Barriers to Effective Communication - Essay Example

Essay The word communication originated form the Latin word ‘communicare’ which means having a willingness to share and to establish a feeling of commonness (Ogili, 2005). Communication is a process by which one’s thoughts, feelings and ideas are shared with other people (Communication; Ogili, 2005). A good and effective communication can help in better understanding and to establish a healthy relationship with people (Ogili, 2005). It can be considered to be a four way process which involves a person sending the message, a person who receives it, listening to the feedback given in response to the message, and observation (Communication process). The key factor to this process is whether the message communicated has been understood by the receiver. This determines the effectiveness of the communication, which is expressed through feedback (Communication). Thus the three important skills required for effective communication is speaking, listening and observation (Communication process). Communication is not just an exchange of words, it also involves body language. Hence the process of communication is said to consist of both verbal and non-verbal components (Communication; Jose, 2007; Jones, 2002). The non-verbal component helps to makes the verbal communication more interactive (Jones, 2002). The non-verbal components may include the way a person is dressed, expression with one’s eye or face, body posture, hand movement or other such gestures (Communication; Jones, 2002). When used appropriately and at the right time such non-verbal communications can make the conversation more effective and interactive. Both these modes are inseparable as knowingly or unknowingly they go hand in hand during a communication process (Communication). It reflects the fact that the person who is communicating is serious about his talk and is involved in the conversation. Communication could be broadly classified as interpersonal communication that involves two or more individuals, and societal communication which occurs almost everyday between peers, colleagues, and other friends both at academic institutes as well as work, and during social activities to cite a few(Jose, 2007). The types of communication includes one-way communication which concentrates only on conveying the message to the receiver, interactive or two-way communication that relies on the feedback from the receiver who is thus also involved in the communication process, and the third approach being transaction which is considered to be the most effective form of communication. The transaction process involves the sender who passes the message to the receiver, who in turn gives a feedback about what was understood in the message. And if the message was not perceived correctly by the receiver the sender communicates the message once again until it is correctly understood (Communication process). Barriers to effective communication In order to make a communication effective both verbal and non-verbal forms of communication need to be employed. However, even if one intends to communicate effectively there are certain barriers that may hinder the process. Such barriers to effective communication can occur be due to physiological, or physical or psychosocial reasons. Physiological reasons may include problems with speech, hearing or vision all of which contribute to good communication. Environmental factors such as noise and other such distractions, situation, technical problems with telephone or computers contribute to the physical or external barrier. Psychosocial factors refer to the mental health of the people involved in the conversation as well as other factors such as age, education, language spoken, or economic situations. In addition to the above, other factors such as general mood, attitude and emotions such as fear, past experiences or relationship with the individual and cultural differences would all have an affect on the conversation (Communication process; Communication; The Importance of Effective Communication). Misinterpretation of body language and expressions and having a wrong assumption about the message that has been conveyed without verifying it with the sender can also be a barrier for successful communication (The Importance of Effective Communication). All of the above does have an influence on the effectiveness of communication. Such barriers prevent the correct transmission of the message. Hence both the sender and the receiver must wholly concentrate on the communication process and should keep the mind free from other thoughts and inhibitions. Factors that assist effective communication There are a variety of factors that aid in good communication at different situations. In general, both the verbal and non-verbal forms of communication could be employed for effective communication. As for the verbal portion of the communication process, a free mind without any preoccupation would help to concentrate on the message that is to be conveyed as well as the receiver. A well organized message will provide a good start to the conversation. One will have to think before a statement is made as it needs to be logical and sensible (Beck, 2001). While these have to be borne in mind for the verbal aspect of the communication, the non-verbal component includes four aspects: physical appearance, voice texture and method of speaking, kinetic movements and body language (The Importance of Effective Communication; Non-Verbal Communication). The physical appearance includes the general health of a person as well as the dress code and their grooming. The appearance gives the first impression about the person and hence one has to be very careful with the way they present themselves (Jose, 2007; The Importance of Effective Communication; Non-Verbal Communication). The voice tone and the speed of the voice also play a vital role during communication. The message should be conveyed with a clear audible voice and at a speed that can be followed by the receiver. Body language of the person conveying the message and the receiver is equally important and this includes eye contact, facial expressions, and gestures such as shaking or waving of hands and given a nice hug. A good eye contact aids in improving one’s confidence levels and also suggests willingness for an open and interactive communication. Fear, anxiety and lack of interest are some conditions when people do not make good eye contact, which will send a wrong message to the receiver. Facial expressions such as fear, anger, sadness and hatred should also be controlled to make effective communication. Another factor is body posture, which is an indication of the general mood of the person. It is generally better to avoid rigid or stiff postures and have a relaxed attitude during the conversation. Non-verbal communication is considered to supplement the verbal form in the following ways: they can repeat the message through various gestures or other movements or contradict the message, function as a substitute for the verbal message such as touching and eye contact, compliment a message, for example, by giving a pat on the shoulder and can emphasize the said message (The Importance of Effective Communication). Thus the non-verbal components will also need to be considered if one wishes to make the communication effective and successful (Jose, 2007; The Importance of Effective Communication). Role and management of emotions Emotions can be expressed both verbally and non-verbally during a conversation. However, research indicates that the non-verbal form of communication is the most common means by which emotions are expressed (Lucian, n.d.). As explained earlier eye-contact, posture and facial expressions are the common means by which one expresses emotions. If these emotions are expressed positively, such as happiness, enthusiasm and interest to name a few, they would definitely have a positive impact on the mind of the receiver. But if they are negative such as sadness, anger, fear and disgust it will not pave way for a smooth and healthy conversation. Thus management of such emotions becomes primary under such circumstances. Some of the techniques that can be used in such situations include relaxation or trying to calm one’s mind, focusing on listening rather than speaking, apologizing after an emotional outburst, or simply excusing oneself and taking a break from the conversation (Maiese, 2005). Hence one needs to think rationally and make the right decision depending on the type of emotion experienced. Specific strategies to improve effective communication Effective communication occurs when a message is properly sent and received well by the receiver who in turn gives a feedback for the message which serves as a proof of understanding the message. The sender in return acknowledges the feedback given (Communication process; Communication; Ogili, 2005). There are certain specific skills that one must possess to make their conversations effective and worthwhile. These skills can be considered from the perspective of the sender and the receiver. While sending the message it is essential to concentrate on the message which one intends to convey genuinely setting aside distractions and other inhibitions. One must not overact or enact the communication but should focus on delivering a message which will be well received. Use of appropriate body language and expressions serve to enhance the effectiveness of the communication process. The receiver on the other hand should possess vital listening skills in order to correctly interpret the message. One needs to be open and supportive while listening and must concentrate on the message. When a point is not understood, one can ask it to be repeated or can raise sensible questions pertaining to what is being told until one is confident about what is being told. This would reflect involvement of the person in the communication process. In addition to listening, one must also pay attention to the body language and other gestures of the person with whom one is communicating. As mentioned earlier non-verbal communication serves to enhance the verbal message and the receiver could also obtain cues from them such as the mood of the person and level of involvement. After listening it is important that one fully comprehends the message and understand the content before reacting to it. The feedback given by the receiver is also vital for the communication to be effective. The sender in turn can ask for the receiver’s views and suggestions on the message. Hence one’s response should reflect interest and understanding. While responding it is important to be descriptive of one’s views, give importance to the other person, and one must not try to control the conversation. It is also important not to react to the other person’s emotions but rather one must try to be supportive and encouraging (Ogili, 2005). Being defensive can be a problem during communication. This occurs when a person is scrutinized or criticized. Under such circumstances it is very natural for person to be defensive and try to protect oneself from the situation. When the allegation is false the defensiveness is even more. Thus people who are communicating should be well aware of such attitude and must learn to react calmly and try to understand the other person’s stand with empathy. If one person is at fault it is essential to work out a compromise rather than trying to hold one’s head high (Ogili, 2005; Scott, 2007). When the situation gets heated up it is better to take some time off before resuming the conversation to ensure a constructive communication. Most of the above would fall in place when people in a conversation share mutual love and respect for each other. This will help them sustain the communication even under trying situations (Scott, 2007). Conclusion In conclusion, communication forms a very vital aspect of our everyday living as it is the only mode to show to others who we are. It is the most important means to build relationships at home, at institutions and at work. The strength of the relationship depends on effective communication. People should bear in mind that it is easy to start a communication but it is very difficult to sustain it unless they possess the qualities and skills required for effective communication. However, this can be acquired only over a period of time by sharpening one’s skills in every conversation. It is a learning process and one needs to have an open mind to accept the mistakes and must take an effort to correct them. All this would aid in good, easy and effective communication. Reference: 1. Learning skills. Communication process. pp.79-86. [study material] Available at: http://www.c-pal.net/course/module3/pdf/Week1_Lesson7.pdf week 1 lesson 7 [Accessed 3 November 2008] 2. New Medical Assistant. Communication. [Online] Available at: http://www.newmedicalassistant.com/communication_skills.htm [Accessed 4 November 2008] 3. Jose, Jincy, 2007 Communication within the Individual and Group. Nursing Reviews. [Online] (current 25 October 2007) Available at: http://nursingplanet.com/nr//index.php?blog=1&p=38&more=1&c=1&tb=1&pb=1[Accessed 4 November 2008] 4. Jones, S.E. & LeBaron, C.D., 2002. 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Available at: http://www.beyondintractability.org/essay/emotion/?nid=6565 [Accessed 4 November 2008] 10. Ogili, E, 2005. Strategies for Effective Communication of Educational Instructions in Nigeria. Malaysian Online Journal of Instructional Technology. Vol 2 (1). pp.1-7. 11. Scott, E, 2007. How to Communicate: Improve your Relationships with Effective Communication Skills. [online] (Updated on 5 December 2007). Available at: http://stress.about.com/od/relationships/ht/healthycomm.htm [Accessed 4 November 2008] Read More