COMMUNICATION 1.6

COMMUNICATION 1.6

[BARRIERS of COMMUNICATION]

1. INTRAPERSONAL BARRIERS

2. INTERPERSONAL BARRIERS

3. ORGANIZATIOPNAL BARRIERS

1. INTRAPERSONAL BARRIERS

Individuals are unique. Differences in experiences, education, values, and personality. Interpretation of the same information differently. Intrapersonal Barriers occur due to,

a. Wrong Assumptions, b. Varied Perceptions, c. Differing Background, d. Wrong Inferences, e. Impervious Categories, f. Categorical Thinking.

a. Wrong Assumptions 

• Sender & Receiver being unknown to each other’s background, experience or education.
• Try to put yourself in the shoes of the listener.

b. Varied Perceptions 

• Individuals also perceive situations differently.
• None of them is wrong.
• It’s all a matter of perception.
• The best way is to step back & take a wider perspective.

 c. Differing Backgrounds 

• No two persons have similar background.
• Empathy or identification with another person is the solution.
• Use language understood by the receiver to avoid any uncertainty.
• One ought to be cautious while using words. Words must be suited to the      audience. 
• Express your ideas as simply and clearly as possible.

d. Wrong Inferences 

• Sometimes we fail to distinguish between what actually exists and what we had assumed.
• Inferences are more dramatic than facts, and they give more scope for gossip & rumour.
• Facts are essential to analyse material, solve problems and plan procedures.

 e. Impervious Categories 

• People of impervious category generally don’t want to deviate from their point of view.
• Such people are very rigid in their opinion and may face problems in communicating effectively.
• They tend to ignore variations & differences, which lead to unreliable conclusions.
• This is a result of having closed mind. Such people are called misoneists.

 f. Categorical Thinking 

• People who feel that they ‘know-it-all’ are called pansophists. 
• This type of thinking can pose a major barrier, leading to a failure in communication. 
• “All/ Always/ Everybody/ Everything/ Every time/ None/ Never/ Nobody/ Nothing…"
• To avoid this barrier, Use ‘in most situations’, ‘likely’, ‘the evidence indicate’, etc.
• If data is insufficient, its better to admit that we are unaware of the rest of the information.

2. Interpersonal Barriers

Interperasonal barriers stem from an individual’s attitudes or habits, whereas interpersonal barriers occur due to the inappropriate transaction between two or more people. The most common reasons are, 

a. Limited Vocabulary, b. Incongruity of  verbal & nonverbal message, c. Emotional Outbursts, d. Communication Selectivity, e. Cultural Variations, f. Poor Listening Skills, g. Noise in the Channel.

a. Limited Vocabulary

• An inadequate vocabulary can be a major hindrance in communication. 
• Make constant efforts to increase your vocabulary by reading books and listening to good speakers. 
• Enjoy the language! 

b.   Incongruity of Verbal & Non-verbal Message 

• The difference between the verbal & non-verbal communication leaves the listeners feeling confused & puzzled.
• Non-verbal communication usually enhances and enlivens verbal communication.
• Physical appearance is also important. 

c. Emotional Outbursts 

• Emotions are an integral part of our life. 
• Positive emotions if used reasonably can make the communication more effective. 
• Excessive emotional involvement can be an obstacle in communication. Like extreme anger.

 d. Communication Selectivity 

• If in a communication process, receiver pays attention only to a part of the message, this barrier is called Communication Selectivity. 
• We do so because we may be interested only in that part which may be of use to us. 
• Here sender is generally not at fault. 

e.   Cultural Variations 

• One of the predominant factors in communication failure.
• Globalization
• Multinational workforce
• Know the business practices, social customs,, and etiquette of a particular country.

f. Poor Listening Skills

           

• A common obstacle. 
• Difference between listening & hearing. 
• Emotional disturbances, indifference, wandering attention, self centeredness  etc. 
• Good speaker as well as better listener. 
• Pay proper attention, ask questions at the appropriate moment, don’t jump to the conclusions, maintain your composure. 

g.   Noise in the Channel 

• Any unwanted signal which interferes in the flow of communication. 
• Can also be of visual, audio-visual, written, physical or psychological forms. 
• Reduced interest of receiver in the message.  

  3. Organizational Barriers

In organizations with many levels of communication, messages have a greater chance of being distorted. This occurs due to, 

a. Too Many Transfer Stations, b. Fear of Superiors, c. Negative Tendencies, d. Use of Inappropriate Media, e. Information Overload.

a. Too Many Transfer Stations 

• Usually messages get distorted in huge organizations with several layers of communication channels. 
• Because of poor listening, lack of concentration, communication selectivity etc.
• Transfer stations do serve the purpose but too many of them must be avoided.

                                                    b.   Fear of Superiors 

• In rigidly structured organizations, fear of the superiors prevents subordinates from speaking frankly.
• Its essential to create an open environment to increase the confidence of      people to speak freely. 
• By encouraging active participation from the subordinates, more fresh ideas, resources and solutions could be arranged.

c.   Negative Tendencies

• Conflict of ideas between members and non-members of a work group. 
• And it paves the way for negative tendencies in the organization.
• Leading to create noise in interpersonal communication.

      d.   Use of Inappropriate Media

•     While choosing the medium, one should keep in mind the advantages, disadvantages and potential barriers to communication.
•    Following factors should be considered, (i) time, (ii) cost, (iii) type of message, (iv) intended audience. 
•    Usually, a mix of media is best for effective communication. 

e.   Information Overload

• Huge amount of data: one of the major problems faced by organizations today.
• Usually results in fatigue, disinterest and boredom.
• Quality of information is more important than the quantity of information.
• Screening of information must be done to highlight the major points.

                  (to be continued...)