What were the common causes of the communication barriers? List and give an example of each. What common tools can be

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We're texting multiple people at once, we're multitasking, and we're really not making communication our first priority.

We don't want to sacrifice accuracy for a quick communication.

Effective communication is a key to success whether in the workplace, at school, in our lives, or at home. Unfortunately, there are many barriers to communication that lead to misunderstandings. Barriers to communication are often referred to as noise. Noise means anything that gets in the way of effective communication. Noise that blocks or distorts a message creates a barrier. Barriers can be physical, organizational, emotional, nonverbal, cultural, language related, or written.

You can hear things on the street. Cars, ambulances, alarms, signals that garage doors are coming and going. You hear all of the environmental noise on the street too that you feel a need to jump up and check to see what's going on elsewhere. It's very difficult to stay focused and to maintain concentration.

The distortion occurs when you are trying to force a communication through that challenge, through that obstacle. The distortion can occur because you are trying to make a point but someone or something is distracting you in another way.

Physical barriers are pretty obvious, such as closed doors, operating from different company buildings or sites, different time zones, or poor communications technology.

Organizational structure can also result in barriers if there's only top down communication or a culture that doesn't promote open communication.

Well, it becomes an us versus them type of environment where you don't feel like you're treated right. You don't feel like you have a future in a place. You don't feel like your needs are met. And that's not the ideal environment for any kind of a company or an institution to run.

Not having an open communication with employees can cause a lot of problems because that's where your gossip starts. That's where speculation begins.

Barriers can be emotional especially if someone is angry, resentful, fearful, worried, or stressed. Nonverbal communication can also confuse the message. Poor body language sends mixed signals such as a lack of interest.

It's kind of the silent language that allows us to reinforce what it is that we're saying with our vocalics, with our face, with our non- verbals, with the way that we're dressed.

So you really need to pay attention to every single twitch, every single gesture, eye blink, eye roll. Take it all in because they're trying to tell you something without words.

Sometimes it's in the nonverbal gestures that we can see more of the truth than we can by just getting their approval verbally.

Cultural barriers stem from different perspectives, experiences, behaviors, and ideologies that can lead to different interpretations of a message. Language barriers aren't just about language differences. Jargon and over complicated or highly technical terms can also lead to confusion.

If I reach out my hand to shake your hand in the American culture that is showing you that I'm interested in friendship. Yet in another culture, that may be perceived as a form of aggression or violence.

One of the bigger barriers typically tends to be accents. I've understood from clients and from students over the years that being able to actually hear the words that people are saying to them can be frustrating. Your responsibility is to be patient and take your time.

There are also barriers in written communications through emails, texts, and instant messages. Written messages that contain too much information are disorganized or full of errors can be misunderstood.

It's very important to think of business communication as an academic exercise. You need to have an introduction that tells them what you're going to tell them, you need to have a body that explains all of those main ideas and key points, and you need to have a summary that reinforces the parts that you want them to take away.

While there are many barriers to communication, there are also many solutions to either prevent or overcome them. In this program, we'll give you a roadmap to boost communication and lower the noise. Some physical barriers are obvious. A closed door, for example, discourages communication. Companies may have multiple sites that are geographically apart and may be even in different time zones. Employees can't have face-to-face time, considered the most effective form of communication.

Naturally when you're on the other side of the world you have to be mindful that they might be three hours or six hours behind or ahead. Someone could be really tired at 7:00 in the morning when you're in the afternoon or vice versa. Also, if you don't know they're economic situation you might suggest a means for communicating that could be expensive for them.

There may also be inadequate technology for effective communication. Although noise is a common term for any kind of barrier to communication, sometimes the noise is, in fact, actual noise. People chatting, construction, mechanical or industrial sounds. These can easily affect our ability to communicate.

An example of noise such as physical noise would be coughing, sneezing, or even using verbal fillers, like or as. Many people inflect up on their words and they don't realize that what that does is that it undermines their credibility when they inflected up at the end of a word.

Organizational structure can also cause barriers. If there's a culture of one way communication or one that doesn't foster open communication, messages can lead to misunderstandings. For example, an over-worked employee may resent a requirement for additional training while the manager's intent is only to make the employee more productive. If there's no two-way communication, the manager won't understand why the employee is resentful about this training.

It is incumbent upon senior management– any leadership grou– to make sure that their thoughts are conveyed clearly to staff. In an environment that doesn't permit that or it doesn't pay attention to that, you are really asking for problems, because you will have resistance to any suggestion of change, any suggestion of improvement. It will make staff feel as though they're left out.

There are numerous solutions to physical and organizational barriers. Open office spaces encourage greater communication and bonding as well as an open door policy. Two-way communication is also critical for ensuring messages aren't misunderstood.

An important part of two-way communication is training yourself to stop, to listen, to take it all in, to pause, and not react or not respondent in the heat of the moment or with so much emotion that we can't formulate an intelligent or a practical response to what other people have said.

It's important to use adequate technology. This isn't always in your control, but if a message is unclear, follow up or ask for the information to be re-sent a different way. Distracting noises can't always be eliminated, but you can work around them. If you need to communicate under these circumstances, get away from the noise. Find a quiet place where you can hear and be clearly heard. If you work in a consistently noisy area and it's affecting your ability to communicate, ask your manager for a change of location or for the use of a quiet area when it's most important.

My favorite tip is pick the right time of day to do what you need to do. Doing it at lunch time when you're out and about, doing it as you're walking along the street, doing it as you're racing between appointments in the car, that is not the best time to initiate a phone call either with someone new or with a client or someone you're working with on an ongoing basis. It will appear to the person receiving the call or the communique that they are not quite good enough to have your full attention so you're just getting to them on the fly. If it's really important to you then make the time to find a quiet place, compose your thoughts, and then have that meaningful discussion.

Physical and organizational barriers are common. But with the right strategies and mindset for open communication, they can be overcome.

If you realize that communication is always challenging and that there will always be barriers, take a deep breath, maybe even find a little humor in it, and refocus yourself. Try to be very clear in your communication.

Hello? She has a fever? Oh no. I've just got a really important meeting, but I'll be there as soon as I can. Tell her mommy's on the way. Thank you.

Ready for the meeting?

I'm so sorry. I won't be able to make it.

I hope you're pulling my leg. We've been working on this project launch for months. Everybody's going to be there. I can't do this alone.

Well, you don't have a choice. Stuff happens. Just deal with it.

As much as we try to control them, especially in a professional environment, negative emotions can get the best of us. You may be angry, afraid, or upset, and it may not have anything to do with the person you're communicating with. If that person isn't aware of your emotional state, it could be surprising or awkward, breaking down the process of communication. Anger hinders the ability to communicate. It can make you lash out and say things you'll later regret.

Personal pride can also be a hindrance. Know-it-alls are terrible listeners as they only believe in their point of view. They try to win every disagreement or get the last word rather than participate in healthy two-way communication. Depression tends to isolate people and cut off the communication process altogether. Anxiety or worry also has a negative impact on our ability to concentrate and can affect our ability to listen or communicate. People have many emotions and all of them have an impact on the way we engage with others.

When we're happy, when we're sad, the tone of our voice is greatly affected by our moods. How do you feel if I continue to talk to you like this and not look at you at all because I'm distracted by some issue of the day? That's not very pleasant. Wouldn't you much rather see my full face, hopefully a slight smile, some expression or interest in my eyes? That's the better way to communicate.

Non-verbal barriers result from the way we physically behave. There's a tremendous power in body language. It's one of the primary ways that people perceive us. If someone sits up straight and makes eye contact, we can assume they're a lot more interested in what's being said then if they're looking at their cell phone or slumped in a chair. Understanding body language and ways to use it to your advantage can shape every facet of your life. The way others perceive your body language can be the difference between success and failure.

Body language can often tell us more than verbal language. People might say one thing, but they feel something else. If you're thinking about something else or they're not sure of themselves and they're saying something that leaves them in doubt. So often by their movement of their hands or by the gestures in their face or however we may interpret it, they're telling us more by the way they move than by the way they speak.

Overcoming emotional and nonverbal barriers is challenging as they're often so very personal and instinctive. Overcoming emotional responses means recognizing the emotion and getting calm before speaking or responding. It also helps to be aware of other people's point of view. If you're on the other end of an emotional response, consider that the person may be going through a difficult time. Don't take it personally.

So if I'm dealing with something that's not very comfortable, I use the "I" language. I feel, I believe, I think, I have noticed, in my experience I. When I switch gears and say you have done XYZ, when you said, blah, blah, blah that creates tension, an emotional reaction that can stop conversation in its tracks.

Physical fitness has a lot to do with how well we communicate. If you're rested, you feel fine. If you're not, then your ability to speak well and be attentive starts to diminish.

Being conscious of your body language is very important in all aspects of your life. Simple things like making eye contact, smiling, or sitting upright demonstrates interest, confidence, and enthusiasm, attributes that work in your favor.

A good way to start any level of communication is to greet somebody. How are you, my name is so and so, and maybe a little bit of small talk, especially if you have some time. And that always allows you to open the doors to understanding somebody and also to bring down barriers.

Our body language is so important because it speaks volumes, but it also encourages, it can shut down, it can encourage or deflate. It can also prompt conversation or it can lead to those questions that you wish someone would ask or conversation that you wish would take place. But we have to give someone some type of body action to let them know where you want this communication to go.

Communication between people from different cultures is often difficult. Our culture influences the way we think and perceive the world. It can also affect our behavior. For example, making eye contact can be a positive action in one culture and insulting in another.

Extending of hands as opposed to waiting for a person of a higher stature to extend the hand to you. Handing a business card to a superior instead of waiting to be asked. There are all sorts of cultural nuances and the more you know, the more you know you need to know that cultural communication is very important.

I've understood from some European friends that Americans smile way too much. They prefer a more subtle form of smiling to imply joy or that you're pleasantly enjoying something. So it is really great, and I think it's a fun exploration opportunity that if you know in advance that you're speaking to people who are from another country, from a different culture, that it's so easy these days to Google it and look it up and find what works for them and what doesn't.

Emotions are also displayed differently between cultures. In some areas of the world, people openly exhibit emotions while in others, they tend to keep them hidden.

Because communication is contextual, I suggest looking at your audience, seeing how that individual communicates with others. Does that individual stand close? Does that individual stand far away? Does that individual touch others? Does that individual emote a lot of feelings, expression? And then determine what it is that you are comfortable doing when communicating.

Unfortunately, differences can lead to stereotyping, which sets up more barriers. Making assumptions about whole groups of people based on their culture results in many misconceptions.

Stereotyping is a two-way street. We are examining the person we're speaking with or the group of people we're speaking with, but they're doing the same thing to us. So obviously somebody of a different gender, someone coming from a different part of the world, someone who worships differently, we look at each other and we try to size each other up.

It is important to remember that we all come to the table with preconceived notions of what experiences should be like and how people should be. And they're not always correct.

Language differences can create difficult barriers to communication. Language is very complex, and it's easy to lose or misunderstand meaning in translation. Emotional language is particularly difficult as expressions vary across different countries and cultures.

I was in a meeting down in Colombia, South America, and it was a serious meeting about trying to sign an agreement with a university there and the president was there. And it was sort of a stiff procedure. At one point and then I went to the restroom and I saw something that was posted on the wall that it was in Spanish and I found to be humorous and I just came back, I was laughing. And what's so funny? And I told them and we all started busting out, laughing, and then we just went into a whole different level of communication, which was a lot more enjoyable, lot more authentic. So sometimes it can backfire on you. But in this case, it worked in my favor.

Language barriers also exist amongst people who speak the same language.

Warren.

Hey. Good morning.

So I'm going to send Bob out with you today. He's great at troubleshooting. Be able to look at the breaker box. See if there's maybe something underrated in it. Could be a broken neutral, could just be a busted receptacle.

Jargon, highly technical terms, acronyms, and overly complex language, they can all seem like great communication shortcuts or a way to show off how smart you are. But they can also easily result in misinterpretation or lack of understanding.

Many people around the world who speak English as a primary language will be confused often in the jargon of our industry, of our friends, of our ilk.

It's really important that you be clear without talking down to an individual. It's really important that you be able to explain yourself and make it easier for the receiver to understand you.

Cultural and language barriers can be overcome with the right approaches. Limiting or avoiding the use of jargon or complicated language will help make your message clearer. Paraphrasing is a useful way for listeners to ensure they understood a message correctly.

OK, so what I hear you saying is Bob's going to go out on a call with me to help identify the problem and make sure we get the job done right.

That's it.

There are specific strategies you can use to address language differences. First, it's important to speak slowly and ask for clarification if communication is unclear.

Do you understand?

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You know what, let me just show you the new. Here it is.

[SPEAKING FRENCH]

OK. [SPEAKING FRENCH] Perfect.

Perfect? Great, thank you.

Merci.

It's important to avoid jargon and culture specific idioms. For example, hit it out of the ballpark would lose its meaning in most cultures outside of the United States. It helps to choose your mode of communication carefully. If translation is needed, communicating by email may be the most efficient way. Any messages should be specific and direct using simple language that's easy to translate while retaining its meaning.

If you know the individual and you know that the individual is comfortable reading the language perhaps that may be the ideal way to communicate with someone from another language. It gives that individual an opportunity to reflect, to read your message at leisure, and to take time and look up words that perhaps the individual might not know.

There are also effective ways to manage cross cultural communication. If you gain an understanding of other cultures, you will have a better sense of other people's perspectives. Many companies promote cross cultural training and activities to help with communication and bonding. It's important to have respect for people from other cultures including their values and beliefs even if they're different than yours. If you show respect, you'll likely receive it back.

The more we learn about other cultures, the more respectful we will be one of these differences, because we'll appreciate what's different about them and where the beauty is in these cultures.

Probably the most important way to cope with language and cross cultural barriers is to be patient. You can't expect to communicate at the same pace or with the same ease as someone from your own culture or language. The point of communication is to convey a message and have that message understood. Culture and language barriers can hamper effective communication so taking steps toward removing them is important.

A lot of communication is written such as the exchange of emails, texts, and instant messages. While these modes of communication are easy and convenient, barriers often arise.

I have received text messages that struck me as curious and odd and because of the distance and the time factor involved, I could not immediately call that person and say, what did you mean by that? And so you find yourself in a lot of situations that occur like that frequently, especially in business with messages flying back and forth throughout the day. If it really is that troublesome or if it's a completely different sense of what you anticipated it to be, it is best not necessarily to reply with another written communique, which will just complicate the matter. It's best to pick up the phone and call someone.

A lack of body language and vocal intonation makes it easy to misinterpret a written comment. Emojis can help convey feelings but are not always appropriate, especially in the workplace.

In a business setting, in business communication, I cannot stand to see an emoji or an emoticon at the end of a message, because it is a casual form. It is animation. It is some type of little cartoon character that's supposed to tell us how we're supposed to feel about whatever we've written or received. I don't recommend it in business settings. But that just goes to show how written communication can be misunderstood. We can't hear tone. We can't hear personality. We don't know rate of speaking or level of excitement. We might misunderstood the written word so we add these little images to let someone know, I'm kidding. I'm smiling. I'm sad. Or whatever the emoji or emoticon might be.

Emails can be fraught with communication issues. Information overload is one of the most common. Lengthy or disorganized emails are draining to read, especially with a busy schedule. Often they'll remain unread or only briefly scanned.

Part of the problem with really lengthy emails is interpretation. These days, emails are used, of course, abundantly for everything from quick messages to friends about meeting for lunch to important documentation about functions in the office. It is really, really critical to understand that short is better, succinct is better. I tend to use bullet points in a lot of my emails so people understand my top of mind thoughts and what I want to accomplish.

Emails and texts are often written quickly and can be full of errors. Some may be insignificant, but others can be more serious. Spelling mistakes and incorrect grammar also reflects poorly on the writer. It implies you're careless or too lazy to review what you've written before hitting the send button. Fortunately, there are specific actions and techniques you can use to eliminate barriers in written communication. The first is to keep your written messages concise and targeted. If you're sending an email, make sure the subject line is specific about the contents. Keep the body of your email short and to the point without unnecessary details. The easier a message is to read, the more likely it will be clearly received.

So when you are targeted, you can figure who am I writing to? Is it Katherine Brown, is Miss Brown, is it Katie? How do we get to know this person? Then we open with a very targeted message on how that particular campaign applies or appeals to them. So there's an emotional hook early on. There's a reason they should continue reading.

Think about the mode of your message including the format. Is an email appropriate for formal communication or is a letter printed on business stationary better? Is your font style or email signature appropriate for the receiver?

As a new employee, there is a style guide that most organizations have. It tells you about the font, the size of the font, and exactly what type of written communication you need to be using.

Whenever you have serious news to share, I always recommend, suggest, if not demand that you send a formal letter such as a letter accepting a job or a letter resigning from one. Anytime you have news that change of status or shares breaking news of any type, then you need to treat that in a very formal, respectful way.

Today, it is very acceptable to send thank yous for interviews or for meetings via email, but the occasional handwritten letter never goes out of style, or handwritten note. Because it shows you took the time to sit down to put thoughts on paper, compose them, grammatically, correctly, and send it off. And that's very meaningful.

When interpreting written communications, a reader will tend to see it in a more negative light than it was intended. Consider how others might interpret your message. Does it possibly come across as cold, brash, sarcastic, accusatory, or belittling? Skillful writing and an understanding of how people respond to words leads to effective communication.

So you really have to know how to write effectively. And if you aren't that strong of a writer then you need to find someone who is and humble yourself and let them correct your work. With respect to word choice, I always say know your audience, know who you're writing to. If you're writing to someone of a different generation then you need to speak formally, much more respectfully. You may want to use some bigger words than you're used to. If you're writing to a colleague or people of your own generation or your own work base, then you might be able to get away with more casual things. But I would say leave all the cliches and expressions and the street talk, leave that out of business correspondence, because it certainly doesn't have any place.

To avoid errors in spelling and grammar and to keep your message clear, follow these three R's. Review, reflect, and revise. Although it takes some time, reviewing what you've written will help you catch errors and will reflect better on you as a skilled communicator. Reflecting means looking at the key points of your message to make sure they're clear. Have you covered the essential points? Is there redundant or unnecessary information that can be removed? If you found errors or content that is unclear, the last step is to make the necessary revisions. To overcome barriers to written communication, you need to make sure that your message is targeted and concise. Ensure the wording won't be negatively interpreted. Consider the most appropriate mode for your message and take time to review, reflect, and revise.

In order to be an excellent writer, you need to be an excellent reader. And I suggest going into bookstores and picking up newspapers and magazines that aren't from this region, getting into different topics or subjects that you don't have exposure to in this particular footprint and just widen your circle so that you have influences from some really good writers. You cannot strengthen your writing skills unless you pick up a book or magazine or a newspaper and read.

There are many barriers to communication known as noise as it distracts from the message. Barriers can cause your message to become distorted and lead to confusion or misunderstandings. Effective communication involves overcoming these barriers to convey a clear message that will be understood. To do this, you need to know what barriers exist and how to cope with them. Physical barriers can include closed doors, operating from different sites or time zones, noise distractions, and one-way communication from the top down. Physical barriers can be overcome in various ways, such as utilizing an open office space environment, having an open door policy, and fostering two-way communication. You also need to use adequate technology that allows your message to get across clearly. If there are distractions due to sound, find a quiet place or ask for support to manage the noisy environment.

Emotional barriers can't hinder the ability to communicate rationally. Non-verbal behavior, such as body language, can affect the way others perceive the way we are responding to them. If you are in a negative emotional state, it's important to recognize it and get calm before interacting with others. If you were the target of an emotional response, be understanding and don't take it personally. It's also important to be conscious of your body language as it's critical to how others perceive you.

Cultural barriers stem from experiences, behaviors, and beliefs that differ between cultures and can lead to misunderstandings. Language barriers, whether the use of a different language, jargon, or highly complex terms are also a major hindrance to communication. The best way to communicate in most settings is to avoid jargon or highly complex language. It also helps to paraphrase what has been said to ensure mutual understanding. When communicating to someone who speaks a different language, it's important to speak slowly, ask for clarification if you don't understand, and check his or her understanding of your messages. You should also avoid culture specific idioms that can confuse a message.

Cultures have their own behaviors, belief systems, and style of communication so it's important to have an understanding of other cultures. Being respectful and patient also helps break down culture and language barriers. When you're communicating in written form, there's no body language or tone of voice to help you interpret how something is meant. Information overload and errors in spelling and grammar also lead to misinterpretations. To overcome written barriers, keep messages concise and targeted. Since it's easy for written messages to be misunderstood, check your wording to make sure it won't be negatively interpreted.

Also, consider what is the best mode of communication depending on the level of formality. And finally, review, reflect, and revise your correspondence to make sure it's clear, concise, and free of errors. Communication plays a major role in our lives, personally and professionally. It's critical for developing relationships, building trust, and gaining respect. Communication can determine whether we succeed or fail and it affects our reputation. There are many barriers to communication but if you understand how to overcome them, there are also many opportunities for success.

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COM 2301, Professional Communication 1

Course Learning Outcomes for Unit I Upon completion of this unit, students should be able to:

1. Explain foundational communication concepts that can affect professional communication. 1.1 Discuss workplace communication barriers. 1.2 Analyze how communication skills can overcome workplace communication barriers.

Course/Unit

Learning Outcomes Learning Activity

1.1

Unit Lesson Unit I Principles of Communication PowerPoint Presentation Unit I Noisemakers PowerPoint Presentation Video Segment: “Summary: Barriers to Communication” Video Segment: “Gender Differences: Communication Styles” Video Segment: “Common Communication Barriers”

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