Discuss about the Report for Common Business Communications Problem.
A literature review is a description of what has been issued on a subject by attributed academics and reviewers. Sometimes it could be as an individual project (occasionally in the structure of an annotated bibliography), except more frequently it is a predecessor in the foreword to a dissertation, research statement, or proposal, regularly the initial step of long research assignments. In composing the literary review, the intention is to communicate to the scholar what information and view have been set up on a subject, and what their strong point and weak spots are. As a bit of writing, the literary review should be identified by a guiding model. It is not simply an explanatory list of the substance obtainable, or a set of synopses (Soy 2015).
There are quite a few reasons why a literature review is conducted. They are as follows:
Ensuring a comprehensive understanding of the subject
Identifying possible areas for research
Identifying analogous research done within a particular area
Identifying understanding gaps that require further exploration
Comparing earlier findings
Criticizing existing conclusions and recommend further research.
Business communication is an important part of any organization without which nothing can be accomplished. Effective communication must be a focus of every business because it helps to build and maintain relationships, facilitates innovations, builds an efficient team, manage workforce, ensures transparency and contributes to the growth of a company.
However, we know companies and workforce might be deficient in this capability to gain knowledge, employ, and utilize superior communication practices. Business communication characterizes most companies, ensuing in effectual promotional campaigns, dynamic interpersonal relations between co-workers and flourishing customer service solutions. Since customers claim diverse types of communications in diverse situations and surroundings, efficient business communication experts recognize how to mold communications for maximum results (Eunson 2016).
Communication troubles in business normally branch from misinterpretations. These frequently end up in resentment and allegations. Recognizing circumstances caused by communication problems in the office generally also involves assisting workers resolve inconveniences without charging others. Communication struggles waste time, capital and efficiency (Conrad 2014).
Here is some of the most common business communication problems faced today:
Information disorganization: The right message being not shared with the right people results in reduced access to resources.
Uninformed employees: Modes of communication not utilized properly ends up in the employee lagging behind regarding important notifications.
Contact miscommunication: Client, consumer or potential communications are not being sufficiently pursued, ensuing in overlap and decreased competence.
Inconsistent messages: Different managers communicating different messages, sometimes conflicting, causes confusion.
Untimely messages: Employees are not receiving information when and where they require it, which slows processes and projects.
Unclear expectations: Non-existent interaction between senior managers and other mid-level managers results in no clear definition of goals and objectives.
Unclear future planning: Managers do not discuss their visions about the company with other employees, so there is no shared direction or motivation in the organization.
Non-collaboration: Units in the organization do not cooperate or interact to achieve common goals, pushing competition instead of collaboration.
No trust: Employees do not trust each other, thus do not open to each other or share information.
Distance: Different units operating from different locations leads to gaps in communication (Bretag, Crossman and Bordia 2010).
People normally think that the reason behind the problems is poor communication skills. However, that is not the case. The actual root causes of the problems that arise in business communications are according to (Guffey and Loewy 2012) are:
Unclear roles and responsibilities: Vaguely defined roles or accountabilities in assignments and programs together result in workplace clashes
Vague decision-making establishments and processes:Decision-making is an integral part of any department in any business. Every employee wishes to be a part of the process. Among those many is there who actually do not put in anything productive. Thus, clearly defined processes and appropriate distribution of this responsibility is required.
Poorly crafted business models: Diverse business models end up in overlapping of processes, which consequently results in clashes between different departments and adverse interactions.
Poorly outlined organizational structure: Many companies design their organizational structure to be in the good books of influential people, others design it in a way that makes departments overlap each other. It leads to power wars, poor accountability and blame games.
Inadequate arrangements: Improper placement of people according to their skills, improper handling changes in initiatives or any business venture result in resentment, resistance and communication problems.
Attitude and ego: Teamwork productivity often is hampered because of an individual’s ego and inequity.
Cultural differences: People from diverse backgrounds and cultural dimensions work together. However, each has a tendency to interact with only those with whom their habits match.
Poor listening habits: People tune out while listening, deeming a topic uninteresting, focusing on the outcome rather than the substance, reacting prematurely, getting distracted or avoiding incomprehensible topics.
Hierarchy problems: Miscommunication between top-level management and mid-level management regarding expectations or crucial information leads to unclear goals and benchmarks.
Inadequate knowledge: Ineffective education or deficiency in understanding leads to setbacks in productivity.
Poorly composed communication: Poorly inscribed resources, inaccurate syntax, awful grammar and out of context topics direct to confusion.
Physical barriers: People communicate mostly with those are the closest to them, physically. It is important for people working together to work together (Sriussadaporn,R., 2006).
Good communication is vital to running and functioning in a dynamic and proficient workplace. When carried out effectively, business communication can build a company’s reputation, resolve and prevent conflicts, and contribute to strong relationships between your company, its customers and the business community (Broadbent 2013).
Advantages:
Build relationships: Proper communication processes encourages interaction between employer, employees and customers. Use of communications in promotional activities helps growth in awareness of the company’s services.
Team motivation: Good communication helps build cooperation between members of a team, a department and even the management. It also fosters trust among the workers.
Strengthen partnerships: Effective communication is important while interacting with stakeholders or associates. Clear communication wipes out doubts and helps communicating about business needs and strategies.
Helps diversity: Effective communication helps remove hurdles of language and cultural differences. Avoidance of cultural confusion helps in increasing productivity by inducing cooperation among staff.
Global business growth: Good communication helps in global business transactions by helping the executives bridge the cultural and language gaps, removing the factor of being offensive out of the equation.
Staff morale: Good communication between management and employee improves employee morale. It creates a healthy work environment and makes the employees happy about their jobs.
Direction: Effective communication provides clear vision and direction to the employees about their responsibilities in the organization. It helps them accomplish their tasks productively (Zurawski 2014).
Manipulation: When effective communication is used to persuade someone in a manipulative way it makes the employees take decisions they are not supposed to take.
Feedback limitation: Managers of an organization sometimes employ effective communication to suppress and bound feedback. This type of communication pushes back the listener and makes him decide not to come forward in future regarding anything.
Misinterpretation: Due to miscommunication issues or difference in the perspectives of the communicating parties misinterpretations of messages happens. It leads to inaccurate representation and impacts productivity negatively.
Spontaneity affects negatively: At times business messages are communicated instantly and immediately. It can result in poor framing of words with unfortunate consequences.
Spatial barriers are needed at times: Business messages nowadays are restrained with the help of technology. However, this can lead to unforeseen collaboration with unintended addressees.
Problem in clarity: Recipients at times do not understand the message communicated to them by the sender. It leads to delay in business processes and decisions.
Zero assurance: At times no guarantee can be offered as to the reception of the communication, message understanding or of the privacy of the communication content. The business communication is passed on from one place to another and, thus, there would not be any admittance to nonverbal signals that assist communication (Grant and Meadows 2013).
Conclusion
When hopes are not plainly declared, details seem masked or business purposes remain blurred, problems take place in organizations. Encouraging workers to stay away from expressive reactions, making use of active listening practices and supplying just constructive feedback to create collaborative atmosphere where every person does well makes the business beneficial and sustainable. Communication problems in businesses are necessary to avoid. They provide many positive contributions to the growth of an organization. They do have some negatives too. However, the amount of development they provide to an organization is huge. Therefore, it is necessary to keep a check on the factors that lead to these communication problems.
References
Bretag,T.,Crossman,J.and Bordia,S., 2010. Communication skills . North Ryde: McGraw-Hill Australia.
Broadbent, D.E., 2013. Perception and communication. Elsevier.
Conrad,D., 2014. Workplace communication problems:Inquiries by employees and applicable solutions. Journal of Business Studies Quarterly, 5(4), pp.105-116.
Dan, M.C., 2013. Why should university and business cooperate? A discussion of advantages and disadvantages. International Journal of Economic Practices and Theories, 3(1), pp.67-74.
Eunson,B., 2016. Communicating in the 21st century. 4th ed. Milton: John Wiley and Sons Australia.
Grant, A.E. and Meadows, J.H. eds., 2013. Communication technology update and fundamentals. Taylor & Francis.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Hamilton, C., 2013. Communicating for results: A guide for business and the professions. Cengage Learning.
Roebuck, D., Siha, S. and Bell, R.L., 2013. Faculty usage of social media and mobile devices: analysis of advantages and concerns. [email protected] Kennesaw State University.
Soy, S., 2015. The case study as a research method.
Sriussadaporn,R., 2006. Managing international business communication problems at work:a pilot study in foreign companies in Thailand. Cross cultural management:AnInternational Journal, 13(4), pp.330-344.
Zurawski, R. ed., 2014. Industrial communication technology handbook. CRC Press.
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