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communication1.pptxOvercoming Communication Barriers
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Introduction
Communication- the action of passing an intended message from one person or group to another.
Involves the use of signs and semiotic rules that are mutually understood.
Steps includes; intent and message composition, message encoding and decoding, transmission, Reception and interpretation
Communication is the act of sharing information amongst two or more entities or groups various communication techniques that are mutually understood.
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Communication channels;
Visual
Auditory
Electromagnetic
Biochemical
Tactile
Human communication are generally categorized into;
Verbal communication
Non-verbal communication
Non verbal communication involves conveying message in other means apart from spoken word. Common examples includes eye contact, facial expressions, gestures and haptic communication.
Verbal communication refers to the spoken means of communication. Verbal communication is highly reliant to other interpersonal skills such as the ability to listen carefully.
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Communication Barrier
Communication barriers block smooth and effective communication.
Common barriers include;
language difference
Cultural diversity
Status difference
Physical differences
Gender diversity
Identity of a communication barrier is an important step in removing the said barrier.
Better communication improves productivity, working conditions and organization culture.
Communication barriers distort or block a communicated message and/or its intention from being passed from one entity to the other. Communication barriers makes it impossible for the information to reach the recipient as intended by the sender hence creating communication break down. Common barriers can be categorized into langauage, gender differences, physical separation, cultural diversity ans status differences.
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Physical Barriers
Often created by the natural environment.
A common example of this barrier is the distance between the people communicating to one another.
b) Status barriers
Common in an organization hierarchy
Communication between member of different status or hierarchy is difficult.
c) Gender barriers
Refers to the relationship between people of different genders; males and female.
Female prefer more personal or close communication facing one another
Men prefer sitting side by side when communicating
Such differences in preference may lead to great differences when communicating.
d) Systems design
Refers to problems with structures or systems in an organization
e.g unclear organization structure and inappropriate information systems
These problems are often as a result of lack of training, supervision and clear roles & responsibilities.
e) Attitudinal barriers
Often as a result of lack of motivation or lack of work satisfaction
It is manifested by employees intentionally refusing or delaying to communicate.
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Cultural Aspects of communication
Cultural differences exists within continents, countries, religion and within organizations.
Within a given company various teams may have various cultures as a result of divergent expectations.
Words, symbols and cultures have different meaning amongst different cultures.
Nodding your head may mean agreement in one culture but may also mean something else in a different culture.
Effective communication requires that one understands the cultural aspects of their audience.
of cultural differences on communication components are explained below
Culture is an important aspect of communication. Cultural difference exists in continents, countries, religions, and organizations. Words, symbols, and colors may vary in meaning from one group to the other. Communication is adversely influenced by culture and cultural practices and beliefs.
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Impact of cultural differences on communication
Verbal communication
Uses spoken words to exchange information. Language is the central mode of verbal communication. Different cultures have different languages. Better communication requires mutual language understanding.
b) Non verbal communication
Includes other forms of communication other than written and spoken words. Non verbal communication includes the use of paralinguistic, proxemics, kinesmics and chronemics.
Most communicators today however relies on a mixture of verbal and non verbal forms of communication to pass their message.
Cultural differences in communication are manifested in two major categories; verbal and non-verbal communication. Verbal communication relies on spoken and written words to pass a message. Non-verbal communication refers to other means of communication apart from the use of words.
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Determinants of an effective communication
Use standard words
Offer clarification when needed
Use direct statements not ambiguities
Communicate all information needed to accomplish a task
Use proper communication order
Rely on he most efficient and affordable mode of communication.
To communicate effectively the communicator must learn to use standard but clear words. Jargons and ambiguities should be avoided. The communicator should be able to communicate all the information needed to accomplish a given task and be ready to provide clarification where needed.
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Overcoming communication barrier in Business
Develop proper organization policy
Organization policy guides activities within an organization.
Communication policy is necessary to guide smooth flow of information in a company.
Policy guides who, how and when to communicate.
Communication policy reduce communication gap and unnecessary misunderstanding amongst stakeholders.
b) Organize Employee Orientation
Companies ought to organize orientation sessions for their new staff.
Orientation provides a chance to learn the organization, its culture and its environment.
Organization policy guides activities within an organization.
Communication policy is necessary to guide smooth flow of information in a company.
Policy guides who, how and when to communicate. Communication policy reduce communication gap and unnecessary misunderstanding amongst stakeholders.
Companies ought to organize orientation sessions for their new staff.Orientation provides a chance to learn the organization, its culture and its environment.
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c) Facilitate Feedback
Feedback is a necessary step in communication.
It is the final step in a communication process.
Provides and avenue for message reconciliation by both the sender and recipient.
Proper feedback mechanisms increase communication efficiency.
d) Communication Training
Training is a good means to overcome communication barrier.
Organization should organize training workshops to their communications
Communication Training is a good means to overcome communication barrier.Organization should organize training workshops to their communications.
Feedback is a necessary step in communication. It is the final step in a communication process.
Provides and avenue for message reconciliation by both the sender and recipient. Proper feedback mechanisms increase communication efficiency.
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Improve lingustic knowledge
Various languages have various Semantic communication barriers. Standard words should be used when engaged in a conversation.
Effective reading, writing and listening skills
Essential for both sender and recipient
Each party should be able to read a written communication
Each party must be able to attentively listen to an oral communication.
Language is a major communication barrier in intercultural interactions. Message senders should always use common or standard words to pass their message. Jargons and ambiguous statements should not be used.
Effective reading and writing skills are also special for both the recipient and the message sender.
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g) Know your audience
A communicator must know their audience
Lean your audience’ bias, age, skills, style, status, religious background, and education.
The communicator should put themselves in the audience position to determine how the message will be received.
Communicating from recipient makes the information easily understandable by the audience.
If the audience and the communicator are aware of themselves, communication barriers will the reduced.
Select proper communication media
Communication may fail as a result of inappropriate media.
Consider audience, and the environment when considering communication media.
Proper media is important for effective communication.
A good communicator should be able to know their audience background and religious affiliations. In addition, a good information sender should be able to select a good information media to relay their information.
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Be a good listener
Both sender and receiver should be good listeners.
Individual’s should attentively listen to each other opinion, questions and response.
A communicator can gather more information by being a good listener.
Be a good listener:-Both sender and receiver should be good listeners. Individual’s should attentively listen to each other opinion, questions and response. A communicator can gather more information by being a good listener
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Conclusion
People interact using various means of communication
Communication barriers hinder effective communication
Basically, all communication are subject to a certain barrier.
To communicate effectively one must be able to identify and reduce the barriers.
Reference
Mehrabian, A. (1972). Nonverbal communication. Transaction Publishers
Robbins, S., Judge, T., Millett, B., & Boyle, M. (2011). Organizational Behavior. 6th ed. Pearson, French's Forest, NSW
Trenholm, S, Jensen, (2013). Interpersonal Communication Seventh Edition. New York: Oxford University Press
Vicker, B. (2008). Communicative functions or purposes of communication. The Reporter, 14(1), 13-17.
