2 Fundamentals,Barriers,Gateways

8/6/2019 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

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2 Fundamentals,Barriers,Gateways