Communication is the process of transmitting messages and sharing knowledge, facts, thoughts, feelings and ideas through verbal and nonverbal means. To communicate, we need a sender, a receiver, a medium and message. The ability to communicate is vital to the success of any endeavour.
Effective communication means that we are able to interact and express ourselves, verbally and non-verbally. We should also be able to express our opinion, desires, needs and fears.
Effective
communication serves as the cornerstone for success, facilitating the
transmission of crucial information among stakeholders. "Communication is
the process by which information is exchanged between individuals through a
common system of symbols, signs, or behavior." - American Psychological
Association (APA).
Elements
of the communication process:
Measures
to Overcome Communication Barriers:
·
Be
aware of languages, tone, and content of the message: Understanding the
cultural nuances and context can significantly enhance message comprehension
and reception.
·
Ensure
proper feedback mechanism: Establishing clear channels for feedback fosters an
environment of open dialogue and continuous improvement.
·
Eliminate
differences in perception: Encouraging transparency and alignment among
stakeholders minimizes misunderstandings arising from differing perspectives.
·
Use
of Simple Language: Simplifying language aids in reaching a broader audience
and facilitates clearer communication across diverse backgrounds.
·
Reduction
and elimination of distractions: Creating an environment conducive to focused
communication enhances the effectiveness of message delivery and reception.
·
Active
Listening: Practicing attentive listening fosters mutual understanding and
demonstrates respect for the perspectives of others.
·
Simple
Organizational Structure: Streamlining organizational hierarchies promotes
smoother communication flows and quicker decision-making processes.
·
Avoid
Information Overload: Prioritizing relevant information prevents overwhelming
recipients and ensures key messages are effectively conveyed.
·
Proper
Media Selection: Choosing appropriate communication channels aligns with the
preferences and accessibility of the intended audience, optimizing message
delivery.
Essentials
for Effective Communication:
·
Clarity:
Clearly articulating ideas minimizes ambiguity and promotes a shared
understanding among recipients.
·
Purpose
of communication: Communicating with a clear objective in mind ensures messages
are relevant and contribute to overarching goals.
·
Empathy
in communication: Considering the feelings and perspectives of others
cultivates trust and strengthens interpersonal connections.
·
Two-way
communication: Engaging in dialogue allows for the exchange of ideas and
promotes collaboration, leading to more robust outcomes.
·
Appropriate
language: Tailoring language to suit the audience enhances receptivity and
ensures messages resonate effectively.
·
Timing:
Delivering messages at opportune moments maximizes impact and responsiveness.
·
Integrity
and supporting words with action: Upholding honesty and following through on
commitments builds credibility and reinforces trust in communication.
·
Credibility
in communication: Establishing credibility through expertise and authenticity
enhances the persuasiveness and influence of messages.
·
Good
listening: Actively listening to others demonstrates respect and fosters
meaningful connections, laying the foundation for effective communication
exchanges.
Types
of Communication Barriers:
Physical
Barriers:
They
are the physical factors that can prevent or disturb individuals from having
effective communication.
The
possible causes of Physical Barriers are:
Environment,
Distance, Time, Place, Space, Climate, Noise, etc.
Personal
Barriers
The
personal factors of both the sender and receiver may exert influence on
effective communication in an organization.
Barriers
in superiors
Attitudes
of
superiors
Lack of
time
Lack of
awareness
Lack
of confidence in subordinates
Ignoring
communication
Barriers
in subordinates:
unwilling
to communicate
Lack of
proper channel
Fear of
challenge to authority
Lack of
proper incentive
Semantic
Barriers:
Semantics
is the branch of linguistics dealing with the meaning of words and sentences.
Semantic
barriers are concerned with problems and obstructions in the process of
encoding and decoding of the message into words or impressions.
Normally,
such barriers result on account of the use of wrong words, faulty translations,
different interpretations etc.
Cultural
Barriers:
A
thriving global marketplace requires effective communication across cultures.
Having proper cultural intelligence (CQ) is a method to overcome this barrier.
Cultural intelligence is the ability to perform effectively in a cross-cultural
work context.
Psychological
Barriers
The
effectiveness of communication is also influenced by the psychological factors
of the participants in the communication process. The psychological factors
such as moods, attitudes, personal feelings,
perceptions, attitudes, views, and opinions which are formed by
family background, social environment, intelligence, inherited
qualities, education, and personal experience influence
communication effectiveness.
Organizational
Barriers:
The
factors related to organization structure, authority relationships, rules, and
regulations may, sometimes, act as barriers to effective communication.
The
possible reasons for organizational barriers
Organizational
policy
Rules
and regulations
Status
Complexity
in organization structure
Lack of
Organizational facilities
Listening
Listening
is the ability to accurately receive and interpret messages in the
communication process.
Excellent
listening means more than simply hearing what's been said. It means paying
attention and fully understanding the speaker's point of view.
Good
listeners build stronger relationships with those around them because speakers
appreciate knowing they successfully transmitted their message. It's beneficial
to develop a reputation as a good listener because professionally and privately
people will gravitate towards you, sharing confidences and seeking your advice.
Determinants
of Listening
Listening
is an important communication competence that includes complex cognitive
processes like understanding and interpreting messages, affective processes
like being motivated to pay attention, and behavioral processes like responding
with both verbal and nonverbal feedback.
Cognitive
characteristics of effective listening
Probing
Paraphrasing
Summarizing
Affective
characteristics of effective listening
Focusing
on attention
Acceptance
Empathy
Behavioral
characteristics of effective listening
Non-verbal
behavior
Feedback
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