Barriers to communication can be overcome by the right use of media, optimal use of channels and a well-structured communication policy in an organization. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/ZEcPAc

1. Techniques to
Overcome
Communication
Barriers
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2. Chapter 13

3. The communication media, the channels,
communication environment and policy,
and regular dissemination of information
and motivational messages are the
elements of communication.
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4. The media of internal communication
are within the control of the
administration. Notice board and
bulletin board are effective when they
are placed at easily visible locations,
up-to-date, well organized and neatly
laid out, short concise, and in simple
language
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5. Chapter 13

6. Chapter 13

7. Office procedures have to be laid down to ensure that
messages and information reach concerned persons
at the proper time. Meetings of task teams,
departments, and all staff are needed to ensure that
information and motivational messages move and
reach their intended audience.
Absence of human touch and contact can create
emotional barriers between people and groups.
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8. The channel of information,
that is “who received what
information through whom”
is an important aspect of
communication
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9. Information and messages must go
through proper channels and in time.
Communication can be passed
downward in a meeting so that
everyone receives it at the same time
in the same environment
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10. Suggestions schemes are meant to overcome
the status block and loss of information that
occur in upward movement of
communication. Open door policy helps in
developing status block. The system of
internal communication has to be checked
constantly to make sure that there are no
undue delays in conveying information
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11. The administration needs a considered
and well implemented policy about
keeping its members informed.
Information given in planned and
systematic manner overcomes the
problem of grapevine rumors
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12. The competence and state of health of the members of the
organization affect communication among them. Training
and welfare centres are among the efforts that
organizations make for maintaining a healthy atmosphere.
Arranging for training of all staff in the skills of speaking,
writing, reading and listening is an aspect of the
administration’s policy about communication efficiency.
Many organizations provide medical aid, gymnasiums and
recreation for the staff in an effort to keep down stress
levels
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13. Individuals have to become aware that their communication skills
need improvement and that their skills can be improved mainly by
their own conscious effort. Emotions play an important role in
communication. Awareness and effort to avoid them can help a good
deal. Most people make efforts to see other’s point of view and to
become sensitive to the thoughts and feelings of others. Training
and careful practice in writing and can enhance the ability to create
and send effective messages. Semantic and language barriers can
be overcome by using words having clear meaning by and also by
using visual aid whenever possible. The most important skill needed
is listening which requires careful and consistent effort.
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14. Training for good listening is largely personal
responsibility and can be done by personal effort.
Your listening reflects your basic attitude to people
rather than just skills. Respect for people, deep
inside, willing to share their ideas and views and
being accepting, non-critical, non-judgmental and
non-moralizing about what the other person is
saying give other person the freedom to speak
without fear
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15. Chapter 13

16. Arrange for feedback by giving
adequate time and opportunity by
inviting question from the receiver,
asking questions to find out what
has been understood, making the
listeners summaries what they have
understood
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17. An open communication climate has to
be created in order to gain feedback
from sub ordinates. Listening skill is a
very important requirement for getting
feedback. Be alert to see non-verbal
feedback which is often given
unconsciously and indicates emotional
reaction
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18. Skill in giving feedback can make the appraisal interview
less stressful for both the appraiser and the appraisee.
Correcting and training subordinates is a part of a
manager’s task; ability to give feedback is a valuable skill
for managers.
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19. The guidelines to express your response are: give
feedback immediately or soon after the event; give
feedback in a positive manner; be specific, not general
or vague; be descriptive, not evaluative; give feedback
on what the other person said and did; give feedback
only on those aspects which the person can con troll
and correct; restrict feedback to one or two important
points at a time; be sure of your own motive in giving
feedback.
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20. You need to able to receive and accept
feedback without feeling threatened.
Seek and receive feedback with a
genuine desire to improve; be non-
defensive; guard against over-reacting;
seek clarification and ask for specific
instances; think over the received
feedback. It is useful for everyone to
develop feedback skills; it improves inter-
personal relationships and improves
communication in the organization.
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21. You need to able to receive and accept feedback
without feeling threatened. Seek and receive
feedback with a genuine desire to improve; be non-
defensive; guard against over-reacting; seek
clarification and ask for specific instances; think
over the received feedback. It is useful for
everyone to develop feedback skills; it improves
inter-personal relationships and improves
communication in the organization.
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22. The more successful you are, the more you will be
required to function on the global level. Depend on
description rather than evaluation or interpretation;
person from different cultures evaluate and interpret
differently. Try to feel yourself in the other’s role,
values and frame of reference
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23. . Diplomatic missions of different countries conduct seminars and
courses to introduce their culture and customs to persons who are
about to visit or receive visitor from their country. Experience helps
persons who make visits to many countries in the course of their
work. Knowledge, experience and understanding of another
country’s culture is an advantage in being given assignments in that
country.
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