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Communication and Its Barriers
Communication and Its Barriers
The term communication has been derived from the latin word Communis
which means commoners. Communication is the process of passing information and
ideas from one person to another. It is the exchange of written or verbal information. The
presence of minimum of two minds is essential for communication. In fact,
communication means to convey a message by one person to another so that another
person may understand, follow and implement the message. If one person is unable to
follow messages of another it cannot be called communication. Communication
processes are sign-mediated interactions between at least two agents which share a
repertoire of signs and semiotic rules. Although there is such a thing as one-way
communication, communication can be perceived better as a two-way process in which
there is an exchange and progression of thoughts, feelings or ideas (energy) towards a
mutually accepted goal or direction (information).
Communication is thus a process by which we assign and convey meaning in an
attempt to create shared understanding. This process requires a vast repertoire of skills in
intrapersonal and interpersonal processing, listening, observing, speaking, questioning,
analyzing, and evaluating. It is through communication that collaboration and
cooperation occur.
For example, if the chairman of an enterprise delivers his speech in English in the
annual general meeting of the enterprise and there is no person who can understand
English, it cannot be called. Therefore, it is necessary for communication that the
receivers of the message must understand the message with the same meaning as the
sender of the message wants to communicate. The process of communication has become
very wide and easy with the latest scientific developments these days we find postage and
telegraph, television, television, radio, wireless and satellites as the mechanics of
communication. In this regard, the statement of Charles E. Redfield is to remember. He
said,communication is the broad field of human interchange of facts and opinions and
to the technologies of telephone, telephone, the telegraph, radio and the like.
Definition
Communication is commonly defined as "the imparting or interchange of
thoughts, opinions, or information by speech, writing, or signs".
Objectives of Communication
Communication has the following objectives in an enterprise:
To transfer the orders and directions: Main objective of communication in an
enterprise is to transfer the orders and directions of the officers of the enterprise to
the workers who have to implement these orders and directions.
To establish co-ordination: Establish of co-ordination is an important objective
of communication. It establishes co-ordination between various activities of a
department and between various departments of an enterprise.
Development of Employees: Communications helps in the development of
employees because it communicates necessary information and directions to the
employees from time but which they come to know the best method of doing their
job. It also helps in solving their day-to-day problems.
Increase in morale: Effective communication increase the morale of employees
because they feel that they have an existence in the enterprise. The management
of the enterprise also considers their interests by establishing communicate with
them.
To implement the ideas: Communication is the media of implementing the ideas
of executives. The plans, rules, policies, strategies etc. are decided by the top
management of the enterprise while the actual implementation of these plans and
policies is done by the workers and it is only the communication which help in
providing a link between management and workers.
3. Content
The message must have meaning for the receiver and it must be compatible with
his value system. It must have relevance for him. In general, people select those
items of information which promise them greatest regards. The content
determines the audience.
4. Clarity
The message must be put in simple terms. Words must mean the same thing to
the receiver as they do the sender. Complex issues must be compressed into
themes, slogan or stereotypes that simplicity and clarity.
5. Continuity and Consistency
Communication is an unending process. It requires repetition to achieve
penetration. Repetition with variation contributes to both factual and attitude
learning. The story must be consistent.
6. Channels
Established channels of communication should be used channels that the receiver
uses and respects. Creating new ones is difficult. Different channels have
different effects and serve effectively in different stages of the diffusion process.
7. Capability
Communication must take into account the capability of the audience.
Communication are most effective when they require the least effort on the
recipient. This includes factors of availability, habit, reading ability
receivers knowledge.
and
Effective Communication
As speakers, we sometimes focus exclusively on the information that we
want to relay. But your listener or reader may understand your message, understand
only a portion of your message, or miss your point entirelyeven though you
transmitted the information accurately by your standard. It is not enough merely to
deliver a message. The message must be received for communication to be successful.
Communication modeling
The steps involved in the send-receive model of communication are shown below.
The original sender now becomes a receiver and reacts to the feedback.
Listening Behaviors
When you focus only on yourself, you often forget to listen, and as a result, the chances
for successful communication are poor. Listening is the basis of effective communication and
entails much more than just hearing sound.
Think about the last time you noticed someone obviously not paying attention when you
were trying to communicate. What specific behaviors did the person exhibit that led you to believe
that he or she was not attending to you? What impact did the person's behavior have on you?
Perhaps you felt alarm that your important message was not getting through properly, or
frustrated that your audience was not "getting it." You may have been offended by your listener's
inattention or felt an urge to repeat your message.
You can learn more about listening behavior by examining the type of listener you tend to
be. Use the following activity to learn more about your listening style.
Activity: Listening Self-Assessment
Read each item and then check the box indicating how frequently you actually use this skill when
talking with others. Remember, this is a self-assessment, so be honest!
Then, use your imagination and enter the speaker's situation. Concentrate and
try to imagine his or her frame of reference and point of view.
Observe the speaker's vocal inflection, enthusiasm or lack of it, and style of
delivery. These are essential components of the message. If you are speaking
face-to-face, pay attention to the speaker's facial expressions and other
nonverbal cues for more insight into the message.
time someone comes to you with a problem, work on the listening skills that need improvement.
Practice empathic listening by attending, paraphrasing, and asking questions.
Emotional interference.
Defensiveness.
Stereotyping.
The halo effect (i.e., the tendency for something to be influenced by a loosely
associated factor.).
Resistance to change.
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Make eye contact. Eye contact increases the chances of "getting" the message
and demonstrates interest and attention. When listening to someone on the phone, try
not to look at things that will take attention away from the speaker.
Adjust your body posture. Posturefacing the speaker and slightly leaning in
suggests that you are paying attention and helps you to stay tuned in. When on the
phone, position yourself so that you're comfortable but not so relaxed that you lose the
ability to attend to the speaker.
involve you in the communication process and shows you are paying attention.
Clear your mind. Clear your mind of your own thoughts to avoid wandering
mentally.
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the interest of employees and aim at achieving departmental and business objectives,
otherwise there will be the wastage of time and energies.
Brief but complete: Brevity is the soul of wit is the accepted fact, so the
Effective language and useful subject matter: The contents of the message
should be useful from the employees and organizations point of view. The language
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used should be pleasing and courteous in the case of both verbal and written
communication.
has received the message well in time. If he has not received, arrangement be made to
send him a copy of it. If he has received, his reaction should be obtained. The
communicator should satisfy himself that the object of the sscommunication has been
achieved.
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1.
the early stage of development of business and industries. Because at that time, a
business enterprise was established by an individual and he used to direct all the
activities of the enterprise. But now the time has changed. The scale of production has
become very large and many problems have developed in modem business enterprise.
Now an individual can not manage all the affairs of an enterprise. Therefore, it
becomes necessary that there must be effective communication system in the business
enterprise, so that effective co-ordination may be established between all the activities
of a department and between all the departments of the enterprise. If it is so, the
enterprise can achieve its pre-determined objectives easily.
2.
depends upon its ability in getting the maximum production of best quality at minimum
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cost, this can be done only when the workers are fully aware of the techniques,
methods, and process of production, they have will to work and co- operate with the
management of the enterprise. This is possible only when the relations between
management and employees of the enterprise.
3.
4.
confined to anyone person in the business enterprise these days. Many persons at
different levels of management are empowered to take necessary decisions.
Effective communication system helps in taking quick decisions because it brings
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the managers and employees of the enterprise closer and helps in communicating
the decisions to those who have to implement them. Thus, communication helps
in quick implementation also.
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BARRIERS OF COMMUNICATION
The word barriers means hindrances or hurdles or difficulties or problems. Barriers.
with reference to communication implies hurdles or problems on the way which
adversely affect the transmission of information from the sender to the receiver. The way
is not smooth and clear. There are many problems on the way leading to
misunderstanding or non-reaching the message to the receiver. Sometimes barriers tend
to distort the message and create frictions among the organizational mem bers and also
adversely affect morale of the employees as well as are injurious to team-work. Some
other reasons may be responsible for complete breakdown in communica1ion. A large
number of organisational problems are the causes for faulty communication. It is
necessary to understand communication barriers so that workable steps can be taken to
remove them for effective communication. As Daniel Katz has said that physical barriers
to communication are rapidly disappearing. There are several categories of barriers
causing breakdown in the communication. The main barriers are organisational,
managerial, psychological and language. The barriers are discussed below:
1. Organizational Barriers
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These barriers arise when duties and lines of authority are not clearly defined. They
arise on account of distance communication, more layers of communication, lack of
instructions, heavy communication load etc. The various types of organisational barriers
are as follows:
a) Policy: Broad objectives and policies of the organisation are laid down by the top
management. They are broad guidelines for everyone in the organization to
follow. They change behaviour of the receiver. Policy is generally in writing. If
the policy is not supporting the flow of communication, vertically and
horizontally, it acts as hurdle in the smooth flow of communication.
b) Rules and Regulations: Formal communication should follow the path to flow
the communication. Organizational rules and regulations sometimes work as
obstacles for transmitting message. They prescribe rigidly in the message to be
communicated as well as "the channel to be followed and through which alone the
communication must move. The rules are so rigid and formal that they restrict the
free flow of communication and result in delay in decision-making process and
action.
c) Status and Position: In a tall network and flat network there are many officially
designated positions in the organization structure. It, by its nature, creates a
number of status levels. In two way communication status and position block the
flow of communication particularly in upward flow. The reasons are non-listening
attitude of the superior, non- answering and interpreting as well as withholding
information etc. The superior-subordinate relationship and interaction is not
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smooth always. Thus status and position relationship also act as a powerful
barrier.
d)
e)
facilities to handle message load and to communicate effectively. Facilities like typing
pool, media, mechanical instruments, communication carriers, cost, etc. Organisational
facilities are 'indispensable for smooth, proper and a timely flow of communication. The
purpose of the communication is defeated if minimum facilities for transmitting
message are not provided.
2. Semantic Barriers
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the
uncommunicated
assumption,
which
underline
practically
all
3. Personal Barriers
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I)
a)
Regard and Attitude: The regard and attitudes of the superiors towards
subordinates in connection with communication may affect the flow of message both
in vertical and horizontal directions. This particularly adversely affects in case of
oral communication. To mention face-to-face contacts it is more serious nonlistening attitude of the superiors desire to keep or withhold message etc. They feel
responding subordinates will lower down their prestige. So this is a serious barrier.
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c) Self Satisfaction: Seniors often resist smooth flow of message. They ignore
anything that conflicts and like messages which confirm their beliefs and ideas.
They withhold information and make the subordinates to move round the
information and derive satisfaction out of it.
e) Prejudice: Prejudice among the superiors may stand on the way of free flow
of information. Prejudice is a serious problem and a barrier. Prejudice creates a
barrier for a proper understanding in the organization.
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g) Yes' Superiors: There are some superiors in all organizations called as 'Yes'
men, who always wish to remain neutral and non-committed. This is because they
may sometimes like to be in good looks of top management. This takes the form of
acting to please the boss, not seeking clarification, not expressing opinions which
may lead to incur displeasure from boss etc
i) Lack of Time: 'No time', 'lack of time' are the terms frequently used by the
superiors. They do not spare considerable time to talk to their subordinates. They
feel, whether real or not, that they are overburdened with work.
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II. Barriers in subordinates: Subordinates are also equally responsible for retricting
communication now particularly in upward direction. They act as harriers in a number of
ways as indicated below:
(a) They dislike to show mistakes.
(b) People generally resist new ideas.
(c) Unwillingness to communicate upward a message on personal grounds.
(d) Lack of incentives and encouragement.
(e) They slant information relating to their failures.
4. Psychological Barrier:
The psychology of the employees in an organization is relating to security or job,
dignity, peace of mind etc. Psychological needs and feelings are the prime barriers in
organizational communication process. Listening, interpretation or encoding and
decoding of a message depends upon psychological status of both the transmitter and the
receiver.
communication:
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b) Inattention: Not giving attention to read bulletins, notices, minutes and reports
is a common practice. The simple failure to listen to oral communication; the reason
is that, non-listeners are often turned off while they are pre-occupied with other
matters, like their family problems. A communication is ineffective and failure,
because the receiver is not listening. Koontz and Donnell: Unfortunately, nonlistening seems to be a chronic human railing. This is illustrated by the common
practice of arguing about an agreed matter. The reasons vary from impressing the
speaker with ones knowledge to anxiety or plain contempt for another's view point.
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5. Other Barriers
c) Closed Minds: The expression closed minds refers to thinking tendency of the
people that they know everything about the issue and inhibits communication. They
do not open their minds to new ideas that are placed before them.
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1. Orientation
All the employees in the organisation should be given orientation. They should be
provided with all necessary information relating to the objectives, policies, procedures,
organisational
structure
etc,
This
avoids
conflicts,
communication
gap
and
misunderstanding.
2. Suitable Language:
Using proper and appropriate language and tone definitely minimises linguistic
barriers to communication. Communication is rejected for a simple reason that it is
not understandable. Use of technical terms should be avoided and the message should
be direct, simple and in meaningful language. Different people perceive the message
differently. The manager must use common language to avoid semantic distortions.
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3. Good Listening
Empathetic listening or improving good listening habits by the receiver should be
cultivated. The recipient or receiver of communication has equal responsibility to
understand in the same sense as meant by the communicator. If the message is without
empathetic listening. response and reaction are not possible. Effective two-way
communication is possible with good listening.
4. Use of Grapevine
Strategic use of informal communication or grapevine is permitted. In the
communication network grapevine has equal important place is an essential part of an
organisation's communication. The manager can- not ignore grapevine as it exists in
spite of a number of limitations. In a number of occasions information should be
transmitted only through grapevine. Therefore, strategic use of informal organisation
will go a long way in improving effective communication.
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6. Clarity
As pointed out earlier effective communication is vital to successful management,
every communication should have the skills to have clarity of message. The greater task
is on the part of the sender of the message to achieve clarity. The message must be as
clear as possible in the mind of the sender what he wants to communicate. Effective
communication is possible only if the message is clearly formulated in the mind. The
subject matter should be encoded in 1he direct and simple language. The purpose of
communication is to make the recipient to understand the message, this is possible with
clarity of communication.
8. Inter-Personal Relationship
Developing proper inter-personal relations is more helpful in over coming barriers
to communication. In the organisation there must be good relations between different
people. Lack of co-operative activity among the people may result in non-accomplishing
the dignity, individuality of the subordinates and always be kind and sympathetic to
them.
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CONCLUSION
Management as we know is a teamwork. The team consists of all the individual working
in the enterprise. These individuals may be managers at all levels and workers in different
capacities. Achieving the objectives of the enterprise requires appropriate link, contact
and relationship among employees at different levels and various positions. In other
words, effective communication can establish the desired link through formal and
informal media. Communication, as such is the soul of modern complex, varied and
dynamic business situations.
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BIBLIOGRAPHY
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S.NO.
CONTENTS
PAGE
NO.
1
2
3
4
5
6
7
8
9
10
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Introduction
Definition
Essential Elements of Communication
Objectives of Communication
THE SEVEN CS OF COMMUNICATION
Effective Communication
Hearing vs. Listening
Roadblocks to Effective Listening
TIPS FOR EFFECTIVE LISTENING
Essentials of Effective Communication
Importance of Effective Communication in Business
1
2
3
3
4
6
9
10
11
12
14
12
13
14
15
Management
BARRIERS OF COMMUNICATION
HOW TO OVERCOME COMMUNICATION BARRIERS
CONCLUSION
BIBLIOGRAPHY
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30
33
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