chapter 2. communication is effective only if it creates the desired impact on the receiver. ...

BARRIERS TO COMMUNICATIONChapter 2

SOME POINTS..

Communication is effective only if it creates the desired impact on the receiver.

Problems while CommunicatingDisturbance/Noise

Message is not proper

Either not put properly

Or not meant for that audience

STEPS TO RESOLVE COMMUNICATION FAILURE

1. Identify the problem2. Find the cause3. Work on alternative solutions4. Opt for the best solution5. Follow up religiously

Example:- “Bimonthly” example

WHAT IS NOISE

Any interference in the message sent and received leads to the production of “noise”.

Noise here does not mean cacophony(harsh sounds) but it refers to a break in the communication process.

It is like a barrier in the communication. This barrier acts like a sieve that filters

only part of the message thus causing undesired response.

CLASSIFICATION OF BARRIERS

1. INTRAPERSONAL Stems from a person’s attitude, behaviour,

knowledge, education and personality 2.INTERPERSONAL

Stems from inappropriate transaction of words between two or more people.

3. ORGANIZATIONAL Refers to barriers in organizational

communication

INTRAPERSONAL BARRIERS

All individuals are unique as we have different personalities, attitudes, values, knowledge etc

We react differently to different situations as our thinking varies.

Let’s explore the causes that lead to intrapersonal barriers:-

CAUSES OF INTRAPERSONAL BARRIERS

Let’s explore the causes that lead to intrapersonal barriers:-

1. Wrong assumptions2. Varied perceptions3. Differing background4. Wrong inferences5. Impervious categories6. Categorical thinking

WRONG ASSUMPTIONS Wrong assumptions occur when sender

and receiver does not have adequate knowledge about each other’s background.

Sometimes speaker does not realize the background, education etc of the receiver.

To be a good communicator try to put yourself in the shoes of the receiver..

Example – Doctor and Patient

VARIED PERCEPTIONS

Individuals perceive situations in different ways

Best way is to step back and take a wider perspective of the whole situation.

Example: Elephant and six blind men

DIFFERING BACKGROUNDS

Our background plays a very important role in how we interpret the message.

To be a good communicator , the speaker should know about the background of the audience.

Example:- A computer company representative explaining about hardware details about the hospital management system he plans to install to groups of doctors

WRONG INFERENCES

Wrong Inference is when we assume something without knowing the whole truth.

They are more dramatic than facts and can cause gossip and rumors.

Inference should always be supported by facts.

When presenting inferences you should always some evidences or facts behind it.


Wrong assumptions Varied Perceptions Differing Background Wrong Inferences Impervious Categories Categorical Thinking


Impervious categories People with a closed mind attitude are called misoneists. They are against any kind of change or innovation. They do not agree to any kind of deviation from their thinking and ideas.

These people might feel difficulty in communicating freely.

People with a open mind would react positively to information.

Example:- People being against computerization in their job.

CATEGORICAL THINKING

People who feel they know it all called pansophists. These people think they know everything about a subject and refuse to accept any further information.

Example:- You do not to listen in your orientation programme as you think you know it all!!!

TO SUM UP…

Good Communication should be:- Non judgmental Be empathetic Don’t assume anything Stick to the subject Listen and above all paraphrase ( to

explain something in other words)

INTERPERSONAL BARRIERS

These barriers occur due to inappropriate transaction of words between two or more people.

Two broad categories

Inefficiency in communication skills

Negative aspect nurturing in the climate

COMMON REASONS FOR INTERPERSONAL BARRIERS

1. Limited Vocabulary2. Incongruity ( mismatch) of Verbal or

Non-verbal message3. Emotional outburst4. Communication selectivity5. Cultural variations6. Poor listening skills

LIMITED VOCABULARY

If in your speech or writing, you are at a loss of words, your communication will be very ineffective. On the other hand, if you have a good

vocabulary and know how to use it properly, you would be a good communicator

Interpersonal_Barriers_1

INCONGRUITY OF VERBAL AND NON-VERBAL MESSAGES

The difference between verbal and non-verbal message can confuse the listener.

Non-verbal communication enhances verbal communication.

Actions speaks louder than words One very important aspect o non-

verbal communication is physical appearance Interpersonal_Barriers_2

GUIDELINES TO IMPROVE APPEARANCE Dress according to the

occasion Wear neat and clean clothes Choose an appropriate

hairstyle Wear clean and polished shoes


EMOTIONAL OUTBURST

Excessive emotional involvement is harmful to communication.

Example:- extreme anger can create an emotionally charged environment an rational discussion is not possible.

Messages can be misinterpreted, ignored or overreacted to by people displaying such behaviour.


GUIDELINES FOR AVOIDING EMOTIONAL OUTBURST

It is important to maintain ones’ composure in all kinds of communication

Viewing issues from different perspectives helps to develop rational thinking

If confronted such negative thinking, it is important that you do not retaliate( react).

Usually in emotional outburst situation, volume increases so it is good to keep the volume in check.

COMMUNICATION SELECTIVITY

If you are a receiver in any communication and you listen /pay attention to only a part of the messages, you are imposing a barrier known as Communication Selectivity.

Here receiver is at fault and not the sender.

This can also be part of written communication. Interpersonal_Barriers_5

CULTURAL VARIATION

Business practices, social customs and etiquettes of a particular country should be taken into consideration when communicating with people across the globe.

This has become very important as nowadays businesses are happening across national boundaries.

POOR LISTENING SKILLS

We should just not HEAR but LISTEN when we are the receiver in a communication process.

Listening requires careful attention and accurate decoding of the message.


NOISE IN THE CHANNEL

Noise is any unwanted signal which acts as a hindrance in the flow of communication.

Example- Disturbance in telephone lines, dim typescripts, illegible handwriting, noisy place etc…


ORGANIZATIONAL BARRIERS

Every organization has it’s communication techniques and communication climate.

Irrespective of it’s size, all organizations have communication policies.

These policies are referred as PROTOCOL.

The complexity and structure of this protocol can cause communication barriers.

MAIN ORGANIZATIONAL BARRIERS

1. Too many Transfer points 2. Fear of Superiors 3. Negative Tendencies 4. Information Overload

TRANSFER STATIONS/POINTS

Transfer stations are points at which communication is passed. More the transfer stations, more is the

likelihood of message being distorted or lost For effective communication, we should have

less transfer points. In organizations, having rigid hierarchy,

transfer points are more. To have less transfer points, there should be

direct contact between sender and receiver. OrganizationalBarriers_1

WHY DO MESSAGES GET DISTORTED AT TRANSFER POINTS?

1. Poor Listening Lack of concentration Person’s tendency to leave out part of

the message

OrganizationalBarriers_1

FEAR OF SUPERIORS

In rigidly structured organization, subordinates would be fearful of the superiors and would not talk frankly.

On the other hand, in an open environment people will speak freely and will have active participation during meetings with their seniors.


FEAR OF SUPERIORS

In written Communication Rigid Environment – Employees might give

all information that they have in fear and end up giving too bulky reports.

Such unfocussed reports can be a wastage of time.

Open Environment – Communication will flow effectively in the organization.


NEGATIVE TENDENCIES

Negative tendencies can arise due to improper management of groups in an organization.

Groups can be formal or informal. There can be conflict of ideas between group

members and non-group members. Example:- Extra-curricular activities group in

class being opposed by others. But good managers can use these groups for

the effective working of the organization.OrganizationalBarriers_3

USE OF INAPPROPRIATE MEDIA

What are the different types of media that can be used in an organization for communication? Graphs and Charts, email, telephone,

presentations, teleconferencing, video-conferencing etc

Some factors to consider while choosing a medium:-

time, cost, type of message, intended audience


WHEN TO USE WHAT?

What would you choose?? 1. Conveying confidential information 2. Declaring company outing 3. Giving offer letter to a candidate 4. Applying for leave


INFORMATION OVERLOAD

Availability of huge amounts of data which the receiver is unable to handle.

Results in Fatigue Disinterest/Boredom Vital information can get lost Quality of information goes down


What can be done to avoid information overload? Screening of information Major points to be highlighted Information should be directed only to

those who are affected by it. Example:- Calendar of events for students

should not include teacher’s department meeting schedule!!

INFORMATION OVERLOAD


EFFECTIVE COMMUNICATION

1. Open environment2. Keep receiver in mind3. Avoid too many transfer points4. Do not communicate when emotionally

disturbed5. Be aware of cultural diversity6. Use appropriate non-verbal cues7. Select suitable medium8. Analyze feedback

chapter 2. communication is effective only if it creates the desired impact on the receiver. ...

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