BUSINESS COMMUNICATION: BUSINESS COMMUNICATION BARRIERS TO COMMUNICATION REPRESENTED BY: MANI VERMA BBA-II B BARRIERS TO COMMUNICATION: BARRIERS TO COMMUNICATION Communication is one of the most common and essential human activities. Perfect communication takes place when the receiver understands the message exactly in the way the sender intends. Quite often miscommunication arises due to one barrier or the other. Barrier or problems can arise at any stage of the communication. Slide 3: BARRIERS TO COMMUNICATION BARRIERS TO COMMUNICATION: BARRIERS TO COMMUNICATION THE SENDER’S LEVEL IN THE RECEIVER’S LEVEL IN TRANSMISSION LEVEL WHERE NOISE OCCURS TYPES OF BARRIERS TO COMMUNICATION: TYPES OF BARRIERS TO COMMUNICATION 1. Intrapersonal Barrier 2. Interpersonal Barrier 3. Organizational Barrier 4. Semantic Barrier Slide 6: INTRA-PERSONAL BARRIER INTRA-PERSONAL BARRIER: INTRA-PERSONAL BARRIER Individuals are unique because of their idiosyncrasies. This is mainly because of differences in experience, education, value and personality. Each of us interpret the same information in different ways as our thinking varies. WRONG ASSUMPTIONS: WRONG ASSUMPTIONS Many barriers stem from wrong assumptions. For example- your friend writes you a letter that he is reaching delhi by such train. By writing this he presumes that you will receive him at the station and make him stay at your house while you assume that he is coming to meet some of his relatives & will naturally stay there. Here different assumptions have caused barrier in communication. WRONG ASSUMPTIONS: WRONG ASSUMPTIONS Wrong assumptions are generally made because the sender or the receiver does not have adequate knowledge about each other’s background. A skilled communicator keeps these issues in mind to prevent them from becoming barriers. SELECTIVE PERCEPTION: SELECTIVE PERCEPTION Selective perception means that the receivers selectively see and hear depending upon their needs, motivation, background experience and other personal characteristics. While decoding the message they project their own interest and expectation in the process of communication further leading to a particular kind of feedback. DIFFERING BACKGROUND: DIFFERING BACKGROUND People vary in terms of their education, culture, language, environment, age, sex, financial status etc. Our background plays significant role in how we interpret the message. A computer company representative would not make much sense to a group of doctors if in his presentation goes into details. WRONG INFERENCES: WRONG INFERENCES Communication quite often breaks down or becomes an embarrassing affair if we keep acting an assumption without caring to seek clarification. For example—a customer writes to us that he/ she would be visiting our office on a particular day without caring to write/ telephone that he/ she would like to be picked up assuming that we will do that as a routine, it would be regarded as a case of incomplete communication. It may lead to loss of goodwill. CLOSED MIND: CLOSED MIND The expression ‘closed mind’ refers to thinking tendency of the people that they know everything about the issue and therefore refuse to accept any further information on that topic. People who feel that they know it all are called pansophists . Slide 14: INTER-PERSONAL BARRIERS INTER-PERSONAL BARRIERS: INTER-PERSONAL BARRIERS Intrapersonal barriers stem from an individual’s attitudes or habits whereas Inter-personal barriers occur due to inappropriate transaction of words between two or more people. LIMITED VOCABULARY: LIMITED VOCABULARY During your speech, if you are at loss of words, your communication will be very ineffective and you will leave a very poor impression on your audience. If you have a varied and substantial vocabulary, you can create an indelible impression on your listeners. COMMUNICATION SELECTIVITY/ FILTERING: COMMUNICATION SELECTIVITY/ FILTERING When Receiver pay attention only to a part of the message, sender is not at fault. Communication selectivity may act as a barrier in written forms of communication as well. When you read a story, if you read only certain parts and omit others, you are posing this barrier. POOR LISTENING SKILLS: POOR LISTENING SKILLS Misunderstanding and conflicts can be mitigated if people listen to the message with full attention. In order to become a good listener we have to learn to rise above our egos, keep our eyes and ears open and empathize with others. Slide 19: SEMANTIC BARRIERS NOISE: NOISE Noise can be defined as any unplanned interference in the communication environment, which causes hindrance in the transmission of message. Noise occurs primarily at the transmission level which distorts interpretation or the decoding part of the communication process. Noise can be classified as channel and semantic . SEMANTIC BARRIERS: SEMANTIC BARRIERS Semantic barriers arise due to problems in language. Language is the most important tool of communication but its careless use can be dangerous At the receiver’s level reception may be inaccurate because of inattention. Semantic noise are faulty grammar, mis -spellings and incorrect punctuation. One must aim at simplicity, clarity and brevity so as to minimize the chances of different interpretations. ORGANIZATIONAL BARRIERS: ORGANIZATIONAL BARRIERS Rigid, hierarchical structure usually restricts the flow of communication. This is because there are numerous transfer points and each of these points has the potential to distort, delay or lose the message. To obviate this, there should be a direct contact between sender and receiver with minimum transfer stations. Slide 23: ORGANIZATIONAL BARRIERS TOO MANY TARNSFER STATIONS: TOO MANY TARNSFER STATIONS When messages pass on from one person to another in a series of transmission they are likely to become less and less accurate. The message gets distorted at each level because of poor listening or lack of concentration. FEAR OF SUPERIORS: FEAR OF SUPERIORS In rigidly structured organization, fear or awe of the superiors prevents sub-ordinates from speaking frankly. To avoid speaking directly to their boss, some employees may either shun all communication with their superiors or they may present all the information that they have. FEAR OF SUPERIORS: FEAR OF SUPERIORS Sometimes out of fear employees do not communicate available information. It may result in sending partial information. Fear of full disclosure or non-disclosure misleads a superior. USE OF INAPPROPRIATE MEDIA: USE OF INAPPROPRIATE MEDIA Some of the common media used in organizations are graphs, charts, telephones, fax machines, computer presentations, e-mails, slides, teleconferencing and video-conferencing. While choosing the media you should therefore keep in mind the advantages, disadvantages and potential barriers to communication. INFORMATION OVERLOAD: INFORMATION OVERLOAD One of the major problems faced by organization today is the availability of huge amount of data which the receiver is unable to handle. Receiver should receive only that amount of facts and figures at one time that he/she can absorb. Major points should be highlighted, leaving out all irrelevant things. This kind of reducing can reduce the problem of information overload to a great extent. TIPS FOR EFFECTIVE COMMUNICATION: TIPS FOR EFFECTIVE COMMUNICATION Create an open communication environment. Always keep the receiver in mind Avoid having too many transfer stations Be aware of diversity in culture, language etc. Use appropriate non-verbal cues. Select the most suitable medium. Utilise feedback. Be specific. Slide 30: ANY QUESTIONS ???? Slide 31: THANK YOU .