Barriers to Communication

Learning outcomes
At the end of this session you should be able to
List & define the different types of communication barriers Discuss each barrier with examples Discuss the reasons for the barriers to occur Explain problems in developing, transmitting, receiving & interpreting messages Explain how you can improve communication to minimize barriers

Introduction
Communication is a process by which you convey your message to someone or a group of people If the message is conveyed clearly and unambiguously, then it is known as effective communication When your message is not clearly understood you should understand that you are facing a barrier to communication

 Even if you work hard to understand a subject and write or speak effectively about it, you cannot be sure that your meaning has been received exactly This loss in meaning, which may block communication, is often called noise, interference or distortion.

Barriers to effective Communication

Physical Barriers

Semantic Barriers

Psychological Barriers

Physical Barriers
Barriers are caused by your own physical appearance, your audience, or the context of the document or presentation. tiredness, hearing, sight or speech problems, environment, technical problems, grammar, spelling, punctuation and sentence structure hissing ventilation, blowing air conditioning, ringing telephones or outside the building- such as traffic, construction speaking too quickly, mumbling, bad sound system, inadequate lighting, and uncomfortable seating. Poor connections

Semantic Barriers
Linguistic problems such as not knowing the language, the influence of one language to another, accent, idiom, differing abilities with language, tone, jargon, varying response to meaning of words. Connotations and denotations

 denotation
a literal meaning of the word

connotation
an association (emotional or otherwise) which the word evokes

Cheap vs Inexpensive Slim vs skinny

 Phrases that may have different meanings

When you have the time ASAP Moderate OK

Psychological Barriers
Emotional
Prejudice, close minded thinking, mood, anger, hatred, announcing something unpopular etc

Selectivity
exists because of competition for peoples time and attention - the selectivity block Information overload -> selecting relevant piece Can be affected by TIME & CONTEXT
i.e. rush assignment given to a secretary at 4.45pm as opposed to 9.45am You may read an article in a journal recommended & not if it appeared in another

Psychological barriers contd..

Selectivity also occurs as information goes upwards and downwards in an organisation. Personal interests and perceptions of what is important are going to result in FILTERING. This may result in confusion, distortion and error
i.e. filtering bad news based on the person you would be delivering the message to When messages are passed from the top level to the operational staff, managers can filter out what they feel should be the message and inform the employees

 Selective perception
refers to filtering what we see and hear to suit our own needs. This process is often unconscious. -> we hear/read what we want to hear/read

Subjective Perception
How one interprets the same situation differently based on context. Influenced by past experience etc.
i.e. sunshine and dry weather for a kid as opposed to a farmer

Questions
Why do these barriers occur? What are the problems in developing, sending, receiving & interpreting messages? How can you improve communication?

How do Barriers Occur?

Most communications are only partly successful because some meaning is lost while the message is being developed, transmitted, received or interpreted between sender and receiver.

Problems Developing Messages

Indecision about message content Unfamiliarity with the situation or receiver Emotional conflicts Difficulty expressing ideas

Slide 8 (of 16)

Problems Transmitting Messages

Physical bad connections, poor acoustics, illegible copy, etc. Conflicting messages and meanings verbal vs. nonverbal, etc. Too many links message transferred from person to person.

Slide 9 (of 16)

Problems Receiving Messages

Physical distracting signals and sounds, bad lighting, etc. Lack of attention by Receiver.

Problems Interpreting Messages

Different Backgrounds age, education, gender, social status, culture, temperament, health, religion, popularity, economic position, political beliefs, etc. Different Emotional Reactions different reactions to the same words on different occasions depending on the emotional relationship between Receiver and Sender.

Ways to Improve Communications

Create the message carefully think about your purpose and audience. tell the audience what to expect. use precise and specific language. stick to the point. connect new information to existing ideas. emphasise and review key points.

Ways to Improve Communications cont.

Minimize Noise Try to eliminate potential sources of interference. Choose the medium that will most likely attract the Receivers attention and maintain his/her concentration.

Ways to Improve Communications cont.

Facilitate feedback
Encourage feedback Be receptive to responses received.

Questions?