communication barriers

1. Barriers to communication

2. Negative aspects of communication Meanings sent are not always meanings received. No two minds have identical filters/ storehouse of words, gestures/ facial expressions, any other symbol. Meaning is in the mind Not in the words/ symbols used Receiver looks for the meanings he intended.

3. (Contd) Symbols are imperfect (variation in speed/grace and style). Communicators vary in their ability to convey thoughts. (difficult to find/select symbols). No common symbols are similar in two cultures. (ok symbol, handshake,…. )

4. Barriers to communication Physical barriers Cross-cultural barriers. Semantic barriers (words/language) Psychological barriers Organizational barriers

6. Improper time

9. Factors of relationship (7) Time: punctuality Monochronic Polychronic Space Odors Frankness Intimacy and relationships Values Expression of emotions

10. Time (punctuality) Monochronic - western planned use of time always meet deadlines on schedule Polychronic - relaxed being late is assumed to be busy slow progress in business

11. Space North Americans - space is their right maintain - two feet distance Arabians - close to each others South Americans - close to each others Others - (may) jostle

12. odors N Americans - neutralize body odors Some Asians - feel the presence by smelling (“Breath the breath” – an act of friendship)

13. Frankness Americans - explicit/blunt (high context culture) - share all background information Germans & Israleis- more blunt/sharp Asians - implicit/not to offend (low context culture) - extract limited background info (may appear evasive/roundabout) Chinese - abruptly end the call

14. Intimacy and relationship Social class exists in every culture View of superior – subordinate relationship changes Role of women is diff in high and low context culture Values differ

15. Expression and emotions Laughter sorrow ,…. Use of terms --- dog/swine,…..

16. Semantic barriers Different languages Different context for words and symbols Poor vocabulary

17. semantic (Language - most important and powerful tool of communication) Many words have multiple meanings eg – charge, check, ring, minute, wind, present,…

18. Semantic (contd) Different pronunciation while speaking eg – access : excess flour : flower cite : site week : weak

19. Semantic (contd) Different descriptions Beautiful, ugly Good, bad

21. Psychological barriers Status Attitude Perceptions Poor listening Egotism Emotions (excited, nervous, confused,…) Resistance to change

22. Organizational barriers Rules and regulations (rigid/flexible) Hierarchial relationship Wrong choice of channel

23. 7 C’s of Communication Francis J Berdin

24. Candidness - unbiased, sincere Clarity - words, intonation Completeness – planned & structured Conciseness - avoid repetition of words Concreteness - definite ,use active voice Correctness - spelling, language, facts Courtesy - decorum, respect

25. How to Overcome barriers Improve communication skills (very important as you go higher) By maintaining good working conditions (eg- soundproof room) - Physical barriers Careful use of language, words of clear meaning, simple sentences – semantic barriers Make conscious efforts , training,… - psychological barriers Streamline and strengthen the flow of communication

26. contd Effective listening Use proper medium and channels of communication Use appropriate language Create conducive environment Encourage open communication (MBWA – manage by walking around)

27. Listening

28. Why do we listen? To find more information Learn about people Improve relations Obtain suggestions and ideas

30. Reasons for ineffective listening Distraction of mind Wandering attention Planning a reply Lack of management Tendency to critsise

31. contd Self-centered Avoid difficulties Emotional blocks(deaf spots) Impatience Poor health Excitement/anxiety External noise

33. 4 steps of listening Learning (if you can repeat what you hear) Interpretation (as per listener’s vocabulary/knowledge/speaker’s body language)

34. Steps of listening - contd Evaluation (listener decides what to do with recd info, believe/not believe) Response (words/body language)