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CAUSES AND EFFECTS OF COMMUNICATION BREAKDOWN IN AN
ORGANIZATION
ABSTRACT
The study intends to determine the importance of
communication in enhancing an effective management undertaking which is for the
generality of the profitability of the undertaking. The essay will work towards
identifying areas of weakness and strength of communications applied in the
past with a view to proffer a dependable solution. Again, it is also to
determine the qualities and effectiveness in the field of management. Hence all
organization have need to organize human and material resources in most
efficient and effective way which will enhance productivity. On that the system
of communicating adopted in various organizations fails to integrate the two
interests (personal and organizational) in pursuit of some objective.
CHAPTER
ONE
1.1 Introduction
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
constitute 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
constitute 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.
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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