Business Studies

Directing

Question:

What are the common barriers to effective communication suggest measures to overcome them?

Answer:

Common Barriers to Effective Communication Managers in all organisations face problems due to communication barriers. These barriers may prevent a communication or filter part of it or carry incorrect meaning due to which misunderstanding may be created. Therefore all managers should take some steps to overcome these barriers.
There are broadly four groups of barriers
(i) Semantic Barriers  Semantic barriers are concerned with problems and obstructions in the process of encoding and decoding of message into words or impressions. Normally, such barriers result on account of use of wrong words, faulty translations, different interpretations etc. These are discussed below
(a) Badly Expressed Message  Sometimes the message is not communicated correctly by the manager because of inadequate vocabulary, usage of wrong words, omission of needed words etc.
(b) Symbols with Different Meaning  A word may have several meanings. Receiver has to perceive one such meaning for the word used by communicator.
(c) Faulty Translations  Sometimes while translating if incorrect translation is done due to poor command over both the languages then meaning of the message changes. This leads to cause different meanings to the communications.
(d) Unclarified Assumptions  Sometimes communication may have certain assumptions which are subject to different interpretations The one should always clear the meaning of what he is instructing the worker to do, so that the worker has no doubts in his mind.
(e) Technical Jargon  Sometimes specialists may use technical words in their communication by which the receiver is not aware.
Therefore, they may not understand the complete conversation.
(f) Body Language and Gesture Decoding  The body movement and body gestures plays an important role in conveying the message.
If there is no match between what is said and what is expressed in body movements, communications may be wrongly perceived.

(ii) Psychological Barriers
Emotional or psychological factors acts as barrier to communications e.g., a person who is worried cannot understand what is being told. Some of the psychological barriers are
(a) Premature Evaluation    Sometimes people evaluate the meaning of message before the sender completes his message. Such premature evaluation may be due to pre-conceived notions.
(b) Lack of Attention  If the mind is pre-occupied then the result is non-listening of message by receiver act as a major psychological barrier.
(c) Lon by Transmission and Poor Retention  When message passes through various levels, successive transmission of message results in loss of information. It happenes mostly with oral communication. Also people cannot retain the information for a long time if they are inattentive or not interested.
(d) Distrust  If the communicator and communicatee do not believe on each other, they can not understand each others message in its original sense as they are not giving importance to the information exchanged.

(iii) Organisational Barriers  The factors related to organisation structure, authority relationships, rules and regulations may sometimes act as barriers to effective communication some of these barriers are
(a) Organisational Policy  If the organisational policy is not supportive to free flow of communication, it may hamper effectiveness of communications.
(b) Rules and Regulations  Rigid rules and cumbersome procedures may be a hurdle to communication similarly, communication through prescribed channel may result in delays.
(c) Status  Status of superior may create psychological distance between him and his subordinates. The people working at higher level may not allow his subordinates to express their feelings freely.
(d) Complex Organisational Structure In an organisation where there are number of managerial levels, communications gets delayed and distorted as number of filtering points are more.
(e) Organisational Facilities For smooth clear and timely communication proper facilities are required like frequent meetings suggestion box, internet connection, inter-com facility. Lack or ineffectiveness of these facilities may create communication problems.

(iv) Personal Barriers
The personal factors of both sender and receiver may exert influence on effective communication. Some of the personal barriers are
(a) Fear of Challenge to Authority  If a superior feels that a particular communication may affect his authority negatively then he/she may not speak it out clearly and openly.
(b) Lack of Confidence of Superior on his Subordinate  If superiors do not have confidence on their subordinates, they may not seek their advice or opinions.
(c) Unwillingness to Communicate  Sometime subordinator may not be prepared to communicate with their superiors, if they think that it may adversely affect their interests.
(d) Lack of Proper Incentives  If there is no reward for communication then employees may not be motivated to communication, e.g., if there is no reward or appreciation for a good suggestion, the subordinate may not be willing to offer useful suggestions again.
Some measures which can be adopted by organisations to improve communications are
(i) Clarify the Ideas Before Communication  The entire message to be communicated should be studied in depth, analysed and stated in such a manner that it is clearly conveyed to subordinates. The message should be encoded in simple language which is understandable.
(ii) Communication According to the Needs of Receives  All managers should be aware of the understanding level of his/her subordinates. He should adjust his communication and select the words according to the education and understanding levels of subordinates
(iii) Consult Others Before Communicating  Before communicating anything, others who are linked with it in some way or the other should be taken into confidence for developing a better plan.
(iv) Beaware of Languages, Tone and Content of Message
The language used for communication should be understandable to the listener. The tone of the appropriate and the matter should not be offending to anyone.
(v) Convey Things of Help and Value to Listener
It is always better to know the interests of the people with whom you are communicating. If the message relates directly or indirectly to such interests and needs it certainly evokes response from communicatee.
(vi) Ensure Proper Feedback
The receiver of communication may be encouraged to respond to communication. The communication process may be improved by the feedback received to make it more responsive.
(vii) Follow up Communication
There should be a regular follow up and review on the instructions given to subordinates. Such follow up measures help in removing hurdles if any in implementing the instructions.
(viii) Be a Good Listener
Manager should be a good listener. Patient and attentive listening solves half of the problems. Managers should also give indications of their interest in listening to their subordinates.

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Directing

Q 1.

How can the company ensure that higher order needs z. e., the esteem and self actualisation needs are met?

Q 2.

Give a model of formal communication system that the company can follow. Identify the barriers in this model, how can they be removed?

Q 3.

In an organisation employees always feel they are under stress. They take last initiative and fear to express their problems before the manager. What do you think is wrong with the manager?

Q 4.

What are semantic barriers of communication?

Q 5.

Distinguish between leaders and managers.

Q 6.

What financial and non financial incentives can the company use for employees and agents separately to motivate them. What benefits company will get from them?

Q 7.

Explain the principles of Directing.

Q 8.

What is informal communication?

Q 9.

Identify the qualities of leadership in this line of business that the company manager must possess to motivate employees and agents.

Q 10.

How can informal communication help to supplement formal communication model given by you in answer to question?

Q 11.

Explain the qualities of a good leader. Do the qualities alone ensure leadership success?

Q 12.

How can the company ensure that higher order needs z. e., the esteem and self actualisation needs are met?

Q 13.

Define Motivation.

Q 14.

Explain different networks of grapevine communications.

Q 15.

Explain different financial and non-financial incentives used to motivate employees of a company.

Q 16.

Who is a supervisor?

Q 17.

Explain the process of motivation.

Q 18.

Y limited is a bank functioning in India. It is planning to diversify into increase business. Lately, the Government of India has allowed the private sector to gain entry in the increase business. Previously, it was the prerogative of LIC and GIC to do insurance business. But now with liberalisation of the economy and to make the field competitive other compnies have been given licenses to start insurance business under the regualtion of Insurance Regulatory and Development Authority’.
Y limited plans to recruit high quality employees and agents and exercise effective direction to capture a substantial part of life and non-life insurance business.

Identify how the company can supervise its employees and agents effectively. What benefits will the company derive from effective supervision?

Q 19.

What are the common barriers to effective communication suggest measures to overcome them?

Q 20.

What are the elements of directing?

Q 21.

Workers of a factory often come to the production manager with the grievances. The production manager finds himself overburdened with so many tasks advise a way to relieve the production managers.

Q 22.

The workers always try to show their inability when any new work is given to them. They are always unwilling to take up any kind of work. Due to sudden rise in demand a firm wants to meet excess orders. The supervisor is finding it difficult to cope up with the situation. Suggest ways for the supervisor to handle the problem.

Q 23.

In an organisation all the employees take things easy and are free to approach anyone for minor queries and problems. This has resulted in everyone taking to each other and thus resulting in inefficiency in the office. It has also resulted in loss of secrecy and confidential information being leaked out. What system do you think the manager should adopt to improve communication?

Q 24.

Discuss Maslow’s need Hierarchy theory of motivation.