Strategies To Avoid Communication Breakdown PDF

STRATEGIES TO AVOID COMMUNICATION BREAKDOWN Background Information for Learners  Introduction Communication breakdown happens when the message is not clearly understood by the receiver.  Introduction Effective communication means you are...

STRATEGIES TO AVOID COMMUNICATION BREAKDOWN Background Information for Learners  Introduction Communication breakdown happens when the message is not clearly understood by the receiver.  Introduction Effective communication means you are able to listen, understand, and take action on what other people say.  Introduction Effective communication is a process of exchanging ideas, thoughts, knowledge and information such that the purpose or intention is fulfilled in the best possible manner. In simple words, it is nothing but the presentation of views by the sender in a way best understood by the receiver.  Barriers that May Cause Communication Breakdown:  BARRIERS TO COMMUNICATION There are instances when miscommunication and misunderstanding occur because of certain barriers. To become an effective communicator, you should recognize these barriers that hinder the communication process. This will enable you to control the situation, reset conditions, and start anew. The table below presents some barriers to effective communication with corresponding solutions.  BARRIERS TO COMMUNICATION Emotional barriers EXAMPLE/S SOLUTION 1. You are having a bad day, or you 1. Recognize these kinds of emotions, and politely ask the other person to give you a feel frustrated. moment so you can relax or calm yourself 2. Recognize this kind of attitude, reset, and 2. You sit in a meeting or class where reflect on how you can be interested in what you think the speaker is boring. the speaker is pointing out.  BARRIERS TO COMMUNICATION Use of jargon EXAMPLE/S SOLUTION 1. You are a scientist discussing 1. Jargon refers to the set of specialized vocabulary in a certain a certain weather phenomenon with field. To avoid communication your neighbor who does not know breakdown due to lack of clarity, much about the topic. adjust your language; use layman’s terms or simple words.  BARRIERS TO COMMUNICATION Lack of confidence EXAMPLE/S SOLUTION 1. You are asked to share 1. Develop self-confidence by joining organizations where you can something about your day or share and develop your interests. Look weekend, but you are hesitant for opportunities in your school or because you are shy community that will help you find your strengths and improve your abilities.  BARRIERS TO COMMUNICATION Noisy environment EXAMPLE/S SOLUTION 1. You are having a 1. Recognize that noise is a common barrier. Make some conversation with some friends adjustments by asking someone to when a song was played loudly. minimize the volume or by looking for a quiet area where you can resume the conversation.  CHARACTERISTICS OF EFFECTIVE COMMUNICATION Active Listening Asking Questions Speak with Clarity paying attention Way of showing Words should be to the details interest to the clear, well- topic and speaker articulated, and concise  CHARACTERISTICS OF EFFECTIVE COMMUNICATION Summarizing and Correction Showing Empathy Providing Feedback - To ensure that Ability to - Reaction and understand and responses that are what we have share the feeling of appropriate, heard is correct others constructive and not offensive  CHARACTERISTICS OF EFFECTIVE COMMUNICATION Developing Trust and Rapport Appropriate Non-Verbal Being Present Communications -Accepting of the other - Involve appropriate tone - Building trust to person you are of voice, eye contact, one another, it communicating and facial expression, silence enhances the having a beginner’s mind. and hand, arm, and leg postures communication.  Strategies to Avoid Communication Breakdown  STRATEGIES TO AVOID COMMUNICATION BREAKDOWN 1. USE OF COMMON - use simple and common language that LANGUAGE can easily be understood - the environment should allow people to communicate without any loud music, noise or 2. REMOVE DISTRACTIONS interruptions  STRATEGIES TO AVOID COMMUNICATION BREAKDOWN 3. DO NOT BURDEN EACH - only include information that are OTHER WITH EXCESSIVE INFORMATION needed and important. AND DATA- - Research suggests that messages that are short and “direct to the point” are comprehended 4. BE DIRECT AND easily. CONCISE  STRATEGIES TO AVOID COMMUNICATION BREAKDOWN 5. DO NOT HESITATE TO ASK QUESTIONS AND ENCOURAGE OTHERS TO DO THE SAME - this helps eliminate doubts and misconceptions.  7Cs OF EFFECTIVE COMMUNICATION -Convey your message in an easy-to- 1. CLEARNESS understand manner. -Concise means to be to the point without 2. CONCISENESS using a lot of words. Concrete messages are clear and usually 3. CONCRETENESS supported with facts.  7Cs OF EFFECTIVE COMMUNICATION -Make sure all your facts and figures 4. CORRECTNESS are accurate with no grammatical errors. -Consideration is simply keeping in mind 5. the audience’s requirements and views while formulating your message. CONSIDERATION -A complete message gives the user all 6. the information and is clear and COMPLETENESS detailed.  7Cs OF EFFECTIVE COMMUNICATION -Being courteous is the most 7. COURTESY important attribute of communication. -Always be friendly and honest. Respect the speaker while you communicate. Even if you have some feedback that needs to be pointed out, it can be conveyed in a constructive manner. A courteous message will leave the speaker in a positive mindset rather than negative.  Strategies in Various Speech Communications Speech Context and Styles | Speech Act | Communicative Strategy  Week 5 Speech Context and Styles  Speech Context refers to the situation or environment and the circumstances in which communication occurs. Intrapersonal Interpersonal Public Mass (self) (others) Communication Communication  Speech Context communicating with oneself Self is both the sender and the receiver. Examples: ➔ daydreaming ➔ reflecting Intrapersonal ➔ journaling (diary) (self) ➔ evaluating ➔ mumbling  Speech Context communicating with other people establishes relationship with others may be DIRECT (face to face) or INDIRECT (virtual) Interpersonal (others)  Speech Context 2 Types: Dyad Communication - between two people Small Group - at least three but not more than 12 people Interpersonal (others)  Speech Context requires a large group of audience single speaker limited or no opportunities for feedback Examples: Public ➔ delivering a graduation speech ➔ campaign speech Communication ➔ conference lecture  Speech Context takes place through TV, radio, newspapers, magazines, internet, etc. Examples: ➔ school newspaper ➔ magazine shows (ex: KMJS) ➔ commercials Mass ➔ TV reports Communication  Speech Styles a particular style of speaking when a person interacts with others; also indicates the level of formality with which a person speaks Intimate Consultative Casual Formal Frozen  Speech Styles Intimate Casual Conversations are usually a relaxed or informal dialogue done in private. between friends or family Used by participants who The tone is conversational. share a very close relationship Slang words may be used. Grammar and proper word choice are not given Interruptions are common. importance.  Speech Styles Consultative Formal The most operational style Often used in formal situations among the other styles and use technical terms Used in semiformal situations, Speaker needs to plan ahead like business what he/she will say. Titles (ex: Sir, Ma’am) are likely to be used when using Interruptions are not allowed. this speech style.  Speech Styles Frozen Also called the oratorical style Reserved for very formal situations such as in religious services, state affairs, and court proceedings Uses prescribed and highly formal language