Factors Required for Effective Sense of Communication

The communication said to be successful in nature if the message given by the sender is conveyed to the receiver in the exactly same manner without any distortion, addition or deletion in the message. The feeling of the message should also be kept in the mind and the receiver should get the message in the same way. If the communication is perfect then the information that reaches the receiver is completely unaltered and without any distortion. However there is nothing that is 100 per cent in nature. In the same way perfect communication is also not possible in nature. As the input cannot be equal to the output due to the loss of energy in between the process of the work in the same way complete communication cannot take place. The hurdles that can take place creating a problem in the communication process are called the barriers of the communication. Communication is hence made ineffective, incomplete and wasteful.

The message actually conveyed is not received by the receiver. This creates the problem in the process of the communication. In order to make the communication successful and effective the identification of the barrier is very important step that is required to be taken at the earliest. The more than half of the problem in the communication is due to behavioural problem and many other problem arise due to this thing I the whole communication process. These hurdles are required to be eradicated in order to solve the issue of the misunderstanding created in the communication process. There can be lot of reasons for these hurdles or barrier in the communication. The problem may lies between sender or receiver or the both. The other reason for the communication barrier could the medium that is being used to transfer the information from one person to the other. The encoding or decoding of the message can be done faulty which can create misunderstanding and hence wrong message is being conveyed. The defective or faulty channels can also create some problem in the communication. Further for the proper understanding of the barrier in the communication these are divided in four categories and they are semantic barrier, physical barrier, organizational barrier and psychological barriers. If the problem is there in the process of encoding and decoding the message into the impressions or words then it is said to be semantic barrier. The examples of semantic barrier may include use of the different interpretation of different words, different language, bad grammar or poor vocabulary.

It is very obvious that all the workers at a common place do not have same language. It is a matter of concern if the medium required for the transfer of information is not same for everyone. If the language used by the one is not understandable by the other it can automatically can become a barrier in the communication. This type of problem is generated in the organization that is completely diversified by the worker from different caste and culture like that in multinational companies. The experts in translation even fail in some of the cases to convey the message exactly in the different words or in different languages. The communication barrier can widen if the company expands itself and the more diversified culture of people are combined to work with each other. The different context for different words is also a problem and hence it acts as the barrier in the communication. Different words have different meanings depending upon the context in which they are used. If the sender conveys the message in one context and the receiver on the other hand receives the message with some other context then misunderstanding is generated and the whole process of communication fails. There are chances that receiver is preoccupied by his own meaning and ideas then he will decode the message sent by the sender in the same way without trying to know the motive of the sender.

Due to the different perceptions and presumptions the misunderstanding are generated that result in the wrong and distorted message supply to the receiver. The poor vocabularies of the communicator can also result in the wrong or misinterpretation of the message. The clear and correct meaning should be known to the communicator in order to convey the precise message the person on the receiving end. If the words used by the communicator are inadequate and improper then idea that is needed to be conveyed will not be clear in the nature. One is also disturbed by the physical barriers and hence the whole motive of communication is collapsed. The noise, improper timings, distance, overloaded, under loaded or inadequate message are few of the physical barrier that may occur while we are in the process of communication with the other person. The semantic barriers are in the hand of the person to some extent while these physical barriers are not solvable in the hand soft e communicator and the receiver. The semantic barrier like poor vocabulary can be improved by the sender and he can be successful in sending the exact idea. The physical barriers are not possible to be corrected at the end of the sender. Like that in case of the noise and any other kind of disturbing interference can reduce the clarity of the message. Disturbance can be created in physical form, psychological form, written form and as well as the visual form. The noise distracts the attention of the person communicating. The loud music in the marriages, noise due to the machinery in a factory or any other working place put impact on the listening process of the receiver. The mental stress and trouble may also lead to the distorted message sent to the receiver.

In the same way the inattentiveness of the listener may also lead to the trouble in conveying of the message by the sender. The noise by the external factors that diverts the attention of the person can be considered as the physical barrier while the mental trouble can be considered as the psychological barrier in the process of the communication. The bad hand writing and typing that is incorrect creates the irritation in the reader who finds it very difficult to understand the written language. This type of the problem in the communication is known as written noise. Then there comes the visual noise like disturbance by seeing something. Like in the classroom teacher gets disturb and stop teaching after seeing the students talking in the class or the employee arriving late in the office distracts the superior attention. Improper timings of the communication are also the barrier in the communication process. It is because calling anyone at the wrong timings causes resentment in the other person and he becomes against you and does not what to keep the interaction with you. Hence the communication process is hindered. At the time of the closing someone ordering the thing is also an example of the barrier in communication due to improper timings. Calling someone in the middle of night and disturbing someone also creates an irritation and resentment as the sleep of the person is disturbed and due to this improper timing again creates the barrier in the process of the communication if the message is not that much urgent. The distance can also act the barrier in the communication. In this process speaker has to speak loudly in order to convey the message to the receiver. Another example of his type of barrier can be seen in the import export transactions where communication might not take place due to improper functioning of the telephone or fax machines. One fined it difficult to talk to another person when it comes to talking to the one who is distant from us. The under loaded message contains less information and overloaded messages contains more than required message. It distracts the attention of the reader and creates problem in conveying the message in the correct manner. The message that is needed to be conveyed should neither be too long nor be too short. If any of these happen the main motive of the process of the communication fails and hence the message will not be conveyed in the actual sense. The physical barriers are almost very common in day to day life and one gets to know about the daily activities of person that can affect the process of communication. Noise that can be audio or written in form can make the process of understanding the message in communication difficult and hence it can create barrier in the communication. Another type of barrier is the organizational barrier. The organizational barrier includes rules and regulation of the organization, hierarchical relationship, none conducting of staff meetings, wrong choice of channel are the reasons of the organizational barrier. The few rules and regulations in an organization may affect the flow of information effectively. Important messages can be manipulated or omitted. The rigid rules can delay the flow of the messages in an organization. This may create discouragement in the employees whose ideas and creations are given less weight age. Hence these types of activities lead to barrier in the communication. If the rules and regulations are simpler and flexible then there will be no restriction on communication and it will be free leading to the free movement of the messages. As a result of this workers are encouraged to come up with the opinions and new ideas that are creative in the nature. Formal relationship of the boss a worker also put restriction on the flow of the information. The communication gap is directly proportional to the difference in the hierarchical position of the boss and subordinates. The flow of the information in upward direction is mostly restricted only. It is because the subordinates are not open minded to talk to their higher authorities freely. This is the factor that creates barrier in the communication. Very few workers can talk to their higher authorities without any type of the hesitation. If an organization does not conduct regular staff meetings it can lead to communication gap between higher and lower authorities. The problems of the employees can be listened to properly and suggestions can be welcomed by the regular staff meetings in any type of the organization. The choice of channel that is required to be made is also a very important decision. All mediums are not successful at the entire situation. If one fails at one situation then it may excel in the other one. It is not important that all mediums work effectively at every situation. Like in the case of sales man he is required to talk to the customer face to face rather than talking on telephone or writing him e mails or letters. The other mediums of communication are failing in this situation and the only one like talking face to face is the successful option. The place where written communication is required is the formal relationships. However if one needs to talk with the illiterate people one needs to talk orally and not in written form. He can also understand the symbol language or with the support of the pictures. The formal relations cannot accept the communication with the help of the pictures. Hence the mediums that are helpful in one case can create a mess for the others. The illiterate cannot understand the written form of the message. In this way wrong choice of channel can lead to the barrier in the communication. Sometimes the message from lower staff is transmitted to the higher authority in order to solve the purpose of the middle bosses. Hence this thin lead to misunderstanding and distortion of the message in the mid way. This results in the distrust and disappointment in the employees and also the disruption of the environment for the communication. The rules and regulations of organization need to be flexible in order to make the communication free. One should feel free enough to convey his or her ideas rather than hesitate to talk to his higher authorities.