WAYS TO OVERCOME BARRIERS TO COMMUNICATION

1)      Ways to overcome Physical Barriers:

ü  Whenever possible, avoid having physical barriers such as tables between the sender and receiver. Removal of these can give the impression of more open and personal communication.

ü  Maintain all instruments of communication like telephone, intercom system, typewriter, microphone etc. in good working condition.

ü  Ensure that the room is well lit but not too bright. Make sure that if the sun is coming through the windows, there are no shadows or reflections on any overhead presentations and that it is not blinding the audience.

ü  If someone is expected to listen for an extended period of time, appropriate seating and seating arrangements are important.  It should be comfortable.

ü  Plan your meetings keeping the time differences between different countries in the world in mind.

ü  Ensure less noise during the conduct of meetings by providing soundproof rooms or calm, peaceful and pleasant surroundings.

ü  The room should have sufficient ventilation.

ü  Make sure the room is safe and there are no obstacles which may be dangerous to the audience.

ü  Email, fax, telephone and videoconferencing can help to reduce the effects of time and space barriers, specifically for people who are communicating on a worldwide scale.

ü  Choose the richest media for complex messages and use multiple channels to communicate instead of depending on one channel.

2)      Ways to overcome Semantic/ Language Barriers:

ü Use concrete and specific language.

ü Be careful while using jargons and other organisational language that may not be understood by others.

ü Keeping the receivers in mind, use simple and short sentences.

ü  Pay attention to your pronunciations and accents.

ü Avoid using of puns as they may create misunderstandings.

ü Business language is often contextual and therefore culture specific. Avoid using idioms in the communication.

ü Think well before sending the messages.

ü Organise ideas well in order.

ü Ask for feedback so that you can clarify to improve your message if necessary.

ü Follow phone calls with emails that sum up what has been said.

3)      Ways to overcome Socio-Cultural Barriers:

ü Employees should identify and admit the existence of differences between cultures, values, beliefs, perceptions, interpretations, etc.

ü Employees should be given a basic cross-culture training which will make them aware of the cross culture in the work place.

ü Avoid drawing conclusions about an entire cultural group based only on few examples or on the basis of your own culture or on the basis of your understanding of their nation of origin for even one nation may have several distinct cultures.

ü While communicating with an individual or a group, use a language they are familiar with, even if you possess only working knowledge of the language.

4)      Ways to overcome Psychological Barriers:

ü Have an open mind. Listen to different points of view. Do not allow bias and prejudice to creep in.

ü Be aware of your own state of mind, emotions and attitude.

ü Don’t pre-judge. Listen first, evaluate later.

ü Send and receive messages rationally and analytically keeping personal emotions, prejudices at bay.

ü Don’t be selective in your communication.

ü Avoid making demand on a receiver who doesn’t have the time to pay careful attention to your message.

ü Make written messages visually appealing and easy to understand, and try to deliver them when your receiver has time to read them.

üStop acting as a know-all.