How to overcome the barriers in communication I

Removing or overcoming the various obstacles of communication is very important for the progress of the organisation. In our previous posts we saw the various hindrances in the communication process.

In this post we will see how we can eradicate them to make full use of our communication. Here we will not be discussing about all the barriers individually (that we discussed in the previous post, but will see into the measures that can be taken to make the most efficient and effective communication.

1. What is the purpose of the communication: Every communication will have a definite objective (If it doesn't have.... then it is not communication). So we need to understand what is the desired result expected out of this communication or transfer of information. What action is expected out of this communication should be clearly understood. If the end result is not clear... there are more chances for the communication to become distorted at some point or the other.

This happens many a time in corporates. To site an example....when ever there is any issue between departments... mails fly across desktops blaiming one another..... At times in cases like these the individuals forget why they started this chain of letters and it only becomes bundle of issue mails... Now in situations like this how long does it take to get the things done... definitely more time than the usual... at times the job never gets done......

I would just quote an example of a typical organisation. "Ram" from the quality department has committed a mistake... "Shyam" from the operations found this out. Ram has to be communicated about his mistake. Now there are two things that can be done... i) send a mail citing the error without hurting the feelings of Ram. ii) sending a mail citing the error in a harsh and rude manner and make it a big issue.

Again what was the purpose of the above message... Was it to make Shyam realize his mistake or was it to pin point his mistake... Now we should understand that the "making a person realize his mistake" and "pinpointing the mistake" are different. The first objective will make him understand where he had committed the error and will also give him an opportunity to become a better person, because he will / has to take it positively.. Once the realization happens, learning takes place and the person will be more careful. He be more cautious to ensure that the mistake doesn't happen again.

Now contrary to the above... if his mistake is pinpointed... and shyam feels humiliated because of the content of the stinker mail... his first and foremost objective will be to find out faults from the other end.... Or even if he is not able to do so... he will keep calm for some time waiting for the right opportunity to identiy mistake from the other person. Once he chances upon this opportunity, its dooms day for Ram.. and this cycle continues...

Now going back to our topic... what should have been the actual purpose of this communication to set right an error in the most amicable manner. But what was the result.... a bend between individuals and the departments. Does this look like a good sign........... definitely not.