PHYSICAL _ EXTERNAL BARRIERS TO COMMUNICATION (1).pptx

PHYSICAL _ EXTERNAL BARRIERS TO COMMUNICATION

1. PHYSICAL & EXTERNAL BARRIERS TO COMMUNICATION BATCH 1 

2. WHAT DO PHYSICAL BARRIERS MEAN? Physical barriers are the environmental or natural conditions that act as a barrier in communication. Organizational environment or interior  workspace  design problems, technological problems and  noise  are the parts of physical barriers. For example : barrier that exists between staff located at different buildings or lack of signal etc.

3. What do external barriers mean? The  external barriers  are the outside, physical ones such as the noise, the climate, and the environment. One can easily overcome external barriers. For instance, while making a phone call in an airport if the din of a flight taking off obstructs clarity in listening, you can always pause, or make another call. Examples of external barriers include noise,  distractions , e-mail not working, bad phone connections, time of day; sender used too many technical words for the audience, and environment.

4. Types of external barriers PHYSICAL BARRIERS ORGANISATIONAL BARRIERS CULTURAL BARRIERS LANGUAGE BARRIERS

5. An example of different human perceptions that can sometimes create a barrier to effective communication , communication therefore must be clear and concise

6. main Causes of physical barriers Time Place Space Climate noise Information overflow Medium & disturbance Workspace design Faulty equipment Organisational hierarchy

7. Time Time  becomes a physical  barrier  when people have to  communicate  across different  time  zones in different countries. Time  has an important role in a  communication  process.  Do  we not often hear expressions such as “timely caution”, “timely advice?”. These expressions indicate the role of  time  as a factor in  communication . An organization that expects quick results cannot afford to be slack in its channels of  communication . When a group of people are having  communication  one must pay attention and  communicate  on  time  as it adds value to one's opinion. If  time  is managed well during a  communication  it leads to a great  communication  with the desired results.

8. place Space can act as  barrier  in a cross cultural or trans-national oral  communication  situation. Over crowding in elevators, jostling in office corridors and elbowing in public transport systems are all external factors that do affect  communication  as  barriers . Proper maintenance of distance will help overcome this carrier. It will remove miscommunication and prevent distortion of a message or information. The place or the location where a communication process takes place can degenerate into a barrier to effective communication. A simple comparison of the surroundings in a Government / Municipal office and the ambience provided in a multinational company will show how place and surroundings play an important role in effective communication. Inconvenient place, rickety furniture, poor lighting, inadequacy of space are all factors that make people irritable / impatient and annoyed. Friction and conflict erupt easily in such places which mar the transaction of any business, leave alone business communication. Even though it is part of office management, its impact on the communication process as a barrier is inevitable. Good ambience and suitably lighted and ventilated places promote effective communication.

9. Space Space plays an important role in an oral communication situation. It can act as a barrier to communication or act as an aid promoting good communication. Experts classify an oral communication situation on the basis of the distance maintained between sender and receiver as Intimate, Personal, Official and Public. Lack of space in the centre  will make it difficult for people to communicate if they can't get into the room. Another reason it's hard for people to communicate if there is lack of space is if someone is in a wheelchair they will not be able to communicate with staff if they cannot get their chair into the room.

10. climate “The talks were held in a cordial atmosphere and in a proper climate” say  the newspapers. Though the word climate refers to the human relations prevailing there, it is no exaggeration to say that the actual room temperature helps people to keep their heads cool! Unfavorable climate can act as a barrier to communication leading to wrong perceptions or decision. In a positive communication climate, people perceive others as liking, appreciating, and respecting them – they feel valued.

11. noise Noise is a physical barrier to effective communication. Noise may have its origin from an external source or may exist even in the communication loop. You do not achieve effective communication by merely shouting. Effective communication is almost impossible on the factory floor, the bus stand or railway station. No one should try to out shout a machine to achieve successful communication. Instead he should choose a better place with less noise to communicate his message / information. Noise distorts messages and acts as a barrier to effective communication.

12. Information overflow We have all been in situations when we felt that too much information was coming at us. When this happens, we feel overwhelmed and fear that we will not be able to retain any information at all. Sometimes it is not just the quantity of communication but the level that causes overload. If the message contains information that is new to the receiver, including processes or concepts that are not familiar, then the chances of overload increase greatly. The sender should break up the message into more palatable or digestible bits and reduce the amount of information that has to be absorbed at any one time. One technique is to make a high-level announcement and then follow it up later with more details. The sender has the primary responsibility to check that the receiver has understood the message. This means that a manager may have to adjust a message to reflect the various experiences of the employees. A new employee may need repeated explanations before beginning an operation, whereas an experienced employee may start rolling his eyes at the same old instructions.

13. Medium & TECHNICAL PROBLEM Shift towards digital mode of communication due to technological advancement Causes of Technological barrier: Old system and laggy tech Access to fewer communication methods Security Standards Technical breakdowns

14. WORKPLACE DESIGN Improves effectiveness in an organization Employees should be close to employers Two types of office structure Open Closed

15. FAULTY EQUIPMENT Faulty equipment may cause a distortion in the original message May result into misunderstanding between parties Mau cause lack of circulation of important information

16. organisational HIERARCHY Due to long hierarchies , a message sent from the lower level of management may get distorted. Problem solving and decision making may take a longer time and message might get distorted

17. How to overcome barriers to communication? checking whether it is a good time and place to communicate with the person being clear and using language that the person understands communicating one thing at a time respecting a person’s desire to not communicate checking that the person has understood you correctly communicating in a location that is free of distractions acknowledging any emotional responses the person has to what you have said. Don’t make any judgements about what someone may be experiencing, always ask!

18. How to overcome barriers to communication? (1)   Clarify Ideas before Communication: The person sending the communication should be very clear in his mind about what he wants to say. He should know the objective of his message and, therefore, he should arrange his thoughts in a proper order.

19. How to overcome barriers to communication? (2)   Communicate According to the Need of the Receiver: The sender of the communication should prepare the structure of the message not according to his own level or ability but he should keep in mind the level, understanding or the environment of the receiver. (3)   Consult Others before Communication: At the time of planning the communication, suggestions should be invited from all the persons concerned. Its main advantage will be that all those people who are consulted at the time of preparing the communication plan will contribute to the success of the communication system.

20. How to overcome barriers to communication? (4)   Be Aware of Language, Tone and Content of Message: The sender should take care of the fact that the message should be framed in clear and beautiful language. The tone of the message should not injure the feelings of the receiver. As far as possible the contents of the message should be brief and excessive use of technical words should be avoided. (5)   Convey Things of Help and Value to the Listener: The subject matter of the message should be helpful to the receiver. The need and interest of the receiver should specially be kept in mind. Communication is more effective in such a situation.

21. How to overcome barriers to communication? (6)   Ensure Proper Feedback: The purpose of feedback is to find out whether the receiver has properly understood the meaning of the information received. In the face-to- face communication, the reaction on the face of the receiver can be understood. But in case of written communication or some other sort of communications some proper method of feedback should be adopted by the sender. (7)   Consistency of Message: The information sent to the receiver should not be self- contradictory. It should be in accordance with the objectives, policies, programmes and techniques of the organisation . When a new message has to be sent in place of the old one, it should always make a mention of the change otherwise it can create some doubts.

22. How to overcome barriers to communication? (8)   Follow up Communication: In order to make communication effective the management should regularly try to know the weaknesses of the communication system. In this context effort can be made to know whether to lay more stress upon the formal or the informal communication would be appropriate. Similarly, suggestions can be invited in respect of the medium of communication (oral, written and gestural) to know as to which medium would be more effective and appropriate. (9)   Be a Good Listener: It is the essence of communication that both the sender and the receiver should be good listeners. Both should listen to the each other’s point of view with attention, patience and positive attitude. A sender can receive much relevant information by being a good listener.

23. ROLEPLAY SCENARIO ONE Discussion between an interviewer and an interviewee, regarding the interview time despite different timezones And due to lack of clear communication there seems to be a confusion

24. CONCLUSION Communication may break down as a result of many communication barriers that may be attributed to the sender or receiver. Therefore, effective communication requires familiarity with the barriers. Choosing the right channel for communication is also important, because choosing the wrong medium undermines the message. When communication occurs in the cross-cultural context, extra caution is needed, given that different cultures have different norms regarding nonverbal communication, and different words will be interpreted differently across cultures.