Techniques to overcome communication barriers


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Barriers to communication can be overcome by the right use of media, optimal use of channels and a well-structured communication policy in an organization.

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Techniques to overcome communication barriers

  1. 1. Techniques to Overcome Communication BarriersChapter 13
  2. 2. Chapter 13
  3. 3. The communication media, the channels,communication environment and policy,and regular dissemination of information and motivational messages are the elements of communication. Chapter 13
  4. 4. The media of internal communication are within the control of the administration. Notice board andbulletin board are effective when theyare placed at easily visible locations,up-to-date, well organized and neatlylaid out, short concise, and in simple language Chapter 13
  5. 5. Chapter 13
  6. 6. Chapter 13
  7. 7. Office procedures have to be laid down to ensure thatmessages and information reach concerned persons at the proper time. Meetings of task teams, departments, and all staff are needed to ensure that information and motivational messages move and reach their intended audience. Absence of human touch and contact can create emotional barriers between people and groups. Chapter 13
  8. 8. The channel of information, that is “who received whatinformation through whom” is an important aspect of communication Chapter 13
  9. 9. Information and messages must gothrough proper channels and in time. Communication can be passed downward in a meeting so that everyone receives it at the same time in the same environment Chapter 13
  10. 10. Suggestions schemes are meant to overcomethe status block and loss of information that occur in upward movement of communication. Open door policy helps in developing status block. The system of internal communication has to be checked constantly to make sure that there are no undue delays in conveying information Chapter 13
  11. 11. The administration needs a considered and well implemented policy about keeping its members informed. Information given in planned and systematic manner overcomes the problem of grapevine rumors Chapter 13
  12. 12. The competence and state of health of the members of theorganization affect communication among them. Training and welfare centres are among the efforts thatorganizations make for maintaining a healthy atmosphere.Arranging for training of all staff in the skills of speaking, writing, reading and listening is an aspect of the administration’s policy about communication efficiency.Many organizations provide medical aid, gymnasiums and recreation for the staff in an effort to keep down stress levels Chapter 13
  13. 13. Individuals have to become aware that their communication skills need improvement and that their skills can be improved mainly by their own conscious effort. Emotions play an important role incommunication. Awareness and effort to avoid them can help a good deal. Most people make efforts to see other’s point of view and to become sensitive to the thoughts and feelings of others. Training and careful practice in writing and can enhance the ability to create and send effective messages. Semantic and language barriers can be overcome by using words having clear meaning by and also byusing visual aid whenever possible. The most important skill needed is listening which requires careful and consistent effort. Chapter 13
  14. 14. Training for good listening is largely personal responsibility and can be done by personal effort.Your listening reflects your basic attitude to people rather than just skills. Respect for people, deep inside, willing to share their ideas and views and being accepting, non-critical, non-judgmental and non-moralizing about what the other person is saying give other person the freedom to speak without fear Chapter 13
  15. 15. Chapter 13
  16. 16. Arrange for feedback by giving adequate time and opportunity by inviting question from the receiver, asking questions to find out what has been understood, making thelisteners summaries what they have understood Chapter 13
  17. 17. An open communication climate has to be created in order to gain feedbackfrom sub ordinates. Listening skill is avery important requirement for getting feedback. Be alert to see non-verbal feedback which is often givenunconsciously and indicates emotional reaction Chapter 13
  18. 18. Skill in giving feedback can make the appraisal interview less stressful for both the appraiser and the appraisee. Correcting and training subordinates is a part of amanager’s task; ability to give feedback is a valuable skill for managers. Chapter 13
  19. 19. The guidelines to express your response are: give feedback immediately or soon after the event; givefeedback in a positive manner; be specific, not generalor vague; be descriptive, not evaluative; give feedback on what the other person said and did; give feedback only on those aspects which the person can con troll and correct; restrict feedback to one or two important points at a time; be sure of your own motive in giving feedback. Chapter 13
  20. 20. You need to able to receive and acceptfeedback without feeling threatened.Seek and receive feedback with agenuine desire to improve; be non-defensive; guard against over-reacting;seek clarification and ask for specificinstances; think over the receivedfeedback. It is useful for everyone todevelop feedback skills; it improves inter-personal relationships and improvescommunication in the organization. Chapter 13
  21. 21. You need to able to receive and accept feedback without feeling threatened. Seek and receivefeedback with a genuine desire to improve; be non- defensive; guard against over-reacting; seek clarification and ask for specific instances; think over the received feedback. It is useful for everyone to develop feedback skills; it improves inter-personal relationships and improves communication in the organization. Chapter 13
  22. 22. The more successful you are, the more you will be required to function on the global level. Depend ondescription rather than evaluation or interpretation;person from different cultures evaluate and interpret differently. Try to feel yourself in the other’s role, values and frame of reference Chapter 13
  23. 23. . Diplomatic missions of different countries conduct seminars and courses to introduce their culture and customs to persons who areabout to visit or receive visitor from their country. Experience helps persons who make visits to many countries in the course of their work. Knowledge, experience and understanding of anothercountry’s culture is an advantage in being given assignments in that country. Chapter 13