BARRIERS OF EFFECTIVE COMMUNICATION

Class 2

THE PROCESS OF COMMUNICATION
(Part 2)

1. Give your own definition of Communication Management

2. What is Communication Management Process?

3. Translate the following text. Make a vocabulary (min 50 words and word expressions).

As such there are three steps involved in the communication process. It is the origin of a thought or an idea by a sender which is properly planned and then passed on to the receiver in a manner in which it can be properly understood.

The Communication Process.

· The message sender

Communication begins when the sender comes across a thought or an idea. The sender then encodes it in a way in which it can be understood by the receiving channel members. Encoding is not simply translation or to put forward an idea, but includes additions, deletions and simplifications in the line of thought and conversion and the same in the form of a message to be transfered further down the line. It also may include technical details such as encoding the message in a programmed language as an input for computer.

· Transmission of Message

There needs to be a link between the sender of the message and receiver of the message. These links or mediums may be written or oral. The messages are transmitted through a letter, a telegram, telephone, computer, etc. Sometimes, more than one link also may be used for the transmission of messages.

· The message receiver

The message has to reach the receiver in a form in which it is understandable. The message received has to be decoded. It is to be converted into the original thought or idea. Accurate communication can occur only when both, the sender and the receiver attach similar meanings to the symbols that compose the message. The crux is in the message being understood. The emphasis is not simply in the transfer of the message but such a transfer where facts remain intact and the real message does not get distorted. It is necessary to receive a message with an open mind because if the information is contrary to the value system of the individual, a closed mind will normally not accept it.

To verify the effectiveness of communication, feedback is necessary. Whether or not a message has been clearly transmitted and understood can be confirmed by feedback. Feedback helps in analyzing whether the objective has been achieved or not.

BARRIERS OF EFFECTIVE COMMUNICATION

Breakdowns of communication channels, is a frequent challenge that managers face. Communication problems signify more deep-rooted problems than those that appear prima facie. The barriers may exist either at the transmission stage or at the feedback stage. It may so happen that the sender is unable to properly channelise the message, or it may also be wrongly received. The important point is to understand the barriers that a manager faces at various stages so that they can be properly dealt with.

1. Faulty Planning :
The prerequisite of effective communication is accurate planning. The message should be properly planned and then delivered. Which channel links are to be adopted needs to be planned out in advance. The contents of the message should be drawn after considering all the aspects. A poorly designed message looses all its worthiness. Besides, the purpose of the message also needs to be clearly stated. Hence, faulty planning leads to breaking up of communication lines.

2. Vague Presumptions :
The non-communicated assumptions that underline the message are extremely dangerous. The sender presumes a certain part and accordingly forwards the message. It is not necessary that the receiver shall also presume things in the same manner. This may lead to confusion and chaos. Unclarified and vague presumptions lead to greater dangers. For example, a senior officer gives a call to the junior stating that on certain days he will be out of town assuming that the junior shall make necessary staying arrangements for him. The junior receives this message assuming that senior manager is simply informing him of his absence so that he can take over the responsibility and that all staying arrangements were already taken care of by the senior.

· Semantic Distortion :

A single word conveys lots of different meanings. Each word is understood in reference to the context of the sentence as well as place and situation it is used at. Semantic Distortion can be deliberate or accidental. When it is deliberate, it is intended so but the one that is accidental hinders the progress of communication. It renders ambiguity to the message and every different individual may come to his own conclusion in the end.

· Status Effect :

This occurs when one person is considerably higher in the hierarchy than another. The person at the top gives the message. People at the bottom take it literally and follow it as an order. The top people may not have intended to pass it on literally. This leads to confusion.

· Poorly Expressed Contents :

The sender of the message may be clear about the thought in his mind but poorly chosen words or omission of important links, leads to misunderstandings in the group. The message that is simple and straightforward tends to be easily accepted and interpreted in the team. But the simplicity should not be achieved at the cost of misrepresentation of the crux.

· Loss during transmission and poor retention :

When the message moves from one person to the other, it becomes less accurate. Different individuals tend to add their perception to it. Besides, the message may not be retained thoroughly in the memory. Hence it is advisable to repeat the message and also use more than one channel to communicate the same message.

· Poor listening and instant interpretations :

Listening requires patience. It demands full attention and self-discipline. It also requires that the listener avoid premature evaluation of what another person has to say. Usually, people have a tendency to judge what is said, whether they agree to it or disagree. This is a common notion. There are hardly few people who are good listeners. Besides, when the message is long, after a while people start-loosing interest and hence stop listening. Due to this tendency, the message transmission gets hindered. Hence, listening with empathy should be practiced in the organization to have effective communication.

· Threat, fear and distrust :

In an environment of threat, fear and distrust, effective communication cannot be expected. People become defensive and close-minded. They remain always on their guard, which hinders the movement of communication. People acting under threat or fear, do not take the decisions rationally but rather, the decisions are made under pressure. Moreover, they do not actually care about the consequence of a faulty message as they are always under the grip of some fear. For making communication effective, a climate of trust, honesty and integrity is needed.

· Insufficient time period :

Whenever the communication is made, sufficient time period, to understand and digest the message needs to be given. Moreover, communication may bring in changes. These changes affect different people in different manner. Besides, realization of the whole implication of the message is time consuming. However, managers are usually pressed for time. This leads to breakage in the communication channel.

· Physical distractions :

In the organization that is filled with people all around, a lot of noise, improper lighting, frequent physical movements of people, the messages that come-get distracted. People are not relaxed in such climate and tend to receive the communication haphazardly.

· Improper feedback :

Though one way communication is quick, two way communication is more accurate. It is always advisable to have some interactions between the receiver and the sender. This clears the doubts and misconceptions of both the parties. If a proper feedback system is not installed, then in such a case two way communication becomes difficult.

· Other barriers :

o People tend to have selective percetion as far as information is concerned. They hear that part of the information, which they like best and tend to ignore other parts. This does not allow the whole message to get through.

o Attitude and reactions to different situations, by individuals as unit and by individuals collectively or in group vary. Hence, different individuals react differently to the same message.

o

IMPROVING COMMUNICATION
Effective communication is the responsibility of each and every individual in the organization. The intended results cannot be achieved if there occurs any lapse at any stage. At each stage, breakdowns can occur – in the encoding of the message, in the transmission of the message, in the decoding state or at the time of understanding by the receiver. Besides, there are a lot of disturbances that affect the movement of communication. To avoid this some simple guidelines can be adopted.

· The sender of the message must be clear regarding the message to be communicated. Clarity of thought is essential. If there are any faults in the beginning itself, the entire process would fail.

· For better control, encoding and decoding should be done with those symbols, which are popularly used by the group members and are familiar to all. It is better to avoid technical jargon unless the communication is to be done with experts on the particular subject.

· At the stage of planning of the message, every individual who is directly or indirectly affected by the said message should be involved. To build up a healthy environment and to avoid unnecessary speculation, whenever possible, people should be involved. Because of this nobody feels that the message was given abruptly or that enough time for information was not given. Besides, nobody would feel leftout.

· While making the communication, the need of the receiver is of prime importance. If the receiver is not interested in the information that is provided, it has no value for him. The purpose of communication is not only to get the message understood, but also accepted by the receiver. And hence, while communicating the viewpoint of the receiver is equally important.

· Communication is not simply passing of a flat message. There has to be harmony between the choice of words, tone of voice, what is to be said and the manner in which it is to be said. There needs to be congruency in the words being said and the body language expressed.

· A continuous feedback by the receiver should be given to the sender. If this fails, though the information may be transmitted, there are chances that it may not be understood and accepted. So if the sender keeps on receiving the feedback, the lapses if any can be easily identified.

· Control is an essential part of communication. The passing of information takes place; not only from top to bottom but also from bottom to top with a view to achieve the stated objectives. Hence care should be taken that the passing of information should be such that it does not deviate from the original course.

· Communication is not only the responsibility of a sender alone, but the receiver is also equally responsible. A receiver needs to be fully attentive, listen actively and ask for clarification, repetition, wherever required.

· It is advisable to test the understanding of the message. Both, the sender and receiver can discuss it out. It is good to share opinions, feelings and perceptions that are generated after the message is passed. The acceptability of the communication can be known only after the message has settled down.