What is communication ?

Process of communication
What is a barrier ?
Types of barriers
How to overcome communication barriers ?
Golden Rules of Effective Communication

All this followed by Class Activities . . .

What will we learn today ?

What is Communication ?

Communication (from Latin "communis", meaning to share)
is the activity of conveying information through the exchange
of thoughts, messages or information by speech, visuals,
signals, writing or behavior
Effective communication skills are a critical element in your career
and personal lives
In essence, it :
IS THE PROCESS OF MEANINGFUL INTERACTION
INVOLVES CHANGE IN BEHAVIOUR
MEANS TO INFLUENCE OTHERS
IS EXPRESSION OF THOUGHTS AND EMOTIONS
IS A SOCIAL AND EMOTIONAL PROCESS
IS A TOOL FOR CONTROLLING AND MOTIVATING PEOPLE
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Communication is a skill that you can learn. Its
like riding a bicycle or typing. If you are willing
to work at it, you can rapidly improve the
quality of every part of your life.

Communication is the art of being understood

The what (substance) of communication must
duly complement the how (style) and
why(purpose) of communication

Few Quotes . .


Objectives of Effective Communication

Stimuli
Sender/
Encoder
Message Medium
Receiver/
Decoder
Feedback
Verbal/Non-verbal
Stimuli
Communication Model

What is a barrier ?

A barrier is any difficulty or interference which
disturbs or hinders the smooth flow of
communication.
Or
Communication barriers are interference or obstacles
which can impede not only the transmission of idea or
information but alters understanding and acceptance
of it.

Barriers to Communication
Deficiencies of the Sender
Listeners lack of responsibility
Inappropriate means of communication

Often barriers to communication result in
misunderstandings, creation of unfavorable
attitudes, hostility, frictions and conflicts
How Communication Barriers occur ?
Culture&
Assumptions
Types Of
Barriers
Professional
Communication
Personal
Semantic
Or
Language
Physical/ Technical
Written
Communication
Psychological
Types of Barriers
A] Barriers in Organizational / Professional communication

o Downward Communication:
Information losses tend to be substantial at each level from top to
bottom
Original Message 100% Board Of Directors
63% Vice President
30% General Foreman
20% Worker
56% General Supervisor
40% Plant Manager
Types of Barriers . . Contd.
Executive Director
Vice President
A.G.M.
Manager
Supervisor
Forman
Supervisor 3
Supervisor 1
Supervisor 2
Manager
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Vertical Communication Horizontal Communication
o The Psychic Conflicts of Leadership
Status anxiety
Competition anxiety
o Organizational policy
o Organization rules & regulation
o Goal Conflicts
o Too many Levels of Organization
Types of Barriers . . Contd.
B] Barriers due to Culture And Assumptions

o Intercultural barriers
o Gender related barriers
o The Fear of Authority Barrier/ Status barrier
o Values and norms of behavior
o Concept of time and space
o Non verbal communication

Types of Barriers . . Contd.
C] Emotional / Psychological Barriers

o Beliefs and Attitudes
o Unclarified Assumptions/ Stereotyping
o Emotions
o Urge to debate or advise
o Close-mindedness / Defensiveness
o Prejudice/envy/dislike/hatred
o Source of Information
Types of Barriers . . Contd.
D] Personal Barriers to Communication

Barriers in Superior
Attitude of Superior
Fear of challenge of authority
Lack of time
Lack of awareness
Appearance of the Sender
Barriers in Subordinates
Unwillingness to communicate
Lack of proper incentive



Types of Barriers . . Contd.
Types of Barriers . . Contd.
E] Semantic /Language barriers to communication
o Word choice : too difficult, too technical, too easy
or slang
o Lag time
o Different frame of Reference
o Speakers style of speaking and mannerisms
o Grammar, Sentence Structure, Punctuation and
Spelling errors
o Vocabulary Deficiency
o Mispronounced or double meaning words

F] Physical/ Technical Barriers to Communication
o Disturbance in the communication channel
Complex organization structure
e.g. long channel and long distance of worker
Poorly defined authority and responsibility
e.g. organization chart
Too many levels
e.g. more the level -> more the distortion, delay, failure
o Information (Overload/under load)
Jamming because of irrelevant info
Response: Disagree to receive, error in processing, delay, filtering,,
escaping


Types of Barriers . . Contd.
o Technical faults
e.g. internet browser
o Mechanical failures
e.g.. telephone, T.V., Telex etc.
o Loss by transmission
o Noise
Traffic signal, ringing bell, mobile phone, loud music
Types of Barriers . . Contd.
G] Written Communication Barriers

o Typing errors
o Language errors
o Punctuation errors
o Upper case or Lower case
o Quality of Paper

Types of Barriers . . Contd.
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Management
Verbal Messages - the words we choose
Para-verbal Messages - how we say the
words
Non-verbal Messages - our body language

These Three Components are used to :
Send Clear, Concise Messages
Receive and Correctly Understand Messages
Sent to Us
Communication Involves Three
Components
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Management
Are concise and organized
Are free of jargon
Do not create resistance in
the listener
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Management
Non-verbal messages are the primary way
in which we communicate emotions
Facial Expression
Postures and Gestures
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Management
Para-verbal communication refers to the
messages that we transmit through the
tone, pitch and pacing of our voice

Always think ahead about what you are going to say
Use simple words and phrases that are understood by every
body
Increase your knowledge on all subjects you are required to
speak
Speak clearly and audibly
Carry a desire and willingness to try and see things from
other's perspective
In case of an interruption, always do a little recap
Always pay undivided attention to the speaker while listening
While listening, always make notes of important points
Always ask for clarification if you have failed to grasp others
point of view
ESSENTIALS OF COMMUNICATION
DOs
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ESSENTIALS OF COMMUNICATION
DONTs
Do not instantly react and mutter something in anger
Do not use technical terms & terminologies unless
essential
Do not speak too fast or too slow
Do not speak in inaudible surroundings
Do not assume that every body understands you
While listening do not distract the speaker
Do not interrupt the speaker
Do not jump to the conclusion that you have
understood everything
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Golden Rules of Effective Communication
IMPROVE YOUR LANGUAGE
IMPROVE PRONUNCIATION
WORK ON VOICE MODULATION
READ MORE & LISTEN MORE
INTERACT WITH QUALITY PEOPLE
THINK AND SPEAK
DO NOT SPEAK TOO FAST
KEEP APPROPRIATE DISTANCE
TOUCH ONLY WHEN APPROPRIATE
WORK ON BODY LANGUAGE AND EYE CONTACT
IMPROVE ON YOUR TOPIC OF DISCUSSION
PRACTICE MEDITATION & GOOD THOUGHTS
LOOK PRESENTABLE, CONFIDENT AND SMILE GENUINELY
AVOID UNWANTED LITERATURE, GOSSIP, MEDIA
PRESENTATION, ETC.
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1. Information losses tend to
be substantial at each
level from top to bottom
2. Differences in the
personal make up
3. Multiple meanings of
words & differences in
connotations
4. Environmental factors
which prohibit spending
and receiving of messages
5. Mind of the receiver of
the message
6. Breakdown in mechanical
instruments


A. Mechanical barrier

B. Physical barriers

C. Downward
Communications

D. Personal Barrier

E. Semantic or
language barriers

F. Psychological barrier