Barriers to communication (1).pptx

Communication barriers

1. Barriers to C o mmun i cation Communication barrier refers to anything that gets in the way of clear communication.

2. CONTENTS What is communication? Importance of communication. Barriers of communication Their remedies.

3. WHAT IS COMMUNICATION The communication is the art of transmitting knowledge, ideas, information and thoughts from one person to another. The transfer should be such that the receiver understands the meaning and the intent of the message and give proper feedback It can be verbal or non verbal. Verbal refers to use of language and words Non-verbal refers to symbols and signs.

4. IMPORTANCE OF COMMUNICATION Necessary for planning Understanding each other Establishment of effective leadership Life-blood of an organization Basis of decision making Smooth working of organization To plan business matters T o motiva t e Co-ordination

5. BARRIERS OF COMMUNICATION Lack of COMMONNESS is barrier Every obstacle that stands between the sender and receiver is barrier to communication The most important thing is the message If the message is not clear enough to convey its context, it leads to misunderstandings Effective communication involves overcoming these barriers and conveying the clear message Absence of defined role of any component = Creates Barrier

6. BARRIERS TO COMMUNICATION Physical barrier Linguistic barrier Cultural barrier Emotional barrier Individual barrier Lack of subject knowledge Organizational barrier Psychological barrier Channel barrier

7. PHYSI C AL BARRIE R S Communication does not consist of words alone Another set of barriers is caused by your own physical appearance, your audience, time, place, space, climate, noise, choice of medium or the context of the document or the presentation. Your ideas, however good and however skillfully imparted, are at the mercy of these various potential physical barriers.

8. W A YS T O OVERC O ME PHYSI C AL BARRIERS Appropriate seating arrangement Ensure visibility and audiability Environmental comfort Minimise visual or oral distractions Proper time and space

9. LINGUISTIC BARRIER Inability to converse in a language that is known by both the sender and receiver is the greatest barrier to effective communication When a person uses inappropriate words while conversing or writing, it could lead to misunderstanding between the sender and a receiver. Accent, pronunciation and semantic confusion

10. Different Languages or lack of Common Language Multiplicity of words Words with similar pronunciation but different meaning [Homophones] E.g. Except-accept, fair- fare, council-counsel, principal- principle[etc]. Jargon words [Technical words]used by professionals such as Engineers/Doctors By-passed Instructions: short cuts are used while passing the messages. Eg . A Manager ordered the newly appointed secretary to go and burn the C.D. She literally burned it . He meant to copy the C.D.

11. W A YS T O OVERC O ME LINGUI S TIC BARRIERS A way to overcome language barrier is to find a person that has understanding of what is presenting and is capable to convey correct meaning of it to you. To add subtitles in English that is understandable in whole world. An IT mechanism or there are some applications in google now which help you to bypass linguistic barriers. Think about who the message is directed at and how formal or informal it needs to be. Ensure the language chosen meets the needs and level of the audience. Avoid jargon or slang ( AWOL:  Short for "absent without leave," AWOL is military jargon, BF/GF)

12. CU L TURAL BARRIER This include age, education, gender, social status, economic position, cultural background, temperament, health, popularity, religion, political belief, ethics, values, motives, assumptions, aspirations, rules/regulations, standards, priorities can separate one person from another and create a barrier. GENDER Major influence on the way we communicate with others. When men and women work together in a group, men tend to be more assertive and self-confident. Women are more likely than men to express their emotions, to reveal how they feel about a situation

13. 1. Language 2. Stereotypes and prejudices: mostly negative images or preconceived notions about a specific community, group or culture. For example, are that all Germans are punctual and very direct, or that all Asians are good at math. 3. Signs and symbols: Non-verbal communication like signs and symbols differ from culture to culture and can therefore not be relied upon in communication. For example, the “thumbs up”, known in the Western world as a sign of approval, is seen as an insult in Bangladesh. 4. Behaviors and belief: Cultural differences cause behavioral and personality differences like body language, gestures, mindsets, communication, manners, and norms, which may lead to miscommunication. Eye contact, for example, is very important in some cultures, but rude and disrespectful in others. 5. “Us” versus “them” (ethnocentrism):

14. W A YS T O OVERC O ME CU L TURAL BARRIERS Learn a few key phrases. Because clear communication is essential for effective functioning, it is necessary that each of your employees understand what your clients and customers need. Learn others culture demand . Promote appreciation of cultural differences . Be open to trying new things. Be accommodating

15. EMOTIONAL BARRIE R S Emotional barrier is the major category of barriers that may make effective communication difficult. These barriers are basically characterizes by suspicion, mistrust and fear. While a little amount of fear and lack of trust might be necessary, excess of these things is not good and prevents one from doing a lot of things including difficulty in communicating effectively. By better understanding our inner emotions, we can communicate more productively with others in the workplace and our everyday lives

16. W A YS T O OVERC O ME EMOTIONAL BARRIERS When you’re feeling angry: Remove yourself from the situation for a bit to give yourself time to “cool off. When your pride is getting in the way: Practice accepting imperfections, especially in yourself. While people who are prideful can come across as “cocky” or “full of themselves,” in truth, pride usually stems from insecurity. When you’re feeling anxious: Sometimes, anxiety is small, like the kind you feel right before a big presentation. Simple relaxation techniques are likely enough to override this anxiety and get you up on stage feeling confident. Relaxation exercises are the simplest way for anyone to start better managing their anxiety.

17. STRESS/ORGANIZATIONAL BARRIER One of the major communication barriers faced by employees in most of the organization is stress. When a person is under immense stress, he may find it difficult to understand the message, leading to communication distortion. At the time of stress, our psychological frame of mind depends on our beliefs, experiences, goals and values. Thus, we fail to realize the essence of communication.

18. W A YS T O OVERC O ME ORG A NIZ A TIONAL BARRIERS Employee orientation Improving interpersonal relations Empathetic listening Using proper language Communication through actions Seek feedback

19. CHA N NEL BARRIER If the length of the communication is long, or the medium selected is inappropriate, the communication might break up. It can also be a result of the inter-personal conflicts between the sender and receiver; lack of interest to communicate . Some examples of these channels are: face-to-face, formal or informal meetings, lectures and presentations, telephone, email, letters, memos, faxes, reports, newsletters or leaflets, diagrams, pictures and graphs, radio and television, websites, social media.

20. W A YS T O OVERC O ME CHA N NEL BARRIERS Think about whether documentation or proof is needed. If it is, then use a written channel. If the communication is confidential, use sealed/private written channels. If an instant response to communication is required, use face-to-face or verbal communication, e.g. a telephone call. Consider how many people need to receive the message. If it is a great number, use a written format which can be copied, or call a meeting, or use a combination of channels. Think about how urgent the message is. If speed is not a consideration, written communication channels may be adequate. If an urgent response is required, a phone call or email may be most appropriate.

21. PSY C HOLOGI C AL/ A TTITUDINAL BARRIER Behaviors or perceptions that prevent people from communicating effectively. It comes about as a result of problems with staff in the organization. Limitation in physical and mental ability, intelligence, understanding, pre-conceived notions, and distrusted source divides the attention and create a mechanical barrier which affects the attitude and opinion.

22. Ego: `I’ Attitude means I am great feeling can create barrier in mind. Prejudice: bias[wrong opinion] about people on the basis of community, caste, religions or on personal basis is very negative for communication. Emotions and feelings : Emotional Disturbances of the sender or receiver can distort[change] the communication . Halo Effect: like or dislike about a person can create halo or horn effect. This can affect communication. Self Image: Positive or Negative image about self is the way of looking at the world. Negative self- image can destroy or hamper communication . Filtering in Messages: Messages are filtered [ changed ] intentionally. We always try to defend ourselves or protect ourselves during some problems. Closed Mind : Most of the time our minds are closed or not able to learn new things. Status : Status create barriers in the employees . Higher or lower status create obstacles in thinking or mixing with people. Poor Retention : ability to retain the message or remember is important. Interest and Attitudes : Interests and Attitudes of people determines communication strategy. Day-Dreaming: Many students have habits of dreaming or thinking about something else when some lecture is going on or talk is going on.

23. W A YS T O OVERC O ME PSY C HOLOGI C AL BARRIERS Emotional management. To be successful, invest in your internal growth and personal development. Have a purpose . Renew yourself. Walk your talk. Remain curious. Doubt as motivation.

24. Gateway in Communication • Plan the message • Use Proper language • Don’t be evaluative • Give proper Orientation • Be an active listener • Have an unbiased attitude • Respond don't re-act • Use the grapevine • Transmit the message in Installments • Provide feedback • Overcome bypassing • Maintain semantic accuracy • Improve the ambience • Use proper etiquette • Watch your language

25. 7 C’s of Communication 7 Principles of Communication are exceedingly useful in making business communication efficient and robust. principles are good enough for both written as well as verbal communications. Completeness:   In case the message is complicated, there should be additional explanations or details to make it simpler and comprehendible. In order to provide a complete overview of the message, a series of subdivisions of subjects can indeed be a good idea.  2. Courtesy:  Respectful terms should be used for the receiver. But use the terms flexibly as per the requirement. It is useless to follow the ideology of “one size fits all .” 3. Concreteness:   It should include factual material like data and figures. The sentence structure interpretation should be uni -vocal. There is no room for imagination.

26.    4. Clarity:   Use short sentences and concrete words. Always avoid fuzzy language. Cliché expressions, too, are a clear no. Keep the message to the point. Keep in mind that briefly-worded information will always maintain the essence of your message .  5. Correctness:  Always use the correct form of language. Be extremely careful about the grammatical errors in case of written business communications. Also, try to avoid stylistic lapses and wrong usage of verbs in case of verbal communication . 6. Consideration:  Consideration means communication with the target group. It is essential to relate to the target group and make proper involvement. There are several factors that play significant roles in this, for instance, level of education, professional knowledge, age, and interests, etc . 7.  Conciseness:  The storyline of the message should be consistent . The facts, too, should be consistently supporting the information. It is necessary to implement a systematic statement or notation in order to make business communication clear and concise. Varied statements can confuse the receiver. T

27. STRUCTURE OF COMMUNICATION IN ORGANIZATIONS Chain Communication Structure Circle Communication Structure Star Communication Structure All-channel Communication Structure