COMMUNICATION IN ORGANISATIONS BY

DR. K.SWAMY PROFESSOR,

DR. MCR HRD INSTITUTE, HYD.

Why Communication ?

Elements of Communication

TYPES OF COMMUNICATION

Personal

Group

Organisations

Mass

COMMUNICATION PROCESS

Encoding Sender Decoding Receiver

Feedback

VERBAL VS NON VERBAL

CHANNELS OF COMMUNICATION

Formal VS Informal

ESSENTIALS OF COMMUNICATION

Self Awareness

Effective Writing / Speaking

Participative Reading

Receiver Orientation

Senders Orientation

Effective Listening

Provide Free Flow of Feedback

Empathy

BARRIERS OF COMMUNICATION

No matter how good the communication system in

an organization is, unfortunately barriers can and

do often occur . These barriers are: (or)

Communication of barriers are the difficulties

involved in the process of communication which

distort the message being properly understand by

the receiver

“Barriers prevent the communication from being

effective”

Types of Barriers in Communication:-

1. Physical

2. Psychological

3. Language / Semantic

4. Organizational Structure Barriers

5. Cross-cultural Barriers

6. Overcoming Barriers

1.PHYSICAL BARRIERS Are often due to the nature of the environment.

Thus, for example, the natural barrier which exists, if staff are located in different buildings or on different sites.

Likewise, poor or outdated equipment, particularly the failure of management to introduce new technology, may also cause problems.

Ex:-Defects in media (letters,courier,fax,)

Noise in Environment (Air vibration, people talking, in factory bcoz of noise the oral communication is difficult)

Information overload (in Advertisment&sales information is an example of overload)

2. PSYCHOLOGICAL BARRIERS

May result from individuals' personal discomfort, caused,

Example:- By ill health, poor eye sight

or hearing difficulties

One meaning of the term psychological barriers is the self limiting beliefs a person may have which in turn affects their behavior - that is ....what they do or don't do as a result of having a self limiting belief.

Example for Psychological A person might have a belief that they can't ride a

bicycle and carry this belief with them through their life, and as such they would never attempt to ride a bicycle. This belief will usually have been developed as a result of their past experience - they may have tried to ride a bicycle as a young child, perhaps they started to ride but fell off - hurting themselves in the process. If they tried to ride again shortly after the first accident, and subsequently fell off again, hurting themselves, they would perhaps begin to believe that they can't ride a bicycle. And they will hold this belief or psychological barrier until they receive sufficiently strong evidence to change this belief.

PSYCHOLOGICAL BARRIERS

The difference in background is overlooked

Economic background

Social background

Upbringing

PSYCHOLOGICAL BARRIERS

Self - centered attitude

Group identification

Self image

Selective perception

Defensiveness

Filtering

Status block

Resistance to change

Closed mind

Poor communication skills

State of health

SELF CENTERED ATTITUDE

In this the individual persons show their

attitude or behavior of each persons.

In self centered attitude we pay attention to

message which is useful or related to us,-if

it is not for us than we do not pay enough

attention to that message

The person who is highly self centered he

fails to build up good relation with others

(here we cannot learn more)

Group Identification

In organization our ideas suggestions & opinions are influenced in some matters by the group to which we belong.

In family there is different groups that is on the basis of age.

There is a conflicts between husband & wife because of their age difference as well as different culture.

(both are from different culture)

In family father says something the children's may nt lizn that word becoz of the age difference.

Self Image

» Self image is nothing but portray (showing

about your self to others like what your are)

» Our own identification with in the

organization that is what exactly your are.

» This barriers shows both your +ve

(knowingly the work) as well as –ve (if you

do not know that but acting like that) thing

in the organization

Selective Perception

» This psychological barriers sometime we

fail to get the complete message which is

sent to us.

» After getting that message we project our

expectation in to the communication as we

explain the message

» Proper media we have to select to send

message to the right person (without fail)

Defensiveness

» Defensive is nothing but serving for defense.

» If we feel threatened by a message we become defensive and respond in such ways that reduce understanding.

Example:- In organization the sales manager

gives threatened (declared

intention to injure) message to his

team to reach target than the team

will perform well to be safe.

» This is mainly harmful barrier in handling complaints & grievances (painful or oppressive) in resolving conflicts

Filtering

» Filtering is the process of reducing the

details (or) unwanted things of a message

» If sender send the information that we

have to change or edit all unwanted

information than finally we have to get

the actual information to boss he wants

results.

Status Block

» This is the main reason to break information

or because of this status barriers occurs in

the organization.

» Here the sine our manager never lizn to the

junior than the subordinate he connote

express his new ideas than the barriers starts

in the organization.

Resistance in change

» This is the serious psychological barrier

» Some people strongly resist new ideas which are against their established opinion (or) traditions (or) social customs.

» They may avoid the new ideas because the feel insecure or afraid of changes in methods or situations

» The people are maintain their own emotions attitudes, standards. They are not ready to accept anything new changes.

Close Mind

» This is also main barrier of each and every

organization

» Close minded seniors are narrow minded

peoples they cannot implement new ideas.

» And they are not allowing to young

employees to perform well & to implement

to ideas for growth of organization

Poor Communication Skills

» Lack of skill in writing & in speaking prevents a persons from framing the message properly.

» Lack of understanding

» Because of nervousness the person cannot communication orally with audience

» Because of excitement about on achievement or new idea may make a person speech incoherent.

» Lack of listening, poor reading habits.

State of Health

» The human health condition can affect

communication efficiency pain or fever

certainly makes a persons disinclined to

engage in communication.

» Perception is low when the state of

health is poor.

Contd….

» lack of concentration

» Attitude and bias

» Lack of self discipline

» Low emotional state

» Equally, if someone has personal problems

like worries about their health or marriage,

then this will probably affect them.

3. LANGUAGE / SEMANTIC

» Semantics, or Code Noise, occurs when the meaning

of a message to the sender differs from its meaning to

the recipient.

» Too often, this may be the result of “jargon,”

involving pretentious terminology or language

specific to a particular profession or group.

» Unclear message

» Faulty translation

» Specialists language

» Unclassified assumptions

Message Related Barrier

» If your message is too lengthy,

disorganized, or contains errors, you can

expect the message to be misunderstood

and misinterpreted. Use of poor verbal

and body language can also confuse the

message.

4.ORGANIZATIONAL BARRIER

» In organization the manager sends information through circular,notice,letter etc….

» In organization many of the employees they may not understand the lengthy messages if they ask the senior persons will never answer properly out of 100/20% of information only they will get.

» In organizations the senior peoples will not give much interest to the circular and all.

Contd....

In downward communication the subordinate

may not get exact information. Because of

superior carelessness.

In upward communication the subordinates

passes information to the superior but

that(100%) information will not moves to

superior the managers will edit the unwanted

information than finally they will send the

exact message.

Organizational Barriers :

Status relationship

One way flow

Organization structure

Rules and regulations

Distance barriers

Physical barriers

Mechanical barriers

5. CROSS-CULTURAL BARRIER

We communicate the way we do because

we are raised in particular culture and learn

its language, rules, and norms. Different

cultures (and sub cultures)may have

different rules and norms. Understanding

the other's culture facilitates cross-cultural

communication

Different Languages and Cultures

Different languages and cultures represent

national barrier which is particularly

important for organizations involved in

overseas (Proper usage and pronunciation)

business.

Staff shortages are another factor which

frequently causes communication difficulties

for an organization

CULTURAL CONFLICTS IN WORK PLACE

Cultural conflicts arise because of the

differences in values and norms of behavior

of people from different cultures.

A person acts according to the values and

norms of his or her culture; another person

holding a different worldview might interpret

his or her behavior from an opposite

standpoint.

This situation creates misunderstanding and

can lead to conflicts

Learning about other Cultures.

People can prevent cross-cultural conflicts

by learning about cultures that they come in

contact with. This knowledge can be

obtained through training programs, general

reading, talking to people from different

cultures, and learning from past experience.

Discrimination

Cultural conflicts lead to Discrimination

toward or against a person or group is the

prejudicial treatment of them based on

certain characteristics.

Dealing with Discrimination in the

Workplace

In the last few years, charges of gender

discrimination (man vs. woman) in the

workplace have increased. Racial bias,

while no longer the most common

complaint among employees, remains a

problem, as does age discrimination.

Dealing With Discrimination At

Workplace

Dealing effectively with discrimination is a

two fold process:

Become knowledgeable with regard to anti

discrimination laws,

Pay close attention to what's happening in

your company

Types of Discrimination

1.Gender discrimination

Socially, sexual differences have been

used to justify different roles for men and

women, in some cases giving rise to

claims of primary and secondary roles.

Gender Stereo Typing

The united nations had concluded that

women often experience a "glass ceiling"

and that there are no societies in which

women enjoy the same opportunities as

men. The term "glass ceiling" is used to

describe a perceived barrier to advancement

in employment based on discrimination,

especially sex discrimination

Language Discrimination

Diversity of language is protected and respected by most nations who value cultural diversity. However, people are sometimes subjected to different treatment because their preferred language is associated with a particular group, class or category. Discrimination exists if there is prejudicial treatment against a person or a group of people who speak a particular language or dialect.

Disability Discrimination

People with disabilities face discrimination

in all levels of society. The attitude that

disabled individuals are inferior to non-

disabled individuals is called ableism

6. OVERCOMING BARRIERS

Constant organizational efforts is need to overcome the barriers which are unconsciously built up by different people in the organization.

Health Centers:- Many organizations provide medical aid, gymnasium and recreation for the staff in an effort to keep down stress level.

Regulation like compulsory vacation after a certain number of months/years are also meant to ensure that employees avoid stress and fatigue.

Contd……

Semantic and language barriers can be

overcome only by being careful with the use

of language & by using words which have

clear meaning, by using short and simple

sentence, and also by using visual aid

whenever possible.

7. PERSONAL BARRIERS :

Attitude of superiors

Lack of confidence in subordinates

Insistence of proper channel

Ignoring comm.

Filtering of information

Message overload

8. BARRIERS RELATED TO THE

COMMUNICATOR

Unwillingness to say things differently

Unwillingness to relate to others differently

Unwillingness to learn new approaches

Lack of self -confidence

Lack of enthusiasm

Voice quality

Contd….

Prejudice

Badly expressed message

Loss in transmission

Semantic problem

Over/under communication

Attitude

BASIC COMPONENTS

HOW TO MAKE IT EFFECTIVE

» Use simple Language

» Face – to – Face Communication

» Use Feed-back

» Create Environment to express Ideas

» Be careful with Non Verbal Communication

» Develop Organisational Structure

TEN COMMANDMENTS FOR GOOD COMMUNICATION

» Clarity

» Purpose

» Physical and Human Environment

» Plan Communication

» Develop Content

» Communicate Values by Receiver

» Follow – Up

» Communication Through Short and Long Run Importance

» Action must be Congruent with Communication

» Be a Good Listener

7 Cs

» Clarity

» Completeness

» Conciseness

» Consideration

» Correctness

» Concreteness

» Courtesy

The End

Thank you all the

best my dear friends