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Barriers of Communication in business communication

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BUSINESS COMMUNICATION
UNIT -4
BARRIERS OF COMMUNICATION
Barriers to Effective Communication in Business
Planning, prepara...
For example An English speaking person and a German speaking person will not be able
to communicate without a good knowled...
BUSINESS COMMUNICATION
communication gap between them, which may affect their relationship. Time can act as a
barrier to c...
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Barriers of Communication in business communication

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Barriers of Communication: Types of barriers – Technological – Socio-Psychological barriers – Overcoming barriers, Types of listening.

Barriers of Communication: Types of barriers – Technological – Socio-Psychological barriers – Overcoming barriers, Types of listening.

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Barriers of Communication in business communication

  1. 1. BUSINESS COMMUNICATION UNIT -4 BARRIERS OF COMMUNICATION Barriers to Effective Communication in Business Planning, preparation and practice of communication will be incomplete and unsuccessful unless one identifies and understands the barriers to effective communication. These barriers are physical, sociological and psychological obstacles that interfere with the planning, organization, transmission and understanding of the message. Types of Barriers to Effective Communication Some of the most important barriers to effective communication in business are explained below. Language Barrier  Lack of common language: Language uses oral or written symbols to transmit meanings from one person to another. It is not possible for them to communicate with each other unless they know some common language, which is properly, understood by both of them. JYYOTHEES MV asst. professor source: Google Page 1
  2. 2. For example An English speaking person and a German speaking person will not be able to communicate without a good knowledge of each other’s language. If both of them know a common language, say French their knowledge of French word, phrases, clauses and sentence-structure should be adequate to express their thoughts and feelings.  Semantic Barrier: Words are said to have no meaning but they represent arbitrary meaning associated with it. A word may have a variety of meanings and the meaning attributed to a word by the communicator may not be the same as that of the receiver’s attributed meanings of that word. A word can have different meaning to different people at different occasions. Sometimes, the receiver wrongly enters the intended meaning of the sender’s word by attributing negative meaning to it.  Poor vocabulary: Poor vocabulary makes our message more difficult and less effective. The words have different connotative and denotative meanings. The communicator needs to know them clearly in order to use them with clarity and precision. Words stand not only for their meanings but they are also charged with action and emotions. Poor vocabulary does not allow the communicator to write or speak effectively. If does not allow the receiver to understand the message clearly.  Poor grammar and punctuation: Poor knowledge of grammar and punctuation is a barrier to verbal communication. A good vocabulary is useless unless the communicator acquires the knowledge of how to use it in a sentence. More than ever before, the people involved in written and oral communication today must have superior grammar skills because an understanding of grammatical structures provide excellent basis for effective writing, speaking, listening and reading skills. . Physical Barriers  Noise: It interferes with the transmission of the signals. It also refers to the ‘unwanted’ signals of messages, which interferes and disturb the reception of the wanted signals. This disturbance is usually in the form of sounds, but it need not be always the sounds. It can be in visual, audio-visual, written, physical or psychological form also  Time: The frequency of communication encounters affects the human relationships and the intensity of human relations is affected by the amount of time that passes between these encounters. If the employee does not communicate with their superiors for a long time, or if husband and wife stay away from each other for a ling time, it may create a
  3. 3. BUSINESS COMMUNICATION communication gap between them, which may affect their relationship. Time can act as a barrier to communication in some other ways also  Distance:. Distance between the workbenches in the offices or in the modern production departments and half partitions between them are the distance barriers, which severely limit the communication among the employees. By minimizing the physical distance down to the personal distance that ranges from 1.5 to 4 feet. The boss can minimize the status difference between himself and his employees. A friend or a colleague who ceases to maintain the personal distance, i.e. 1.5 to 4feet, and keeps himself always beyond the distances of 12 to 25 feet is a friend who keeps communication gap.  Age: The age, maturity, educational background and the eras in which a person grows up make a generation, which inevitably comes in the way of human communication. The generation gap becomes obvious in their use of vocabulary and style of speeches and the values of life to which they stick or adhere  Sex: Men and women communicate with one another according to their sex. When they work together in a group, men tend to be more assertive, acquisitive, self -confidence and aggressive than the women. This may be because a five year boy is encouraged to ‘hit back’ by his father, but the boy’s sister is told that girls ‘don’t fight’. Thus, sex stands as a barrier to a direct, honest and appropriate expression of a female’s thoughts, opinions and beliefs.  Social-psychological Barriers  Status barrier: Statue is a position or social rank of a person in a group. It depends on the person’s abilities, amount of pay, job-skills, seniority; type of work assigned, age, etc. statue reflects the degree of power, authority, importance and responsibility placed on an individual by the other people in the society. The people at the lower status are usually afraid of communication unpleasant and unfavorable information to the high-status people. They get scared of entering into the air-conditioned cabins with runs on the floor and a number of telephones on the table  Attitudes and values: The attitudes serve the personal needs of the people. They provide need satisfaction to the individuals. When the message is unfavourable to the receiver, he cannot be easily persuaded by it. The people in terms of their attitudes and values interpret the message. Their attitudes and values are different not merely because JYYOTHEES MV asst. professor source: Google Page 3
  4. 4. they are physically different but also because they have different backgrounds. They deal with the individuals and events according to their attitudes and assumptions. Their personal attitudes, values and opinions are the barriers to an effective communication.  Different perception of reality: Francis Bacon has said, ‘Man prefers to believe what he prefers to be true’. The individual experiences and their interpretations are never identical because their perceptions are different. If two friends see a movie together, their interpretation, of the events and the characters in it will certainly be different. The communication barrier arises as a result of different selective perceptions of the same object or idea by two or more people. Our physical senses like hearing, sight, taste, touch and smell are our contacts with the physical world.  Abstracting: We use language to communicate our experiences and feelings, but we cannot communicate every detail of it. We cannot communicate every detail of our experience to others. Also, we focus our attention on some details and do not bother about the rest  Closed-Mindedness: A person may close his mind to communicate receptions, if he considers himself to be a person who knows ‘all’ about a particular subject. It is very difficult to communicate with a man who has deeply rooted prejudiced mind. Such a man is not prepared to receive any message on a subject about which he assumes to know everything. His mind is closed to new ideas, facts and suggestions  Distortion, filtering and editing: When a message is transmitted through translations, interpretations, explanations and simplifications, some part of it gets distorted or lost. The accuracy of the message is lost and the transmission becomes imperfect as the message goes through the filters of translations and simplifications. The upward communication also tends to be distorted and filtered. The negative effects of the informal channel like grapevine are due to distortions and filtering.  Bad listening: Bad listening is one of the major communication problems. Misunderstanding and conflicts can be reduced if people would listen the message with enough attention. Most people do not listen very well due to various distractions, emotions, excitement, indifference, aggressiveness and wandering attention. One of the major reasons for bad listening is an individual’s continual thinking about his own problems and worries. The poor listeners always feel that the thought in his mind is more interesting than what the speaker is saying.
  5. 5. BUSINESS COMMUNICATION  For example A college student involves himself in thinking about his girl friend rather than listening to the lecture of his professor. Bad listening can also be due to some strong reason for worrying. An employee may get engrossed in worrying about the sickness of his daughter rather than listening to the instructions given by his manager.  Emotions: Negative emotions are obstacles in the communication. Emotions are our feelings about the world around us. Usually, the positive emotions such as joy, love or affection do not interfere with communication, but the negative emotions act as strong barriers to effective communication. Emotionally excited communicator is unable to organize his message properly.  Resistance to change: If we receive a message, which proposes a new idea, we tend to be inattentive to it. The new idea is rejected consciously or sometimes unconsciously if it conflicts with our beliefs, morals, values, attitudes and opinions of the receiver. The average adult human mind ignores the new idea, especially when he feels insecurity and uncertainty about its aftermath. Types of listening Here are six types of listening, starting with basic discrimination of sounds and ending in deep communication. Discriminative listening Discriminative listening is the most basic type of listening, whereby the difference between difference sounds is identified. If you cannot hear differences, then you cannot make sense of the meaning that is expressed by such differences. We learn to discriminate between sounds within our own language early, and later are unable to discriminate between the phonemes of other languages. This is one reason why a person from one country finds it difficult to speak another language perfectly, as they are unable distinguish the subtle sounds that are required in that language.  Likewise, a person who cannot hear the subtleties of emotional variation in another person’s voice will be less likely to be able to discern the emotions the other person is experiencing. Biased listening JYYOTHEES MV asst. professor source: Google Page 5
  6. 6. Biased listening happens when the person hears only what they want to hear, typically misinterpreting what the other person says based on the stereotypes and other biases that they have. Such biased listening is often very evaluative in nature. Evaluative listening In evaluative listening, or critical listening, we make judgments about what the other person is saying. We seek to assess the truth of what is being said. We also judge what they say against our values, assessing them as good or bad, worthy or unworthy.  Evaluative listening is particularly pertinent when the other person is trying to persuade us, perhaps to change our behavior and maybe even to change our beliefs. Within this, we also discriminate between subtleties of language and comprehend the inner meaning of what is said. Typically also we weigh up the pros and cons of an argument, determining whether it makes sense logically as well as whether it is helpful to us.  Evaluative listening is also called critical, judgmental or interpretive listening. Appreciative listening  In appreciative listening, we seek certain information which will appreciate, for example that which helps meet our needs and goals. We use appreciative listening when we are listening to good music, poetry or maybe even the stirring words of a great leader. Sympathetic listening  In sympathetic listening we care about the other person and show this concern in the way we pay close attention and express our sorrow for their ills and happiness at their joys. Empathetic listening  When we listen empathetically, we go beyond sympathy to seek a truer understand how others are feeling. This requires excellent discrimination and close attention to
  7. 7. BUSINESS COMMUNICATION the nuances of emotional signals. When we are being truly empathetic, we actually feel what they are feeling.  In order to get others to expose these deep parts of themselves to us, we also need to demonstrate our empathy in our demeanor towards them, asking sensitively and in a way that encourages self-disclosure. Therapeutic listening  In therapeutic listening, the listener has a purpose of not only empathizing with the speaker but also to use this deep connection in order to help the speaker understand, change or develop in some way. This not only happens when you go to see a therapist but also in many social situations, where friends and family seek to both diagnose problems from listening and also to help the speaker cure themselves, perhaps by some cathartic process. This also happens in work situations, where managers, HR people, trainers and coaches seek to help employees learn and develop. Relationship listening  Sometimes the most important factor in listening is in order to develop or sustain a relationship. This is why lovers talk for hours and attend closely to what each other has to say when the same words from someone else would seem to be rather boring.  Relationship listening is also important in areas such as negotiation and sales, where it is helpful if the other person likes you and trusts you. False listening  False listening occurs where a person is pretending to listen but is not hearing anything that is being said. They may nod, smile and grunt in all the right places, but do not actually take in anything that is said. This is a skill that may be finely honed by people who do a lot of inconsequential listening, such as politicians and royalty. Initial listening  Sometimes when we listen we hear the first few words and then start to think about what we want to say in return. We then look for a point at which we can interrupt. We are also not listening then as we are spending more time rehearsing what we are going to say about their initial point. JYYOTHEES MV asst. professor source: Google Page 7
  8. 8. Selective listening  Selective listening involves listening for particular things and ignoring others. We thus hear what we want to hear and pay little attention to ‘extraneous’ detail. Partial listening  Partial listening is what most of us do most of the time. We listen to the other person with the best of intent and then become distracted, either by stray thoughts or by something that the other person has said Full listening  Full listening happens where the listener pays close and careful attention to what is being said, seeking carefully to understand the full content that the speaker is seeking to put across.  This may be very active form of listening, with pauses for summaries and testing that understanding is complete. By the end of the conversation, the listener and the speaker will probably agree that the listener has fully understood what was said.  Full listening takes much more effort than partial listening, as it requires close concentration, possibly for a protracted period. It also requires skills of understanding and summary. Deep listening  In deep listening, you listen between the lines of what is said, hearing the emotion, watching the body language, detecting needs and goals, identifying preferences and biases, perceiving beliefs and values, and so on.
  9. 9. BUSINESS COMMUNICATION Name Description Active listening Listening in a way that demonstrates interest and encourages continued speaking. Appreciative listening Looking for ways to accept and appreciate the other person through what they say. Seeking opportunity to praise. Alternatively listening to something for pleasure, such as to music. Attentive listening Listening obviously and carefully, showing attention. Biased listening Listening through the filter of personal bias. Casual listening Listening without obviously showing attention. Actual attention may vary a lot. Comprehension listening Listening to understand. Seeking meaning (but little more). Content listening Listening to understand. Seeking meaning (but little more). Critical listening Listening in order to evaluate, criticize or otherwise pass judgment on what someone else says. Deep listening Seeking to understand the person, their personality and their real and unspoken meanings and motivators. Dialogic listening Finding meaning through conversational exchange, asking for clarity and testing understanding. Discriminative listening Listening for something specific but nothing else (eg. a baby crying). Empathetic listening Seeking to understand what the other person is feeling. Demonstrating this empathy. JYYOTHEES MV asst. professor source: Google Page 9
  10. 10. Evaluative listening Listening in order to evaluate, criticize or otherwise pass judgment on what someone else says. False listening Pretending to listen but actually spending more time thinking. Full listening Listening to understand. Seeking meaning. High-integrity listening Listening from a position of integrity and concern. Inactive listening Pretending to listen but actually spending more time thinking. Informative listening Listening to understand. Seeking meaning (but little more). Initial listening Listening at first then thinking about response and looking to interrupt. Judgmental listening Listening in order to evaluate, criticize or otherwise pass judgment on what someone else says. Partial listening Listening most of the time but also spending some time day-dreaming or thinking of a response. Reflective listening Listening, then reflecting back to the other person what they have said. Relationship listening Listening in order to support and develop a relationship with the other person. Sympathetic listening Listening with concern for the well-being of the other person. Therapeutic listening Seeking to understand what the other person is feeling. Demonstrating this empathy. Total listening Paying very close attention in active listening to what is
  11. 11. BUSINESS COMMUNICATION said and the deeper meaning found through how it is said. Whole-person listening Seeking to understand the person, their personality and their real and unspoken meanings and motivators. JYYOTHEES MV asst. professor source: Google Page 11

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