Chapter 13

Techniques to Overcome

Communication Barriers

Chapter 13

Chapter 13

The communication media, the channels, communication environment and policy, and regular dissemination of information

and motivational messages are the elements of communication.

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The media of internal communication are within the control of the

administration. Notice board and bulletin board are effective when they are placed at easily visible locations, up-to-date, well organized and neatly laid out, short concise, and in simple

language

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Office procedures have to be laid down to ensure that messages and information reach concerned persons

at the proper time. Meetings of task teams, departments, and all staff are needed to ensure that information and motivational messages move and

reach their intended audience.Absence of human touch and contact can create emotional barriers between people and groups.

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The channel of information, The channel of information, that is that is ““who received what who received what

information through whominformation through whom””is an important aspect of is an important aspect of

communicationcommunication

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Information and messages must go Information and messages must go through proper channels and in time. through proper channels and in time.

Communication can be passed Communication can be passed downward in a meeting so that downward in a meeting so that

everyone receives it at the same time everyone receives it at the same time in the same environmentin the same environment

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Suggestions schemes are meant to overcome Suggestions schemes are meant to overcome the status block and loss of information that the status block and loss of information that

occur in upward movement of occur in upward movement of communication. communication. Open door policy helps in Open door policy helps in

developing status blockdeveloping status block. The system of . The system of internal communication has to be checked internal communication has to be checked constantly to make sure that there are no constantly to make sure that there are no undue delays in conveying informationundue delays in conveying information

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The administration needs a considered and well implemented policy about

keeping its members informed. Information given in planned and

systematic manner overcomes the problem of grapevine rumors

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The competence and state of health of the members of the organization affect communication among them. Training

and welfare centres are among the efforts that organizations make for maintaining a healthy atmosphere. Arranging for training of all staff in the skills of speaking,

writing, reading and listening is an aspect of the administration’s policy about communication efficiency.

Many organizations provide medical aid, gymnasiums and recreation for the staff in an effort to keep down stress

levels

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Individuals have to become aware that their communication skillsneed improvement and that their skills can be improved mainly by

their own conscious effort. Emotions play an important role in communication. Awareness and effort to avoid them can help a good

deal. Most people make efforts to see other’s point of view and to become sensitive to the thoughts and feelings of others. Training

and careful practice in writing and can enhance the ability to create and send effective messages. Semantic and language barriers can be overcome by using words having clear meaning by and also by

using visual aid whenever possible. The most important skill needed is listening which requires careful and consistent effort.

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Training for good listening is largely personal responsibility and can be done by personal effort.

Your listening reflects your basic attitude to people rather than just skills. Respect for people, deep

inside, willing to share their ideas and views and being accepting, non-critical, non-judgmental and

non-moralizing about what the other person is saying give other person the freedom to speak

without fear

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Arrange for feedback by giving adequate time and opportunity by

inviting question from the receiver, asking questions to find out what has been understood, making the

listeners summaries what they have understood

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An open communication climate has to be created in order to gain feedback

from sub ordinates. Listening skill is a very important requirement for getting

feedback. Be alert to see non-verbal feedback which is often given

unconsciously and indicates emotional reaction

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Skill in giving feedback can make the appraisal interview less stressful for both the appraiser and the appraisee.

Correcting and training subordinates is a part of a manager’s task; ability to give feedback is a valuable skill

for managers.

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The guidelines to express your response are: give feedback immediately or soon after the event; give

feedback in a positive manner; be specific, not general or vague; be descriptive, not evaluative; give feedback on what the other person said and did; give feedback only on those aspects which the person can con troll and correct; restrict feedback to one or two important points at a time; be sure of your own motive in giving

feedback.

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You need to able to receive and accept feedback without feeling threatened. Seek and receive feedback with a genuine desire to improve; be non-defensive; guard against over-reacting; seek clarification and ask for specific instances; think over the received feedback. It is useful for everyone to develop feedback skills; it improves inter-personal relationships and improves communication in the organization.

Chapter 13

You need to able to receive and accept feedback without feeling threatened. Seek and receive

feedback with a genuine desire to improve; be non-defensive; guard against over-reacting; seek

clarification and ask for specific instances; think over the received feedback. It is useful for

everyone to develop feedback skills; it improves inter-personal relationships and improves

communication in the organization.

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The more successful you are, the more you will be required to function on the global level. Depend on description rather than evaluation or interpretation; person from different cultures evaluate and interpret

differently. Try to feel yourself in the other’s role, values and frame of reference

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. Diplomatic missions of different countries conduct seminars and courses to introduce their culture and customs to persons who are about to visit or receive visitor from their country. Experience helps

persons who make visits to many countries in the course of theirwork. Knowledge, experience and understanding of another

country’s culture is an advantage in being given assignments in that country.