ORGANIZATIONAL BEHAVIORPresentation Topic:Communication- BarriersPresented By:Ashok.H.M

COMMUNICATION THEORY Organisations cannot operate without communication. Communication can take various forms but all forms involve the transfer of information from one party to the other. In order for the transfer of information to qualify as communication, the recipient must understand the meaning of the information transferred to them. If the recipient does not understand the meaning of the information conveyed to them, communication has not taken place.

Communication process It involves seven key elements as illustrated in the diagram below.

Leaky bucket a comparison,,,, At each stage in the process encoding, transference, and decoding there is the possibility of interference which may deter the communication process. Often a comparison is made between communication and a leaky bucket. If you use a leaky bucket to carry water, water will be lost through holes at various points in your journey from the water tap to your destination. Similarly when information is transferred from the transmitter to the receiver not all of the information may be received by the receiver because of holes called noise.

Common communication barriers in organizations and ways to overcome it..

Information Overload : Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages. To overcome information overload, Realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow.

Message Complexity When formulating business messages, you communicate both as an individual and as representative of an organization. Thus you must adjust your own ideas and style so that they are acceptable to your employer, a task some communicators find difficult. To overcome the barriers of complex messages, Keep them clear and easy to understand. Use strong organization, guide readers by telling them what to expect, use concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve your message.

Differing Status. Employees of low status may be overly cautious when sending messages to managers and may talk only about subjects they think the manager is interested in. Similarly, higher-status people may distort messages by refusing to discuss anything that would tend to weaken their authority in the organization. To overcome status barriers, Keep managers and colleagues well informed. Encourage lower-status employees to keep you informed by being fair-minded and respectful of their opinions. When you have information that you're afraid you boss might not like, be brave and convey it anyway. Status barriers can be overcome by a willingness to give and receive bad news.

Lack of Trust. Building trust is a difficult problem. Other organization members don't know whether you'll respond in a supportive or responsible way, so trusting can be risky. Without trust, however, free and open communication is effectively blocked, threatening the organization's stability. Just being clear in your communication is not enough. To overcome trust barriers, Be visible and accessible. Don't insulate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and include employees in decision making.

Inadequate Communication Structures. Organizational communication is effected by formal restrictions on who may communicate with whom and who is authorized to make decisions. Designing too few formal channels blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, and they decrease the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall organizations tend to provide too many vertical communication links, so messages become distorted as they move through the organization's levels.

To overcome structural barriers, Offer opportunities for communicating upward, downward, and horizontally (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce hierarchical levels, increase coordination between departments, and encourage two-way communication.

Incorrect Choice of Medium If you choose an inappropriate communication medium, your message can be distorted so that the intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature of the message and of the group or the individual who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it transmits information from both verbal and nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media aren't as rich; although they allow immediate feedback, they don't provide visual nonverbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters, and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the meaning of the message.

To overcome Media barriers, Choose the richest media for no routine, complex message. Use rich media to extend and to humanize your presence throughout the organization, to communicate caring and personal interest to employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or written report.

Unethical Communication. An organization cannot create illegal or unethical messages and still be credible or successful in the long run. Relationships within and outside the organization depend on trust and fairness. To overcome ethics barriers, Make sure your messages include all the information that have to be there. Make sure that information is adequate and relevant to the situation. Make sure your message is completely truthful, not deceptive in any way.

Inefficient Communication. Producing worthless messages ,wastes time and resources, and it contributes to the information overload already mentioned. To overcome Inefficient Communication , Reduce the number of messages by thinking twice before sending one. Then speed up the process by, first, by preparing messages correctly the first timearound and, second, by standardizing format and material when appropriate. Be clear about the writing assignments you accept as well as the ones you assign.

Physical distractions. Communication barriers are often physical: bad connections, poor acoustics. Although noise can completely block an effective message. Your receiver might also be distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may be related to the receiver's health:-Hearing or visual impairment or even a headache can interfere with reception of a message. These annoyances don't generally block communication entirely, but they may reduce the receiver's concentration.

To overcome physical distractions, Try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

Other Barriers to Effective Communication .Language:- If the two parties involved in thecommunication don't understand each others language perfectly then some degree of misunderstanding will take place.

Distance:-In the days before the telephone and theinternet, it could take many days for a letter to reach its destination.

Security:-. Some communication is secret. Thisinvolves the use of codes and ciphers (encryption) for the written word or scrambling for the spoken word in case the messages are intercepted.

Thank you.