communication barreirs.ppt

8/11/2019 communication barreirs.ppt

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Presentation on Topic

Barriers to communication

(managerial communication)

Submitted By: Group Seig (01)

Members : Arun Bhatt(05) Hitesh Prajapati (40)Nirav Bhalodiya(03) Shailesh Jotva(13)

Submitted to : Prof. Mrs Gayatri Vyas Maghnani

Sevantilal Kantilal School of Business management, HNGU (Patan NG)

( Department of Commerce and Management )


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Contents

Introduction

Semantic Barriers

Interpersonal barriers

Individual Barriers

Cross Cultural Barriers

Physical Barriers

Measures to overcome barriers

Conclusion


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Communication is the activity of conveying information through the exchange

of ideas, feelings, intentions, attitudes, expectations, perceptions or commands,as by speech, non-verbal gestures, writings, behaviour etc.

It is the meaningful exchange of information between two or more participants

Communication requires a sender, a message, a medium and a recipient,although the receiver does not have to be present or aware of the sender's

intent to communicate at the time of communication; thus communication can

occur across vast distances in time and space.

Communication requires that the communicating parties share an area of

communicative commonality.

Introduction(communication)


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Barriers to effective communication can retard or distort the message and

intention of the message being conveyed which may result in failure of the

communication process or an effect that is undesirable.

These include filtering, selective perception, information overload, emotions,

language, silence, communication apprehension, gender differences and

political correctness

This also includes a lack of expressing "knowledge-appropriate"

communication, which occurs when a person uses ambiguous or complex legal

words, medical jargon, or descriptions of a situation or environment that is not

understood by the recipient.

Introduction (barriers)


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Semantic Barriers

There is always a possibility of misunderstanding the feelings of the sender of the

message or getting a wrong meaning of it.

The words, signs, and figures used in the communication are explained by the receiver

in the light of his experience which creates doubtful situations.

This happens because the information is not sent in simple language.

The chief language-related barriers are as under:

(i) Badly Expressed Message:

Because of the obscurity of language there is always a possibility of wronginterpretation of the messages.

This barrier is created because of the wrong choice of words, in civil words, the wrong

sequence of sentences and frequent repetitions. This may be called linguistic chaos.


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(ii)Symbols or Words with Different Meanings:

A symbol or a word can have different meanings. If the receiver misunderstands the

communication, it becomes meaningless.

For example, the word value can have different meanings in the following sentences:

(a) What is the value of computer education these days?

(b) What is the value of this mobile set?

(c) Value our friendship.

(iii) Technical Jargon:

Generally, it has been seen that the people working in an enterprise are connected with

some special technical group who have their separate technical language. Theircommunication is not so simple as to be understood by everybody.


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Organisational arriers

Organisational structure greatly affects the capability of the employees as far as the

communication is concerned.

Some major organisational hindrances in the way of communication are the following:

(i) Organisational Policies:

Organisational policies determine the relationship among all the persons working in

the enterprise. For example, it can be the policy of the organisation that communication

will be in the written form.

In such a situation anything that could be conveyed in a few words shall have to be

communicated in the written form. Consequently, work gets delayed.


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(ii) Rules and Regulations:

Organisational rules become barriers in communication by determining the subject-

matter, medium, etc. of communication.

Troubled by the definite rules, the senders do not send some of the messages.

(iii) Complexity in Organisational Structure:

The greater number of managerial levels in an organisation makes it more complex. It

results in delay in communication and information gets changed before it reaches the

receiver.

In other words, negative things or criticism are concealed. Thus, the more the number

of managerial levels in the organisation, the more ineffective the communicationbecomes.


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(ii) Emotional outbursts

Emotional outbursts are most common problem in communication, emotions cant be

contained, emotions like anger or happiness or over excitedness may act as barrier for

the other party. The mixed communication with inappropriate emotions has alwayscaused troubles for proper understanding of words or meaning of words expressed by

the other party.

(iii) Cultural variations

Cultural and traditional aspects are very important for communication, the

differentiation in these things arent always suitable for effective communication. Ones

cultural background has a great effect on the words, feelings or way of communicating

with others. Cross culture communication can be problematic if not done properly


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Personal Barriers

The past said barriers are important in themselves but there are some

barriers which are directly connected with the sender and the receiver.

They are called personal barriers.

From the point of view of convenience, they have been divided into two parts:

(a) Barriers Related to Superiors: These barriers are as follows:

(i) Fear of Challenge of Authority:

Everybody desires to occupy a high office in the organisation. In this hope the officers try

to conceal their weaknesses by not communicating their ideas. There is a fear in their

mind that in case the reality comes to light they may have to move to the lower level

(ii) Lack of Confidence in Subordinates:Top-level superiors think that the lower- level employees are less capable and, therefore,

they ignore the information or suggestions sent by them. They deliberately ignore the

communication from their subordinates in order to increase their own importance.

Consequently, the self-confidence of the employees is lowered.


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(b) Barriers Related to Subordinates: Subordinates-related barriers are

the following:

(i) Unwillingness to Communicate:

Sometimes the subordinates do not want to send any information to their superiors.

When the subordinates feel that the information is of negative nature and will adversely

affect them, an effort is made to conceal that information.

(ii) Lack of Proper Incentive:

Lack of incentive to the subordinates creates a hindrance in communication. The lack of

incentive to the subordinates is because of the fact that their suggestions or ideas arenot given any importance. If the superiors ignore the subordinates, they become

indifferent towards any exchange of ideas in future.


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Cultural Barriers

Effective communication with people of different cultures is especially challenging.

Cultures provide people with ways of thinking--ways of seeing, hearing, and interpreting

the world.

Thus the same words can mean different things to people from different cultures, even

when they talk the same language. When the languages are different, and translation

has to be used to communicate, the potential for misunderstandings increases.

Barriers because of culture :

(i) LanguageMisunderstandings are common among people who speak the same language, so it is

not surprising that people from different cultural and linguistic backgrounds face

communication barriers. Anything from the mispronunciation of a word to a lack of

specificity can lead to misunderstandings


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(ii) Behavior

Cultural differences in body language and other behaviors can also causemiscommunications. For example, in the U.S. it is important to make eye contact with

someone who is speaking to you or they may think you are distracted or uninterested.

However, in many Asian countries eye contact can be a sign of disrespect or a challenge

to authority. There are many other cultural differences in body language that can create

barriers to effective communication.

(iii) Stereotypes

Stereotypes are assumptions people make about the characteristics of members of a

cultural or social group. Many stereotypes are negative or even hostile and are a seriousbarrier to workplace communication


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Physical Barriers

There are a host of physical factors that can prevent individuals from having an

effective communication. Physical barriers relate to disturbance in the immediate milieu

which can interfere in the course of an effective communication.

Let us take a look at some physical factors to communication:

(i) Environment

Some barriers are due to the existing environment. If you are standing in adverse

weather conditions, your conversation would be hampered because you would not be

able to pay full attention to what the other person is saying.

The ambiance in which you are having a conversation also plays an important part in

the quality of a conversation. If the place is too noisy, or two crowded, you may not beable to clearly listen to the speaker.


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(ii) Distance

Distance also plays an important part in determining the course of a conversation. Forexample, if the staff in an organization are made to sit in different buildings or different

floors, they might have to substitute face to face communication with phone calls or

emails. This prevents the employees to have effective communication with each other.

(iii) Ignorance of Medium

Communication also includes using signs and symbols to convey a feeling or a

thought. However, if there is a lack of ignorance about the medium in which sender is

sending the message, the conversation can be hampered.

For example, the use of signs to communicate can be seen in games like soccer and

hockey, where players do not want the opposing team to know about their plans and

may converse through codes and signs. However, if a member of a team is not

acquainted with these signs, it can lead to a lack of communication.


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Overcoming the Barriers to communication

In order to remove hindrances in the way of communicationthe following steps are worth consideration:

(1)Clarify Ideas before Communication

The person sending the communication should be very clear in his mind about whathe wants to say. He should know the objective of his message and, therefore, he should

arrange his thoughts in a proper order.

(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.


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(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.

(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 thereceiver. As far as possible the contents of the message should be brief and excessive

use of technical words should be avoided.

(5)Ensure Proper Feedback

The purpose of feedback is to find out whether the receiver has properly understoodthe 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.


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(6) Emotional State

During communication one should make effective use of body language. He/she

should not show their emotions while communication as the receiver might misinterpret

the message being delivered. For example, if the conveyer of the message is in a bad

mood then the receiver might think that the information being delivered is not good.

(7) Simple Organizational Structure

The organizational structure should not be complex. The number of hierarchical levelsshould be optimum. There should be a ideal span of control within the organization.

Simpler the organizational structure, more effective will be the communication.

(8) Avoid Information Overload

The managers should know how to prioritize their work. They should not overload

themselves with the work. They should spend quality time with their subordinates and

should listen to their problems and feedbacks actively.


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Conclusion

There are a lot of communication barriers faced these days by all. The message

intended by the sender is not understood by the receiver in the same terms and sense

and thus communication breakdown occurs.

It is essential to deal and cope up with these communication barriers so as to ensure

smooth and effective communication.

A proper communication and a smooth flow of words and feeling with sufficient gestures

and correct syntax will ensure a good and effective communication between parties and

will delete the chaos caused by improper communication.


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