Obstacles in communication and how to overcome them

This presentation delves into common obstacles in communication, such as language barriers, cultural differences, and technological challenges. It provides practical strategies to overcome these hurdles, including active listening, cultural sensitivity training, and effective use of communication tools.

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Obstacles in communication
and how we overcome them
Elena Badea, ManagingDirector, Valoria

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I graduated from the "Politehnica" University in Bucharest,
but built a 30-year career in marketing, sales and business
development.
After 23 years spent in corporations, I founded the training,
consulting and executive coaching company Valoria.
At Valoriawe work with teams from many fields of activity to
transform their potential into value!
Favoritemovies: Life of Pi, Interstellar, SevenSamurai
Favoritethinkers: Socrates, ClaytonChristensen
Favoriteplaces: Rhodes, Athens, Prague, Barcelona, ​​Oradea
Personal values: Courage, Passion, Wisdom
Experienceandcompetence. Elena Badea.
E-mail: [email protected]
Mobile phone: [phone]
ManagingDirector
ValoriaBusiness Solutions

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Now, let’s meet each other!
To introduce yourself, please follow the structure here:
Name, role, experience
1-2 Passions& values
Your learning goals

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COGNITION
RECOGNITION
AWARENESS
CHANGE
The main principle
facilitates
facilitates
facilitates

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Introduction

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The Communication Process
Communication channel
Active unconscious
filters at the transmitter
Active unconscious
filters at the receiver
People take their perceptions from filters and their meaning from their own mental map.
Content Content
Mental map
Mental map

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The two "plans" of communication
5% 5%
95% 95%
CONSCIOUS: Information,
opinions, arguments, etc.
SUBCONSCIOUS: Non -verbal,
para-verbal,emotions, attitudes,
etc.
PersonA PersonB
DECISION
DECISION

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Most of our actions are generated by
motivations that have their source in the
subconscious.
Professor Gerald Zaltmanof Harvard
Business School says that 95% of our
decisions take place in our subconscious.

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Main obstaclesin communication
1.Differencesin internalrhythm
2.Repertoiredifferences
3.Differencesin valuesandbeliefs
4.Differencesin communicationstyle
5.Differencesin perceptual position
6.Stereotypes, preconceptions, prejudices

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Obstacle#1

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1. Differencesin internalrhythm
Each of us has a certain type of inner rhythm that defines us
We realize our inner rhythm when we think about how we prefer to
make decisions or how we prefer to solve tasks: fast or slow
We can realize the inner rhythm of the interlocutor by
observing the rhythm of his speech:
Talks fast->thinks fast->has a fast internal rhythm
Speaks slowly->thinks slowly->has a slower internal rhythm

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1. Differencesin internalrhythm
An important barrier in communication is the difference in internal
rhythm between the interlocutors:
The fast pacer will get frustrated at having to wait for the slow pacer
to express himself
The slow-paced one will not be able to keep up with the speed with
which the fast-paced interlocutor is giving him the information
The solution is to be aware of what inner rhythm we have and what
rhythm the interlocutor has, especially if the difference is big.
Then let's talk for about 2 minutes at his pace, after which we
gradually reach a pace of speech that represents the average of
the two (a sort of 50-50).

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Obstacle#2

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2. Repertoiredifferences
The repertoire differences are given by the differences in:
Gender, age
Level of education
Cultural background
Socio-economic class
Professional & personal experience
Residence environment (urban or rural), etc.
Extreme repertoire differences (large or small) have negative effects on
communication:
When large they completely block communication(e.g. differences in
national and/or cultural origins)
When they are small they can also make communication difficult
(e.g. those who know each other very well and spend a lot of time
together will not have anything new and different to say to each other)

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2. Repertoiredifferences
Differences in repertoire are very important because they are the
basis of communication that produces awareness, development,
progress, evolution, transformation.
The solution is to analyzeour interlocutor and prepare to properly
address the differences in repertoire by studying the business
etiquette of their country, learning about the differences in
communication between genders in the workplace, etc.

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2. Repertoiredifferences–Genderdifferencesin communication
MASCULINE BRAIN
It does one thing at a time, is
specialized and compartmentalized
It is very good at visual-spatial
coordination
It has areas for emotion and reason
clearly delimited, but not for speaking
It mainly communicates "facts & data"
and "treats" one topic at a time
FEMININE BRAIN
It is good at multitasking
Doesn't really gets visual-spatial
coordination
It has no areas for clearly
delimited emotion and reason, but
has for speaking
It mainly communicates feelings,
"juggling" several subjects at the
same time
Mars
Venus

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2. Repertoiredifferences–Genderdifferencesin communication
MASCULINE COMMUNICATION
A man barely utters between 2,000
and 4,000 words and between 1,000
and 2,000 vocal sounds per day.
Also barely makes between 2,000
and 3,000 gestures, facial
expressions, or other ways of
expressing body language
The daily average is about 7,000
“communication signals“, about
one-third that of a woman
FEMININE COMMUNICATION
A woman speaks an average of
6,000-8,000 words a day
Uses another 2,000-3,000 sounds to
communicate and between 8,000
and 10,000 gestures, facial
expressions, or other ways of
expressing body language
That, on average, means more than
20,000 “communication signals"
that make up its message every day
Mars
Venus

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In the work environment how we communicate can ensure our success
(e.g. in delegation, coaching, feedback).
If we understand the gender differences in communication, we will be
able to make those small changes necessary to gain the trust, help and
support of colleagues.
For example, it is useful to know that men communicate mostly to
express a point of view, while women communicate also to share &
regulate emotions, to stimulate thinking/memory, to support each other
2. Repertoiredifferences–Genderdifferencesin communication
Although the differences in communication between genders are not
so obvious, professionally they can lead to misunderstandings.

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Obstacle#3

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Examplesof values
Determination
Courage
Perseverance
Freedom
Generosity
Wisdom
Caution
Family
Sincerity
Self-discipline
Integrity
Curiosity
Independence
Cooperation
Knowledge
Responsibility
Loyalty
Health
Optimism
Friendliness
Success
Wealth

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Examplesof beliefs
You have to fight hard for whatever you want.
Those who have succeeded in life must have done something bad.
I'm too young (or too old) to do what I want.
If I failed, it means I'm good for nothing.
Work is an obligation, it is hard and tiring.
You can only have a few true friends.
People only know their own interest.
There is no man more unlucky than me.
I have to be rich to be happy.
Without pain there is no gain.

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3. Differences in values ​​and beliefs
Values ​​are the basis of our decisions and behaviours. They show
what is important to us.
Beliefs are rules or normsby
which we guide ourselves in life.
They are learned, not innate
Are placed in the subconscious
Fire automatically
Give us quick solutions
Generate strong emotions

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3. Differences in values ​​and beliefs
Differences in values ​​and beliefs are very common.
Beliefs are expressed by: I BELIEVE THAT, I AM CONVINCED
THAT, MY OPINION IS THAT, MY VIEW IS THAT...
Beliefs are difficult to fight. We don't even need to do that.
The solution is to observe the moment when the interlocutor
speaks from the plane of beliefs (I think it is expensive)
Then say: "Let's put the beliefs aside, just for 1 minute.Now,
please tell me, what is important to you?”
In this way we can overcome the communication barriers
generated by these differences.

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Example: Differences in Values and Beliefs
Characters: Priya(Employee), Jake (Manager)
Scenario: Priyaand Jake need to decide on a marketing strategy, but they have different
values regarding environmental impact.
Priya: Jake, I think we should focus on eco-friendly products for our next campaign.
Jake: I understand your point, Priya, but I believe we should prioritize cost-effective
options to maximize profits.
Priya: I respect your perspective, Jake. However, many consumers are becoming
more environmentally conscious, and I think our long-term brand value could benefit
from this focus.
Jake: That’s a good point. How about we find a balance? We can highlight our eco-
friendly products but also include some cost-effective options to appeal to a broader
audience.
Priya: That sounds like a fair compromise. Let’s work on a campaign that reflects both
values.
Jake: Agreed. Combining our perspectives will make the campaign stronger.

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BONUS -The four elements of the personality structure
1. Temperament
It is innate, it can change
approx. 20%-30%
Temperament = SEEN IN
REACTIONS –> Conduct
Types of temperament:
sanguine, choleric,
phlegmatic, melancholic
Temperament traits
include: adaptability,
intensity of reactions,
extent of persistence,
quality of state
2. Character
It is educated, can change
in proportion of approx.
70%-80%
Character = IS SEEN IN
DECISIONS –> Principles
A human can have 600-
1000 character traits
Character traits are
shaped throughout life
Traits are made up of
avoidance or attraction
values.
3. Aptitudes/strength
They are innate, and
strong ones must be
developed
Skills = SEEN IN
STRENGTHS –>
Competencies
Examples of skills:
-Oral/written expression
-Fluency of ideas
-Originality
-Memory capacity
-Solving problems
4. Creativity
One part is innate, another
part can be trained
throughout life
Creativity = SEEN IN
SOLUTIONS –>
Innovation
1. Expressive creativity is
manifested in spontaneous
behavior
2. Inventive creativity is
manifested through
inventions and discoveries
3. Innovative creativity,
changes principles that are
the basis of art or science

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Obstacle#4

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Four communication styles

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4. Differencesin communicationstyle
Differences in communication style can be easily identified with the
help of typologies that describe these styles
Once we have identified our preferred communication style and the
communication style of the interlocutor, one of the two will need to
flex his style to speak "in the other's language"
The solution is therefore to flex the style to communicate in the
interlocutor's style, and the flexing is done only if there is a
corresponding stake (financial, power/status, affective, etc.).
The ability to flex the style is called versatility and is trained over
time by adapting to different communication styles.

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Example: Differences in Communication Style
Characters: Tom (Direct Communicator), Mia (Indirect Communicator)
Scenario: Tom and Mia are discussing a project deadline, but their
communication styles differ.
Tom: Mia, we need the report by Friday. Can you handle that?
Mia: I think that should be possible.
Tom: Can you clarify? I need a definite yes or no.
Mia: I understand. Yes, I’ll get it done by Friday, but I might need some
assistance if I run into any issues.
Tom: Thanks for letting me know. Please feel free to reach out if you need
help.
Mia: I will, Tom. I appreciate your directness. It helps me know what’s
expected.
Tom: And I appreciate your thoroughness. It ensures we don’t miss any
details.

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Obstacle#5

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ME
5. Differencesin PerceptualPosition= Point of View
There are 4 perceptual positions that we can experience:
ME –The Ego Position
YOU –The Empathic Position
WE –The Involved Observer Position
THEY –The Detached Observer Position
YOU
WE
THEY

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5. Differencesin perceptual position
The first perceptual position (ME) is given by your own position,
through your own eyes.
The second perceptual position (YOU)is being able to perceive the
world through the perspective of another person.

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5. Differencesin perceptual position
The third perceptual position (WE),where we have associated
ourselves from the perspective of the entire system of which we are
a part (ME and YOU at the same time).
The fourth perceptual position (THEY)presupposes to detach and
rise above, like a spectator in a play or as an independent observer.

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5. Differencesin perceptual position
Perceptual positions are very powerful and effective when
they are realized in one's own person and in the interlocutor
Most often the ability to shift from the ME position to the empathetic
YOU position breaks down some barriers to communication, but
shifting into WE has even greater value.

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Obstacle#6

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7. Stereotypes, preconceptions, prejudices
Culturally determined verbal patterns and
stereotypes can become obstacles to
communication. These can often be
interpreted by the interlocutor as a lack of
skill in communicating the message directly.
The category of stereotypes even includes
the accent of the sender, which can make
the interlocutor pay less attention to the
content of the message and more to the
way of its transmission.

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The interlocutor can be influenced in the effective reception of the message
also by the physical appearance of the sender, through the prism of
preconceived ideas vis-à-vis the way of being of the person with whom he is
communicating.
What can we do? We don't judge a book by its cover, nor do we judge people
by their appearance. A good professional communicates with diplomacy and
elegance regardless of the situation, demonstrating that he has the ability to
solve everything well.
7. Stereotypes, preconceptions, prejudices

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Example: Stereotypes, Preconceptions, Prejudices
Characters: Emily (New Team Member), Robert (Senior Team Member)
Scenario: Robert has preconceptions about Emily’s abilities based on her background.
Emily: Robert, I have some ideas for improving our process. Can we discuss them?
Robert: (Skeptical) Sure, but do you have experience in this area?
Emily: I do. I’ve worked on similar projects in my previous job and had great success.
Robert: I didn’t realize that. I guess I assumed you were new to this.
Emily: I understand, but I’d appreciate it if we could keep an open mind. I’m here to
contribute and learn.
Robert: You’re right, Emily. I apologize for jumping to conclusions. Let’s hear your
ideas.
Emily: Thank you, Robert. I think we can make some significant improvements
together.
Robert: I look forward to it. Your fresh perspective is valuable.

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Conclusions

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Threeimportant conclusions
1.We can only become aware of what we know. It's the same
with communication barriers. When you know them, you notice
them easily.
2.In communication, content brings clarity, but only emotion
drives action. When we communicate we must maintain a
pleasant, harmonious emotional atmosphere.
3.Communication is an art and mastery comes with practice.

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Mostpeoplecommunicate
at levelof theiremotions.
Great peoplecommunicateat
thelevelof theirprinciples.

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Final feedback

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Finalfeedback
What did we discover new and surprising?
What did I like the most?
What did I identify with the most?
What do I want to apply immediately?
What will I always remember from now on?

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Valoria Business Solutions
Elena Badea, Managing Partner
Mobile: [phone]
Email: [email protected]
Web: www.valoria.ro