BCom 1st Year Miscommunication: Barriers And Improvements Question Answers

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BCom Miscommunication: Barriers And Improvements Question Answers

Q. 1. Explain the meaning and causes of miscommunication.

or, What is meant by miscommunication? Why and How do the communication Barriers arise?

or, What are communication barriers? When do they arise?

Ans.

MEANING OF MISCOMMUNICATION

Communication is the exchange of information, facts and ideas between sender and receiver. If the message sent by sender gets distorted due to some reasons, it is called miscommunication. Receiver does not get the message in its original form. Thus, miscommunication is a ruined form of communication. Due to some barriers, the message loses its meaning.

MEANING OF COMMUNICATION BARRIERS

Communication barriers are the obstacles arising in the process of communication due to which the message loses its original form. These barriers may arise at any stage, i.e., while the message is being developed, transmitted, received or interpreted. These barriers may damage the message in many ways. Sometimes the damage is so serious that the message loses its original form and sense.(BCom Miscommunication: Barriers And Improvements Question Answers)

HOW DO MISCOMMUNICATION ARISE?

Or, HOW AND WHY DO COMMUNICATION BARRIERS ARISE?

1. Problems in the Development of Message: A number of problems may arise at the time of development of message such as: uncertainty about the contents of message, difficulty in expressing ideas, confusion about the situation of receiver, emotional conflicts etc.
2. Problems in the Expression of Ideas: Second problem in the way of communication may be: how to express the ideas. It may be due to the lack of vocabulary or lack of knowledge of grammar or lack of experience of writing and speaking etc.
3. Problems in Transmitting the Message: Some problems may arise in transmitting the message from sender to receiver. These may be: physical barriers like bad connections or poor print, two messages may have conflicting meanings, communication chain may have too many links, etc.
4. Problems in Receiving the Message: Communication barriers may arise from the side of receiver also. These may be: disturbed sights and sound, poor lighting, poor health of receiver, lack of concentration of receiver, etc.
5. Problems in Interpreting the Message: A message may loose its sense and form if it is not properly interpreted. It may be misinterpreted by receiver due to the difference in language or vocabulary or background or mental status or emotional state.
6. Differences Between Sender and Receiver: If the sender and receiver are not having friendly relations or there are some differences between the two, communication may be ineffective. There may be a difference in the functions, status, age, knowledge etc. of sender and receiver. To communicate with unknown and unseen audience may also cause some problems.

Q. 2. Explain the meaning and types of communication barriers.

Or, What is meant by miscommunication? What are the types of communication barriers?

Ans.

MEANING OF COMMUNICATION BARRIERS

Communication barriers are the obstacles arising in communication process. These barriers may arise at any stage of communication process, i.e., while the message is developed, transmitted, received or interpreted. Due to these obstacles, what is to be communicated, does not get communicated. Message is not received in its original form.

TYPES OF COMMUNICATION BARRIERS

Communication barriers may be classified into five parts:

1. Physical and Mechanical Barriers
2. Semantic or Language Barriers
3. Organisational or status Barriers
4. Emotional or perceptional Barriers
5. Personal Barrier.

1. Physical or Mechanical Barriers: These are the barriers which are caused by faulty physical and mechanical conditions. These may be as under:

(i) Noise: Communication process may get disturbed due to the presence of noise. It may be: Human noise, traffic noise, noise of machines, noise due to faulty telephone and electric lines, noise due to people coming and going, etc.

(ii) Mental Disturbance: Sometimes psychological disturbances may also cause physical barriers in communication. These may be: mental tension, ego clash, tiredness, worry, headache etc.

(iii) Time Barrier: Sometimes time may also become a barrier in communication process. It arises when sender and receiver of a message are living at different places.(BCom Miscommunication: Barriers And Improvements Question Answers)

(iv) Distance Barrier: Distance between the sender and receiver is also a barrier in communication. Telephone and internet facilities are not available at every place, postal services are not very effective.

(v) Other Barriers: Poor lighting, mechanical fault in the channel of communication, excessive messages etc. also cause problems in the way of communication.

2. Semantic or Language Barriers: The term ‘Semantic’ means a study words. Semantic barriers are the barriers related to language. Difficulties in the use, expression and understanding of language create such barrier as under:

(i) Use of Technical Words: People working in technical, administrative, medical and judiciary groups use technical language. If the sender and receiver of a message belong to different fields, use of such language create communication barriers.(Miscommunication: Barriers And Improvements Question Answers)

(ii) Use of Idioms and Phrases: People of literary taste, use idioms and phrases in their communication to make it decorative and interesting. If the receiver is unable to understand their meaning, it causes a communication barrier.

(iii) Use of Denotative and Connotative words: The words that do not indicate neither positiveness nor negativeness, are called denotative. Example: pen, book, telephone, office etc. The words that indicate either positiveness or negativeness, are called connotative words. Example : intelligent, dull, honest, dishonest, expensive, cheap, tasty etc. Some are the words that have both, positive and negative meanings. Use of such words causes a communication barrier.(BCom Miscommunication: Barriers And Improvements Question Answers)

(iv) Unreal Assumption: Sometimes sender of a message assumes that receiver knows basic facts of this information and, therefore, it is enough to tell him only the latest developments. If this assumption is wrong, communication fails to serve the purpose.

(v) Other Barriers: Use of words having multiple meaning and wrong interpretation of message also create communication barriers.

3. Organisational or Status Barriers: Organisational structure affects the capability and efficiency of employees in a significant manner. If it is faulty, it creates a number of barriers in communication as under:

(i) Faulty Policies and Rules: Ambiguous policies and rules may create a number of communication barriers. Similarly strict discipline may also cause communication barriers. It is what makes informal communication more popular.

(ii) Status Relationship: If there is formal division of work and status, effectiveness of communication may suffer, particularly if a message is to move from bottom to top. It is so because there is a lurking fear in the mind of workers and employees that communication may be faulty.

(iii) Long Scalar Chain: More the number of managerial levels in an organisation, more difficult communication it will be. Large number of managerial levels is a barrier in effective communication.

(iv) Lack of Organisational Facilities: If proper and sufficient organisational facilities like stationery, telephone, office equipments, office furniture etc. are not available, effective communication may not be possible.

4. Emotional or Perceptional Barriers: If the mental condition of sender or receiver or both is not favorable, communication cannot be effective. Important emotional barriers are as under:

(i) Behaviour and Attitudes: Every person has a different behaviour and attitude. If the behaviour and attitude of sender are different from that of receiver, communication cannot be effective. If there is a change in organisational policies and it is contrary to the behaviour and attitude of workers, it may invite the opposition of workers.

(ii) Emotions: Effectiveness of communication is affected by the nature and emotions of both the sender and receiver of message. If the sender receiver is angry, tense, excited or afraid, communication cannot be effective

(iii) Status Consciousness: Organisational positions and status also affect communication. Senior managers do not like to discuss the things with their subordinates.(Miscommunication: Barriers And Improvements Question Answers)

(iv) Poor Retention: Scientific studies have established that there is a limit of retention of information. About 30% is lost in every transfer of information. Some people can remember about 80% of the facts whereas, others can remember only about 30% facts. It causes a major barrier in effective communication.

(v) Other Barriers: If the receiver is having an evaluation in his mind about the giver or message, it causes a hindrance in the exchange of information. Similarly, if a person feels that he knows everything he has to do, it also causes a barrier to effective communication.

5. Personal Barriers: Personal barriers are the barriers which are directly related with the sender and receiver. These may relate to superiors subordinates as under:

(i) Attitude of Superiors: If superiors have positive attitude, communication may be effective but if they have negative attitude, communication will be ineffective. Sometimes, superiors do not want to convey the facts to subordinates.

(ii) Lack of Confidence: If superiors feel that their subordinates are not capable and efficient, they would ignore the information or suggestions, sent by their subordinates.(Miscommunication: Barriers And Improvements Question Answers)

(iii) Unwillingness to Communicate: If the superiors and subordinates are not willing to communicate with each other, effective communication cannot be possible. It may be so because of the fear that a particular message will be against their interest.

(iv) Lack of Attention: If superiors or subordinates are not paying proper attention to the message, communication cannot be effective.

(v) Other Barriers: If superiors feel that they should not communicate with their subordinates due to their high position or if subordinates feel that they are not capable to communicate with superiors, communication cannot be effective. If organisational structure requires that every communication should follow proper channel, communication cannot be effective. If superiors do not have time to communicate with subordinates, communication cannot be possible.

SUGGESTIONS TO REMOVE COMMUNICATION BARRIERS SUGGESTIONS TO MAKE COMMUNICATION EFFECTIVE

Communication is an important function of management. Success of an enterprise depends to a large extent upon effective communication. Therefore, the need is that all hindrances in the way of communication should be overcome Following measures should be adopted to make communication effective.

1. Purposeful Communication: Communication should always be purposeful. Why do you want to communicate and what response de from your audience, should be decided well in advance.
2. Clear and Brief Message: “Speak only when it cannot be avoided.” “Think twice before you speak.”

These two proverbs should be followed to make communication effective. Message should be quite clear and as brief as possible.

3. Use of Seven C’s: Seven C’s should be used to make the communication effective. These are completeness, clarity, consideration, courtesy, concreteness, consciousness and correctness.
4. Continuous Process: Communication should be a continuous process so that the purpose of communication may be served. There should be no break in this process.(Miscommunication: Barriers & Improvements Question Answers)
5. Adequate Facilities: There should be adequate facilities in the organisation to make communication effective. Channels of communications should be modern and free from problems. Facilities of stationery, telephone, internet, translator etc. should be made available.
6. Mutual Faith and Trust: An important requisite of effective communication is that both the sender and receiver should have complete faith in one another. They should realise that their individual objectives can be served only when they work together for organisational objectives.
7. Appropriate Language: Language of communication should be appropriate keeping in view the standard and status of receiver, need of the message and organisational setup.
8. Proper Medium and Transmission Technique: Channel of communication should be adopted keeping in view the need of message. Communication can be effective only if it reaches the receiver in its original form and at proper time. Therefore, the technique of transmission should be adopted carefully.
9. Emphasising Key Points: Key points of message should be emphasised and made clear to the receiver. Charts, diagrams, maps and graphs may also be used, if the need be. In case of oral communication, body and voice may be used to emphasize these points.
10. Eliminate Environmental Barriers: Communication can be effective when it is free form environmental barriers. It should be free from noises. Adequate lighting and instrumental facilities should be mode available.
11. Facilitates Feedback: Communication can be effective if it is properly responded. It should encourage people to be open minded and to speak. Let the audience come to know the purpose of message and give their reactions.

BCom 1st Year Miscommunication: Barriers & Improvements Question Answers

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