How Managers Can Overcome 3 Systemic Barriers to Effective Communication

Debbie Narver, BSc MBA MScIBStrategic Management Instructor at NMC Strategic Manager

How Managers Can Overcome 3 Systemic Barriers

to Effective Communication

Why is it difficult to have effective communication in the workplace?

It seems to be a common complaint in all types and sizes of organizations - even when we are making the effort.

Short Term Technical versus Systemic Barriers

I will introduce both, but focus more on the latter:

What long standing, and perhaps unconscious barriers might be impacting communication in your organization?

And how can you overcome them?

How much communication do we need?

Even when we believe we are doing extensive communication, some may think it’s not enough.

While others may think it’s too much. Information overload!

So it’s not so much about the amount, but rather having EFFECTIVE communication in the workplace.

Factors that influences effectiveness

•Quality and clarity of the message

•Quality and suitability of the delivery medium

• Receptiveness and ability of the recipient to process information

Receptiveness can be influenced by the recipients learning style

People learn differently. Verbal, visual, written, demonstrated….. We each comprehend and absorb messages differently based on alignment with our preferred style.

Complexity and stress can make communication more difficult

Constant change

Hierarchies, distance between departments

Distributed workforce

“missing links” in communication channels

Information overload

Competing priorities (distractions)

Systemic Barriers to Communication

• Beyond these technical issues with communication, there are potentially barriers within your organization.

• These can be based on historic practices and embedded in culture

• Because it’s always been this way, you may not be aware!

Here’s what I

believe are 3 major

systemic barriers to

effective

communication,

and what managers

can do to overcome

them.

Barrier #1: Focusing on one-way (my way!)

Communication involves both a sender and a receiver.

As the sender, we may focus on what we want from others.

We carefully craft our message, send it out and expect results.

But how do we know that it has been properly received and understood?

Solution #1: Two way communication

• Incorporate methods for feedback from the receiver.

• Confirm that the message was understood.

• Allow for questions and clarification.

• You may learn something new and valuable!

Barrier #2

Failing to consider the environment

In a perfect world, you all sit around

the table in a quiet room.

But in reality, most workplaces have physical

challenges that can impact communication. • Do you have a noisy machines?

• Are there visual distractions?

• Does your audience need to keep their attention on

tasks while simultaneously listening to you talk?

And if you are in a large and dispersed organization,

it can be difficult to reach everyone.

Solution #2: Plan different approaches for different needs and situations

Use a variety different communication tools and channels to get your message across effectively.

And chances are, you may need to use different approaches with different groups.

Barrier #3: A History of “closed” culture

• To encourage meaningful communication, we need to invite open & honest dialogue between all levels.

• Employees need to feel that their input is valued.

• If there has been a history of people being labelled as “trouble makers” for bringing up difficult issues, chances are that employees will keep concerns to themselves, perhaps festering and affecting morale.

Solution #3: Building Trust

This is perhaps the most difficult and time consuming barrier to overcome. It requires a cultural shift to encourage diverse perspectives and expressing differences of opinion.

Implement Change: Set Goals, Plan and Monitor Results

Like any other change, improving communication takes good planning and implementation.

• Break down your goals

• Review frequently

• Adapt as you go

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