Barries in effective communication

OVERCOMING BARRIERS TO COMMUNICATION
Communication takes place when one person transfers information and understanding to another person. An effective communication is one which is followed by the receiver of the message and his reaction or response is known to the sender. It is a two-way process. It may not be possible to achieve perfect communication. But the following steps may be taken to minimize barriers to communication and making it more effective:
1. Clarity And Completeness-
In order to communicate effectively, it is very essential to know the audience for whom the message is meant. The message to be communicated must be absolutely clear in the mind of the communicator because if you do not an idea, you can never express it to someone. The message should be accurate and adequate to the purpose of communication. The purpose of communication, itself, should be clearly defined.

2. Proper Language-
To avoid semantic barriers, the message should be expressed in simple, brief and clear language. The words or symbols selected for conveying the message must be appropriate to the reference and understanding of the receiver.

3. Sound Organization Structure-
To make communication effective, the organizational structure must be sound and appropriate to the needs of the organization. Attempt must be made to shorten the distances to be travelled for conveying information.

4. Orientation Of Employees-
The employees should be oriented to understand the objectives, rules, policies, authority relationships and operations of enterprise. It will help to understand each other, minimize conflicts and distortion of messages.

5. Emphatic Listening And Avoid Premature Evaluation-
To communicate effectively, one should be a good listener. Superiors should develop the habit of patient listening and avoid premature evaluation of communication from their subordinates. This will encourage free flow of upward communication.

6. Motivation And Mutual Confidence-
The message to be communicated should be so designed as to motivate the receiver, to influence his behavior, to take the desired action. A sense of mutual trust and confidence must be generated to promote free flow of information.

7. Consistent Behaviour-
To avoid credibility gap, management must ensure that their actions and deeds are in accordance with their communication.

8. Use Of Grapevine-
Grapevine or the informal channels of communication help to improve managerial decisions and make communication more effective. Thus, formal channels of communication must be supplemented with the use of grapevine.

9. Feedback-
Communication is not complete unless the response or reaction of the receiver of the message is not obtained by the communicator. The effectiveness of communication can be judged from the feedback. Therefore, feedback must be encouraged and analyzed.

10. Gestures And Tone-
The way you say something is also very important alongwith the message for gestures such as a twinkle of an eye, a smile or a handshake, etc., convey sometimes more meaning than even words spoken or written. Thus, one should have appropriate facial expression, tone, gestures and mood, etc. to make communication effective.