Bcom 1^st Year Miss-Communication Barriers and Improvements

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Miss-Communication Barriers and Improvements

Q.16. Explain the meaning and types of communication barriers. Give suggestions to remove communication barriers.

explain the main barriers of communication and also give suggestions to remove them.
Ans.

MEANING OF COMMUNICATION BARRIERS

Communication is completed when the receiver understands the message in the same sense and spirit as the communicator intends to convey. But practically, it has been noticed that perfect and
complete communication does not take place because of certain obstacles known as communication barriers. In simple words, communication barriers are the obstacles arising in the process of communication due to which message lost its original form. These barriers make the communication incomplete, unforceful and ineffective. These barriers can affect both the sender and the receiver.
The sender may not be able to convey what he actually wants to convey and the receiver may not be able to give a proper feedback which is necessary for completing the process of communication.

TYPES OF COMMUNICATION BARRIERS

Communication barriers may broadly be categorized into the following groups:
(1) Semitic (Language) Barriers: Semitic refers to the st d of meanings of words and signs. Semitic barriers arises due to language is the most important tool of communication but its careless use can be dangerous. Language barriers are as

(i) Words with different Meanings: Communication is mainly, takes place through spoken and written words. But some words convey different meanings to different people. When the receiver gets a different meaning to a word than what the sender’s intention was, there occurs miscommunication. Words and symbols used have several meanings depending upon the context in which
they are used. For example (a) Give me water to drink (b) The water dispute of Punjab and Haryana. In first sentences, water means glass of water but in second it refers to river.
(2) Use of technology words: Use of technical words also creates obstacles in the commutation. People working in technical and administrative groups use technical words. When the sender and the receiver belong to different fields, then use of such language may create miscommunication.
(3) Different language: Employees working in culturally diversified organizations and multinationals, have no common language when there IS no common vehicle to convey ideas and feelings, it creates communication barrier. Even competent translators fail to convey the exact meaning of different words of different language.

(4) Badly expressed message: Lack of clarity and precision in a message makes it badly expressed. Wrong choice of words, bad organization of ideas, poor sentence structure, inadequate
vocabulary lead to vague and poor expression and results to miscommunication.
(5) Unqualified assumptions: The sender of the message often makes some assumptions. When these assumption -are unknown to the receiver, communication suffers. Sometimes sender of a message assumes that receiver knows Basie facts of the information and therefore, he communicates only the latest development. If this assumption is wrong, communication fails to serve the purpose.

PHYSICAL OR MECHANICAL BARRIERS

Faulty physical and mechanical conditions also create barriers in the communication. Some of the physical barriers are as follows:
(1) Noise: Noise is a main physical and mechanical barrier which usually blocked the flow of the communication. Noise refers to a distracting element which disturbs the concentration of the sender
or the receiver and prevents them from focus-sing on the message. In a factory, for example, where there are machines and engines making a constant noise, oral communication become difficult. In
the same way, loud noise of speaker playing outside, traffic noise, faulty telephone lines etc. affects the listening process of person communicating. Mental tension, tiredness, worry or other mental disturbances also create problems in the effective communication.
(2) Overloaded information: The capacity of human’s brain to take message is limited. The receiver cannot comprehend and absorb beyond his mental capacity. When he heard the message beyond this limit then effective listening is not possible due to tiredness and anxiety.
(3) Improper time: Improper time of communication also hinders the process of communication. For Example, an order’ at closing hour to execute an urgent work, may cause resentment in the
employee who has to catch train for going back to his home. Phone call at midnight, interrupting sleep, irritates the receiver, if message is not urgent.
(4) Physical distance: Physical distance between the sender and the receiver also create hindrance in the smooth communication. Although electronic media has made communication fast and
easy but the electronic media cannot be expected to perfect all the time. There may be breakdown or defects in the mechanical equipment. For example, the listener may miss out important parts of
the message due-to disturbance in telephone lines.

ORGANISATIONAL BARRIERS

Organization barriers arise due to defects in the organization structure and the communication system of an organization. These are as follows:
(1) Long chain of command: When the scalar chain is unduly long, distance between top manager and workers increases. As a result, downward and upward messages have, to pass through
several levels causing delay and distortions.
(2) Wrong Choice of Channel: Wrong choice of channel may lead to communication failure. For illiterate people, written communication cannot be effective; for sales manager, fact-to-face communication is suitable. Wrong media leads to miscommunication even when the message is effectively and clearly formed. For example, if a manager wants to compliment an employee for his excellent. Performance, he should have face-to-face talk rather than sending a memo.
(3) Faulty rules and regulations: Rigid organizational rules and regulations interrupt the free flow of communication. It causes delay of messages and discourage to employees in conveying their
creative and innovative ideas.
(4) Lack of organization nail facilities: Improper and sufficient organizational facilities such as telephone, stationery, computer, office equipment etc. are not available, and then this is a big barrier in communication.

PERSONAL BARRIERS

Barriers directly linked with the social and psychological conditions of the sender and receiver of the message is known as personal barriers. Various factors like emotions, social values, different perceptions etc. cause misunderstanding among people at work and hinder the communication process.
(1) Baraviour and attitude: When the behavior and attitude of sender are different from that of receiver, it create barrier in the communication. For example, news of bonus is likely to be
received favorably by employees but they may oppose the decision of management to install computers due to the belief that it will reduce job opportunities for them.
(2) Emotions: Emotions block our mind; blur our thinking and we fail to organize the message properly. If the sender or receiver is angry, tense, exited or afraid, he will not be able to send or receive
the message properly.
(3) Status feeling: The organization status of the person also affects communication. Senior officers think that they know everything about hove to run the business and it is below their dignity to
accept any suggestion and advice from the subordinates. The workers also frighten to speak to his superior.
(4) Closed Mind: ‘Closed Mind’ refers to the narrowness of mind. Poor intellectual level, little learning and narrow interests turn a person’s thinking narrow. Narrowness of mind limits a person’s understanding of human nature and turns he biased. Such a person does not reconsider his opinions and loses the capacity to receive communication with sympathy. So, it becomes difficult to convince or persuade him. It creates a barrier in the way of effective communication.
(5) Inattention: Lack of attention on the part of the listener or, reader is a common barrier to communication. Most of the people just hear, do not listen attentively. They do not listen to what the
other is saying. Moreover, listeners who focus on the speaker’s dress, make-up or accent may fail to listen correctly.
(6) Attitude of subordinates: The negative attitude of subordinates also affects the communication flow. Their inferiority complexes, unwillingness to share information and fear of action are the
obvious barriers to communication.
(7) Attitude of Superiors: If the superiors are afraid of delegating authority and lack confidence in themselves and their subordinates then they try to conceal, cooler or filter the informant. Form of message transmitted is known as Miss-communication. Miscommunication destroys the basic purpose of communication and message loses its meaning.

CIRCUMSTANCES OF COMMUNICATION BARRIERS

(1) Miss-interpretation of message: Miss-communication arises when the message is not properly interpreted by the receiver. Lack of vocabulary, difference in language, background, mental
status, difference in language etc. are the main cause of minister. Predication.
(2) Receipt of more than one message in one time: When the receiver receives more than one message at a time then he will not be able to receive any of them properly. This condition is also
responsible for miscommunication.
(3) Poor transmission of message: Noise, poor lighting, defect in medium, poor print also create problems in the communication.
(4) Poor expression of Ides: Due to lack of knowledge of expressing the ideas, sender cannot communicate clearly and effectively. Lack of writing and speaking skills also cause miss-communication.
(5) Relation between sender and receiver: If between sender and receiver is not friendly or if the sender is not clear about the subject matter, it creates miscommunication.

Q.2. Write a detailed note on the barriers of business communication.
Ans. See page 62, 63, 64 and 65.
Q.3. How language proves barrier in effective communication ? Explain.
Ans. See page 62 and 63.
Q.4. Explain the personal barriers of communication.
Ans. See page 65 and 66.
Q.5. Suggest measures to remove barriers of communication.
Ans. See page 66 and 67.