E. communication barriers by Allah Dad Khan

E. communication barriers by Allah Dad Khan

1. E .Communication Barriers A Lecture By Allah Dad Khan Visiting Professor Agriculture University Peshawar

2. 1. Physical /Environmental Barriers

3. Barriers to Physical Communication There are a host of physical factors that can prevent individuals from having an effective communication. Physical barriers relate to disturbance in the immediate milieu, which can interfere in the course of an effective communication.

4. 1. Environment A. Barriers to Physical Communication There are a host of physical factors that can prevent individuals from having an effective communication. Physical barriers relate to disturbance in the immediate milieu, which can interfere in the course of an effective communication.

5. 1 . Environment Contd Place B. he ambience in which you are having a conversation also plays an important part in the quality of a conversation. If the place is too noisy, or two crowded, you may not be able to clearly listen to the speaker

6. 1. Environment contd C. For example, if you are having a conversation with someone along the roadside, the noise of the passing vehicles can make it difficult for you to concentrate on what you are saying, apart from interfering in effective listening. Similarly, if you are talking to someone in scorching heat, then the physical discomfort can easily cause you to be disinterested in the conversation.

7. 2. Distance A. Distance also plays an important part in determining the course of a conversation. For example, if the staff in an organization are made to sit in different buildings or different floors, they might have to substitute face to face communication with phone calls or emails. B. This prevents the employees to have effective communication with each other. For example, if a manager and his subordinate are seated at different buildings of an organization, then the manager may have to give out instructions over the phone or over the email, which can sometimes lead to a lack of effective communication.

8. 3. Ignorance of Medium A.Communication also includes using signs and symbols to convey a feeling or a thought. However, if there is a lack of ignorance about the medium in which sender is sending the message, the conversation can be hampered. B.For example, the use of signs to communicate can be seen in games like soccer and hockey, where players do not want the opposing team to know about their plans and may converse through codes and signs. However, if a member of a team is not acquainted with these signs, it can lead to a lack of communication

9. 4.PhysicalDisability A. Physical disability can also prove to be a barrier for effective communication. B. People with physical disabilities generally are at a disadvantage when it comes to gaining employment. C.They have been marginalized through ages, and this can cause them to have a low self-esteem and social anxiety. D.It can cause a physically challenged person to have face difficulties in self-disclosure and can hamper his interpersonal skills.

10. 4.PhysicalDisability Contd E. One physiological barrier to communication is a hearing impairment. Hearing disorders can result from hereditary or genetic issues, developmental abnormalities, medical conditions such as infections, or other environmental or traumatic factors F. Speech disorders are a common physiological barrier to communication. This includes different types of disorders such as stuttering, apraxia and dysarthria . Stuttering hinders the fluency of communication with prolonged speech sounds and repetitions of parts of words or entire words G. A person who is vision impaired is not able to see mood suggestive facial expressions and body language, is not able to see whom they are speaking with, may not understand language which is spoken in a unclear manner, and may find understanding conversations difficult and confusing.

11. 2. Perceptual Barriers

12. Perpetual barriers Perceptual barriers of communication are internal barriers that occur within a person's mind when the person believes or perceives that the other person that they are going to speak with will not understand or be interested in what they have to say.

13. Perpetual barriers contd Perpetual barriers often cause communication problems because the language employed by the person with the perceptual barrier is often sarcastic, dismissive or obtuse so the conversational partner is not going to understand what the person is saying to them fully and the person is not going to communicate anything of substance with the conversational partner

14. Perpetual barriers contd An example of perceptual barriers can be seen in films when a person starts to yell clipped phrases at a person that they believe is deaf. However, when that person turns out to not be deaf, the person who was yelling not only looks ridiculous, but realizes that he or she was not able to actually communicate anything of substance. This is a bias that gets in the way of true effective communication

15. Perpetual barriers contd In business as in life, there are several kinds of barriers of communication including perceptual barriers, physical barriers, emotional barriers, cultural barriers, language barriers, gender barriers and interpersonal barriers. Communication must be a two-way street with both parties being open and being ready to listen to one another

16. 3. Emotional Or Psychological Barriers

17. 1.Anger Hinders Communication Whether a heated argument has you upset with the person you’re speaking to or a bad day has you on edge with everyone around you, anger can cause you to lash out and say things you don’t mean. Anger can also affect the way your brain processes information given to you. For example, angry people have difficulty processing logical statements, limiting their ability to accept explanations and solutions offered by other

18. 2.Pride Interferes with Listening Pride -- or the need to be right all the time -- will not only annoy others, it can shut down effective communication. For example, you might focus only on your perspective, or you might come up with ways to shoot down other people before you even listen to their points

19. 3.Depression Demotivates You Depression, whether clinical or short-term, can cause a person to isolate himself and block out communication, altogether. Depression can also lead to cold feelings toward loved ones, or irritating and sarcastic remarks, suggests the University of Florida's Counseling and Wellness Center in an article titled, "How to Deal with Depression." However, those who are depressed are often the ones in most need of social support. While short-term sadness will eventually pass – and perhaps more quickly if you open yourself to communication -- clinical depression might require the assistance of a mental health expert.

20. 4. Anxiousness Distracts You Anxiety has a negative impact on the part of your brain that manages creativity and communication skills, explains the University of Michigan's Department of Psychiatry in "Anxiety." For example, your constant worries can hinder your ability to concentrate on the information you are giving or receiving. Irritability and restlessness might also push others away from you, decreasing the chances of effective or lengthy communication. While a mental health professional should address anxiety disorders such as post-traumatic stress disorder or phobias -- typical anxiety, like the anxiety you feel before giving a speech -- can be managed with relaxation exercises

21. 4. Cultural Barriers

22. Social and Economic Conditions : Individuals may not communicate with each other due to a difference in the status they hold in society. For example people holding higher ranks or posts or those with a higher position in society may experience difficulty in communicating with individuals holding lesser ranks or those on a lower social status. In the same way, those in a good economic condition may not communicate openly with people in a relatively lower financial status.

23. Behavior - cultural differences in body language and other behaviors can also cause miscommunications. For example, in the U.S., it is important to make eye contact with someone who is speaking to you or they may think you are distracted or uninterested. However, in many Asian countries, eye contact can be a sign of disrespect or a challenge to authority.

24. Body Language There are many other cultural differences in body language that can create barriers to effective communication. Those include differences in facial expressions, the use of nodding to indicate agreement or understanding, and the amount of space to give someone with whom you are having a conversation.

25. Stereotypes  are assumptions people make about the characteristics of members of a cultural or social group. Many stereotypes are negative or even hostile and are a serious barrier to workplace communication. If you make a joke about expecting your Latin American colleague to arrive late for a meeting, you may damage your professional relationship. While some cultures may share a general set of characteristics, it is never okay to assume that individual members of a group have those same characteristics.

26. Cultural Background: People coming from different countries may not find comfort in communicating or coordinating easily with one another. When people from different countries come together, their way of thinking varies. Some might be shy to communicate, while others open for communication

27. Language and Accent: Language is one cultural barrier that is observed in people coming from different parts of the world. Many of us hesitate to communicate with a foreigner because we are unable to understand his language or accent. For example, An Asian may not feel comfortable talking to an Australian, owing to his/her heavy English accent.

28. Religion: Being from different religions or castes can act as a barrier to communicate on a personal or professional level. Sometimes, a person may feel uncomfortable communicating with people from other religions. This is mainly because of the difference in the beliefs they share. Religious views impact the way one thinks and can lead to differences of opinion

29. 5. Language Barriers

30. Translate all relevant documents  into the primary language of your employees. There are several free websites that translate text from one language to another. However, you have to be careful since the translation is not always in the exact same dialect as that of your employees. Also, sometimes the meaning of a word used in written translation does not always correspond to the meaning you wish to convey in your work documents.

31. Use an interpreter  whenever you give instructions or provide feedback to your employees. There may be someone in your organization who speaks both languages fluently enough to convey your message to your employees. Find someone who you trust to translate your instructions and feedback properly.

32.   Provide language classes for your employees on the basic language requirements for your business. Teach them work words, phrases, warnings, and other critical communication elements that are necessary for them to perform to your performance standards. Teach the basics first. Give all of your employees a “survival” crash course in the predominant language of your workplace. Later, if you have the desire and the resources, you can provide additional opportunities for your employees to learn the language skills they need in order to “thrive” in the workplace.

33. Use both telling and showing methods of training. Simplify your training methods, particularly those that rely heavily on telling versus showing. Demonstrate what you want and then have the employees perform the function as you observe their performance. Re-demonstrate as often as needed until the employees can perform the task successfully.

34. Use  visual  methods of communication  more than audio. Show more than tell. Explain it with pictures as much as possible. Take a lesson from the airlines in how they convey their safety instructions. Use pictures in your instruction manuals rather than words. Almost every step in every process can be described in picture format. Give your employees signs, cue cards or other methods to help them learn.

35. Use repetition . As with any new concept, most people don’t learn something the first time they hear it. Employees need to hear the same message over and over before they fully grasp it. Don’t expect people to learn anything after being told once. This is true of all of your employees whether they have a language barrier or not.

36. Never raise your voice or over-enunciate your words. Talk slower, not louder. Speak clearly, not forcefully. People of a different language and culture can hear fine. They probably also are intelligent enough to grasp what you are saying if you intelligently deliver your message without talking down to them. Don’t speak “Pidgin English.” Speak correct English the correct way, just more clearly. People cannot learn the language right if you don’t speak it right.

37. Use simpler words with fewer syllables . Be aware of the complexities of your words. Use more common words that convey your message in simpler terms. Again, don’t talk down; just use a less complex vocabulary.

38. Learn the basics of your employee’s language. If you want to communicate effectively and build rapport with your employees you should consider learning a few words and phrases in their language.

39. Have the employee demonstrate their understanding . Don’t assume the employee understands; check for understanding. Ask the employee to demonstrate that they know how to do what you have asked them to do.

40. 6. Gender Barriers

41. Emotional Vs. Factual In the “Forbes” article “How to Be a Part of the Male Conversations at Work,” author Heather R. Huhman reports that women focus more on feelings and tend to talk about people while men focus more on facts and logic and tend to talk about tangible things such as business or sports. In addition, women use communication to gain insight and understanding, often by asking a lot of questions. Men, on the other hand, communicate primarily to give and get information and are less likely to ask questions.

42. Motivations When women meet new people, they focus on learning about the other person and on attempting to earn the other person’s trust by showing an interest in him, explains relationship author John Gray. Men, however, focus on establishing their credibility by talking about their achievements, their responsibilities at work and what they have to offer. They expect women to do the same and may not take a woman seriously if she doesn’t quickly establish what she can do as a professional.

43. Misunderstandings Gender specialist Barbara Annis says many men report that a woman may interpret what they say in a way they didn’t expect, causing men to feel unsure about how to approach a topic when discussing it with a woman. When women and men attempt to communicate with no understanding of the other’s communication style, they may come across in a way they didn’t intend. For example, because women tend to focus more on relationship-building when meeting new people, men may doubt their professionalism. On the other hand, because men tend to be more direct and focused on their achievements, women may perceive them as too aggressive.

44. Effects of Differences The differences in the way men and women communicate can lead inadvertently to conflict, inhibiting communication between colleagues and hindering productivity. In her “Forbes” article, Huhman quotes gender diversity expert Connie Glaser, who says “The problem between men and woman in the workplace is not the fact that they play by a different set of rules. The problem is that they don’t know these rules.” Huhman adds that when this lack of understanding causes disagreement, men may be able to move on more quickly than women, for whom the conflict has more widespread and long-lasting effects.

45. Stereotypes Men and women have a history of being painted into a box of stereotypical personalities from childhood. Boys are brawny and brash, girls are giddy and gossipy. Boys grow up as men who have been illustrated as impatient, unemotional, detached enigmas whose emotions are seemingly untouchable. Women are portrayed as wearing their emotions on their sleeves and coddling everyone and everything they come in contact with. Basing gender communication on childhood fantasies creates a battle of the sexes that can foster barriers.

46. Patience Patience, or lack thereof, is a barrier to any type of communication. Being educated to the facts of what makes genders different and what works is not simple. The process of bridging the gap in gender communication requires a great deal of patience and understanding that only time and attention will teach. Patience may be literally stopping what you’re doing or saying midway to redirect your approach in a way that helps make the way you communicate with the opposite gender work.

47. 7. Inter personal Barriers

48. 1. Lack of Sensitivity to Receiver  

49. 2.  Lack of Basic Communication Skills .   The receiver is less likely to understand the message if the sender has trouble choosing the precise words needed and arranging those words in a grammatically-correct sentence.

50. 3.  Insufficient Knowledge of the Subject.   If the sender lacks specific information about something, the receiver will likely receive an unclear or mixed message.  Have you shopped for an item such as a computer, and experienced how some salespeople can explain complicated terms and ideas in a simple way?  Others cannot

51. 4.Information Overload 4.Information Overload

52. 5.  Emotional Interference.    An emotional individual may not be able to communicate well.  If someone is angry, hostile, resentful, joyful, or fearful, that person may be too preoccupied with emotions to receive the intended message.  If you don’t like someone, for example, you may have trouble “hearing” them.

53. 6.  Conflicting Messages .  Messages that cause a conflict in perception for the receiver may result in incomplete communication.  For example, if a person constantly uses jargon or slang  to communicate with someone from another country who has never heard such expressions, mixed messages are  sure to result.  Another example of conflicting messages might be if a supervisor requests a report immediately without giving the report writer enough time to gather the proper information.  Does the report writer emphasize speed in writing the report, or accuracy in gathering the data?

54. 7.  Physical Distractions .   A bad cellular phone line or a noisy restaurant can destroy communication.  If an E-mail message or letter is not formatted properly, or if it contains grammatical and spelling errors, the receiver may not be able to concentrate on the message because the physical appearance of the letter or E-mail is sloppy and unprofessional.  

55. 8.  Channel Barriers .   If the sender chooses an inappropriate channel of communication, communication may cease.  Detailed instructions presented over the telephone, for example, may be frustrating for both communicators.  If you are on a computer technical support help line discussing a problem, it would be helpful for you to be sitting in front of a computer, as opposed to taking notes from the support staff and then returning to your computer station.

56. 9.  Long Communication Chain .   The longer the communication chain, the greater the chance for error.  If a message is passed through too many receivers, the message often becomes distorted.  If a person starts a message at one end of a communication chain of ten people, for example, the message that eventually returns is usually liberally altered.

57. 11.  Emotional Distractions .  If emotions interfere with the creation and transmission of a message, they can also disrupt reception.  If you receive a report from your supervisor regarding proposed changes in work procedures and you do not particularly like your supervisor, you may have trouble even reading the report objectively.  You may read, not objectively, but to find fault.  You may misinterpret words and read negative impressions between the lines.  Consequently, you are likely to misunderstand part or all of the report.

58. 12.  Lack of  Interest .  If a message reaches a reader who is not interested in the message, the reader may read the message hurriedly or listen to the message carelessly.  Miscommunication may result in both cases.

59. 13.  Lack of  Knowledge . If a receiver is unable to understand a message filled with technical information, communication will break down.  Unless a computer user knows something about the Windows environment, for example, the user may have difficulty organizing files if given technical instructions. 

60. 14.  Lack of Communication Skills .  Those who have weak reading and listening skills make ineffective receivers.  On the other hand, those who have a good professional vocabulary and who concentrate on listening, have less trouble hearing and interpreting good communication.   Many people tune out who is talking and mentally rehearse what they are going to say in return. 

61. 15.  Physical Distractions .   If a receiver of a communication works in an area with bright lights, glare on computer screens, loud noises,  excessively hot or cold work spaces, or physical ailments, that receiver will probably experience communication breakdowns on a regular basis.