Effective business communication is essential for any business to operate smoothly and achieve its goals.
However, there are many common problems that can arise in business communication, which can lead to misunderstandings, delays and even lost business.
Common business communication problems and solutions
Here are some of the most common business communication problems and their solutions:
PROBLEM: The medium chosen might be inappropriate. If the message contained detailed technical language and flow diagrams, trying to explain these over the phone could lead to incorrect understanding.
SOLUTION: Select appropriate medium for the message.
PROBLEM: If a receiver forgot part of a long message given to him or her orally, then a written form would have been more appropriate.
SOLUTION: Use written form when the message is long or complex.
PROBLEM: A misleading or an incomplete message would result in poor understanding – ‘send the goods soon’ may be interpreted as being tomorrow when in fact the sender meant ‘now, or as soon as possible’.
SOLUTION: Consider the clarity of the message carefully.
PROBLEM: The excessive use of technical language or jargon – terms that are understood by a specific group but not by others – may prevent the receiver from being able to comprehend what is required. Messages sent to branches or staff in another country may not be understood unless they are translated into the local language. Here is an explanation what jargon is: https://dictionary.cambridge.org/us/dictionary/english-chinese-simplified/jargon
SOLUTION: Avoid using jargon where possible
PROBLEM: If there is too much information – perhaps more than is actually necessary for the receiver to respond in the right way – the threat of information overload leads to ‘noise’, that is unnecessary data, which prevents the receiver from grasping the key elements of the message.
SOLUTION: Highlight important messages, and consider not sending less important ones.
PROBLEM: If the channel of communication is too long – the channel is the route through which a message is communicated from sender to receiver, as in tall hierarchical organizations – then messages will be slow to reach their intended receiver and they may become distorted or change their meaning on the way.
SOLUTION: Shorter chains of command, i.e. through delayering will reduce the risk of distortion.
PROBLEM: If the sender is not trusted – perhaps because of previous misleading messages or unpopular decisions – then the receiver may be unwilling to listen to or read the message carefully. In addition, unmotivated or alienated workers make poor receivers. If workers have never been consulted on important issues before, then they may become very suspicious if the management style seems to be changing toward a more participative one. Workers with little interest in their work will not want to take the trouble to ensure that communication is effective.
SOLUTION: Establish trust between senders and receivers – this could be most easily achieved in a business where all staff are considered to be important with useful contributions to make.
PROBLEM: Intermediaries – those in the communication channel – may decide not to pass on a message, or to change it, if they are poorly motivated. This could occur, for example, if there has been a supplier’s query about an order or a customer complaint.
SOLUTION: Keep the communication channel as short as possible and ensure feedback is built into the system.
PROBLEM: The sender may have such a poor opinion or perception of the receiver that no effort is made to ensure clarity of message or to check on understanding.
SOLUTION: Train and motivate staff to take an active part in communication process.
PROBLEM: Noisy factories are not the best environment for communication. This indicates that the poor quality of the external environment can limit effective communication.
SOLUTION: Physical conditions should be appropriate for messages to be heard or received in other ways.
PROBLEM: Geographical distance can inhibit effective communication – interpersonal communication in particular will be very difficult.
SOLUTION: Modern electronic methods, such as video conferencing, are designed to overcome this barrier.
Additional minor business communication problems
In addition to the problems mentioned above, here are some other common business communication problems:
- Poor grammar and punctuation. This can make your message unprofessional and difficult to read.
- Not proofreading your work. Before you send a message, make sure to proofread it carefully to avoid errors.
- Not using a professional tone. Your tone should be appropriate for the situation and the recipient of your message.
- Not being respectful. Always be respectful of the other person, even if you disagree with them.
Consequences of unsolved communication problems
Business communication problems can be a major obstacle to success, leading to misunderstandings, missed deadlines and even lost customers.
Consequences of unsolved business communication problems or poor business communication in general include:
- Low morale will exist as staff feel out of touch, lose confidence, have a lack of direction and feel under-valued.
- Errors will rise as staff are not fully aware of what they have to do.
- There will be a loss of competitiveness due to lower productivity caused by poor morale and the increase in errors & reworking.
- Lack of control can transpire as staff may need clear instructions from their managers.
Therefore, each and every of the problems need to be solved sooner than later.
Ways to solved business communication problems
Possible ways to solve business communication problems:
- Managers must first look at the causes of the communication breakdown.
- Delayering by removing layers of supervisors and management from the hierarchy to improve speed and accuracy of communication.
- Recruit bilingual or multilingual employees.
In summary, these are just a few of the most common business communication problems. By being aware of these problems and taking steps to avoid them, you can improve your business communication and build stronger relationships with your colleagues, customers, and partners.
