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| Business Communication — Chapter 1: Barriers to Effective Communication
Student ID: HRM- Dept. of Human Resource Management Islamic University, Kushtia
| Business Communication — Chapter 3: Barriers to Effective Communication
Communication is the process of transmitting information involving a lot of media including human beings. Managers frequently cite barriers & breakdowns in communication as business constraints. Miscommunication occurs at three levels:
Manager looks at the causes of communication problems. There are NINE types of classification of communication barriers (R. Paul, EC 53):
No. Type of Barrier
1 Process Barriers
2 Physical (Psychosocial) Barriers
3 Semantic Barriers
4 Psychosocial Barriers
5 Organizational Barriers
6 Language Barriers
7 No Feedback Barriers
8 Inappropriate Media Barriers
9 Others Barriers
Every step in the communication process is necessary for effective communication. Blocked steps become barriers.
Barrier Type Example
Sender Barrier A management trainee with an unusual new idea fails to speak up at a meeting for fear of criticism.
Encoding Barrier Spanish-speaking factory worker cannot get an English-speaking supervisor to understand a grievance about working conditions.
Medium Barrier After getting no answer three times & a busy signal twice, a customer concludes that a store's customer hot line is a waste of time.
| Business Communication — Chapter 5: Barriers to Effective Communication
other type of barrier. This is true because of people's differing background, perception, values, biases, needs, & expectations. Family & personal problems including poor health, alcoholism, over emotional strain may be so upsetting that an employee is unable to concentrate on work.
Semantic is the study of meaning in words. Words are an indispensable feature of everyday life, though words can sometimes cause a great deal of trouble.
Organizational barriers depend on the organizational behaviors in the different levels of management (top level, mid-level & low level) due to poor skill, lower level staffs, proper planning, decision making, policies, organizational structure, environment of the business, competitors, goodwill of the organization, activities of the organization.
| Business Communication — Chapter 6: Barriers to Effective Communication
Practically all types of communication are carried on through language whether it may be different ways. Neighboring countries like India have many provinces with several & individual languages. So all people are not capable to complete each language to communicate with others due to language barriers.
Each communication must be transmitted through an appropriate medium. An unsuitable medium is one of the best & biggest barriers for the communication level.
Still other barriers to communication are differences in status & power between the sender & receiver. When information is passed through several media in the organization hierarchy, it tends to distort.
Lack of Planning Without planning no work can be done. People start talking & writing without first thinking, planning, & stating the purpose of the message.
Un-clarified Assumptions
A customer may send a note saying he/she will visit a vendor's plant without clarifying arrangements — resulting in confusion & loss of goodwill.
Poorly Expressed Messages
Poorly chosen words, omissions, lack of coherence, poor organization of ideas, awkward sentence structure, platitudes, unnecessary jargon.
Communication in Communication becomes more difficult due to different language,
| Business Communication — Chapter 8: Barriers to Effective Communication
different views of townsfolk from different sources.)
One of the chief barriers to open and free communication is the emotional barrier. It is comprised mainly of fear, mistrust and suspicion. Many people hold back from communicating their thoughts and feelings to others — they feel vulnerable. Excessive fear of what others might think can stunt development as effective communicators.
When we join a group and wish to remain in it, we need to adopt the behaviour patterns of the group. The group rewards such behavior through acts of recognition, approval and inclusion. Where there are barriers to membership, a high level of game-playing replaces good communication.
Withdrawal Absence of interpersonal contact. Refusal to be in touch and time alone.
Rituals Meaningless, repetitive routines devoid of real contact.
Pastimes Fill up time with others in social but superficial activities.
Working Activities that follow the rules and procedures of contact but no more.
Games Subtle, manipulative interactions about winning and losing. Include 'rackets' and 'stamps'.
Closeness The aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others.
Different individuals comprehend reality in varying ways due to a multitude of factors, including their unique sensory experiences, mental filters, and individual abstracting processes. These differences can lead to miscommunication and misunderstandings.
| Business Communication — Chapter 9: Barriers to Effective Communication
and events.
Socio-psychological barriers are communication hurdles stemming from social and psychological factors like attitudes, emotions, and status differences. They significantly impact communication effectiveness, making it harder for messages to be received and understood accurately.
To overcome barriers to effective communication, ensure clear and concise messaging, utilize appropriate language, actively listen, and check for understanding. Consider the receiver's needs, including their language proficiency and background.
Strategy Details
Foster a culture of trust; create an environment where people feel comfortable expressing themselves; be genuine and honest; use empathy.
| Business Communication — Chapter 12: Barriers to Effective Communication
C — Consider the Receiver
B — Building Trust and Openness
A — Adapting Communication Styles
S — Specific Barrier Overcoming
W — Withdrawal
R — Rituals
P — Pastimes
W — Working
G — Games
C — Closeness (the GOAL!)
A — Attitudes and Opinions
E — Emotions
S — Status Differences
D — Distrust
C — Closed Minds
P — Poor Recollection
I — Inattention
L — Lack of Feedback
S — Social Factors
P — Psychological Factors
L — Lack of Planning
U — Un-clarified Assumptions
P — Poorly Expressed Messages
C — Communication in International Env.
P — Poor Retention by Transmission
P — Poor Listening & Premature Evaluation
D — Distrust, Treat & Fear
I — Insufficient Period for Adjustment
T — Technical Words
S — Selective Listening
| Business Communication — Chapter 13: Barriers to Effective Communication
QUICK REVISION SHEET — CHAPTER 4: BARRIERS TO EFFECTIVE
COMMUNICATION
Communication Barrier Process of transmitting information; Miscommunication at 3 levels: Sender, Medium, Receiver
9 Types of Barriers Process, Physical, Semantic, Psychosocial, Organizational, Language, No Feedback, Inappropriate Media, Others Mnemonic: People Prefer Simple Plans. Organizations Love No Inappropriate Others
Process Barriers (6) Sender, Encoding, Medium, Decoding, Receiver, Feedback Mnemonic: 'SEM DRF' — Some Engineers Make Decisions Rather Fast
Overcome Process Barriers Trained Manpower, Skilled Speaking, Time Consciousness, Appointment, Real Understanding Mnemonic: 'TSTAR' — Teachers Skillfully Train All Receivers
Wrong Choice of Medium Chosen channel not appropriate for message, audience or context Consider: The audience, The message, The context
Psychosocial Barrier Differing background, perception, values, biases, needs, expectations; health/personal problems Overcome: Minimum qualification, Education & training, Preplan for personal problems
Semantic Barriers Analysis & Interpretation, Denotations & Connotations, Misunderstanding Mnemonic: 'ADM' — Always Deliver Messages Clearly
Organizational Barriers Top/Mid/Low level management issues — Overcome: Training, Proper decisions, Policies, Structure
Language Barriers Different languages — Overcome: Allow all systems; Bengali & English; Train in speaking & writing
Inappropriate Media Unsuitable medium = biggest barrier — Each communication must use appropriate medium
Other Difficulties Lack of planning, Un-clarified assumptions, Poorly expressed messages, International env., Poor retention, Overload, Technical words
Causes of Problems Week Planning, Status Differences, Environmental Threats, Communication Overload, Perceptual Differences, Time Pressures, Translation Problem, Selective Listening, Semantic Problem
Perceptual Barriers We all see the world differently — thoughts, assumptions,
