University of Information Technology & Sciences Assignment # 01 Topic :Barriers of effective communication and how

to minimize Course Name : Effective English for Business Communication Course Code : MBA-501 Batch No
Submitted To : A. Mobin Chowdhury Lecturer UITS

: 59

Discipline : MBA
Submitted By : Biplab Barua ID No. :11335065

Date of Submission : February 25,2011

Barriers of effective communication and how to minimize :

Communication is successful only when the receiver understands the message intended by the sender. If any step in the communication process is blocked by some sort of interference, the message will be garbled or lost. Although all communication is subject to misunderstandings , business communication is particularly difficult. There are lot of communication barriers faced these days by all. The message intended by the sender is not understood by the receiver in the same terms and sense thus communication breakdown occurs. It is essential to deal and cope up with these communication barriers so as to ensure smooth and effective communication. Common barriers to effective communication include : 1.Difference in perception - Experiences - Education - Background - Environment -Different geographical area. How to minimize : Eliminating differences in perception the organization should ensure that it is recruiting right individuals on the job. There should be proper induction program so that the policies of the company are clear to all the employees. Training of the communication 2. Technical Language and Jargon How to minimize : Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided.

3. Information Overload : Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. How to minimize : To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than jus passing it on, and set priorities for dealing with the information flow. Some information is not necessary. 4. Conflicting signal : That means change of mind and decision. To minimize this barrier commit to ethical communication. Have to work as per commitment. 5. Process barriers : - Sender barrier Absence of required information, thought & ideas - Encoding barrier Absence of selecting right code of symbol for expressing idea. - Message barrier An employee can missing a meeting due to non receiving current message. - Media barrier i). Wrong choice of media ii). Speed problem of media. iii). Interaction and non response of media. - Decoding barrier Depends on the receivers ability of decoding. - Receiver barrier i) Receipt-ire capacity ii) Internet iii) Motivation of the receiver to get the communication efficiency.

- Feedback barrier i) Late feedback ii) Obstructed feedback iii) Incomplete feedback iv) Faulty Feedback How to minimize : The managers should properly select the medium of communication. Simple messages should be conveyed orally like; face to face interaction or meetings. Use of written means of communication should be encouraged for delivering complex message. For significant messages reminders can be given by using written means of communication such as: memos, notices etc Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively. Constructive feed back will lead to effective communication between the superior and subordinates. 6. Personal barriers : i) Skill ii) Experience iii) Egos iv) Poor listening skill v) strong feeling of emotion. How to minimize : Listen attentively and carefully. There is a different between listening and hearing. Active listening means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether his/ her message is understood or not by the receiver is the same terms as in tended by the speaker. During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered. For example if the conveyer of the message is in bad mood then receiver might think that the information being delivered is not good. Training and motivation

7.Physical barrier : i) Distracting environment ii) Create wall between person talking iii)Work place and office noise iv) Distance between sender and receiver. How to minimize : To prepare well written documents which are clear, concise and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly. Noise is the main communication barrier which must be overcome on priority basis. It is identify source of noise and then eliminate that source. 8.Semantic barriers ( this is also known as language barrier) : i) Study of work ii) Difference of languages iii) Variation in meaning of non verbal symbol causes of barrier for effective communication. How to minimize : Enhancing language knowledge . Simplifying language Non verbal communication 9.Defensive provoking communication : i) The poor interpersonal relationship ii) Dogmatic communication iii) Non evaluate communication iv) Manipulate communication Communication which implies superiority provoke defensiveness communication How to minimize : Developing interpersonal trust. Share key information Communicate honestly

10.Organizational barriers : i) Lake of policies ii)Excessive authority level iii) Managerial leadership style iv) Lake of physical and managerial approach v) Unfavorable organizational culture

How to minimize : The organizational structure should not be complex that is need to create a appropriate organizational structure. Try to reduce hierarchical levels increase coordination between departments, and encourage two-way communication. Create close communication climate spend more time listening than issuing orders. Create a atmosphere fairness and trust.

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References : 1. Lecture- UITS 2.EzineArticles .com 3.Management Study Guide 4. Business Communication By Mohammad Siraj Uddaula.