Effective communication occurs only if the receiver understands the exact information or idea that the sender intended to transmit
Do you know that good plans can fail as a result of ineffective communication? For example, many of the problems that occur in an organization are either the direct result of people failing to communicate and/or processes, which leads to confusion and can cause good plans to fail
BARRIERS TO EFFECTIVE COMMUNICATION
Nothing is so simple that it cannot be misunderstood. — Freeman Teague, Jr.
Anything that prevents understanding of the message is a barrier to communication. Many physical and psychological barriers exist:
o Culture, background, and bias — Our culture, background, and bias can affect our communication. E g, a man from the southern goes to the western to visit and he gets there and stands instead of prostrating. This may interfere with the communication process.
o Noise — Equipment or environmental noise impedes clear communication. The sender and the receiver must both be able to concentrate on the messages being sent to each other.
o Ourselves — Focusing on ourselves, rather than the other person can lead to confusion and conflict. The “Me Generation” is out when it comes to effective communication. Some of the factors that cause this are defensiveness (we feel someone is attacking us), superiority (we feel we know more that the other), and ego (we feel we are the center of the activity).
o Perception — If we feel the person is talking too fast, not fluently, does not articulate clearly, etc., we may dismiss the person. Also our preconceived attitudes affect our ability to listen. We listen uncritically to persons of high status and dismiss those of low status.
o Message — Distractions happen when we focus on the facts rather than the idea. Our educational institutions reinforce this with tests and questions. Semantic distractions occur when a word is used differently than you prefer. For example, the word chairman instead of chairperson, may cause you to focus on the word and not the message.
o Environmental — Bright lights, an attractive person, unusual sights, or any other stimulus provides a potential distraction. You want to propose to a lady now, you now took her to a place that smells; there will be distraction.
o Smothering — (overpower, oppress) We take it for granted that the impulse to send useful information is automatic. Not true! Too often we believe that certain information has no value to others or they are already aware of the facts.
o Stress — (tired, anxiety, trauma, fatigue, weary, burdened) People do not see things the same way when under stress. Eg, someone just her hubby or failed an examination you say look at that beautiful dress.What we see and believe at a given moment is influenced by our psychological frames of references — our beliefs, values, knowledge, experiences, and goals.
HOW TO ENHANCE EFFECTIVE COMMUNICATION
Avoid ambiguity --As a manager/missionary (concerned with getting things done) your view of words should be pragmatic (practical, realistic, no-nonsense) rather than philosophical. Thus, words mean not what the dictionary says they do but rather what the speaker intended.
Be consistent
o When speaking or trying to explain something, ask the listeners if they are following you.
o Ensure the receiver has a chance to comment or ask questions.
o Try to put yourself in the other person's shoes — consider the feelings of the receiver.
o Be clear about what you say.
o Look at the receiver.
o Make sure your words match your tone and body language (nonverbal behaviours).
o Vary your tone and pace.
o Do not be vague, but on the other hand, do not complicate what you are saying with too much detail.
o Do not ignore signs of confusion.
Paul Ekman ---In the mid 1960s, Paul Ekman studied emotions and discovered six facial expressions that almost everyone recognizes world-wide: happiness, sadness, anger, fear, disgust, and surprise.
Eye contact: This helps to regulate the flow of communication. It signals interest in others and increases the speaker's credibility. People who make eye contact open the flow of communication and convey interest, concern, warmth, and credibility.
o Facial Expressions: Smiling is a powerful cue that transmits happiness, friendliness, warmth, and liking. So, if you smile frequently you will be perceived as more likable, friendly, warm and approachable. Smiling is often contagious and people will react favourably. They will be more comfortable around you and will want to listen more.
o Gestures: If you fail to gesture while speaking you may be perceived as boring and stiff. A lively speaking style captures the listener's attention, makes the conversation more interesting, and facilitates understanding.
o Posture and body orientation: You communicate numerous messages by the way you talk and move. Standing erect and leaning forward communicates to listeners that you are approachable, receptive and friendly. Interpersonal closeness results when you and the listener face each other. Speaking with your back turned or looking at the floor or ceiling should be avoided as it communicates disinterest.
o Proximity: have a comfortable distance for interaction with others. You should look for signals of discomfort caused by invading the other person's space. Some of these are: rocking, leg swinging, tapping, and gaze aversion.
o Vocal: Speaking can signal nonverbal communication when you include such vocal elements as: tone, pitch, rhythm, timbre, loudness, and inflection. For maximum teaching effectiveness, learn to vary these six elements of your voice. One of the major criticisms of many speakers is that they speak in a monotone voice. Listeners perceive this type of speaker as boring and dull.
