When a communication is made by a sender, it must be received correctly by the receiver.
Message must be interpreted by the receiver as has been intended by the sender. There are various problems like the message does not reach the receiver, problems of encoding and decoding, faulty selection of channel, wrong language or the interpretation of the message. The list can be long and unending. These problems are called ‘Noise’ in communication. These problems can be classified as various barriers such as physical distance, noise, attitude and sentiments of sender and receiver.
A. Noise Barrier
(a) Poor Timing: A person must evaluate the timing of sending a message. Receiver must get adequate time to implement the instruction given in the communication.
If the action on the message is required to be taken in a distant future, there is a possibility that receiver may forget the content of the message. Inadequacy of timing and a last minute communication is likely to put too much pressure on the receiver. Message therefore should be sent at an appropriate time.
(b) Choice of Channel: Message can be sent in written, verbal instruction (face to face) or conveyed by electronic media, on line by telephone or using combinations.
Routine messages should be passed on verbally to subordinates and boss. Important messages should be followed in writing as a confirmation to verbal conversation.
Face to face communication is more effective because of the body language of sender and receiver. It provides spontaneous solutions to misunderstanding.
(c) Inadequate Information: Too much or too little information is dangerous.
Information must be of value, meaningful and related to the job of the receiver.
Volumes of information can be quickly sent anywhere around the globe. Information carries value if it is in the desired format and to the point.
(d) Organizational Structure: Every individual in the organization must know the channels of command and communication. They must also know the power centers.
Authority and responsibility must be clearly defined so that the communication is directed towards the correct person and quick decision making is achieved.
Information overload is dangerous. Secretary to the various managers must maintain a log book in which incoming and outgoing messages are recorded. Professional jealousy must not be allowed to interfere with various communications.
(e) Information Overload: Information may be passed to concerning individuals as it is needed. Excessive information causes information overload. Though lot of information now can be handled by the individual due to computers. Excessive information causes confusion and may not be required. Network breakdown may also take place due to information overload.
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