging it is to use meetings
effectively, meetings are an important part of doing business. Meetings can build teamwork, making employees feel a part of
something—ideally, the company. Meetings are avenues for workers can provide
input and share their opinions. The simple challenge of using meetings in your
business communication is creating meetings that are concise, informative,
participatory and positive.
Symptoms
If a business is having challenges with communication, warning signs appear that should trigger action by the managerial staff.
Some indicators are lack of cooperation, unreached goals, high level of
mistakes, casting blame, low motivation, low productivity, unsatisfied
customers, arguments, high employee
turnover and loss of clients. All of these can be
symptoms of poor or problematic communication.
Solution
It is possible to take
steps to improve communication to overcome the challenges that abound in
business communication. As mentioned, listening is high on this list. Use tools
like surveys and comment boxes to encourage healthy and confidential feedback.
Avoid pointing the finger at one person; instead work on an issue with an
entire group of people by using appropriate training or counseling. Those in
leadership roles should have great communication skills, be empathetic and
natural problem solvers. If troubles persist, a business might outsource the
problem to a neutral negotiator to resolve the situation in an unbiased manner.
