Lesson 1 - Strategies to Avoid Communication Breakdown

“Communication works for those who work at it.”

~John Powell~
TOPIC 1: WHAT IS COMMUNICATION BREAKDOWN?
Communication breakdown, as defined by Emily Rodgers in her online article, “is a failure to exchange information,
resulting in a lack of communication.”
What does “lack of communication” mean? To answer that question let us look at the examples of communication
breakdown in the workplace or in any given communication scenario as provided by Rodgers.
1. A staff member making a mistake due to miscommunication or not enough information given in training. In
the classroom context, you as a learner, may make mistake in doing your task because of miscommunication or lack
of information.
2. Two members of staff doing the same task and not realizing. In the classroom context, it could be two members in
the group make a duplication of activity and leave out one task undone instead.
3. A colleague not treating a client correctly. A classroom officer showing unfair treatment to one classmate for
his/her attitude/appearance for instance, may cause misunderstanding among students.
4. Certain vital tasks not being completed either on time or to the highest standard because no one in the team is
giving updates to each other. This happens most of the time in the classroom when members in a group do not try
to communicate, express themselves, or reach out to one another.
5. An overworked manager sending an email missing vital information to their team because they’ve got a client on
their case about completing work. A group leader or SSG president, for example, may fail to disseminate important
announcement to the class because he/she is pressured to finish another task.
6. A junior spreading Chinese whispers about the current state of a project’s completion because they misheard
what their manager was saying. In a classroom scenario, student A tells student B that Student C may not be able
to graduate but student A is not so sure about it because he/she only overheard a conversation of her teachers. The
act of spreading the “talk” is called gossiping. Passing on wrong information may result to communication
breakdown.
According to Rodgers, communication has a great impact to a team. So if you expect to have a successful class, a
team, a group work - it requires communication that is “well-oiled machine to individual parts that simply cannot function
without each other” between you and the one you are communicating with or among members of the group.

TOPIC 2: COMMUNICATION BARRIERS

Rodgers (2017) presented key communication barriers that cause communication breakdowns.
1. Lost in translation. Lost in translation occurs across emails when the receiver perceives the message differently
because of lack of tone. It could also be a misinterpretation of a message because of the presence of words that
have double meanings.
Lost in translation is not necessarily referring to a language barrier but to how the receiver interprets the
words, phrases or sentences received.
The man in the image can be seen reading an email but ended up confused. Confusion
comes in when a person does not understand what he is reading.
He needs clarification at his end by either asking the source what was meant in the
message or by asking someone who has background information of what was sent. Otherwise,
communication breakdown will take place if this is not resolved.
2. The attention span of a gnat. This refers to human attention span which accordingly, can only listen for 8 seconds
meaning we have less time to remain engaged to what we have just listened to before switching off or start thinking
of other things, thus missing important information.
This lack of attention means that information constantly has to be repeated, which may be frustrating for
the speaker, not to forget how tiring it is to be repetitive.
 In the sample image and which is usually the scenario in the classroom, the teacher
would repeat, if not recap, the most important details of the lesson. Repetition catches attention
and ensures retention.
3. Too much information. If there is no efficient communication flow plus the problem of sharing
information to wrong people, overload of information can result to chaos.
True, there is a plethora of information around the world. We can only
do so much by giving it to the right people at the right time and at the right amount because too
much of anything can be dangerous, so to speak. Knowing a lot of things is good but when too much
information is given and received and yet this information is sent and received wrongly, it could lead
to tremendous problem.
Effective communication needs wisdom as to what, how much or how little, when and to whom
information is to be given.
4. Under pressure. High-stress jobs or tasks mean there’s often no time to communicate
properly. If you’re on a tight deadline or you’re behind on your target, you’re not going to
waste precious minutes formulating the perfect email, and doing such practice will result to
greater consequences. On the same note, if you show yourself too busy and too preoccupied
with something, your classmate or friend who is supposed to share with you an information
may opt to back off in communicating with you for fear of interrupting you or for fear that they
may be either rejected or scolded. If the stress in your jobs get in your way
and you allow it to block communication between you and your classmates or group mates, you are inviting in
communication breakdown.
Amidst your stressful tasks, you need to handle yourself properly, manage your stresses, and
carefully plan the tasks to do without jeopardizing the quality of your work or assignments. Moreover, never
sacrifice your relationships with people just because you are too preoccupied. Take time to relax before doing
anything else.
BARRIERS TO COMMUNICATION
1. Language Barriers. Language and linguistic differences may become barriers to communication. But it is not also
a guarantee that when two people speak the same language, they understand each other because if the receiver
still does not understand the words used in the message received, the words used may act as a barrier. This goes to
mean that even if people speak in the same language, but in different jargon, still, there is a language barrier.
2. Jargon is a set of specialized vocabulary in a certain field. Engineers have their own jargon that only people in
their profession understand. Doctors of Medicine have their own jargon that patients may not understand. To avoid
communication breakdown, engineers, doctors, scientists have to use layman’s vocabulary of simple words.
3. Psychological Barriers. The psychological condition of the receiver affects his/her message reception of the
message. For example, someone who is stressed or anxious will not be as receptive to the message as compared to
the one who is not stressed.
4. Physiological Barriers. Physiological barriers may emanate from the receiver's physical condition. For example, a
receiver with a defective hearing may not be able to grasp the entirety of the spoken words, especially with noisy
surroundings.
5. Physical Barrier. Physical barriers refer to the geographic location between the communicators. It is basically
referring to the distance or proximity between the sender and receiver. As said, communication is easy when
communicators are within short distances where there can be many options to use for communication. Now that
technology is widely used for communication, it is equally important to know the best and the most appropriate
channel to use in overcoming communication barriers.
6. Attitudinal Barriers. Prejudices and other related biases are examples of attitudinal barriers. These are behaviors
or perceptions of any of the communicators that hinder them from interacting effectively. Attitudinal barriers to
communication may arise from personality conflicts, poor management, and reluctance to change, or no
motivation. Effective listeners of messages should attempt to hurdle their own attitudinal barriers to effect effective
communication. Open-mindedness and willingness to learn new things are vital in overcoming barriers..
7. Using generalizations and stereotypes. Speakers who make unqualified generalizations undermine their own
clarity and credibility. Be cautious not to get holed in the habit of using stereotypes, or making generalizations
about complex systems or situations. Another form of generalization is "polarization" or creating extremes. Try to
be sensitive to the complexities of situations, rather than viewing the world in black and white.
8. Jumping to an immediate conclusion. Confusing details with inferences is a common factor. Do not pretend you

know the reasons behind events, or that certain facts necessarily have certain meanings. Make sure you have all

the information you can have, and then talk clearly about the facts or interpretations you attach to those.
9. Dysfunctional feedbacks. Ignoring or not responding to a suggestion or query quickly undermines effective
communication. Interrupting others while they are talking also creates a poor atmosphere for communication.
Even when a simple query is not addressed, or is being blocked by something or someone else, or when the
sender himself is not sensitive to the reactions, comments, suggestions or questions of his audience/receiver,
chances for communication breakdown are tremendous.
10. Lacking confidence. Lacking confidence can be a big barrier to effective communication. Being shy, difficulty
being assertive or low self-worth can block your ability to express your needs and opinions known.
Also, a lack of knowledge of your own rights and opportunities in a given situation can prevent you from
telling your needs openly. In most cases, bullying and shaming by peers cause extreme shyness among individuals
which eventually leads to one’s inability to express thus, fail to communicate. Students, be assertive, know your
rights, and develop your self-esteem! In most cases, bullying and shaming by peers cause extreme shyness among
individuals which eventually leads to one’s inability to express thus, fail to communicate. Students, be assertive,
know your rights, and develop your self-esteem!
TOPIC 3: EFFECTS OF COMMUNICATION BREAKDOWN
Loss of morale
When you experience communication breakdown, there is a tendency that your sense of purpose, and
enthusiasm towards the task, may also be affected.
Demotivation
Communication breakdown results to weakening or even loss of one’s motivation to do what you are
supposed to do.
Embarrassment
A person who has experienced communication breakdown with his team or is the cause of the
communication barrier will eventually feel guilty and incompetent over that failure and will feel haunted by that
embarrassment.
Anger
Communication breakdown is so annoying that anyone involved can get into serious trouble.
Tension among the team
Everybody in the team gets affected when communication breakdown strikes. Chances are people will be
pointing fingers to one another. The question here is who’s to be blamed? No one. Everyone in the team is
responsible and is equally important in solving the problem.
Stress caused to individuals
Communication breakdown does not only affect the one who caused it but equally, it affects the person
who received the message but failed to understand.
Loss of clients, business and sales (or friends/relationships)
Communication breakdown is really harmful. It will not only break relationships, it can even do worse. It
means losing people who trust you and whom you trust. Now, you don’t want that to happen, do you?
Disorganization
Nothing goes right when a communication breakdown occurs. Things, situations, relationships just fall apart
and for all you know, you are facing broken pieces. Don’t wait for that to happen. Do something before things got
shattered because of careless communication.
Gossip
When communication goes out of control, rumors begin to spread like a virus. Wrong information breaks
out and spread faster than the truth that’s why treat communication with proper care. Communicate properly and
honestly.
TOPIC 4: 5 WAYS TO RESOLVE A COMMUNICATION BREAKDOWN
(Rodgers)
1. Observe
Take the time to observe how each member of your team works, talk to them in regular one-to-ones, and
discuss how best they like to receive information, relating to their job role, and then how they feel they can best
use this information for others.
2. Options
Whether giving your team another computer-based tool, introducing more huddles and meetings,
encouraging them to pick up the phone more, or urging them to physically walk round to a person’s desk, giving
them communicative options will help them feel less trapped in the restrictive vices of the email world.
3. Sharing is caring
Updates, updates, updates! Site-wide updates are vital for keeping everyone in the know. This is within
reason. Don’t rely on email for this. Meeting and discussion with the team are important. Your team members
deserve transparency.
4. Practice makes perfect
Providing consistent training sessions on how and why we communicate, the best way to write an email,
communicating with everyone or with the whole class or team and how to give feedback in the most effective way
will lift communication breakdowns the more you do them. Training are also a great way to bring groups/ class
together who may not already be in direct contact with each other, building morale through one shared goal.
5. One team, one dream
If you resolve a communication breakdown and teach your team the value of communication, the benefits
abound. Good communication builds a strong team that people want to engage in, it streamlines work processes, it
equips individuals with the tools to take on anything that’s thrown at them and ultimately makes whatever you are
doing, a success.
Those mentioned above are generally found in the following strategies in communication on how to
overcome barriers:
1. Active Listening
Active listening is a skill that can be acquired and improved with practice. However, this skill can be difficult
to achieve and will, therefore, take time and delay. 'Active listening' means actively listening or fully focusing on
what is being said rather than just 'hearing' the message of the speaker.
Active listening involves listening with all senses. There are both verbal and non-verbal indicators that
convey active listening. Non-verbal signs include smiling (if appropriate), making eye contact, nodding at
appropriate times, and avoiding interruptions. These non-verbal cues relay the message that you are interested in
what the speaker has to say, and that your attention is fully invested. Giving verbal signs of active listening can also
be meaningful. Paraphrasing involves looking for slightly different terms to repeat the main idea of the speaker and
is also a great way to show active listening.
2. Use Common Language
It is important to consider the audience that you are speaking to and use language that can be
easily understood. Avoid using unfamiliar terminology or jargon when speaking to clients and their families. An
important tool to use when speaking is to stop occasionally and ask questions to ensure that your message is being
understood as intended.
3. Give Constructive Response
 While the response that you give the speaker/sender may occasionally be negative, it is important
that it be constructive in nature. The goal of the feedback should be to further the abilities of the speaker. This will
bond the interpersonal relationship, and enhance future communications.
4. Focus on the issue, not the speaker
Try not to take all personally, and similarly, express your own wants and opinions in terms of the
job at hand. Solve problems rather than attempt to manipulate others.
5. Be genuine rather than control.
Be yourself, openly, and honestly. Be honest with yourself, and center on working well with the
persons around you, and acting with integrity.
6. Empathize rather than remain alone.
Although professional relationships entail some borders when it comes to interaction with
colleagues, it is important to show sensitivity and to really care about the people you work with. If you don't care
about them, it will be difficult for them to care about you when it comes to being together.
7. Be patient towards others.
Allow for other points of view, and be liberated to other ways of doing things. Diversity affects
creativity and innovation.
8. You have to promote yourself and your own experiences.
Be strong about your own rights and needs. Undervaluing yourself motivates others to undervalue
you, too.
TOPIC 5: SEVEN (7) C’s OF EFFECTIVE COMMUNICATION
1. Completeness
It is very important that that receiver gets to hear everything so that proper responses, reactions,
evaluation or feedback could be done. That is what complete communication is.
2. Conciseness
To be concise basically means, getting straight to the point. There should be no beating around the
bush. Thus, irrelevant or redundant information should be eliminated within the communication process.
3. Consideration
There is a need for the speaker to consider the receiver’s mood, status, background, preferences,
needs and the like to build rapport him/her. Once rapport is established, effective communication is possible.
4. Concreteness
When information sent by the sender to the receiver is supported by facts, figures, or real-life
examples and situations, effective communication takes place.
5. Courtesy
Respecting the culture and beliefs of the receiver creates a positive impact in the communication
process.
6. Clearness
The use of simple, specific word in expressing ideas ensures clarity in communication. This signifies
when the speaker focuses on a single objective to avoid confusing the audience.
7. Correctness
Credibility and effectiveness of the message can be achieved by eliminating grammatical errors in
the communication process. This implies that correctness in grammar creates a positive impact on the audience.