What is COMMUNICATION? Communication is a process by which you

convey your message to some one or a group of people.

What is a BARRIER? Any difficulty which partly or fully prevent

any activity is called a barrier.

INTRODUCTION

o Physical Barriers.

o Mechanical Barriers.

o Mental Barriers.

o Cross-Cultural Barriers.

o Perceptual Barriers.

o Interpersonal Barriers.

TYPES OF BARRIERS:

Other Types:o System design Barriers:

Faults refer to problems with the structures or systems in place in an organization. Examples could be 1. inefficient or inappropriate information systems2. a lack of supervision or training 3. a lack of clarity in roles and responsibilities which can lead to staff being

uncertain about what is expected of them.

o Attitudinal Barriers:***This because there are some factors:1. Poor Management.2. Lack of consultation with employees.3. Personality conflicts which can result in people delaying or refusing to

communicate.4. The personal attitudes of individual employees which may be due to lack

of motivation or dissatisfaction at work, brought about by insufficient training to enable them to carry out particular tasks.

5. just resistance to change due to entrenched attitudes and ideas.

o Noise Barriers.o Ourselves Barriers.Focusing on ourselves, rather than the other person can lead to

confusion and conflict.

Some of the factors that cause this are 1. defensiveness (we feel someone is attacking us)2. superiority (we feel we know more that the other)3. ego (we feel we are the center of the activity).

o Message Barriers.o Environmental Barriers.o Smothering Barriers.o Stress Barriers.

Smothering Barriers: We take it for granted that the impulse to send useful information is automatic. Not true! Too often we believe that certain information has no value to others or they are already aware of the facts.

Stress Barriers: People do not see things the same way when under stress. What we see and believe at a given moment is influenced by our psychological frames of references - our beliefs, values, knowledge, experiences, and goals.

Cont.

These barriers can be thought of as filters, that is, the message leaves the sender, goes through the above filters, and is then heard by the receiver. These filters muffle the message. And the way to overcome filters is through active listening and feedback.

Filter

Others:o Lack of Common Experiences Barriers.o Overuse of Abstraction.

words that are general rather than specific. The word aircraft is an abstract word. It does not

call to mind a specific aircraft in the imaginations of various students. One student may visualize an airplane, another student might visualize a helicopter, and still another student might visualize an airship. Although the word airplane is more specific, various students might envision anything from a Boeing 777 to a Piper Cub..

Cont.

o :Muddled Message Barriers(مشوش)

Effective communication starts with a clear message. Contrast these two messages: "Please be here about 7:00 tomorrow morning." "Please be here at7:00 tomorrow morning." The one word difference makes the first message muddled and the second message clear.

o Wrong channel Barriers.

e.g.: "Good morning.“.

Cont.

o Language Barriers.o Lack of Feedback Barriers:

Feedback is the mirror of communication. Feedback should be helpful rather than hurtful.

o Poor Listening Skills Barriers.

Listening is difficult. A typical speaker says about 125 words per minute. The typical listener can receive 400-600 words per minute. Thus, about 75 percent of listening time is free time. The free time often sidetracks the listener. The solution is to be an active rather than passive listener.

Cont.

Figure1

Figure2

Figure3

Types of Physical Barriers:oEnvironmental Disturbances. Traffic Nuisances, Loud Speaker, Unwanted

Noise.

o Personal Health. Ability to receive when not well.

o Poor Hearing. Born deaf, lose hearing due to accident, excess

use of earphones.

PHYSIACL BARRIERS:

We use different instruments & machines for communicating our message. Very often the selected medium itself becomes a barriers.

Absence of means of communication. Faulty instruments. Interruptions on television & radio.

Types of Mechanical Barriers: Non availability of proper machines. Presence of defective machines. Interruption. Power Failure.

Mechanical Barriers:

Poor Pronunciation.

Confused Thinking.

Communication Overload.

Unnecessary Repetitions.

Attitude creates social evils.

MENTAL BARRIERS:

Cultural-ethnic, religious & social differences.

Traditions barring people of different cultures from mingling together.

Barriers to membership of a group.

CROSS-CULTURAL BARRIERS:

Lack of common experiences. Linguistic –different languages &

vocabulary. Lack of knowledge of any language. Overuse of abstractions. From the receiver’s side:

◦ Interrupting the speaker.

◦ Asking too many ques., For the sake of probing.

PERCEPTIONAL BARRIERS:

From the Sender’s side:oUnclear message.

o Incomplete sentences.

oNo clarifications.

Cont.

The following general guidelines facilitate communication:

1. Have a positive attitude about communication. Defensiveness interferes with communication.

2. Work at improving communication skills. It takes knowledge and work. The communication model and discussion of barriers to communication provide the necessary knowledge. This increased awareness of the potential for improving communication is the first step to better communication.

Facilitating Communication:

3. Include communication as a skill to be evaluated along with all the other skills in each person's job description. Help other people improve their communication skills by helping them understand their communication problems.

4. Make communication goal oriented. Relational goals come first and pave the way for other goals. When the sender and receiver have a good relationship, they are much more likely to accomplish their communication goals.

Cont.

5. Approach communication as a creative process rather than simply part of the chore of working with people. Experiment with communication alternatives. What works with one person may not work well with another person. Vary channels, listening techniques, and feedback techniques.

6. Accept the reality of miscommunication. The best communicators fail to have perfect communication. They accept miscommunication and work to minimize its negative impacts.

Cont.

Withdrawal: absence of interpersonal contact.

Rituals: meaningless, repetitive(الطقوس)routines devoid of real contact.

Pastimes: activities that(التسلية)entertain(الترفيه) us & keep us engaged(يشارك) in our free times.

INTERPERSONAL BARRIERS:

Learn to use feedback well.Feedback: When you know something, say what you

know. When you don't know something, say that you don't know. That is knowledge. - Kung Fu Tzu (Confucius)

Carl Rogers listed five main categories of feedback. They are listed in the order in which they occur most frequently in daily conversations. Notice that we make judgments more often than we try to understand:

HOW TO OVERCOME BARRIERS:

Evaluative: Making a judgment about the worth, goodness, or appropriateness of the other person's statement.

Interpretive: ( صياغة Paraphrasing - attempting(اعادةto explain what the other person's statement means.

Supportive: Attempting to assist or bolster the other communicator.

Probing: Attempting to gain additional(التحقيق)information, continue the discussion, or clarify a point.

Understanding: Attempting to discover completely what the other communicator means by her statements.

Cont.

Be sensitive to receiver’s point of view.

Listen to understand.

Use direct, simple language, or at least use language appropriate to the receiver.

Learn to use supportive communication, not defensive communication.

Cont.

10 Rules for good listening:

HOW TO OVERCOME BARRIERS:

Rules: Reasoning behind the rule:

1. Stop taking, You can’t listen if you are talking.

2 .Put the person at ease.

Help a person feel free to talk, create a permissive environment.

3. Show the person you want to listen.

Look & act interested; listen to understand, not to oppose.

4. Remove distractions. Don’t doodle, tap, or shuffle papers, shut the door if necessary to achieve quiet.

5.Empathize. Try to see other person’s point of view.

6.Be patient. Allow plenty of time; don’t interrupt; don’t start for the door or walk away.

7.Hold your temper. An angry person takes the wrong meaning from words.

Cont.

8.Go easy on argument & criticism.

Don’t put people on the defensive & cause them to “clam up” or become angry; don’t argue even if you win, you lose.

9.Ask questions. This encourages a person & shows that you are listening; it helps to develop points further.

10.Stop taking. This is the first & last, Because all other guides depend on it; you can’t listen effectively while you are talking.

Name: Israa Ata-Allah. IT-Student. 3rd year. MIS-Department. Teacher: Dr. Maher Arafat.

Prepared by: