Barriers to Communication - PowerPoint Presentation

Slide1

Barriers to Communication

Chapter 2Slide2

Some points..

Communication is effective only if it creates the desired impact on the receiver.

Problems while Communicating

Disturbance/Noise

Message is not proper

Either not put properly

Or not meant for that audienceSlide3

Steps to resolve Communication failure

Identify the problem

Find the cause

Work on alternative solutions

Opt for the best solution

Follow up religiouslyExample:- “Bimonthly” exampleSlide4

What is Noise

Any interference in the message sent and received leads to the production of

“noise”

.

Noise here does not mean cacophony(harsh sounds) but it refers to a break in the communication process.It is like a barrier in the communication.This barrier acts like a sieve that filters only part of the message thus causing undesired response.Slide5

Classification of Barriers

1. INTRAPERSONAL

Stems from a person’s attitude,

behaviour

, knowledge, education and personality2.INTERPERSONALStems from inappropriate transaction of words between two or more people.3. ORGANIZATIONALRefers to barriers in organizational communicationSlide6

Intrapersonal Barriers

All individuals are unique as we have different personalities, attitudes, values, knowledge etc

We react differently to different situations as our thinking varies.

Let’s explore the causes that lead to intrapersonal barriers:-Slide7

Causes of Intrapersonal Barriers

Let’s explore the causes that lead to intrapersonal barriers:-

Wrong assumptions

Varied perceptions

Differing background

Wrong inferences

Impervious categories

Categorical thinking Slide8

Wrong assumptions

Wrong assumptions occur when sender and receiver does not have adequate knowledge about each other’s background.

Sometimes speaker does not realize the background, education etc of the receiver.

To be a good communicator try to put yourself in the shoes of the receiver..

Example – Doctor and Patient Slide9

Varied Perceptions

Individuals perceive situations in different ways

Best way is to step back and take a wider perspective of the whole situation.

Example: Elephant

and six blind men Slide10

Differing Backgrounds

Our background plays a very important role in how we interpret the message.

To be a good communicator , the speaker should know about the background of the audience.

Example:- A computer company representative explaining about hardware details about the hospital management system he plans to install to

groups of doctors Slide11

Wrong Inferences

Wrong Inference is when we assume something without knowing the whole truth.

They are more dramatic than facts and can cause gossip and rumors.

Inference should always be supported by facts.

When presenting inferences you should always some evidences or facts behind it.Slide12

Intrapersonal barriers

Wrong assumptions

Varied Perceptions

Differing Background

Wrong InferencesImpervious CategoriesCategorical ThinkingSlide13

Intrapersonal barriers

Impervious categories

People with a closed mind attitude are called

misoneists. They are against any kind of change or innovation. They do not agree to any kind of deviation from their thinking and ideas.These people might feel difficulty in communicating freely.

People with a open mind would react positively to information.Example:- People being against computerization in their job.Slide14

Categorical thinking

People who feel they know it all called

pansophists

. These people think they know everything about a subject and refuse to accept any further information.

Example:- You do not to listen in your orientation programme as you think you know it all!!!Slide15

To sum up…

Good Communication should be:-

Non judgmental

Be empathetic

Don’t assume anythingStick to the subjectListen and above all paraphrase ( to explain something in other words)Slide16

Interpersonal barriers

These barriers occur due to inappropriate transaction of words between two or more people.

Two broad categoriesSlide17

Common reasons for interpersonal barriers

Limited Vocabulary

Incongruity ( mismatch) of Verbal or Non-verbal message

Emotional outburst

Communication selectivity

Cultural variationsPoor listening skillsSlide18

Limited Vocabulary

If in your speech or writing,

you are at a loss of words,

your communication will be very ineffective.

On the other hand, if you have a good vocabulary and know how to use it properly, you would be a good communicator

Interpersonal_Barriers_1Slide19

Incongruity of verbal and non-verbal messages

The difference between verbal and non-verbal message can confuse the listener.

Non-verbal communication enhances verbal communication.

Actions speaks louder than words

One very important aspect o non-verbal communication is physical appearance

Interpersonal_Barriers_2Slide20

Guidelines to improve appearance

Dress according to the occasion

Wear neat and clean clothes

Choose an appropriate hairstyle

Wear clean and polished shoes

Interpersonal_Barriers_3Slide21

Emotional outburst

Excessive emotional involvement is harmful to communication.

Example:- extreme anger can create an emotionally charged environment an rational discussion is not possible.

Messages can be misinterpreted, ignored or overreacted to by people displaying such

behaviour.

Interpersonal_Barriers_4Slide22

Guidelines for avoiding emotional outburst

It is important to maintain ones’ composure in all kinds of communication

Viewing issues from different perspectives helps to develop rational thinking

If confronted such negative thinking, it is important that you do not retaliate( react).

Usually in emotional outburst situation, volume increases so it is good to keep the volume in check.Slide23

Communication selectivity

If you are a receiver in any communication and you listen /pay attention to only a part of the messages, you are imposing a barrier known as Communication Selectivity.

Here receiver is at fault and not the sender.

This can also be part of written communication.

Interpersonal_Barriers_5Slide24

Cultural variation

Business practices, social customs and etiquettes of a particular country should be taken into consideration when communicating with people across the globe.

This has become very important as nowadays businesses are happening across national boundaries.Slide25

Poor listening skills

We should just not HEAR but LISTEN when we are the receiver in a communication process.

Listening requires careful attention and accurate decoding of the message.

Interpersonal_Barriers_6Slide26

Noise in the channel

Noise is any unwanted signal which acts as a hindrance in the flow of communication.

Example- Disturbance in telephone lines, dim typescripts, illegible handwriting, noisy place etc…

Interpersonal_Barriers_7Slide27

Organizational barriers

Every organization has it’s communication techniques and communication climate.

Irrespective of it’s size, all organizations have communication policies.

These policies are referred as

PROTOCOL.The complexity and structure of this protocol can cause communication barriers. Slide28

Main organizational barriers

1. Too many Transfer points

2. Fear of Superiors

3. Negative Tendencies

4. Information OverloadSlide29

Transfer Stations/

points

Transfer stations are points at

which communication is passed.

More the transfer stations, more is the likelihood of message being distorted or lostFor effective communication, we should have less transfer points.

In organizations, having rigid hierarchy, transfer points are more.To have less transfer points, there should be direct contact between sender and receiver.

OrganizationalBarriers_1Slide30

Why do messages get distorted at transfer points?

1. Poor Listening

Lack of concentration

Person’s tendency to leave out part of the message

OrganizationalBarriers_1Slide31

Fear of superiors

In rigidly structured organization, subordinates would be fearful of the superiors and would not talk frankly.

On the other hand, in an open environment people will speak freely and will have active participation during meetings with their seniors.

OrganizationalBarriers_2Slide32

Fear of superiors

In written Communication

Rigid Environment – Employees might give all information that they have in fear and end up giving too bulky reports.

Such unfocussed reports can be a wastage of time.

Open Environment – Communication will flow effectively in the organization.

OrganizationalBarriers_2Slide33

Negative tendencies

Negative tendencies can arise due to improper management of groups in an organization.

Groups can be formal or informal.

There can be conflict of ideas between group members and non-group members.

Example:- Extra-curricular activities group in class being opposed by others.But good managers can use these groups for the effective working of the organization.

OrganizationalBarriers_3Slide34

Use of inappropriate media

What are the different types of media that can be used in an organization for communication?

Graphs and Charts, email, telephone, presentations, teleconferencing, video-conferencing etc

Some factors to consider while choosing a medium:-

time, cost, type of message, intended audience

OrganizationalBarriers_4Slide35

When to use what?

What would you choose??

1. Conveying confidential information

2. Declaring company outing

3. Giving offer letter to a candidate4. Applying for leave

OrganizationalBarriers_4Slide36

Information overload

Availability of huge amounts of data which the receiver is unable to handle.

Results in

Fatigue

Disinterest/BoredomVital information can get lostQuality of information goes down

OrganizationalBarriers_5Slide37

What can be done to avoid information overload?

Screening of information

Major points to be highlighted

Information should be directed only to those who are affected by it.Example:- Calendar of events for students should not include teacher’s department meeting schedule!!

Information overload

OrganizationalBarriers_4Slide38

Effective communication

Open

environment

Keep receiver in mind

Avoid too many transfer points

Do not communicate when emotionally disturbedBe aware of

cultural diversityUse appropriate non-verbal cues

Select suitable medium

Analyze feedback