3. barriers to communication

Barriers to Communication

By Prof.

Kamlesh Joshi

Barriers to Communication Means ‘noise’ or we may refer

it as ‘barrier’. During the process of communication, there may be some faults which prevent message from reaching. Some of these defects are in medium, tools which we use for communi., language, nature of person. Barriers to communication can

be of many kinds.

Barriers to Communication

It can be at three levels At the level of transmitter. At the level of medium. At the level of receiver.

Classification of barriers

1. Semantic barriers

2. Physical and mechanical barriers

3. Organizational barriers

4. Socio-psychological barriers

5. Sender oriented barriers

6. Receiver oriented barriers

7. Culture barriers

( 1.) Semantic barriers Refers study of meaning of words and signs. People interpret the same word differentlydue to economic social cultural andeducational backgrounds. Miscommunication of meanings due to problems in language are called semantic Barriers. Three ways of semantic barriers 1. Interpretation of words 2. Technical terms 3. Idioms & Phrases

( 1.) Semantic barriers

Interpretation of words: It is quite possible that receiver of

message does not interpret the same message of word used by sender.

Spring means Season or to jump Check means to examine or to control The word ‘run’ has 110 meanings in

dictionary (71 as a verb, 35 as a noun, 4 as an adjective.)


Technical Terms:Such terms are used by limited

group of persons who work together. But they have other meanings in day to day spoken language.

“bull, bear, forward trading, primary market, secondary market” etc. in stock exchange.

http://images.google.com/imgres?imgurl=http://www.aperfectworld.org/clipart/communications/transmitter.gif&imgrefurl=http://www.aperfectworld.org/communications.htm&h=184&w=158&sz=10&tbnid=0fM59eH1DFUJ:&tbnh=96&tbnw=82&hl=en&start=8&prev=/images%3Fq%3Dtransmitter%26hl%3Den%26lr%3D%26sa%3DN


Idioms and phrases:Sentences can convey entirely

different meanings on how they are spoken

“A red and a blue carpet” signifies two carpets while “a red and blue carpet” signifies one carpet in two colours.

The reasons of semantic barriers

Different interpretation of the same words

Poor expressionFaulty translationsDenotation and

connotation of the wordsUnclarrified assumption

How to minimize semantic barriers

Use familiar wordsClarify the meaning of wordsUse the words with positive

connotationsExpress words properlyTranslate words correctly

2. Physical and Mechanical Barriers

Noise (traffic, human sound,

machine sound, Companies

install A.C. for sound proof rooms)

Time gap (workers in different

shifts, faulty seating arrangements

can block eye contact)

Physical distance (unavailability

of phone or telex facilities,

break down in phone, postal services)


• Defects in the mechanical devices: (phone, public-address system, fax, computer, internet, courier) • Information overload:

• Defects in organization

(messages have to be passed through too many levels, likely to be distorted (loss of meaning of the message in handling.) in upward communication juniors don’t give all information to seniors)


• HOW TO MINIMIZE PHYSICAL & MECHANICAL BARRIERS:

1. Being brief and precise

2. A little care


( 3.) Organizational Barriers

Long chain of commandPoor spatial arrangementsUnsuitable mediumPoor organizational cultureStatus and relationshipsInadequate facilities.inadequate opportunities of

growth and improvement

( 3.) Organizational Barriers

HOW TO MINIMIZE ORGANIZATIONAL BARRIERS

Shortening the chain of command. Proper spatial arrangements. Selecting suitable medium of

communication.

( 4.) Social-Psychological Barriers

Attitudes & opinions Emotions Status consciousness Closed mind Inattentiveness Distrust Premature evaluation Poor retention Perceptual distortion Resistance to change

How to minimize these barriers

Keep an open mindExpress candidlyEncourage subordinates to expressPay complete attentionListen patiently

( 5.) Sender oriented barriers

Irregularly expressed message

Loss of transmission Self centered attitudeOver/under communication


Irregularly expressed message:To be sent in a simple, easy to

understand.Channel or medium for message to be

chosen carefully.Information which is unknown should

not to be given to the receiver.


Loss of transmission:The message by sender may

not reach to receiver at its

original form.Long resolution of board of directors

should be translated in a simple language.Important to take feedback upon all

communication.


Self centered attitude:The message which matches opinion

and view point of a person then, will tend to pay more attention to it.

Self interest prevent the person from seeing the view point of others.

The sender will transmit the message only to those who will agree with himself.


Over/Under communication:Speaking too little of any matter will

get the impression that it is not important.

Speaking too much of any matter will create irritation and confused in receiver.

Talking too little gives impression that speaker does not know much.

How to overcome these barriers

Plan and clarify ideas.Solicit feedback.Create a climate of trust and

confidence.

( 6.) Receiver oriented barriers

Lack of attention.


Difference of status. Subordinates are afraid of conveying unpleasant information to seniors. Too conscious of their inferior status. Seniors think that to consult a junior means to compromise their dignity and

position. Seniors think that they know everything.


Over load of information.

How to overcome these barriers

Note down the points.Improve the concentration.Provide feedback to the sender for

verification of the message.Encourage juniors to come up with

new ideas.

( 7.) Cultural barriers

IntroductionContextual differencesLegal & ethical differencesSocial differencesNon-verbal differences


Introduction: Culture can be described as a shared symbols, beliefs,attitudes, value, expectations and norms for behavior. Culture that we share with all the people living in our country.

• Each of us belongs to an ethic group, a religious group and a profession that has own special language and custom.

• Sometimes specific directions are given about acceptable norms of behaviour.


Cultural differences

Visible Communication styles

Attitudes towards conflict

Decision making styles

Approaching to knowing

InvisibleBeliefs

Values

ExpectationAttitudes

Why Cross Culture is important ?

• Globalization.

• Business opportunities.• Job opportunities.

• Sharing of views and ideas.

• Talent improvisation.


When we communicate with a person from a different culture, we encode message in relation to our own cultural practices. But the receiver may decode it according to his/her cultural assumptions.

Communication in a culture diverse world:

Some examples:


( 1.) Japanese auto manufacturer Mazda opened a plant in the U.S.. Its officers gave baseball caps and told U.S. employees to wear caps at work with other uniforms. The employees understood that the caps were voluntary accessory so they did not wear it. Japanese managers were upset and regarded as disrespect .


( 2.) Exhibitors at a trade show could not understand why Chinese visitors were not visiting their booth. They were wearing green hats and also giving to all visitors as promotional item. Later they discovered that Chinese believe green hats as a symbol of infidelity they believed “ he wears green hat indicate that man’s wife is cheating him. As they replaced green cap with red T-shirt, all started to visit booth.


Contextual differences: We understand the meaning of a message by

our culture. This reference to culture in order to understand a message is known as cultural context.

Cultural context can be divided into “high context culture” and “low context culture”.

In a high context culture such as south Korea or Taiwan, people rely less on verbal communication and more on the context of non verbal actions. they are not professional in manners.


In a low context culture like in U.K., U.S.A. or Germany, people are more professional and less

personal and rely more on verbal and written communication.

When people of these different cultures are communicating for business purpose, misunderstandings can happen. Contextual

differences can be of three types: Decision making practices: In low- context cultures, business people try to reach decisions as quickly as possible, while in

high context this would be unsuitable.


Problem solving techniques:Cultures differ in tolerance for

disagreements.U.S. business people debate and

confront while finalizing deal but Japanese and Chinese business man avoid such and for them back down from a proposal means losing a face and highly insulting.


Negotiating styles:low context culture see their goal in

economic terms only.High context Japanese business man

prefer a more sociable negotiation on the basis of trust , for them immediate economic gain is secondary.


Legal and ethical differences: Low context culture value written words. They consider written agreements as binding which must be followed at any cost, while high context culture put less emphasis on written word and consider personal contact more important. They see law with flexibility. In U.K. an accused is innocent until proved guilty, while in Turkey, Mexico an accused is guilty until proved innocent


Social differences: Social differences can become barriers to communication. They are likeRoles and status: In some countries, women don’t play a prominent role in business. In U.S. people call top managers by Mr. Arther, Ms Sampras They have large office, while in China business people are called by the titles like “President, Manager” They sit in the middle of his staff.


Use of Manners: What is polite in one culture may be rude in

another culture. Examples:

” How was your weekend?” is common way of talking in U.S., while in the middle east countries it is impolite. In Arab countries it is impolite to give a gift to a man’s wife but it is acceptable to give the gift to the children.


Concept of Time:U.S., German and British business

men will plan their days as efficiently as possible for any particular task, while in Asia and Latin America, the business men view the time as a flexible unit. They take it very easy.


Non-verbal differences:Non-verbal communication is

extremely reliable to understand meaning in general way when the communicators belong to the same culture. So interpreting non-verbal elements according to your own culture can be dangerous.


Concept of personal space: Positioning oneself while carrying on a

conversation plays a very important role to build up a business relation ship.

Example: People in Canada or U.S.A., maintain the

distance of approximately five feet during the conversation. But for Germans and Japanese, this distance is uncomfortably close, whereas for Arabs, it is uncomfortably far off.


Use of Body language: Differences in body language can be a

major source of misunderstanding during the intercultural communication.

Examples: “No” is conveyed in different body

gestures in different cultures. people in Canada shake their heads from

left to right. Bulgarians nod up and down. Japanese move their right hand. In Sicily, people raise their chin.

Eye in different culture

• In some cultures, looking people in the eyes is assumed to indicate honesty and straight forwardness , in others it

is seen as challenging and rude .

• In Arab culture too little eye contact is regarded as disrespectful .

• In English culture certain amount of eye contact is necessary but too much makes people uncomfortable

• In South- Asian countries direct eye contact is regarded aggressive & rude .

Hand Gestures in Different Cultures

U.S. = O.K. JAPAN = MONEY

RUSSIA = ZERO

BRAZIL = INSULT

However, the going However, the going good sign translates good sign translates

into a rude and into a rude and offensive gesture in offensive gesture in Islamic and Asian Islamic and Asian

countries. In Australia, countries. In Australia, it means OK, but if you it means OK, but if you move it up and down, it move it up and down, it is considered as a grave is considered as a grave

insult.insult.

Thumbs up sign in different cultures

The cross may have or -iginated from Pagan symbols that means to ward off evil. Many tim -es people cross their fingers before telling a lie, as it is believed to countervail the evil that comes of the lie. It is a positive and negative symbol as it interprets both luck or lies.

Fingers Crossed Hand Fingers Crossed Hand

How to overcome cross-cultural com.

1.1. Slow down

2. Separate question

3. Use easy words

4. Write it down

5. Be supportive

6. Check meaning

Remember…..

When We hear,When We hear, We forget.We forget.When We see,When We see, We remember.We remember.When We do,When We do, We understand.We understand.

Education

3. barriers to communication