Linguistic Barriers Lack of Common Language It is a set of symbols having some meaning Grammatical Errors It is set of rules of language Colloquialism • Informal words or phrases • Used by young generation
Contd… Euphemism Using more polite words over harsh Double Meaning More than one meaning Jargons Example : Newspaper states ”The SC has ordered to maintain status-quo at the disputed site” Regional Accent
Physical Barriers External Noise Distance Technical Problem
Other Barriers Difference in Exposure Use of wrong channel Frequent Interruptions Lack of Feedback Lack of involvement
1. Control the Length of theSentenceNo such key ruleWiser to use short sentences, as they are simpleand easy to understand
2. Think Clearly Clarity of mind gives clarity to ideas nd inturn clarity to communicationA communicator cannot expect the audienceto grasp the meaning of what he/she wantsto communicate if he is not clear what he istrying to convey
3. Prefer Simple WordsIt is very simple to make communication morecomplicatedFor Eg, We express the hope that you will dealwith the matter expeditiouslyWe hope you will deal with the matter promptly
4. Consider the AudienceAlways analyze the audience beforepreparing to address it. Will they Understand technical terms What is their education levelUse jargons with caution. Select words thatthe audience can understand.
5. Use Familiar WordsIts advisable to use familiar words ratherthan unfamiliar foreign wordsEg. Antiquated Machines
The seven C’sWhen We talk about “ Effective Communication”one thing that comes in mind, what are the basicprinciples of “effective communication” .These principles tells us how your message canbecomes effective for your target group,These principles also tell about style andimportance of the message.These principles commonly known as 7 C’s ofeffective communication.
1) CompletenessMessage Receiver- either listener or reader, desirecomplete information to their question. e.g. a query bya customerProvide complete information in a short span of time.If possible, provide some extra information whichhe/she does not know and which may be useful to him.In this way you can maintain a good business relationwith him, otherwise he may switch to an othercompany.
Five W’s One way to make your message complete is to answer the five W’s. WHO? WHAT? WHEN? WHERE? WHY? The five question method is useful when you write requests, announcements, or other informative messages. For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent.
2) Conciseness Conciseness means “convey the message by using fewest words”. “Conciseness is the prerequisite to effective communication.” As you know that all of us are short of time . Hence a concise message save the time for both, the receiver and the giver.
How To achieve Conciseness ?For achieving the conciseness you haveto consider the following.1.Avoid wordy expression For eg. use“Now” instead of “At this time”2.Include only relevant material – Stickto the Purpose3.Avoid unnecessary repetition.
3) ConsiderationConsideration means – To consider thereceiver’s Interest/Intention.It is very important in effectivecommunication while writing a messageyou should always keep in mind your targetgroup
Three specific ways to indicateconsiderationFocus on “you” instead of “I” or “We”Show audience benefit or interest of thereceiverEmphasize positive, pleasant facts.
4) ConcretenessIt means that message should be specificinstead of general. Misunderstanding ofwords creates problems for both parties(sender and receiver).When you talk to your client always usefacts and figures instead of generic orirrelevant information.
Contd…The following guidelines should help you to achieve the Concreteness. Use specific facts and figures Choose image building wordse.gGeneralHe is very intelligent student of class and stood first in the class.
Contd…Concrete Ram scored 85% in his Graduation and he stood first in his college. Always write on a very solid ground. It should definitely create good image as well.
5) ClarityIn effective communication the messageshould be very much clear. So that readeror listener can understand it easily.You should always Choose precise words.Always choose familiar and easy words.Construct effective sentences andparagraphs.
6) CourtesyKnowing your audience allows you to usestatements of courtesy; be aware of yourmessage receiver.It is politeness that grow out respect andconcern for others.Appling socially accepted manners is a formof courtesy . Eg. Namaste
How to generate a Courteous Tone ?The following are suggestions for generating a courteous tone: Be sincerely tactful, thoughtful and appreciative. Use expressions that show respect for the others Choose nondiscriminatory expressions
7) CorrectnessAt the core of correctness is proper grammar,punctuation and spelling.The term correctness, as applied to effectivecommunication also mean three characteristics o Use the right level of language o Check the accuracy of figures, facts and words o Maintain acceptable writing mechanics
Use the right Level of Language There are three level of language 1. Formal – Respected Sir 2. Informal – Hi Dude 3. Substandard –
Substandard LanguageAvoid substandard language. Using correctwords, incorrect grammar, faulty pronunciationall suggest as inability to use good English. Someexamples follow:Substandard More AcceptableAin’t isn’t,aren’tCan’t hardly can hardlyAim to proving aim to proveDesirous to desirous ofStoled stolen