2 Fundamentals,Barriers,Gateways
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Transcript of 2 Fundamentals,Barriers,Gateways
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Fundamentals of communication
It means the following :
Communication is perception
Communication is expectation
Communication makes demands
Communication & Informationthough different are largely
interdependent.
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Oral Communication
Anything that emanates from the mouth oris expressed orally using a languageprimarily in speech is oral communication.
In any organization, formal or informalcommunication is more oral than inwritten.
Oral communication brings everybodytogether and without it, organizations willbecome lifeless.
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Oral Communication in
Organizations Time spent by employees on oral communication as per
hierarchy levels is different.
Supervisors 25%, Executives 65-75%, Highest level ofmanagement 90%
In business organizations, both formal and informalcommunications takes place, though informal oralcommunication is more.
Various kinds of formal oral communication inorganizations are - formal presentations, meetings,
group discussions, conducting interviews, dictatingletters, conferences, negotiations, telephonicconversations and dialogues, etc;
Formal and Informal oral communication thrive togetherin any organizational setup.
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Characteristics/Salient features of
Oral Communication
Two - way process & instant without time delays
One off exercise once said, done-no reference
Conversation or day to day language
Sender and Receiver presence, at same time
Principles - Accuracy, Clarity, Brevity -
Sequence of speech in logical manner
Body language & voice modulation effect
Spoken words cannot be erased or taken back.
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Methods ofOral CommunicationOral Communication is carried out between individuals or
groups depending on situations, frequency, timings and
agenda.
Among Individuals:
Face-to-Face
Conversation Interviews
TelephoneConversations
GrapevineNegotiations-one to
one
Among Groups:
Negotiations
MeetingsLectures/Speeches
Presentations
Conferences/Seminar
s/Workshops
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Need for learning Oral
Communication Skills Problem Solving Conflict Resolving
Influencing People
Persuading People
Exhibiting Assertiveness without Aggression Developing Listening Skills
Developing Negotiating Skills
The above skills help to develop tact and personality profile in anindividual to work effectively.
It does not matter what you say, what matters is how you say it.Example : Dont tell them we failed. Tell them we decided topostpone our success. (Boss to assistant)
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Advantages
Immediate feedback
Better relationships
Time-Saver
Persuasion tool Group Communication tool
Economical
Immediate effectiveness measurement
Ideal during time of exigencies where immediateaction, required
Virtue of establishing sure contact
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Disadvantages
Lack of Retention - Impact temporary
No Documentary proof - No records/reference
Possibility of distortion - Perception levels vary
No Legal validity Possibility of misunderstanding
Unsuitable for lengthy messages
Difficulty in assigning responsibility
Constraint by physical barriers Noise, Seating, Faultymicrophone, Telephone disturbances, etc;
Not effective when target group is spread outgeographically.
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Tips for Effective Oral
Communication Be confident, sincere and honest
Consider objective and be brief & precise
Be aware of interest levels of receiver
Use simple language/familiar words
Be clear - Avoid vagueness/ambiguity
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Communication Barrier
Information communicated should be clear and
accurate, complete and successful if not there is
a communication barrier
Communication is not always successfulbecause of barriers affecting clarity, accuracy
and effectiveness of the message
Problems of adjusting frequency with co-interactants (Speaker & Listener) results in
automatically erecting barriers
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Categories of Barriers
Semantic barriers - Different meaning words -different interpretation
Organizational barriers - Policies, Climate &
Culture Interpersonal barriers - Relationships
Individual or Psycho-sociological barriers-Personal characteristics, filtering, style, health
condition Cross-cultural or Geographic barriers - Values
beleifs, language
Physical barriers Noise, distance, environment
Technological barriers Advancements in
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Semantic Barriers
Meaning, language, phonetics, science ofsounds
Words having similar pronunciation but multiplemeanings, example : Sight, site, cite;
Badly expressed message - Lack of clarity,coherence and precision
Wrong interpretations - Different Inferences
Technical language - Confusion andmisunderstanding, eg: Mouse;
Unqualified assumptions - No clarity inunderstanding
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Organizational Barriers Status and power of participants, Incompatible
needs and expectations, centralization anddecentralization in an organization, contradictory
policies and too many management levels and
clash between line and staff operations
Organization culture and climate - Influence on
interaction patterns, freedom, etc;
Organization rules and regulations - Rigidity,
affecting flow of informationStatus relationships - Status, Power and Position
of individuals affects communication
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Cont.d
Complexity in organization structure - Talland complex hierarchy, too many divisionsaffect free-flow of communication
Inadequate facilities/opportunities -Inadequate communication facilities,equipment and mechanisms
Lack of Co-Operation between superiorsand subordinates - Personal ororganizational reasons
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Interpersonal Barriers
Superior-Subordinate
relationship - Difference ineconomic, educational and
status levels - Scope formiscommunication
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Barriers emanating from Superiors
and Subordinates Superiors Busy schedule, no time
devoted to employees
Lack of trust
Lack of consideration foremployee needs andproblems
Authoritative
Power of control
By-passing Information overload
leading to missing out onimportant information
Subordinates
Lack of proper channel -complex organizationstructure
Fear of position, powerand authority
Lack of co-operation andmutual understanding
Lack of trust
Poor relationship Fear of penalty - inhibiting
conveyance of message
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Individual or Psycho-sociological
Barriers Arising due to personal feelings, desires, hopes, likes,dislikes, attitudes, views, opinions
Style - linguistic accent, form of expression, level ofdrama, types of humor, choice of brevity, choice of
discriminatory or non-discriminatory communicationmodes, qualities of credibility and charisma
Selective perception - decoding of message to suit onesinterest, expectations, thinking
Halo effect - disrupts communication based on earlierimpressions
Status relationships - status and power relation hinderand create blocks in communication paths - monologueby bosses
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Cont.d
Poor attention and retention - preoccupied mind andshort human memory combined with poor listening orreluctant non-listening
Undue importance to the written word
Defensiveness preventing understanding
Closed mind - limited intellectual background, readingand narrow interests not open to new information orsuggestions to change
State of health - poor health condition, mind not alert andlow perception
Filtering leading to loss of message andmisinterpretation
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Cross-cultural/Geographic Barriers
Culture - Shared set of values and attributes that bindpeople.
Words, colors and symbols have different meanings in
different cultures.
National character and basic personality
Language
Values and Norms of behavior
Social relationships Concept of time & space
Perceptions
Non-verbal communication
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Physical BarriersPhysical distractions or obstacles preventing message from
reaching the recipient Noise - In transmission process, eg; Faulty microphone,
noisy typewriter, traffic, factory siren, etc;
Environment -
i. External transreceivers. example: Delegation of taskslike type-writing, drawing, reading, taping reliableperson and equipment to be selected to accomplishcommunication goal
ii. Number of links in the chain between sender/receiver
iii. Circumstantial factors - differentiation in
circumstances, ex: Speech before a small dinner Public speech, Sitting to watch a game legal hearing
Defects in the medium - Faulty transmitting devices telephone, fax, courier postal and other electronicmedia not under control of sender/receiver
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Overcoming barriers in
communication
Fostering strong relationships E & e
Communication Purposeful, focused &
directed
Good co-operation & co-ordination
Simple language - avoid technical language
Obtain feedback, reduce perceptional barriers
such as selective perception and clearmisunderstanding
Accuracy & Clarity - no ambiguity
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Cont.d
Flat organization Structure
Reduce information overload division of
labor Organizational philosophy and policies -
communicated to all emoloyees
Use proper communication channel Minimize semantic problems
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Gateways in communication
A gateway makes an entrance into a place
effortless & convenient
Listening with understanding - Summarize thoughts &feelings of the other person, eliminate emotions anddifferences
Understanding each others point of view-
Mutual communication pointing towards solving theproblem on hand after realistically defining it - no attackon individuals
Put yourself in listeners shoe before communicating -view from his angle keeping in mind his constraints,difficulties & strengths
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Cont.d
Timing of the communication - very important,facts to be put across correctly- avoidmisconceptions as they are difficult to erase ordislodge
Sincerity - Words to match & support Actions Freshness -To introduce innovative approaches
to get communication across effectively. Veryoften, repeated, time-worn and familiar phrases
are not taken seriously Two way communication - sound feed backsystem
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Cont.d
Strengthen communication network - Simplified, layers indownward communication reduced, decentralization &delegation of authority to be encouraged.
Promote participative approach-Management to promote
participative decision making and seek subordinate help Appropriate Language, credibility, good listening, and an
effective channel all promote effectivenesscommunication
Finally the 7Cs & 4Ss as well as overcomingcommunication barriers are all in themselves, gatewaysto meaningful & successful communication