CAUSES AND EFFECTS OF COMMUNICATION BREAKDOWN IN AN ORGANIZATION (A CASE STUDY OF CHAMPIONS BREWERIES UYO AKWA IBOM STATE)
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CAUSES AND EFFECTS OF
COMMUNICATION BREAKDOWN IN AN ORGANIZATION (A CASE STUDY OF CHAMPIONS BREWERIES
UYO AKWA IBOM STATE)
CHAPTER ONE
1.1 BACKGROUND OF
THE STUDY
The modern world is information oriented, thus management
becomes more concerned about communication with employees. Hence communication
is vital tool for effective management in an enterprise.
The need for effective communication has become paramount
because most managers found it difficult to understand why efficiency is not as
certain in an organization.
However, communication integrates, coordinate and synchronize
organization activities. In an organization, there is need for harmonization of
overall activities, this can be done through communication.
According to Koontz H. Weihrich (2008) 12th edition of
management at global and entrepreneurial perspective page 22 defined
communication as the process of transferring information meaningfully from one
to another.
Communication is a fundamental aspect of all human
interactions: through languages, humanity has recorded its history and transmit
its culture from one generation to another. The ability to communicate has
enable human being to build societies, organization and other social group that
make for survival and social wellbeing.
Communication constitutes about 60% managers tasks. It takes
the following form: directive conservation, request and instruction. The mix
include not only oral and written form of one communication but gestures,
positive dress and other visual signals.
Concept of Communication
Communication can mostly be facilitated through language and
language is purely abstract in nature thus a well spoken language earns
benefits and purpose of communication. The more an individual increases its
vocabulary, the like/she visualize his words, object and phrase. Many people
attach difficult meaning to gesture communication and as such it poses problem.
Henry Fayol “studies unity of direction” in his 14 principles of management
which means that each group of activities with the same objective must have one
head and one plan. While Barnard in his popular book “the function of the
executive” saw maintenance of organizational communication as top of his life
of the three basic execution functions. Perhaps Bandas and Barret expressed the
most eloquent when they write: It is not a secondary or derived aspect of
organizational activity and it’s the best process out of which all other
functions derive. With reference to the subject matter, the main purpose of
this extended essay is to see the causes and effect of communication breakdown
on an organization and suggest possible solutions to these problems with a view
to enhancing organization efficiency.
1.2 Objective of
the Essay
The
objective of this extended essay constitutes the following:
i) To
assess the effect of communication on the field of management.
ii) To
identify the existing communication barriers in an organization.
iii) To access
the contribution and important role played by effective communication in an
organization towards enhancing production and profitability.
iv) To find
out what communication is all about, how it is done, what instruments are used
and what qualities can make up a system of communication effective in an
organization.
v) To
ascertain and identify the problems of ineffective communication and to suggest
possible solution so as to achieve better communication network in an
enterprise.
vi) To
identify the possible barriers that lead to communication breakdown.
vii) To know if
there is any relationship between effective communication and performance of
employees.
viii) To know if
there is any relationship between communication and effective management.
1.3 Significance
of the Essay
It is my sincere hope that this extended essay would be of
benefit to academicians and the students of business administrative studies at
all levels and member of the public who would stand to benefit from the work,
especially managers, administrative officers both in the public and private
sector. Again it can also be used by researchers as prelude to another research
or reference material for use by entrepreneurs who may find the work useful.
Besides, it is my belief that this essay will be found useful
by the enterprise and consequently other organizations which may wish to
achieve their established objectives. This is because communication in both
private and public undertaking be it non-profit or profit motive play a vital
role in enhancing productivity due to the fact that it integrates the
management functions in an organization. Since it influence action towards the
welfare of organization. Indeed, communication also brings about utilization,
improvement and retention of various organization manpower (labour force).
Moreso, communication is important in that, it leads,
directs, motivates and create a climate in which people want to contribute to
achieve organizational objectives and goals.
1.4 Scope of the
Essay
The essay intends to highlight the barriers to effective
communication in an organization with particular emphasis on how it affects the
performance of employees, with a view to proffer lasting solutions. Though it
is imperative for the writer to narrow his area of study. This is simply because
the problem of communication in effectiveness of an extensive area of study.
Therefore it becomes extremely difficult for one to cover the
whole range of the problem due to the:
i) The art
of the financial funds to carryout a comprehensive essay.
ii) The
problem of not having free access to some vital documents which will help to
facilitate the essay as a result of their confidential or classified status.
iii) The study
is limited by time: The time allocated of data from the organization used to
collides with the writer’s lecture houses.
iv) It is
difficult to be able to speak to highly placed personalities in order to make
inquiry.
Despite all the above constraints, I was able to lay my hands
on some vital documents. I had been opportuned to speak to some personalities
who gave me all the necessary information that guided me through this write
-up.
1.5 Limitation of
the Essay
Conflict is one disadvantage of communication. Employees may
use communication to disagree and argue with each other and with management.
Conflicts causes tension among employees and can halt operations, disrupt
meetings and prevent task completion. Source of conflict include lack of
structure, lack of transparent communication and personality differences.
Organizational leaders also use communication to mediate and control conflict
to lessen the effect of employee disagreement.
There are some limitations of communication:
1)
Distrust/Suspicion: Where there is distrust or suspicion between two
communicants, a wrong interpretation of what is said is likely to occur. Such
messages may be greatly distorted especially when melayed to a third party, with
distrust even the best statement can be misinterpreted as having a hidden
message or may be said to be out of context.
2) Physical
Barriers: These include geographical separation and locational distance which
the media of communication especially face to face conversation.
Another example is a wall that separate persons from group,
giving too little or no interaction inter-personally between public servants
distracting noises and other physical characteristics of the immediate
environment.
3) Content
and Context: These are concerned not only with language but also with attitudes
and over behavior. This is evidenced in that symbols and words convey different
meaning to different people.
4)
Inference: Inference occurs when a person makes an assumption about what
is being communicated. When assumptions are made, it may be the time that
situation is accepted.
5)
Background/Values: People with different background tend to see things
and interpret them differently. The move divergent the background the danger of
misunderstanding or misinterpreting.
6)
Language/Semantics/Jargon: Some words may carry a different meaning to
the respondent from what the conveyor intends e.g. professionals and highly
technical groups tends to develop specialized language known as jargons cannot
be easily understood by others.
Delimitation of Communication
Effective Communication occurs when a message is completely
understood by its recipient. Communication encompasses most areas of life. It
is used in both business and personal relationships.
Communication is intended to inform, persuade or inspire the
listener. Some advantages of effective communication are: it provides
direction, clarity and purpose.
i) Provides
Direction: Effective Communication is able to give clear direction and vision.
It accurately defines goals, provides the tools to accomplish these goals, and
outlines the steps of the process. Without direction, listener will be left to
use his own judgment on how to accomplish a task, which can lead to confusion
and frustration.
ii) Produce
Clarity: Effective communication provide clarity to avoid any confusion.
Without clarity messages can be ambiguous, lacking definition and purpose.
Misunderstanding commonly occurs when people don’t understand exactly what is
being communicated to or expected of them: clarity comes through effective
communication; asking questions and repeating messages to the sender.
iii) Provides
Purpose: When people know what is expected of them, the timeframe they have in
which to accomplish goals, and the reward for completing those goals, it adds
purpose to the task they are performing. People who have purpose are move
satisfied with their jobs and are more likely to remain loyal to the company
for which they work.
Effective communication also adds purpose to personal
relationships by defining each partner’s intention and commitment.
1.6 Definition of
Terms
Ø Communication:
Communication is defined as the process of exchanging message between five
parties with the aims of having such message understood and appropriate action
be taken.
Ø Organization: Is
defined as a group of people with a common goal to achieve
Ø Population: This
is defined as a group of people which are similar in one or more ways and which
form the subject of study in a particular study.
Ø Sample: Sample is
defined as a fractional represent actives of an object from where inferences is
drawn.
Ø Information:
Information are processed data or result from logical manipulation of data
which allows decision making.
Ø Data: Are those
facts and figures about people, machine, objectives and places etc are
unprocessed.
Ø Superior: This is
a term used to refer to as people on top level of management.
Ø Subordinate: are
those low rank workers that carryout the duties assed to them.
Ø Sender: Is the
person that initiates an ideas and wishes to share it with somebody.
Ø Receiver: Refers
to as that person that receive the message record it to understand it.
Ø Encoding: This is
the process of transcribing the message into symbolic form e.g. through
writing, picture and speech.
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