MISTAKES AND BARRIERS TO TEAM COMMUNICATION

For many people, the phrase team communication rules can be associated with hard-to-accept rules and forced unnatural behavior applicable to an organization. In order to disenchant this topic a bit, I will try in this work to present what communication is and how with our own behavior we can influence how we are perceived and received by other employees or superiors, and how to behave when working in a team so that we are respected.

What then is communication? According to Czesław Sikorski's book, The Language of Conflict. The Culture of Social Communication in an Organization” communication is all those processes through which people interact with each other. Thus, all actions and events have communicative aspects. Perception changes the information that an individual possesses, and thus affects that individual.[1] The same author also gives another definition of communication, stating that it is the process by which a person, through the use of audible or visible symbols, causes meaning in one or more listeners[2].

Translating this into simpler language, we can say that it is an event that has a specific effect on a listener or group of listeners thereby directing them to a particular course of reasoning or action for a particular purpose.

Another interesting perspective on the definition of communication, is shared by Agnieszka Izabela Baruk presenting the term as a process of information exchange consisting of two processes of information, in each of which information flows in opposite directions. Although in the literature, the simplest model of communication is an arrangement consisting of three elements:[3]

- The sender - the person who sends the message in question

- The code - the means by which we transmit a given message. It can be a word, gesture, sign, image

- Recipient - the person to whom we direct a given message

HOW WE DIVIDE COMMUNICATION

In a very simple way, communication is divided in the book Communicating in Business Organizations, where the authors report that we can include among the basic ways of exchanging information:

Ø Oral communication - face-to-face, team, telephone, through public speaking, deliberations which we divide into:

- Ø direct: face to face, deliberations, negotiations

- Ø Indirect: via telephone, TV, computer network

Ø Written communication - notes, telegram, text on computer

Ø Visual communication by means of a chart, diagram photograph or video[4].

However, many scholarly sources distinguish four main principles of communication, which include:

Ø Interpersonal - this is communication that occurs between two people

Ø Intrapersonal - means talking to oneself

Ø Social - otherwise known as group communication

Ø Indirect - by means of available media: telephone, computer, letters and others

Of course, talking about communication in a team, the most commonly used ways of communication will be: interpersonal, social and indirect which has become quite popular in the present time.

MISTAKES AND BARRIERS TO TEAM COMMUNICATION

Among the most common mistakes made in team communication we can include:

Ø Inconsistent messages - communicating disparate information to the same audience can lead to serious errors in the overall work of the team, cause unnecessary upset, and put the company or the project the group is currently working on at risk of financial loss.

Ø Rewarding for personal rather than substantive reasons - such behavior can lead to a situation where employees not only lose trust in the person leading the team, but also have negative attitudes toward the employee being rewarded.

Ø Lack of feedback - can lead to impatience with the employee or the entire team which will result in a lack of progress or a greater risk of error. Additionally, employees who are uninformed are less effective.

Ø Avoidance of contact between supervisor and employee and vice versa.

Ø Unclear expectations or responsibilities - leads to a point where an activity that should be done is not done, or vice versa.

Technology alone, however, is not enough in tough times. The fact that access to communication has become more widespread does not mean that people know how to communicate with each other. Unfortunately, most often they don't know. This is one of the ironies of our modern times: the more opportunities we have to communicate, the worse we use them.[6] With access to dozens of different types of tools and communicators that give us the ability to express our emotions or moods through pictures, we often want to avoid physical contact with the other person through writing, and thus also the eye contact that allows us to physically receive and see the emotions hiding on the recipient's face. This is something we are not able to do by reading messages on the phone. Of course, this will work out better if we carry on a conversation via video messenger, but we are not always able to bring this situation about due to circumstances.

Some of the most common barriers that can arise in team communication we can include[7].

Ø Hearing what we want to hear and not seeing the whole picture of the situation

Ø Group influence

Ø Emotions

Ø Looking through the lens of the person from whom we are receiving information

Ø Non-verbal communication

Ø External sounds

PRINCIPLES OF EFFECTIVE COMMUNICATION

Looking from the perspective of the internal communication that takes place between people in a team, I believe that how it goes depends largely on the leader/manager and the way he/she manages, and the attitude that sets the mood of the entire team. However, I believe that the principles outlined below should be applied to every team.

The first one I would like to present is the principle of speaking from the position of , “I”, not , “you”. Such a ploy will allow us not to directly hit the psyche and personality of the other person, the consequence of which will be not to arouse aggression or the desire to , “bite back” and defend your own self by your recipient.

Another principle is open communication, which involves creating a discussion in a larger group of people which allows you to see different points of view and draw out the best solution.

It is a very good idea to set clear procedures and arrangements that will help the entire work flow and set some goals and arrangements for the team to work on."

Based on my own experience, I think the next principles to follow when communicating in a group are:

Ø Listen carefully to what others want to say.

Ø Do not interrupt

Ø Speak in specifics - think before you say something

Ø Don't be afraid to speak about your views on an issue

Ø Don't criticize - make your concerns clear

Ø Remember to speak in an appropriate tone

Ø Speak clearly

Ø Respect the other side of the dialogue

Often during stormy conversations, it is a good idea to make sure from time to time (but not too often, as overzealousness can have the opposite effect than intended) that everything that has been said so far is understood. This will preclude the possibility of misinterpretation of an issue by others.

SUMMARY

Communication in a team is a key element of the work in which we deal with people. It is through it that we are able to come to a common understanding and achieve the right goal for the matter. Thanks to rules that seem simple on the surface, we can reach an end point together, which will not only have a positive effect on the people around us, but also raise its morale. The tips cited in the above work applied at the right time, will bring a positive result.

, Effective communication is one in which the recipient understood us exactly as we intended to be understood."[9]

[1] Czesław Sikorski, Język konfliktu. Kultura komunikacji społecznej w organizacji, C.H. Beck, Warszawa 2005, s. 76.

[2] Czesław Sikorski, Język konfliktu. Kultura komunikacji społecznej w organizacji, C.H. Beck, Warszawa 2005, s. 76.

[3] Agnieszka Izabela Baruk, Jak skutecznie oddziaływać na odbiorców?. Wybrane formy sprzedaży i wywierania wpływu na nabywców., Towarzystwo Naukowe Organizacji i Kierownictwa, Toruń 2006, s.46.

[4] Agnieszka Żbikowska, Arkadiusz Potocki, Komunikowanie w organizacjach gospodarczych. , Difin, Warszawa 2011, s.33.

[6] Dale Carnegie, I ty możesz być liderem. , Wydawnictwo Studio EMKA, Warszawa 1995, s. 15.

[7] Michael Armstrong, Jak być lepszym menedżerem. , Dom Wydawniczy ABC, Warszawa 1997, s.77-80

[9] Anna Wachowiak, Komunikacja społeczna i negocjacje w biznesie. , Wyższa Szkoła Zawodowa Handlu i Rachunkowości, Poznań 2001,

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