Everything you need to know about the suggestions, measures and ways for overcoming the barriers to communication. Communication is one of the major keys to understand people and how and why they act as they do.
Effective communication is vital to successful management. Therefore, each manager should be familiar with several methods of overcoming communication barriers and conducive to maximizing his success in communicating.
Some of the suggestions, measures and ways that will be helpful in overcoming the barriers to communication are:-
1. Planning and Clarifying the Ideas 2. Overcoming Differing Perceptions 3. Overcoming Differences in Language 4. Overcoming Inconsistent Verbal and Non-Verbal Communication 5. Overcoming Emotionality;
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6. Overcoming Prejudicial Judgment 7. Overcoming Poor Listening 8. Have an Open Mind 9. Overcoming Noise Barrier 10. Use Feedback 11. Simplify the Organization Structure ;
12. Choosing Right Media 13. Promoting Two-Way Communication 14. The Communication Network be Strengthened 15. Message should be Listener Oriented 16. Promoting Participative Approach 17. Consistency;
18. Adequacy 19. Timing and Timeliness 20. Distribution 21. Balance between Adaptability and Uniformity 22. Interest and Acceptance 23. Emphasize Description;
24. Working Hypothesis 25. Be Patient 26. Empathy 27. Ask Questions 28. Written Word 29. Be Positive;
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30. Self-Reflect 31. Respect 32. Clarity of Objective 33. Language 34. Proper Planning 35. Improved Gestures;
36. Use of Visual Aids 37. Overcome Distrust 38. Trained Managers 39. Attentiveness 40. Completeness 41. Regulating the Flow of Information;
42. Providing Communication Training 43. Providing the Right Organisational Climate.
How to Overcome Barriers of Communication: Suggestions, Measures and Ways
Overcoming Barriers to Communication On the Part of Sender, Receiver and Others
Given that there are barriers to communication, what can individuals do to minimize problems and attempt to overcome these barriers?
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The following suggestions should be helpful in making communication more effective:
A. Overcoming Barriers on Part of Sender:
1. Planning and Clarifying the Ideas:
Prior to commencing any kind of communication, it is necessary that the ideas are planned and clarified in the mind.
2. Overcoming Differing Perceptions:
To overcome differing perceptions, the message should be explained so that it can be understood by those with different views and experiences. Whenever possible, we should learn about the background of those with whom we will be communicating. Empathizing and seeing the situation from the other person’s point of view and delaying reactions until the relevant information is weighed helps to reduce ambiguous messages.
3. Overcoming Differences in Language:
To overcome language differences, the meanings of unconventional or technical terms should be explained. Simple, direct, natural language should be used. To ensure that all important concepts have been understood, asking the receiver to confirm or restate the main points of the message is particularly helpful.
4. Overcoming Inconsistent Verbal and Non-Verbal Communication:
The keys to eliminating inconsistencies in communication are being aware of them and not attempting to send false messages. Gestures, clothes, posture, facial expression, and other powerful non-verbal communications should agree with the message. Analyzing the non-verbal communication should agree with the message.
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5. Overcoming Emotionality:
The first step in overcoming the negative effects of emotionality is to increase one’s awareness of them. Being sensitive to one’s own moods and being aware of how they might influence others before communicating an important message to them is helpful. Trying to understand the emotional reactions of others and preparing oneself beforehand for dealing with emotional encounters are also useful approaches.
People with high level of emotionality are difficult to communicate with verbally. It is therefore advisable to write them a memo or a letter before any conversation. People who can express themselves better in writing than in oral should also use this method to minimize mistakes.
B. Overcoming Barriers on the Part of the Receiver:
1. Overcoming Prejudicial Judgment-Focus on the Message, Not the Messenger:
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Sometimes we tend to have a preconceived opinion about someone before we truly understand the messages conveyed by that person. If we are prejudiced towards a colleague, we are quite unlikely to listen to his message with full attention and magnanimity.
Besides personal preference, we often judge our messenger by his manner and attitude, his outer appearance, facial expression and even body language. Since all these could also affect our acceptance of his message, we should be reminding ourselves that message, and not messenger, is the reason for communication.
2. Overcoming Poor Listening:
Developing a habit of active listening can help improving the communication immensely. Concentrating on what the sender’s object is, having patience to listen it till he concludes without attempts to disrupt him, and saving the mind from drifting away, can lead to greater understanding of the message conveyed by the sender.
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3. Have an Open Mind:
First understand what a person is trying to convey keeping all your notions aside, i.e., have an open mind to others ideas and suggestions.
C. Overcoming Organizational and Other Barriers:
1. Overcoming Noise Barrier:
Noise is any interference that takes place between the sender and the receiver. This is why we generally identify any communication problem that can’t be fully explained as “noise.” To overcome the noise barrier to effective communication, one must discover its source. This may not be easy. Noise appears in a variety of ways, and it is very subjective also, meaning thereby, that one kind of noise distracting a person may not distract the other person.
During a conversation, have you ever been distracted by the pictures on the wall, the view from the window, a report lying open on a desk, or a conversation taking place in an adjacent room? Many people have been so distracted. In the perusal of a written communication, have you ever been confused by irrelevant material or the illogical approach taken by the author? Again, many people have.
Once the source, or sources, of the noise has been identified, steps can be taken to overcome it. The noise barrier can’t always be overcome but, fortunately, just the awareness of its existence by either the sender or the receiver of a message can help to improve the communication flow.
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2. Use Feedback:
Feedback is reaction, without it, the sender of the message cannot know whether the recipient has received the entire message or grasped its intent.
There is no feedback in a one-way communication. Such a communication involves passing ideas, information, directions, and instructions from higher management down the chain of command without asking for a response or checking to see if any action has taken place. It is not enough to ensure that the message has been received.
Employer and superior should encourage feedback to their order or instruction. Feedback helps to correct what is wrong, and affirm what is right. What’s more, it also eradicates complaints, rumors and excuses for not being able to deliver promises.
Thus, for communication to be effective, a two-way process must exist so the sender knows whether the message has been understood. The two-way communication process involves sending a message down the chain of command and transmitting a response containing information, ideas, and feelings back up the chain.
3. Simplify the Organization Structure:
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A simple organization structure which does not use many layers in a communication chain, help in keeping the information communicated in a faster mode and there are lesser chances of loss of message in the course of transmission.
4. Choosing Right Media:
A message can be conveyed by using different Medias. Choosing right kind of media depending upon the kind and purpose of the message and the level of people to whom the message is meant will help to overcome the barriers caused by selecting inappropriate media.
These are some of the general suggestions; we can use to overcome the barriers of communication.
Overcoming Barriers to Communication – With Steps
In order to remove the barriers of communication following steps may be adopted:
Step – 1. An open door communication policy must be prepared and followed by the managers in the organisation.
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Step – 2. They should also create an atmosphere of trust and confidence in the organisation so as to fill up the capability gap.
Step – 3. No manager can acquire a passport of creditability unless the facts communicated by him are well understood and accepted by the people concerned.
The communication policy should aim at:
(1) Promoting Two-Way Communication:
There should be no communication gap. That means communication should flow both ways downward and upward. A sound feedback system should be provided for, so the misunderstanding and distortion of messages can be avoided.
(2) The Communication Network be Strengthened:
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In order to improve the communication network, procedure of communication should be simplified layers in downward communication should be reduced to the minimum possible, decentralization and delegation of authority should be reduced to make the informal communication less important through frequent meetings, conferences and timely dissemination of information to the sub-ordinates.
(3) Message should be Listener Oriented:
The message must be of interest to the listener. It should be clear, complete, concise, concrete and correct, so that it may be received and interpreted in the same sense by the receiver.
(4) Proper Communication Media be Selected:
The media of communication should be such selected that the message reaches its destination in time, to the right person and in the sense in which it was framed. Hove Land’s persuasion model of communication may help the policy-makers in this regard.
(5) Organisational Barriers be Removed:
Barriers to communication should be avoided as far as possible. Filtering or twisting of information, bossism and status consciousness should not come in the way of communication. Other barriers such as physical or socio-psychological or semantic should be reduced to the extent possible.
(6) Promoting Participative Approach:
The management should promote the participative approach in management. Sub-ordinates should be invited to participate in the decision-making process. It will seek co-operation and reduce many communication barriers.
Therefore, a well-defined, open door policy of communication covering all the points should be followed in the organisation to promote the cohesiveness among sub-ordination.
Overcoming Barriers to Communication – In an Organization (With Measures)
Considering the importance of effective communication in the successful functioning of business organizations, it is essential on the part of the management to overcome these barriers. Though it may not be possible to eliminate these barriers altogether, yet suitable managerial actions in this direction can minimize the effect of these barriers to such an extent that adequate and objective information flow in different directions.
Following measures can be adopted in this regard:
1. It is imperative that organizational policy must be clear and explicit and encouraging the communication flow so that people at all levels realize the full significance of communication. The organizational policy should express in clear and unambiguous terms that organization favours the promotion of communication in the organization.
2. This policy should also specify the subject matter to be communicated. This does not mean that contents of communication are to be prescribed in a completely exclusive manner but that the list should be illustrative and it should emphasize that the subject matter of communication should be determined by the needs of the organization.
3. Though communication through proper channel is essential for orderly flow of information, it should not always be insisted upon. The system of communication through proper channel serves the purpose adequately as far as routine types of information are concerned. However, when and whatever the situation so warrants, this has to be overlooked and persons concerned need being told explicitly that insistence on proper channel is not necessary in all cases.
4. Every person in the organization shares the responsibility of good communication; however, persons at the top have special responsibility in this regard. A successful communication system will only be achieved if top management is determined that it is to be so. It must set good examples itself, clearly expects others to follow them, and check from time to time that there are no bottlenecks.
5. Organization should have adequate facilities for promoting communication. Adequate provision of these facilities is not sufficient, but proper attention must be given towards their proper and effective use. These need being carefully looked into and the responsibility of superior managers in encouraging the use of these facilities through the adoption of supportive attitude and behaviour needs being emphasized.
6. Communication being an interpersonal process, the development of interpersonal relationships based on mutual respect, trust and confidence is essential for its promotion. In large organization, status differentials and class distinctions are overemphasized making interpersonal relationships amongst the executives highly impersonal and official.
The organizational climate, therefore, should be radically modified to make it more intimate and personal. A modification in the attitude and behaviour of persons is essential for promotion of communication. Towards this end, an educative programme in communication should be organized for managers at all levels. In this programme, managers should be instructed in the need and significance of communication, need for developing close personal contacts amongst individuals.
7. These should be continuous programme of evaluating the flow of communication in different directions. This would highlight problems in this area identify their causes and thereby enable the adoption of suitable corrective actions.
Overcoming Barriers to Communication – 9 Barriers to Communication
Communication is one of the major keys to understand people and how and why they act as they do. Effective communication is vital to successful management. Therefore, each manager should be familiar with several methods of overcoming communication barriers and conducive to maximizing his success in communicating.
1. Feedback:
Among the several methods of improving communication, feedback is probably the most important one. The manager must be ever alert to see whether or not he is understood. To make sure that the communication has resulted in mutual understanding it is important to observe the receiver and judge his responses by non-verbal clues such as expression of comprehension or bewilderment. The sender may even ask the receiver to repeat complex information in his own words. Receiving a perfunctory “yes” is not enough assurance.
2. Get Informed:
If a manager does not know and understand, he cannot communicate. Therefore a manager must learn and clearly understand the information he is expected to communicate. He should normally be able to answer any questions raised by the subordinates. His span of information and understanding should be greater than his span of communication to his personnel.
3. Clarity:
Messages should be couched in straight forward and simple language so that the message is understood by the recipient.
4. Consistency:
Messages should be consistent with one another. Orders should be consistent with known objectives of the organisation and with its other activities.
5. Adequacy:
The goal in communication is to ensure an optimum flow of information. It should be enough to cover the fields, but should not smother where directions are complicated, they may be repeated, probably in different ways.
6. Timing and Timeliness:
The same message will be received or responded to differently by different individuals and groups at the same time or by the same individuals and groups at different times. An effective communication looks to the situational, psychological and technical aspects of timing. With respect to timeliness, a delayed report ceases to be a control medium and becomes an historical document.
7. Distribution:
One of the most frequent causes of shortcomings in performance is the failure of information to reach the right position or person. Who is to be told is often as important as what is to be told. The person receiving a message should know its purpose, e.g., for action, information or other reason. A communication from top to bottom should pass through every stage of the line of authority.
8. Balance between Adaptability and Uniformity:
The smooth working of an organisation depends in part upon uniformity. Yet adaptability should be resorted to when different situations and individuals are involved. Orders and reports may be communicated through systems that provide opportunity for adaptation to specific situations.
9. Interest and Acceptance:
The purpose of communication is to secure a positive response. The person communicated to should be interested in and accept the message. Downward communication is more effective if morale is good, and upward communication gets through when the superior is a good listener.
It is important therefore for the manager to develop a positive communication attitude. He should see to it that the subordinates are properly informed and feel informed. The manager should also gain the confidence of others; for meaning is more effectively imported when the receiver understands the communicator’s purpose. Furthermore, a manager must use informal organisation as a channel of communication, as most effective communication results when managers utilize informal organisation to supplement the communication channels of formal organisation.
Overcoming Barriers to Communication – Top 10 Ways Used by Organisations
The following are the ways of overcoming barriers:
1. By Maintaining Similarity:
People working in the organisation with different cultural background, vary from one another. It is always desirable to presume the existence of differences until similarity is established. People always think that others are like as them. The sound principle is to assume the presence of differences until similarity is proved.
2. Emphasize Description:
Another important rule is to emphasize description rather than interpretation or evaluation. It is advisable to delay the judgment until the observation and interpretation of the situation from the various perspectives of all the cultures involved are completed.
3. Working Hypothesis:
To improve cross-culture communication interpretation is treated as a hypothesis that needs former testing.
4. Be Patient:
It is rather a tough and frustrating task to work in an intercultural environment, as communication in such organisation may be tiresome, behaviours may be inappropriate and things may not get as expected. In such circumstances, patience with yourself as well as other may help to resolve issues and avoid such instances to occur in future.
5. Empathy:
Empathy can be hailed as the primary prerequisite for a satisfying experience in any relationship, where a certain degree of depth of understanding is expected. Empathy is different from sympathy. Empathy is feeling with the other person, not feeling sorry for him which is sympathy.
The sender of the message should put himself/herself in the recipient’s shoes before sending a message. He/She has to understand the values, experience and frame of reference of the recipient. He/She has to see and understand the other person as he/she is.
6. Ask Questions:
When we do not understand something or want to know why someone has behaved in a certain way, simply ask. Asking questions stops us making assumptions and helps build-up our bank of intercultural knowledge.
7. Written Word:
It is generally seen that people who do not have English as their mother tongue, will read more proficiently than they speak. It is a good idea to always write things down as a back-up.
8. Be Positive:
When faced with incidents of an intercultural nature steer clear of blame and conflict. Remain positive and analyze the problem sports and work as a team to frame strategies and solutions to ensure flawlessness.
9. Self-Reflect:
A good intercultural communicator not only evaluate outwards but also inwards. Take time to reflect on communication, management or motivation style and see where you can improve as an individual.
10. Respect:
The foundation of all intercultural communication is respect. By demonstrating respect, we earn respect and to help create more open and harmony relationships.
Overcoming Barriers to Communication – Necessary Steps to Overcome It
There is no possibility of eliminating the barriers to communication. But some managerial actions may minimise the effect of barriers to some extent. So the management should take necessary steps to overcome the barriers.
They are explained below:
1. The management should clearly define its policy to the employees. It should encourage the free flow of information. Then, the employees at all levels of management can realise the full significance of communication.
2. The management sets up a system through which only essential information could be supplied. Besides, these are supplied in a prescribed manner.
3. All the information should be supplied through a proper channel. But, it should not be insisted upon always. The reason is that in the case of emergency, proper channel process may cause a delay in the supply of information. Proper channel system can be insisted on only for routine information.
4. Every person in the management shares the responsibility of good communication. Top management people should check from time to time whether there is any barrier or not in the free flow of information. It can be achieved only if there is strong support from the top management.
5. Adequate facilities should be provided by the management. In other words, the available communication facilities should be properly utilised.
6. Communication is an inter-personal process. Each person has confidence in another person. There should be mutual understanding. In large organisations, the disparity status pattern may be reduced through forming good friendship between the superior and the sub-ordinates.
7. The communication should be in a known language for both the receiver and the communicator. Ambiguous words should be avoided while supplying the information.
Overcoming Barriers to Communication – Methods Suggested to Minimise the Chances of Distortion of Communication
Managerial communications are means rather than end. The purpose of managerial communications is to support understanding by individuals as they achieve and maintain the cooperation needed to meet the goals of the enterprise. Integrity of the enterprise depends in part on supporting the position of subordinate managers since they occupy centers of communication.
Following methods are suggested to minimize the chances of distortion of communication:
1. In order that communication may be clear and effective, it must be expressed in a language and transmitted in a way that can be easily comprehended by the receiver. To avoid semantic distortions only those words and symbols should be used for communication of information which may be consistent with the level of understanding of the recipient of information. Most popular symbols and clear and precise language should be used for proper communication.
2. Both old and new employees must be continuously oriented to understand better the objectives, problems, policies, authority relationships and operations of the enterprise.
3. Proper interpersonal relationships must be developed between the superiors and the subordinates so that the latter may feel free and frank to transmit complete and correct information to the former. Superiors must appreciate useful criticism and beneficial suggestions of the subordinates. Shows of authority and status by the superiors may stand in the way of the development of cordial relations with the subordinates.
4. Superiors must develop the habit of patient listening, they should not be quick to evaluate the information before understanding it properly. Interruptions in communications or in the course of discussion may be avoided.
5. Maximum use may be made of the informal communications. May of the communication barriers may be avoided by adopting proper means of communication.
6. Finally, the most persuasive kind of communication is not what you say but what you do. Management must make sure that their actions support communication. Since supervisory practices like clear assignment of responsibility and authority, fair rewards for efforts and sound policy enforcement may serve to communicate better than all the gifts of oratory.
Overcoming Barriers to Communication – Top 17 Ways to Overcome Communication Barriers
Barriers interfere with understanding of the message. They result in loss of time, money, energy, productivity and profits of the company.
Some of the ways in which communication barriers can be overcome are as follows:
Way # 1. Clarity of Objective:
The objective of communication should be clear. The sender should be clear of the idea or thought he wants to convey to the receiver. Clear thought will send a clear message.
What needs to be communicated, when, where, how and to whom provides clarity to the communication process. Clear communication is precise, simple and free from technical words and semantic problems.
Way # 2. Language:
Simple and easy language should be used. Meaning of technical words should be explained to the receiver to avoid misunderstanding. Written communication can be improved by using simple words and phrases; short and familiar words; charts, illustrations and examples; short sentences and paragraphs. It should avoid unnecessary words. Oral communication can be improved by using examples to illustrate goals, simple and easy language. Obtaining feedback from the receiver can also be helpful.
Way # 3. Proper Planning:
Messages should be planned before sending them to the receiver. In written communication, for example, the sender should read the message before transmitting it to the receiver. This enhances efficiency of the message.
Way # 4. Improved Gestures:
Verbal communication should correspond with non-verbal communication. Facial expressions, gestures and body posture should reinforce the verbal message. If manager wants to praise his employee, he should do it with a smile and pat on his back rather than a scornful mood.
Way # 5. Feedback:
The sender should confirm that the message has been properly understood In one-way communication, sender sends the messages, instructions and directions to be followed by the receiver (generally the subordinate). In two-way communication, sender receives feedback from the receiver. The receiver should repeat the message. It helps the sender improve his message and confirm the accuracy of transmission. Feedback strengthens the communication process.
Way # 6. Use of Visual Aids:
Use of projectors, slides and charts add to the value of oral and written communication.
Way # 7. Overcome Distrust:
Communicators should trust, respect and love each other. If sender and receiver have friendly relations, transmission of messages will be effective.
Way # 8. Improvement in Listening Skills:
Receiver of information should develop his listening skills. He should listen and conceptualise the message rather than simply hear it. Developing the listening skills improves the communication process.
Way # 9. Overcome Noise:
Efficiency of message is greatly reduced by noise at the place where communication takes place. If noise is made by a working machine, the machine should be switched off before communicating the message. If it is not possible, the place of communication should be changed. If noise cannot be avoided, it should be reduced to the minimum.
Way # 10. Empathy:
Empathy means the power to identify oneself mentally with another person. Sender and receiver should identify each other’s thoughts, feelings and needs before communicating with each other. This will overcome differences in perceptions.
Way # 11. Overcome Emotions:
Barriers arising on account of emotions can be overcome by understanding receiver’s emotions before communicating with him. If a person is sensitive to mood, sender should talk to him when he is happy. One should deal with emotional encounters before transmitting messages. Though business cannot run on emotions, managers can take care of this fact to the extent possible. Written communication is more effective in dealing with emotional persons than oral communication.
Way # 12. Trained Managers:
When managers work with people from different cultures, they should be trained to understand cultural experiences. Language translators can be appointed to overcome the problem of cultural differences.
Way # 13. Overcome Prejudices:
Miscommunication because of pre-defined notions about the sender should be overcome by focusing on the message and not the messenger. If X does not like Y, he may have negative attitude towards any communication with Y. Personal biases and prejudices should be avoided to make communication effective.
Way # 14. Open Mind:
We should be receptive to ideas, suggestions and improvements. We can always learn from others. We should have open mind and accept suggestions and improve our ability to communicate well than what we can at present.
Way # 15. Attentiveness:
Paying attention to the sender improves communication between the sender and receiver. Attention is necessary for clear transmission of ideas, thoughts and information.
Way # 16. Choice of Medium:
Choice of right medium of communication is essential for effective communication. Official information should be sent through formal channel but feedback can be obtained through informal channel.
Way # 17. Organisational Structure:
Where information is filtered due to large number of levels in the organizational hierarchy, organisation structure should be designed in a manner that avoids filtration of information because it is passing through too many levels.
Overcoming Barriers to Communication – Methods and Principles
Effective communication is vital to successful management.
Barriers to communication can be overcome by the following methods (principles):
1. Clarity of idea – The communicator should be clear about the message he wants to communicate.
2. Simple language – The communicator should use the language which is understandable by the receiver.
3. Completeness – The message must be comprehensive and adequate.
4. Careful selection of media and channel – The communication channel should be selected and employed carefully. A judicious combination of formal and informal communication will help in achieving effective communication.
5. Empathy in communication – ‘Empathy’ refers to projecting oneself into the viewpoint of the other person. When the sender looks from the point of view of the receiver, much of the problems will be avoided. The sender should be sensitive to the needs, feelings and perceptions of the receiver so that communication can be effective.
6. Good listening – Hearing is passive and listening is active and is an intellectual process. Good listening removes communication barriers.
7. Regulating the flow of information – Regulating the flow ensures an optimum flow of information. The principle of ‘Management by exception’ may be followed so that managers will not be overburdened and could concentrate on the message of high priority.
8. Feedback – It is imperative that the management should always promote a two-way communication for the full understanding of the message. In other words, management must provide adequate facilities for the free flow of communication and follow-up by establishing a good communication system.
9. Providing communication training – Effective communication can be achieved by providing such training facilities to people working in the organisation. It will improve speaking skill, listening skill and writing skill. Improvement of such skills results in effective communication.
10. Providing the right organisational climate – Organisational barriers can be removed by providing the right climate within the organisation to encourage effective communication.
Overcoming Barriers to Communication – With Measures
Measures to Overcome Communication Barriers:
The following measures address the barriers to communication:
1. Procedure simplification – Simplification of procedures, authority delegation and decentralization would address the barriers to communication.
2. Encouraging two-way communication – Encouraging two-way communication coupled with good feedback avoids distortions.
3. Clarity and completeness – The message sent should be clear, complete, concise, concrete and correct. It should be of interest to the listener.
4. Patient listening – Patient listening is one of the most important and most neglected skills in communication. Listening with emphatic understanding clears misunderstanding and makes communication effective.
5. Speedier method of communication – Choosing speedier means of communication avoids delayed communication.
6. Pictorial presentation – Presentation of information in a pictorial narrative and graphical form adds to the appeal value.
7. Informal communication – Use of informal communication in addition, to formal communication makes the communication effective.
8. Simple language – The language used should be simple, straight forward and easy to understand.
9. Seating comfort – Provision of seating comfort, good acoustics, use of noise proof materials, etc., create a conducive atmosphere for communication.
10. Use of right word – Using the word ‘we’ in place of T, ‘me’, and ‘myself creates a bond between speaker and listeners.
11. Cross cultural meet – Arranging cross cultural get-together address communication barriers on cultural dimension.
12. Audience analysis – Audience analysis should precede the speaker’s address for effective presentation of speeches.
13. Verbal communication – Speaker has to supplement his verbal communication by gestures and postures.
14. More communication channels – Providing more communication channels like meetings, get together conferences, seminars, celebration of events and milestones achieved by company, releasing newsletters, counseling, brainstorming, mentoring, etc., bring the employees close to the management and clears up the air of misunderstanding thereby avoiding the spread of rumours, gossips, etc.
Overcoming Barriers to Communication – 9 Measures to Improve Communication Effectiveness
An organisation may have good facilities to communicate, its employees may possess good communication skills, but yet there will be barriers affecting effectiveness of communication. The degree to which such barriers affect communication may differ from organisation to organisation. Therefore, every organisation must follow suitable measures to minimise the effect of barriers and improve communication effectiveness.
Measures to improve communication effectiveness are as follows:
1. Clarify the Ideas before Communication:
The superior must be clear about the message he/she has to communicate to subordinates. It is important that the message is analysed in detail and stated in a manner that it clearly transfers the intended meaning.
2. Communication According to the Needs of Receiver:
For effective implementation, understanding of the message as intended is important. Therefore, manager must ensure that while communicating the message the receiver’s education, knowledge, experience and level of understanding is considered.
3. Consult others before Communicating:
Before communicating message to subordinates, a good manager must consult his/her subordinates, take their suggestions and then develop a plan for communication. Active participation of employees ensures that message communicated has subordinates’ acceptance and cooperation.
4. Be Aware of Languages, Tone and Content of Message:
For effective communication, the content of the message must take care of the words, language, tone and the manner in which the message is communicated. The receiver must be able to understand the language of the message, the words must express the intended meaning, the tone of the message must not offend or hurt sentiments and it must stimulate listeners to respond.
5. Convey Things of Help and Value to Listeners:
A message to be communicated must consider the interests and needs of the receiver. Receivers give positive response to a message if it directly or indirectly relates to their interests and needs.
6. Ensure Proper Feedback:
The role of message sender must not end with communication of the message. For effective communication, the sender must ask questions to ensure that receiver has understood the intended meaning of the message and the receiver must also give suggestions and feedback on the clarity of the message.
7. Communicate for Present as well as Future:
Communication is important to meet the existing goals but it must also consider future goals.
8. Follow Up Communications:
For effective communication regular follow-ups and reviews are a must. A manager must review the instructions given to subordinates to remove hurdles if any in implementing or take corrective actions in case of any deviations.
9. Be a Good Listener:
For effective communication, a manager must not only be able to communicate his/her message effectively but also be an attentive and patient listener so that he/she can understand the problems in implementation of information communicated.