Presentation on theme: "Characteristics of effective communications Effective communication requires the message to be: Clear and concise Accurate Relevant to the needs of the."— Presentation transcript:
Characteristics of effective communications Effective communication requires the message to be: Clear and concise Accurate Relevant to the needs of the receiver Timely Meaningful Applicable to the situation
Characteristics of effective communications Effective communication requires the sender to: Know the subject well Be interested in the subject Know the audience members and establish a rapport with them Speak at the level of the receiver Choose an appropriate communication channel
Characteristics of effective communications The channel should be: Appropriate Affordable Appealing
Characteristics of effective communications The receiver should: Be aware, interested, and willing to accept the message Listen attentively Understand the value of the message Provide feedback
BARRIERS TO COMMUNICATION Barriers SenderReceiver
BARRIERS TO COMMUNICATIONS 1. Physical Barriers 2. Language Barriers 3. Cross Cultural Barriers 4. Personal-Psychological Barriers 5. Socio-Psychological Barriers 6. Status Barriers 7. Organization Barriers
1. PHYSICAL BARRIERS Noise Time and Distance Age Defects in medium / channels
2. LANGUAGE BARRIERS Different Languages Difference in Accent / Pronunciations Jargons Semantic Barriers Word having different meanings Bypassed instructions Denotations and Connotations Poor Vocabulary Grammar and Punctuations
3. CROSS CULTURAL BARRIERS When the sender and receiver of a communication come from different cultural backgrounds a cultural barrier is erected and messages are misunderstood. By cultural we mean the behavioural characteristics typical of a group of people. Cross cultural barriers are erected by different national and religious backgrounds, different value system, differences in language and literature and even different perceptions of time.
4. PSYCHOLOGICAL BARRIERS MISUNDERSTANDINGS: S ome times problems crop up when send a message on one ‘channel’ and it is received on another. When people communicate, they communicate parts, feelings, opinions or barriers. Example : a) Indians are the most tolerant people in the world (opinion). b)48% of Indian population is illiterate
THE EFFECT OF EMOTIONS: While considering the language barrier we have referred to the effect of ‘Emotional loaded’ word like ‘profit’ and ‘bonus’. We must now mention how joy, sorrow, worry, etc. act as a barrier to communication. when we are happy, contented and secure we ignore rumors or stories about the bad intentions of the management.
5. SOCIO-PSYCHOLOGICAL BARRIERS RESISTANCE TO CHANGE The adult human mind usually resists change. When a message is received containing a new idea, the person receiving the message unconsciously becomes inattentive. Mr. Haiman expresses the psychological aspect of this communication problem very aptly.
UNCLARIFIED ASSUMPTION Making assumption is a common practice with most of us. Whenever we make statements like it for granted that this is an unchanging fact and exists like a stone or a rock. Often we find that the assumption made by the sender of the person who receives the message.
6.STATUS BARRIERS Hierarchy — Managers believe that all clerks are lazy. News letter is perceived as propaganda sheet. Important feedback given by sub ordinates is not paid attention by superiors.
7. ORGANIZATIONAL BARRIERS Hierarchical Barriers Specialization of Workforce Wrong choice of Medium Information load Organization Policy
IMPLICATIONS OF COMMUNICATION BARRIERS Loss of Trustworthiness Financial Impact Delay in completion of tasks Can lead to unrealistic assumptions Discomfort in relationships Can damage public image
Classification Sender Receiver Situation Related Barriers Total Impact= 0.07Verbal + 0.38 Vocal + 0.55 facial
HOW TO OVERCOME THE BARRIERS Proper Encoding & Decoding of message Understanding of situation Selection of Medium Maintenance of Instruments Feedback Open Mind & Positive attitude Develop Good Listening Skills Eliminate fear
CHANNELS For effective communication multiple channels should be used as it increases the chances of clarity of message. The message is reinforced by using different channels and there are less chances of deformation of message. E.g. Telephone is better than memos. Email is better than telephone. IM is better than E-mail. Radio is better than TV.
CONCLUSION The key to the communication process is to have understanding on the part of the receiver. There are many barriers to good communications that must be overcome for communications to be successful. Learn to be an active listener as part of successful communications.
CONCLUSION Communicating to be understood and being a good listener are crucial. Another important aspect of communication is to think about what you are saying before you say it. Today’s communications set the tone for tomorrow’s relationships.