BARRIERS

TO

EFFECTIVE

COMMUNICATION

What is communication ? Process of communication What is a barrier ? Types of barriers How to overcome communication barriers ? Golden Rules of Effective Communication Class Activities

What will we learn today ?

What is Communication ? Communication (from Latin "communis", meaning to share) is the activity of conveying information through the exchange of thoughts, messages or information by speech, visuals, signals, writing or behavior

Effective communication skills are a critical element in your career and personal lives

In essence, it : IS THE PROCESS OF MEANINGFUL INTERACTION

INVOLVES CHANGE IN BEHAVIOUR

MEANS TO INFLUENCE OTHERS

IS EXPRESSION OF THOUGHTS AND EMOTIONS

IS A SOCIAL AND EMOTIONAL PROCESS

IS A TOOL FOR CONTROLLING AND MOTIVATING PEOPLE

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Objectives of Effective Communication

Stimuli

Sender/Encoder Message Medium

Receiver/Decoder

FeedbackVerbal/Non-verbal

Stimuli

Communication Model

What is a barrier ?

A barrier is any difficulty or interference which disturbs or hinders the smooth flow of communication.

Or

Communication barriers are interference or obstacles which can impede not only the transmission of idea or information but alters understanding and acceptance of it.

Barriers to Communication

Deficiencies of the Sender Listener’s lack of responsibility Inappropriate means of communication

Often barriers to communication result in misunderstandings, creation of unfavorable attitudes, hostility, frictions and conflicts

How Communication Barriers occur ?

Culture&

Assumptions

DifferentBarriers

ProfessionalCommunication

Personal

Semantic Or

Language Physical/ Technical

WrittenCommunication

Psychological

Types of Barriers

A] Barriers in Organizational / Professional communicationo Downward Communication:

Information losses tend to be substantial at each level from top to bottom

Original Message 100% Board Of Directors

63% Vice President

30% General Foreman

20% Worker

56% General Supervisor

40% Plant ManagerInformation Loss

Inform

ation

Loss

Types of Barriers . . Contd.

Executive Director

Vice President

A.G.M.

Manager

Supervisor

Forman

Supervisor 3Supervisor 1 Supervisor 2

Manager

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Vertical Communication Horizontal Communication

o The Psychic Conflicts of Leadership

Status anxiety

Competition anxietyo Organizational policyo Organization rules & regulationo Goal Conflictso Too many Levels of Organization

Types of Barriers . . Contd.

B] Barriers due to Culture And Assumptions

o Intercultural barrierso Gender related barrierso The Fear of Authority Barrier/ Status barriero Attitude Barriero Values and norms of behavioro Concept of time and spaceo Thinking processo Non verbal communicationo Perception

Types of Barriers . . Contd.

C] Emotional / Psychological Barriers

o Status Consciousnesso Unclarified Assumptions/ Stereotypingo Emotionso Resistance to changeo Defensivenesso Different perceptionso Source of Information

Types of Barriers . . Contd.

D] Personal Barriers to Communication

Barriers in Superior Attitude of Superior Fear of challenge of authority Lack of time Lack of awareness Appearance of the Sender Barriers in Subordinates Unwillingness to communicate Lack of proper incentive

Types of Barriers . . Contd.

Types of Barriers . . Contd.E] Semantic /Language barriers to communicationo Word choice : too difficult, too technical, too easy

or slango Denotative or Connotative meaningo Symbols with different meaningo Faulty translationo Grammar, Sentence Structure, Punctuation and

Spelling errorso Vocabulary Deficiencyo Multiple Meaning of words

F] Physical/ Technical Barriers to Communicationo Disturbance in the communication channel

Complex organization structure

e.g. long channel and long distance of worker Poorly defined authority and responsibility

e.g. organization chart Too many levels

e.g. more the level -> more the distortion, delay, failure

o Information (Overload/under load) Jamming because of irrelevant info Problems gets compounded Response: Disagree to receive, error in processing, delay, filtering,,

escaping

Types of Barriers . . Contd.

o Technical faults e.g. internet browser

o Mechanical failures e.g.. telephone, T.V., Telex etc.

o Loss by transmissiono Noise

Traffic signal, ringing bell, mobile phone, loud music

o Time and timelessness

Types of Barriers . . Contd.

G] Written Communication Barriers

o Typing errorso Language errorso Punctuation errorso Upper case or Lower caseo Quality of Paper

Types of Barriers . . Contd.

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Verbal Messages - the words we choose Para-verbal Messages - how we say the

words Non-verbal Messages - our body language

These Three Components are used to : Send Clear, Concise Messages Receive and Correctly Understand Messages

Sent to Us

Communication Involves Three Components

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Are concise and organized Are free of jargon Do not create resistance in

the listener

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Non-verbal messages are the primary way in which we communicate emotions

Facial Expression

Postures and Gestures

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Para-verbal communication refers to the messages that we transmit through the tone, pitch and pacing of our voice

• Always think ahead about what you are going to say

• Use simple words and phrases that are understood by every body

• Increase your knowledge on all subjects you are required to speak

• Speak clearly and audibly

• Carry a desire and willingness to try and see things from other's perspective

• In case of an interruption, always do a little recap

•Always pay undivided attention to the speaker while listening

• While listening, always make notes of important points

• Always ask for clarification if you have failed to grasp other’s point of view

ESSENTIALS OF COMMUNICATION

DOs

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ESSENTIALS OF COMMUNICATION

DON’Ts• Do not instantly react and mutter something in anger

• Do not use technical terms & terminologies unless essential

• Do not speak too fast or too slow

• Do not speak in inaudible surroundings

• Do not assume that every body understands you

• While listening do not glance here and there as it might distract the speaker

• Do not interrupt the speaker

• Do not jump to the conclusion that you have understood everything Sinhgad Institute Of Business

Management

Golden Rules of Effective Communication• IMPROVE YOUR LANGUAGE

• IMPROVE PRONUNCIATION

• WORK ON VOICE MODULATION

• WORK ON BODY LANGUAGE AND EYE CONTACT

• READ MORE & LISTEN MORE

• INTERACT WITH QUALITY PEOPLE

• IMPROVE ON YOUR TOPIC OF DISCUSSION

• PRACTICE MEDITATION & GOOD THOUGHTS

• THINK AND SPEAK

• DO NOT SPEAK TOO FAST

• KEEP APPROPRIATE DISTANCE

• TOUCH ONLY WHEN APPROPRIATE

• LOOK PRESENTABLE, CONFIDENT AND SMILE GENUINELY

• AVOID UNWANTED LITERATURE, GOSSIP, MEDIA PRESENTATION, ETC. Sinhgad Institute Of Business Management