Communication Problems in Organizations – Contributory Factors and Solutions: The Case of Cape Coast Polytechnic, Ghana

This research examined communication problems in organizations with particular reference to Cape Coast Polytechnic. The objectives of the research were (a) to identify the tools of communication existing in the polytechnic; (b) to evaluate the frequency of use of the various tools of communication in the polytechnic; (c) to identify the factors hindering effective communication at the polytechnic; and (d) to suggest what must be done to improve communication at the polytechnic. The subjects of the study were 65 students randomly drawn from the thirteen academic departments of the Cape Coast Polytechnic, 20 teachers randomly drawn from the thirteen academic departments of the polytechnic, and 20 non academic workers randomly drawn from the various administrative offices of the polytechnic. For data collection, four separate instruments were used including three sets of questionnaires and a follow-up questionnaire. Three broad categories of communication tools were identified by the researchers: (a) most frequently used tools; (b) fairly frequently used tools; and (c) infrequently used tools. The researchers identified four groups of communication barriers militating against effective communication in the polytechnic. These are (1) organizational blocks (2) physical blocks (3) semantic blocksand (4) human relations blocks. Based on the findings, some useful solutions to the communication problems were recommended. The recommendations include improvement in communication skills, effective means of communication, good timing, good human relations, avoidance of informal communication, provision of machinery for adequate upward communication, improvement of communication equipment, face-to-face communication, sincerity of the superiors, and follow up communication. By bringing out the causes of poor communication at the Cape Coast Polytechnic, the research alerts the polytechnic authorities on what must be done to ensure effective communication and hence improve workers’ morale, the polytechnic’s public image and competitive edge and its student enrollment.