�����National fire service college , rajnagar , Nagpur �

ministry of home affairs , govt. of India .�

Barriers of communication and ways to overcome it

TEAM NO:-04 DATE:26/3/2021�

• ANOOP KUMAR YADAV.(PRESENTATION)
• ANKIT SINGH(CONTENT EDITOR)
• MUKESH SHARMA(PRESENTATION)
• SHASHANK SHEKHAR(CONTENT)
• ROHIT YADAV(CONTENT)
• AVI DWIVEDI(CONTENT)
• ADARSH KAMAL(CONTENT)

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These are the classificatons of barriers of communication

1. INTERPERSONAL

2.INTRAPERRSONAL

3.ORGANISATIONAL

INTERPERSONAL COMMUNICATION BARRIER:----

• Individuals are unique because of differences in perceptions, experiences, education, culture, personality, etc. Each of us interprets the same information in different ways, as our thinking varies. These differences lead to certain inbuilt or interpersonal barriers.

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Let us explore all the common causes that lead to these intrapersonal barriers:----

Wrong assumption

Varied perception

Wrong inferences

Blocked categories

Categorical thinking

Differing background

Wrong assumption

• It is also due to stereotypes.That we make wrong assumption about someone and mis judge him/her. Many barriers stem from wrong assumption.
• Overcome:-

To strengthen your skills as a communicator, try to put yourself in the shoes of the listener. This exercise will prevent making wrong assumptions about the receiver.

Varied perception

• Individuals in an organization perceive the same situation in different ways . This is how different individuals hold different viewpoints about the same situation . It is all about the different ways of observing a situation and act accordingly .
• Overcome:-

The best way to overcome is to step back and take a wider, unbiased perspective of the issue.

Wrong inferences

• Sometimes we fail to assume that what actually happened and what the they assume to be .This is wrong Inferences .
• Overcome:-

When presenting any inference in the course of your work, you could use qualifiers such as ‘evidence suggests’ or ‘in my opinion’ to remind yourself and the receiver that this is not yet an established fact.

Blocked category

• In general, we react positively to information only if it is in consonance with our own views and attitudes. Conversely, when we receive information that does not conform to our personal views, habits, and attitudes, or appears unfavorable to us, we tend to react negatively or even disbelieve it. Rejection, distortion, and avoidance are three common, undesirable, and negative reactions to unfavorable information .
• Overcome:-

One should not be rigid in his/her opinion . Stop falling in blocked Category and Stop taking things from only your point of view try to accept truth.

ACCEPT THE TRUTH

&

OPEN THE DOOR TO ALL.

CATEGORICAL THINKING

• People who feel that they ‘know it all’ are called Pansophists . This type of thinking exists in people who feel that they know everything about a particular subject, and therefore refuse to accept any further information on that topic.
• Overcome:-

To avoid this barrier, substitute these words with phrases like ‘in most situations’ or ‘most likely’. Label your opinions with phrases like, ‘it appears to me’ or ‘the evidence indicates’.

Different backgrounds

• No two persons have the same background. Backgrounds can be different due to different education, culture, language, environment, financial status, etc. Our background plays a significant role in how we interpret a message.
• Tips to overcome:-

•Be non-judgmental •Be empathetic •Not assume anything •Remember that generalizations do not always hold good in all situations • Stick to the subject

Intrapersonal communication barriers:---

• Intrapersonal barriers stem from an individual’s attitudes or habits, whereas interpersonal barriers occur due to the inappropriate transaction of words between two or more people.

. The two broad categories into which these barriers can be classified are:

• •Inefficient communication skills
• ••Negative aspect nurturing in the climate

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• Note : Interpersonal barriers creep in as a result of the limitations in the communication skills of the encoder or the decoder, or of both whereas intrapersonal barriers creep in as a result of self mistakes.

The most common reasons for interpersonal barriers are:

•Limited vocabulary

•Incompatibility (clash) of verbal and non-verbal messages

•Communication selectivity

•Emotional outburst

•Cultural variations

Poor listening skills

•Noise in the channel

Limited vocabulary

• Inadequate vocabulary can be a major hindrance in communication. At times, we find ourselves searching for the exact word or phrase that would be appropriate for what we are trying to express .
• Overcome:-

One should make constant efforts to increase one’s vocabulary by regularly reading a variety of books and listening to native speakers of the language. Thereafter, using a wide vocabulary regularly will also help to make its usage comfortable and natural.

Incompatibility of verbal and non-verbal messages

• The stark difference between the verbal and non-verbal aspects of his communication leaves his listeners feeling confused and puzzled. Like if you are happy then you must show happiness in words and in expression both . When both contradict each other then it is difficult to understand that what he/she wants to say.
• Overcome:-

A communicator should acclimatize himself to the communication environment, think from the angle of the listener, and then communicate . One should not only try to accurately gauge others’ non-verbal cues but also be aware of one’s own body language . In brief, your non-verbal cues should consistently match your verbal messages, adding to their effectiveness and enhancing your image as a competent and interesting communicator.

Emotional outburst

• In most cases, a moderate level of emotional involvement intensifies communication, making it more personal. However, excessive emotional involvement can be an obstacle in communication.
• Overcome:-

When confronted with such negative behaviour, it is essential to avoid reacting. The person displaying these emotions should be calmed down. They should preferably be taken to a quiet place to try and sort out the problem that caused their emotions to spin out of control.

Communication selectivity

• When the receiver in a communication process pays attention only to a part of the message, he/ she is imposing a barrier known as communication selectivity. This happens because he/she is interested only in that part of the message which may be of use to him/her. In such a situation, the sender is not at fault. It is the receiver who breaks the flow of communication.
• Overcome:-

We should not be in hurry and control ourselves . Fully analyse then act accordingly inspite of focusing on a particular area.

Cultural variations

• This is one of the predominant interpersonal factors contributing to communication failure. Communication with people of different cultures and background means awareness about difference in values,beliefs, attitude that people hold.
• Overcome:-

Empathy is important to overcome it .

Tips to create empathy:-

•Respect others

•using active listening skills

• involvement of others by asking questions encouraging while respecting personal privacy

•taking other people's fears in consideration

Poor listening skills

• A common obstacle to communication is poor listening habits. We should remember that listening and hearing are not the same. Hearing is a passive exercise while listening requires careful attention and accurate decoding of the signals received from the speaker. The various distractions that hinder listening can be emotional disturbances, indifference, aggression, and wandering attention. Sometimes, an individual is so engrossed in his/her own thoughts and worries that he/she is unable to concentrate on.

Overcome:-

Misunderstandings and conflicts can be avoided if people listen to the message with attention . Improve listening skills . Try to be a good listener as a good listener became a good speaker

Noise in the channel

• Noise interferes in the transmission of signals. Noise is any unwanted signal that acts as a hindrance in the flow of communication. It is not necessarily limited to audio disturbances, but can also occur in visual, audio-visual, written, physical, or psychological forms. All these forms of noise communicate extraneous matter which may distract the receiver from the message, and even irritate him/her.

Overcome:-

• By providing a peaceful environment where meeting or conversation is going on Paying attention to the speaker's voice . Trying to be concentrated.

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Organizational barriers

• Communication barriers are not only limited to an individual or two people but exist in entire organizations. Every organization, irrespective of its size, has its own communication techniques, and each nurtures its own communication climate. Most large companies are realizing that a rigid, hierarchical structure usually restricts the f low of communication.

• This is because there are numerous transfer points for communication to flow in these hierarchical systems, and each of these points has the potential to distort, delay, or lose the message.

The main organization barriers are as follows:---

Too many transfer stations

Fear of superiors

Negative tendencies

Use of inappropriate media

Information overload

Too many transfer stations

• The more links there are in a communication chain, the greater are the chances of miscommunication . A message gets distorted at each level not only because of poor listening or lack of concentration, but also because of several other reasons . Some may filter out the parts of the message they consider unimportant.

Overcome:-

• To obviate this, there should be direct contact between the sender and the receiver with minimum transfer stations. If the message is presented orally, this further reduces the dependence on transfer stations.

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Fear of superiors

• In rigidly structured organizations, fear or awe of superiors prevents subordinates from speaking frankly. An employee may not be pleased with the way his/her boss extracts work from him/ her but is unable to put his/her point across because of fear of losing the boss’s goodwill.

overcome

• As a supervisor, it is essential to create an environment which enables people to speak freely. An open environment is conducive to increasing the confidence and goodwill of a communicator.Moreover, by encouraging active participation from their subordinates, senior officers pave the way for more ideas, resources, or solutions to come forth from their subordinates.

Negative tendencies

• Many organizations create work groups. While some groups are formed according to the requirements of the task at hand, such as accomplishing a particular project, many other small groups are also formed for recreational, social, or community purposes. These groups may be formal or informal . Nevertheless, on some occasions, a communication barrier can exist due to a conflict of ideas between the members and non-members of a group. Once these negative tendencies develop, they create noise in interpersonal communication.

Overcome:-

• Try to respect others point of view . Try to understand their perspective of view the situation and try to resolve the issue as soon as possible.

Use of inappropriate media

• Some of the common media used in organizations are graphs and charts, teleconferencing, and videoconferencing . While choosing the medium for a particular occasion, the advantages, disadvantages, and potential barriers to communication must be considered . All of these can be misused .

Overcome:-

• While deciding upon the medium, the following factors should be considered: •Time •Cost •Type of message •Intended audience

Information overload

• One of the major problems faced by organizations today is the decrease in efficiency resulting from manual handling of huge amount of data. This is known as "information overload". The usual results of information overload are fatigue, disinterest, and boredom . Under these circumstances, further communication is simply not possible .

Overcome:-

• To reduce information overload in an organization, screening of information is mandatory. Messages should be directed only to those people who are likely to benefit from the information. Major points should be highlighted, leaving out all irrelevant details

Thanks for watching !!!!!!!!!