Communication Process, Barriers in communication
- 1. Communication skills UNIT - I Mr. Vinayak R. Bodhankar Asst. Professor, Ph. D. Scholar Srinath College of Pharmacy, Aurangabad
- 2. Communication Skills: Introduction, Definition, The Importance of Communication, Communication Process Barriers to communication: Perspectives in Communication Factors affecting our perspective - Past Experiences, Prejudices, Feelings, Environment Contents
- 3. Definitions of Communication Word communication comes from Latin word “Communicare” – to share Process of sharing information, knowledge, and ideas between a sender & receiver. It is the transfer of information from one person to another that is from sender to receiver. It is an exchange of facts, ideas, opinions, or emotions by two or more persons. - Newman & Summer. It is a process of passing information and understanding from one person to another. - Keith Davis
- 4. Role & Scope of Communication Communication plays an important role in following: Managing Complex situations within organizations Establishing cooperation and better understanding Effective management of organization Success of Management largely depends on strategy of communication Developing positive company image and tool to information To increase company profit and better customer interaction Effective communication is tool to motivation and leadership Scope of communication We need communication in order to interact with one another and without communication social interaction may not be possible. Following examples give entire range of social and professional relationships for interactive communication: • In personal and social life • In business management and politics • In industrial organizations, In decision making • In publicity & in religion • In international relations
- 5. Importance of Communication Communication facilitates planning and is important for coordination and getting the work done. Planning based on information and information made available with the help of systematic communication. It helps in decision making, with proper communication managers comes closer to the other members and is easy to identify real problems and take appropriate decision. It facilitates coordination, in industries work completion always done by dividing it into several interrelated departments or sections. So work is coordinated. Communication is important for coordination between members at all levels. It is necessary for creating unity for completion of purpose and action. Participation for proper exchange of ideas clears understanding of intentions and improve such relationships. It helps for improving motivation of employees by sharing of information on matters. Information sharing and consultation improves motivation of workers
- 6. Communication process The process of communication include following parts: Idea Encoding Transmission Decoding Feedback Context Ideation It starts with formation of Idea or selection of message to communicate. Ideation generally determined by the sender’s knowledge, experience and abilities, and the purpose of communication. Encoding It is process of changing the information in some form of logical and coded message. It is based on purpose and relation between sender and receiver. In formal situation, encoding involves - selecting a language, selecting medium of communication, and form of communication. Selecting the right language is essential for effective encoding. if receiver does not decode or understand the message, communication fails. Therefore use of official language in formal business, academics and professional situation is required. There are three basic options for sending messages that is speaking, writing and using non-verbal signs or symbol. Nonverbal clues play a significant role in oral communication e.g. body movement, facial expression. Writing involved selection of correct written form i.e. letter, notice, report, and proposal.
- 7. Transmission It refers to flow of message over the selected channel. It depends on medium selected, medium free from interference i.e. without noise and disturbance. To use the proper time, place and proper way is important when you want to communicate effectively. The channels may include newspapers, radio, TV, telephone, mobile etc. Decoding It is the process of converting a message into a thought and understanding it properly. Here thought is transferred and not its meaning, receiver has to assign meaning for message in order to understand it. Decoding process involves interpretation and analysis of the message. Decoding in written communication refers to reading and understanding a written message, Oral includes listening and understanding. So decoding is most important for successful communication. Feedback It is last step of communication. It is action or reaction of the receiver to the message. With the help of this sender comes to know whether message received or understood by the receiver. It is the key to effective communication. Context The environment in which the communication takes place is called context. The completeness of process of communication properly occurs at physical contexts like fixed auditorium hall, seminar hall, etc.
- 8. Essentials of communication: Consciousness Correctness Clarity Completeness Consideration Courtesy Concreteness
- 9. Barriers to communication Types of Barriers to communication Barriers in communication defined as any obstacle or hurdle which prevent the smooth flow of information between various channels of communication. Physiological barriers Physical barriers Cultural barriers Language barriers Gender barriers Interpersonal barriers Psychological or emotional barriers
- 10. Physiological Barriers These are restrictions of human mind and body i.e. problem in perception, memory and attention. Individual body problems: Health issue, hearing problems, poor eye sight, etc. Types of Physiological barriers: 1. Vision impairment: Light sensitivity, Blurring, difficulty in noticing in details. A visually disabled person can’t see body language & facial expression of speaker. 2. Hearing impairment: Hereditary problems. 3. Speech disorders: Apraxia – Person looses the capability to form words. Dysarthria: Muscle of mouth, face & respiratory system are weak & unable to work at full capacity result in person losses ability to speak on clear & understandable manner. Stuttering: Condition that affect fluency of the communication. 4. Memory: Memory lost with time and forgetting information leads to breakdown in communication.
- 11. Physical Barriers It can immediate disrupt communication. E.g. disruption in giving presentation. Noise: Effectiveness of communication is affected due to disturbance created by the noise. A physical noise by other people or objects like radio, loudspeaker, etc. affect communication. Bad timing: Conveying a message at wrong time. Distance: Long distance always create problems in conveying the message correctly. If the message transmitted is weak and unclear it causes misunderstanding.
- 12. Cultural Barriers There may be misunderstanding of meaning during intercultural communication. Language: Without language communication doesn’t take place. For effective communication, simple and perfect language is important. Peoples use some signs and symbols to communicate more effectively. The people having different cultural background and having conversation there may be chances of misunderstanding so care should be taken. Traits of person & behavior differences: Peoples comfortable with their own language, but different peoples from different origin and traits may have difficulty to express in other language. Due to this misunderstanding may occurs. Cultural difference cause behavior and personality difference like body language, thinking leads to miscommunication. Ethnocentrism: Peoples are categorized in cultural groups, if culture is similar good communication takes place, in case of dissimilar group it affects the understanding of the message. Religion also creates differences in opinions.
- 13. Language Barriers Communication does not take place when sender / receiver does not use same language and words. If the spoken words are not understood, the entire communication process is useless. Different languages: Different peoples use different language creates communication problem in conveying ones ideas or feelings to other. Words: Words and symbols affect communication because their meaning changes with the change in context in which they are used. Pictures: The models, pictures, maps should have proper caption under them, so reader do not get confused and easily understand the meaning. Actions: the different types of gestures like lip movement, movement of eyes, smiles affect communication & by using the same in proper way communication can be improved. Limited vocabulary: Limited vocabulary is the major problem in communication. During speech if you are loss forward your communication will be very ineffective & leave poor impression on audience.
- 14. Gender Barriers Different speaking functions used by males and females may affect communication. The gender barriers may be inherent, sometime knowledge difference and different communication patterns and styles used by men’s and women’s may affect communication.
- 15. Interpersonal Barriers Following are the some interpersonal barriers to communication: Lack of desire to participate in the communication process is a significant barrier. Reluctance to explore: Here people have unwillingness to explore different ideas, opinions creates barrier. Negative emotions like fear, anger, irritation in mind affect the communication. Low self esteem: Not having courage to express ideas, thoughts and feelings due to self confidence restricts the communication. Not listening to others may also affect communication process.
- 16. Psychological or emotional Barriers Psychological barriers created in mind. The psychological state of sender or receiver creates an obstacle for effective communication. Feelings, anger, anxiety, emotional disturbances proves to be a barrier to communication. Types of psychological barriers that affect communication: Lack of attention Lack of trust in the management Failure to communicate Different perception Closed mind and filtering nature.
- 17. Perspective in communication Communication perspective evaluates the production of message, its circulation among different individuals and how the message are being interpreted by them. The various actions, communications stimulate the human sensory organ. When human being pays attention & identifies the stimuli, the process of perception begins. The message are then converted into action and then behavior. Components of perception: Stimuli Attention Recognition Translation Behavior Performance Satisfaction
- 18. Components of perception 1. Stimuli The information is received with the help of stimulus, the senses like eyes ears respond to them. Physical senses like seeing touching, hearing are helps to individual for understanding the stimuli like feelings, actions, information, etc. 2. Attention People may not pay attention toward all things. Some stimuli attended very firstly and some are ignored. Keeping the concentration helps the analyzing the stimuli & also react in a specific manner. 3. Recognition Recognition of stimuli is important in learning & understanding. Perception consist of two stages i.e. receiving the stimuli and converting it into action. 4. Translation It is also called evaluation, in this individual evaluates the stimuli before transmitting it into action.
- 19. 5. Behavior It is response of an individual to change in stimuli. The response is of two types i.e. overt & 10 covert. The perception’s overt behavior is evident from the individual physical activities. While the cover behavior witnessed through mental evaluations, self-esteem and thought processes 6. Performance On the basis of that reward are given & peoples are motivated. 7. Satisfaction The term satisfaction refers to the fulfillment of needs or desire. The gap between performance and expectation signifies the degree of satisfaction. If performance matches expectations, it leads to satisfaction.
- 20. Factors affecting perspective in communication Visual perception It refers to the ability to recognize interpret and provide meaning to the information provided in visual form. Visual perception is most important in effective reading strategies, if student Have difficulties in reading the suggestions are practice visualizing various different objects. Language Without language communication does not take place, for effective communication simple and perfect language is important. The people having different cultural backgrounds and having conversation there may be chances of misunderstanding so there should be taken.
- 21. Past experiences In the process of interpreting any information past experiences of people plays a vital role. Sometimes past experiences may play a very beneficial role in implementation of decisions. Prejudices The People's feelings and attitudes about other peoples are group are referred as prejudices. Peoples always carry such free judicious with them. When there is past experience of an individual with the other individual, the person start to analyze to other people's, if one has bad experience with the other people, he also start to think that other people are have the same nature. The growth, proper communication and success of an organization is affected with the prejudices.
- 22. Feelings Feelings plays an important role in effective communication. When people freely express their feelings and communicate it may develop positive sign and ensure that the messages are expressed in right manner. How a person feel about another person may also affect the communication. Feelings keep on changing the day, time, location also may affect the better communication Environment For effective technical communication a good and comfortable environment is needed. The people interact differently depending upon the environment for example the way we communicate with our boss and friends, the way someone talk to the stranger first time. Thus it can be said that the communication is being affected by the environment, where we are, what is going on and how things are working. So judge and provide suitable and comfortable environment for good and effective communication.