Group Communication Memo
interoffice memorandum to: BOB ACCOUNTANT
from:
PRECEDING MANAGER
subject:
GROUP COMMUNICATION
date:
October 21, 2013
Effective communication is necessary in any group setting. As a leader, it is vital to keep open communication among your subordinates and exchange ideas and collaborate to accomplish a common goal. Conflicts will arise within a group environment at any given time. Finding the best resolution to these conflicts by proper communication will help you succeed as a leader. This memo will give you a few examples of barriers that you may face regarding group communication and ways to overcome it.
Barriers
Communicating is not just the act of talking to your employees. Effective communication is when you are able to get your point across to your group. However, communication barriers occur for various reasons at any stage in the communication process. A few examples of communication barriers are:
Cultural Barriers - Diversity in the workplace is common in our modern society. The difference in race, culture, and religion can put a serious damper in group communication. Even the difference in work culture and work ethic can also affect how a group communicate.
Language Barriers - This barrier is not only caused by a person's native tongue. …show more content…
This type of barrier pertains to issues regarding how a person speaks and the use technical language and industry specific jargon. Unfamiliar or over-complicated terms can easily cause confusion in group communication.
Interpersonal Barriers - An individual's poor self-image is often the main cause of this barrier. This could stop an employee from opening up and trying to reach out to colleagues even when necessary. A worker with poor self image is less likely to suggest ideas to the group. Poor self-image could be caused by another employee or by themselves because they do not think they are “good-enough.” Most people do not speak up in fear of saying something wrong.
Perceptual Barriers – Since every individual in the group have different origins and life experiences, it is natural that each person will perceive things differently. Some people will have preconceived ideas of their coworkers or leaders before getting to know them, which will lead to future misunderstandings. You will find that some employees are not always willing to work with certain group members, and some will be hesitant in openly communicating with you, the “new boss.”
Physical Barriers - There are several physical barriers in our organization. You will have to communicate with other employees who are in a different town, city, or state. Another type of physical barrier is an office door that is constantly closed or a wall separating one office to another. Closed doors can signify that you are not willing to communicate and hear what your employees have to say. These factors can stop a group from working closely together and slow down group communication.
Overcoming Barriers
To be an effective leader, you must overcome the barriers present and resolve any conflict that may arise. Identifying the barriers is the easy part. Knowing how to mitigate these situations through careful and mindful communication can be a challenge. Here are some ways to eliminate these barriers:
Cultural Acceptance - You must encourage your team to be open minded and to never treat anyone differently based on culture differences. You must set a clear expectation on the work culture that you want to instill in your subordinates. You also should make them understand that you view everyone as equal and that you expect the same level of professionalism and responsibility from every member of the team.
Be Clear and Precise - A language barrier can only be resolve by more communication. As a leader, you must set an example and make sure that all your communications among the group is direct to the point and precise. Leave no room for interpretation. Encourage your team to avoid using jargon when communicating with other group members who does not have the same specific skill set. If any of your members need more directions and explanations that others, let them know that you and other team members are there to help them.
Words of Encouragement and Reassurance - Interpersonal barrier is harder to overcome than the others. Mainly because the person who has this problem must be willing to work on the issue. However, giving your employees words of encouragement reassurance will boost their confidence and may push them to be more open with communicating with others. Try to inspire your team and let them know that the group will only succeed is they all work together. Remind your employees that all their input and suggestions will be acknowledged and will be given equal amount of consideration.
Encourage Camaraderie - To discourage misconception and assumptions regarding members of the team, it is a wise practice to have informal meetings to give the team members a chance to get to know each other.
To be able to work successfully as a group, each member will have to rely and trust others to do their part. Even though professionalism must always be practiced in a workplace, friendship and respect among one another will help the flow of communication run more smoothly. As a new leader, your team may be intimidated and hesitate to talk to you when issue come up. It is best to let them know right away that you encourage communication and that you will always keep an open
mind.
Open Door Policy - It is understandable if you want your office door to be closed to eliminate distraction. However, you must try to minimize these instances to show your group that you welcome any team member who has something to say. An open door encourages open communication in the office and makes group collaboration easier. For team members who are located in different cities or offices, encourage the use of e-mails or instant messengers to expedite the communication process among the group. You can also host a weekly conference calls or webinars to make sure that everyone is on task. Let them know that you are also just a phone call away.
Conflict within the group is an important part of group communication and is expected. Different point of views and ideas may create unavoidable disagreements when working on a group project. Any conflict in the group can put an immediate halt on the group communication. However, if handled properly, conflict can also serve as a gateway to group discussions and to finding ways to resolve misunderstandings and disagreements. When all members remain logical and rational in the group discussion, the team can figure out the best way to approach any given situation and find the best route to take in order to achieve a common goal.
from:
PRECEDING MANAGER
subject:
GROUP COMMUNICATION
date:
October 21, 2013
Effective communication is necessary in any group setting. As a leader, it is vital to keep open communication among your subordinates and exchange ideas and collaborate to accomplish a common goal. Conflicts will arise within a group environment at any given time. Finding the best resolution to these conflicts by proper communication will help you succeed as a leader. This memo will give you a few examples of barriers that you may face regarding group communication and ways to overcome it.
Barriers
Communicating is not just the act of talking to your employees. Effective communication is when you are able to get your point across to your group. However, communication barriers occur for various reasons at any stage in the communication process. A few examples of communication barriers are:
Cultural Barriers - Diversity in the workplace is common in our modern society. The difference in race, culture, and religion can put a serious damper in group communication. Even the difference in work culture and work ethic can also affect how a group communicate.
Language Barriers - This barrier is not only caused by a person's native tongue. …show more content…
This type of barrier pertains to issues regarding how a person speaks and the use technical language and industry specific jargon. Unfamiliar or over-complicated terms can easily cause confusion in group communication.
Interpersonal Barriers - An individual's poor self-image is often the main cause of this barrier. This could stop an employee from opening up and trying to reach out to colleagues even when necessary. A worker with poor self image is less likely to suggest ideas to the group. Poor self-image could be caused by another employee or by themselves because they do not think they are “good-enough.” Most people do not speak up in fear of saying something wrong.
Perceptual Barriers – Since every individual in the group have different origins and life experiences, it is natural that each person will perceive things differently. Some people will have preconceived ideas of their coworkers or leaders before getting to know them, which will lead to future misunderstandings. You will find that some employees are not always willing to work with certain group members, and some will be hesitant in openly communicating with you, the “new boss.”
Physical Barriers - There are several physical barriers in our organization. You will have to communicate with other employees who are in a different town, city, or state. Another type of physical barrier is an office door that is constantly closed or a wall separating one office to another. Closed doors can signify that you are not willing to communicate and hear what your employees have to say. These factors can stop a group from working closely together and slow down group communication.
Overcoming Barriers
To be an effective leader, you must overcome the barriers present and resolve any conflict that may arise. Identifying the barriers is the easy part. Knowing how to mitigate these situations through careful and mindful communication can be a challenge. Here are some ways to eliminate these barriers:
Cultural Acceptance - You must encourage your team to be open minded and to never treat anyone differently based on culture differences. You must set a clear expectation on the work culture that you want to instill in your subordinates. You also should make them understand that you view everyone as equal and that you expect the same level of professionalism and responsibility from every member of the team.
Be Clear and Precise - A language barrier can only be resolve by more communication. As a leader, you must set an example and make sure that all your communications among the group is direct to the point and precise. Leave no room for interpretation. Encourage your team to avoid using jargon when communicating with other group members who does not have the same specific skill set. If any of your members need more directions and explanations that others, let them know that you and other team members are there to help them.
Words of Encouragement and Reassurance - Interpersonal barrier is harder to overcome than the others. Mainly because the person who has this problem must be willing to work on the issue. However, giving your employees words of encouragement reassurance will boost their confidence and may push them to be more open with communicating with others. Try to inspire your team and let them know that the group will only succeed is they all work together. Remind your employees that all their input and suggestions will be acknowledged and will be given equal amount of consideration.
Encourage Camaraderie - To discourage misconception and assumptions regarding members of the team, it is a wise practice to have informal meetings to give the team members a chance to get to know each other.
To be able to work successfully as a group, each member will have to rely and trust others to do their part. Even though professionalism must always be practiced in a workplace, friendship and respect among one another will help the flow of communication run more smoothly. As a new leader, your team may be intimidated and hesitate to talk to you when issue come up. It is best to let them know right away that you encourage communication and that you will always keep an open
mind.
Open Door Policy - It is understandable if you want your office door to be closed to eliminate distraction. However, you must try to minimize these instances to show your group that you welcome any team member who has something to say. An open door encourages open communication in the office and makes group collaboration easier. For team members who are located in different cities or offices, encourage the use of e-mails or instant messengers to expedite the communication process among the group. You can also host a weekly conference calls or webinars to make sure that everyone is on task. Let them know that you are also just a phone call away.
Conflict within the group is an important part of group communication and is expected. Different point of views and ideas may create unavoidable disagreements when working on a group project. Any conflict in the group can put an immediate halt on the group communication. However, if handled properly, conflict can also serve as a gateway to group discussions and to finding ways to resolve misunderstandings and disagreements. When all members remain logical and rational in the group discussion, the team can figure out the best way to approach any given situation and find the best route to take in order to achieve a common goal.