Barriers to Communication

General Communication

Problems with technology can act as a barrier of communication. People who are not familiar with technology will sometimes have trouble communicating with people who are technologically advanced.

Ways of communicating with people using technology could be podcasting, blogging, telephone calls, instant messaging or video conferencing.

There are many barriers that could take place when communicating with people using technology.

Hardware problems such as there not being enough RAM installed, not having enough hard drive space or having a slow CPU could cause software to run slow or lag.

Network issues could occur such as the internet being disconnected which would stop the user from being unable to connect with the person they are trying to communicate with.

If the user has a virus on their PC they may experience problems with software such as the software not running at all or crashing and the software running slowly or lagging.

If the user has restrictions setup in the firewall of their PC they may experience problems while trying to connect with the people they are communicating with because the firewall will block access to them.

Problems with audio and video equipment such as monitors, projectors, microphones or speakers will stop the user from being able to communicate with people. If the user doesn’t have access to these different technologies then they will not be able to use programs such as Skype, MSN and other video conferencing or instant messaging services.

Interpersonal Communication

Background noise can be disruptive when people are communicating and can therefore act as a barrier to communication.

Examples of disruptive background noises could include noises from outside, loud voices, construction work, telephones ringing or others using the telephone and talking loudly, noises from IT equipment such as printers or the hum of computers and the noise of air conditioning.

Background noises can block out what a speaker is saying by diverting the attention of the person they are talking to and making them lack concentration on what the speaker is saying. This could cause the recipient to percieve what the speaker is saying incorrectly and this could cause them to even take offence to it. 

Written Communication

Spelling and grammar can act as a barrier while communicating with someone.

If words aren’t spelled correctly then the reader cannot perceive the text as the writer intended. Grammar errors can also cause this problem, if there are problems with the spelling and grammar then it can leave a negative effect or it won’t be understood by the reader.

If the text is in an illogical order it can throw the reader off and not allow them to understand  the order how the text should be as the writer intended.

If the text has not been formatted then the reader can have a hard time reading it and will therefore not receive the message.

If the text has not been given headings or subheadings the reader will have a hard time navigating there way through different sections of the text and therefore won’t receive the message. Not using bullet points or numbering can cause the same problem as the user won’t be able to perceive the text how the writer intended.

Also if the text is badly presented or has an inconsistent layout it can come off unprofessional and depending on the reader intended for, the text will not be able to serve its purpose.



Reduce the Impact of Barriers

General Communication

There are many different methods to reduce barriers of communication with technology.

The user could get training in the technology they are using by taking a basic IT class on how to communicate with people via instant messaging, video conferencing or email.

To reduce problems with equipment the user could test it before they use it. The user could test their microphone and webcam to make sure they are in working order. They should then make sure that their equipment is compatible with the software they are using to communicate with the other person.

To reduce issues with the firewall the user could test the firewall settings to ensure that the connections to video conferencing or instant messaging software are setup properly and that the ports that the software needs to access the internet are open and allowed by the network.

Interpersonal Communication

There are several ways to overcome potential barriers such as background noise.

If someone is having a conversation while talking loudly and distracting others, they could use instant messaging instead of talking to reduce the noise of their voice.

If an office workplace is very loud and noisy from people talking, partitions or walls could be put up between the persons chatting to discourage them from talking or getting distracted.

If the noise is coming from outside of the room then closing the windows or doors which are drawing the noise in will help reduce distractions and overall noise. Also if a building is designed with double glazing windows it can also reduce the noise coming in from outside such as construction works.

Noise cancelling headsets could be worn by a person to help reduce the noise in a loud environment such as a concert or even for reducing noise in an office environment such as computer buzzes or printers churning out paper.

Written Communication

There are many different ways to reduce spelling and grammar barriers relating to written communication.

If a person takes time when they are writing in documents such as emails, reports, letters and so on. They will reduce barriers simply because their writing is more likely to be understandable, readable and correct as they took time to think about what they are writing.

When a person has finished writing they should make sure to proof read it and get someone else to proof read it also to make sure it will make sense to the reader. They should also check the spelling of each word in their text as this will ensure that there are no spelling or grammar errors with the text.

To make sure that the text makes sense the user could check that the layout of their text is consistent by using headings, subheadings, bullet points and numbering. They should also make sure the information in their text is in a logical order and will make sense to the reader.

Formatting could be used by  the writer on text such as adding bold, adding italics, underlining or adding different fonts. Adding different formats could help the text become more readable or understandable to the reader.

Depending on the type of document different templates or structure could be used on the text to make sure it comes across to the reader as the writer intended. Examples of templates could be formal letters, tax slips, payment slips or a informal text message.

Principles of Effective Communication

General Communication

General communication is how we communicate with each other generally. This involves how we communicate to others with a cultural difference, how accurately we communicate and get our point across to others, the ways in which we can adapt our communication to suit a particular audience such as modulating our voices, using the correct terminology and using a suitable format. General communicating also involves how we engage with an audience through the use of technology, the tone of our voices and by asking the audience questions and answers to keep them interested as they are listening to us.
General communication is used within organisations such as Rainbow Light for many reasons. Some reasons on how general communication skills are used are to communicate with customers through various communication methods such as email, telephone or face to face.
General communication is vital when communicating with customers and employees in Rainbow Light because if their is a communication breakdown then the business will not operate efficiently.
Employees can use general communication skills when interacting with clients when they are dealing with customer questions. This may be through email or telephone. They will have to communicate important information to their customers.
General communication skills could be used between staff of Rainbow Light when communicating with each other if they are working on a project together.

Written Communication

Written communication skills have a big impact on the business world today. Effective written communication skills are essential for any form of writing in business development. This includes written materials such as letters, memos, emails, advertising, promotions, blogs, social networking and any other form written material.

Writing is a more effective and formal way, compared with speech, to get the meaning behind your words across. This comes down to writing involving carefully chosen words, well thought out words, good sentence formation and grammar that allow the user to understand the piece of writing and proof read material that has no mistakes that will confuse the reader. Although writing is a more reliable and efficient way of communication it can take awhile to receive a response from the person you are commuting with.

Rules Of Written Communication

There are some rules that are involved when writing which make it different to normal everyday speech.

Spelling and grammar needs to be adequate when writing so the user can understand it. The spelling of words helps the reader know what word the writer is referring to and helps them understand what is happening in the text. Grammar allows the user to understand how the writing is written and it also shows them how to read the writing such as when to take pauses or when to shout or whisper.

The layout of a piece of writing is important because it represents how we want the piece of text to come across to the reader. If the text is a formal letter then the writing needs to be represented in a formal letter layout, if the text is just a note for personal use it can be plain and simple with no certain layout.

The style of the text, such as the font that is used, represents how we want the document to be seen by the reader. For example if the piece of text is for a job application we would want the text to be in a plain, simple, easy to read font such as Arial or Times New Roman. If the piece of text is for a children’s story book the font used could be something different to represent the story such as Gothic font.

The language used in a piece of text is also important as it can show how important or formal the document is. For example in a formal letter the language must be formal and contain no errors or slang. While on a blog the language can be however you want and can contain common slang or shortened down words.

Email

In the organisation Rainbow, volunteers can communicate with clients and other volunteers by email. Emails sent by a volunteer in Rainbow would contain information about upcoming events or any important dates that clients and volunteers would need to be informed of or expected to attend. In order to keep the email in a formal, business and professional setting the right actions must be carried out. Spelling and grammar must be correct so the client or volunteer can understand the email. If the spelling of words is wrong or incorrect grammar is used in the email it will give off a bad impression about the business. The right language must also be used in the email and cannot include any slang words or text speak, this means the email can keep it’s professionalism and keeps to a business setting which delivers a good impression.

Social Networking

In the organisation Rainbow, volunteers can communicate with clients and other volunteers by using social networking websites such as Facebook, Twitter or Google Blogger. Posts would be the main form of written communication on these websites. The volunteer would share information in these posts about upcoming events or information about past events. In order to keep the posts in a formal, business and professional setting the right actions must be carried out. Spelling and grammar must be correct so the clients or volunteers can understand the posts. If the spelling of words is wrong or incorrect grammar is used in the post it will give off a bad impression about the business. The right language must be used in any posts and cannot include any slang words or text speak, this means the posts will keep a professionalism and business style about them which in turn delivers a good impression.

Interpersonal Skills

Interpersonal skills are the skills we use to communicate with others around us. It includes our confidence and our ability to listen and understand one another. People with strong interpersonal skills are usually more successful than others when it comes to their professional and personal lives and they are perceived by other people to have more calm, confident and charismatic qualities. Anyone can develop and improve their interpersonal skills by being more aware of the interpersonal skills they already have.

Body Language

Everyone uses some sort of body language in a face-to-face discussion. Body language can help the person convey what they are thinking to the person they are talking to. We can improve our body language skills by understanding it and looking at the body language skills we already have.

If a person nods their head, or leans toward the speaker this can convey that they are in agreement and are interested in what is being said. When a person sits with good posture and puts there hand on their chin while looking up at someone it means they are concentrating on what the person is saying.  

When a person uses negative body language and has a negative attitude it can act as a barrier to communication because if a person uses a negative, aggressive body language or stance the person they are communicating with is less likely to respond or want to have a discussion.

This could be the case such as when a person slams their fist onto the table. This would produce a negative effect compared to someone with their hands by their side. Also when a person slouches in their chair and puts their hands over their mouth, it would be received that they are not interested or concentrating on what the speaker is saying.

A volunteer working in Rainbow Light would need to have positive body language while communicating with clients. For example they need to show an interest into what the client is saying. They would do this by nodding and also having a good positive posture facing towards the client.

A volunteer working at Rainbow Light would need to have positive body language towards other volunteers. For example when the volunteers are working as a team to make sure activities are completed with the clients they would need to be friendly and get along with each other by showing friendly and positive body language such as patting another volunteer on the back or shaking hands with other volunteers.

Verbal Communication

Verbal communication or spoken communication is the way we interact with other people and how other people receive our message.

When we verbally communicate we do so by using clarity of speech. While we are calm, focused and polite a better response is received from people we talk to. If we are negative and in a bad mood we will receive a bad response from the people we speak to and it will also create a barrier of communication. This is why it is important to be warm, welcoming and open when speaking to a person.

A volunteer working in Rainbow Light would need to have positive verbal communication so they can converse with the clients. If they are negative and unfriendly it will create a negative atmosphere for the client and a bad working environment for everyone else.

Also a volunteer working in Rainbow Light would need to have positive verbal communication so they can communicate with other members of staff. For example when a volunteer is getting interviewed for a place in Rainbow Light they cannot use a negative tone of voice when communicating with the interviewer. They need to speak in a clear, friendly manner with confidence if they wish to get a place in Rainbow Light.