Communication Skills: HUM x64 Past Paper PDF

( HUM x64 ( Communication Skills Practice it rather than talk about it Dr. Mohamed Hakam Assistant professor – Faculty of Engineering. ❖ Assistant Vice-Dean for Education and Student Affairs at Faculty of Engineering ❖ Executive Manager of Innovation...

( HUM x64 ( Communication Skills Practice it rather than talk about it Dr. Mohamed Hakam Assistant professor – Faculty of Engineering. ❖ Assistant Vice-Dean for Education and Student Affairs at Faculty of Engineering ❖ Executive Manager of Innovation in Pedagogy and Aiding Distance Learning Unit. ❖ International Trainer Certified by The International Board of Certified Trainers.  Communication Skills: HUM x64 Course contents: TOPIC 1: INTRODUCTION TO COMMUNICATION SKILLS: 1.1 Defining the Term Communication. 1.2 Types of Communication: Types of communication based on the communication channels used (Verbal Communication and Nonverbal Communication) -Types of communication Based on Purpose and Style (Formal Communication and Informal Communication) 1.3 Factors to consider when choosing a communication media. 1.4 Stages of the communication process or communication cycle. 2  Communication Skills: HUM x64 Course contents: TOPIC 1: INTRODUCTION TO COMMUNICATION SKILLS: 1.5 The roles of a sender and receiver: (Role of the sender - Role of the receiver). 1.6 Basic principles of communication. 1.7 Basic interactions of some situations and their impact on human behavior. 1.8 Importance of communication. 1.9 Barriers to communication. 1.10 Possible remedies to the barriers. 3  Communication Skills: HUM x64 Course contents: TOPIC 2 : LISTENING SKILLS : 2.1 What is listening? 2.2 Things that we listen to actively. 2.3 Why You Need Good Listening Skills. 2.4 Reason why we listen. 2.5 Tips to Effective and Active Listening Skills. 2.6. How to prepare. 2.7 Difficulties encountered while listening & Barriers to effective listening. 2.8 Possible remedies. 4  Communication Skills: HUM x64 Course contents: TOPIC 3 : SPEAKING SKILLS : 3.1 Skills of public speaking. 3.2 Importance of speaking skill. 3.3 Debate, Dialogue, Discussion and Negotiation. 3.4 When do you use debate, dialogue or negotiations? 3.5 What are the Pros and Cons of each? 3.6 What is an argument? 3.7 The Art of Persuasion. 3.8 Organizational rules and techniques for good dialogue. 5  Communication Skills: HUM x64 Course contents: TOPIC 4 : READING SKILLS: 4.1 What is reading? 4.2 Types and methods of reading. 4.3 Strategies for Reading. 4.4 Why study Reading Skills? 4.5 Importance of reading. 4.6 Barriers to effective reading. 6  Communication Skills: HUM x64 Course contents: TOPIC 5 : WRITING SKILLS: 5.1 Technical and scientific writing/reporting. 5.2 Forms of scientific and technical writing. 5.3 Features and style of technical writing. 5.4 Mechanics of style: Abbreviations; Footnotes; Indexing and Bibliographic procedures. 5.5 Précis writing /Abstracting/Summarizing. 5.6 Curriculum Vitaé/Resumé writing. 7  Communication Skills: HUM x64 Course contents: TOPIC 6 : COMMUNICATING NONVERBALLY & BOODY LANGUAGE: 6.1 What is body language? 6.2 The importance of nonverbal communication. 6.3 Types of nonverbal communication: Facial expressions - Body movement and posture – Gestures - Eye contact – Touch – Space – Voice. 6.4 How nonverbal communication can go wrong? 6.5 How to improve nonverbal communication. 6.6 How to read body language. 8  Communication Skills: HUM x64 Course contents: TOPIC 7 : PRESENTATION SKILLS 7.1 What is a presentation? 7.2 Planning your presentation. 7.3 Structuring your presentation. 7.4 Preparing your presentation. 7.5 Managing your presentation. 7.6 Presentation Checklist. 7.7 Individual/group presentations; Group discussion. 9  TOPIC 1: INTRODUCTION TO COMMUNICATION SKILLS 10  1.1 Defining the Term Communication: Since communication happens around us all the time, the process is often taken for granted. A large amount of time is spent communicating hence there is need to make sure that ideas and information are put in a way that everyone involved can understand. Thinking about what to say, working out the best way of saying it, finding the right words, making sure the other person understands and understanding anything he\she says in reply are all vital stages in communication. 11  1.1 Defining the Term Communication: Communication comes from the Latin word (communis) which means common. When we communicate, we are trying to establish commonness with someone. That is, we are trying to share information, an idea or an attitude (Schramm, 1993). Looking further, you can find this type of definition: Communications is the mechanism through which human relations exist and develop (Schramm, 1993). 12  1.1 Defining the Term Communication: Carl Hovland, a well-known psychologist, defined communication as: the process by which an individual (the communicator) transmits stimuli (usually verbal symbols) to modify the behavior of the other individuals. From the previous definitions: This can therefore lead us to define communication as giving, receiving or exchanging ideas, information, signals or messages through appropriate media, enabling individuals or groups to persuade, to seek information, to give information or to express emotions. This broad definition includes body-language, skills of speaking and writing. It also outlines the objectives of communication and emphasizes listening as an important aspect of communication. 13  1.2 Types of Communication: As mentioned, communication is a process of exchanging information, ideas, thoughts, feelings and emotions through speech, signals, writing, or behavior. In communication process, a sender (encoder) encodes a message and then using a medium/channel sends it to the receiver (decoder) who decodes the message and after processing information, sends back appropriate feedback/reply using a medium/channel. People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affect communication. 14  Communication Skills Non-Verbal Communication Verbal Communication Sounds Oral/Spoken (Voice Tone, Volume, (Listening – Speaking) Speech rate) Visual Written (Body Language: (Reading – Writing) Facial expressions, Gestures, Eye contact, Postures) 15  1.2.1 Types of communication based on the communication channels used are: There are two types of communication based on channel; verbal communication and nonverbal communication. 1.2.1.1 Verbal Communication: Verbal communication refers to the form of communication in which message is transmitted verbally; communication is done by word of mouth and writing. Objective of every communication is to have people understand what we are trying to convey. 16  When we talk to others, we assume that others understand what we are saying because we know what we are saying. But this is not the case. Usually people bring their own attitude, perception, emotions and thoughts about the topic and hence creates barrier in delivering the right meaning. In order to deliver the right message, you must put yourself on the other side of the table and think from your receiver's point of view. Would he/she understand the message? How it will it sound on the other side of the table? Verbal Communication is further divided into, two oral /spoken and two written communication. 17 Verbal Communication is further divided into, two oral/spoken and two written communication. Listening Speaking Reading Writing 18 a. Oral/Spoken Communication: In oral communication, Spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, radio, voice over internet. Examples of spoken communication that is used in the workplace include conversations, interviews, counseling/helping colleagues, meetings, conferences and so on. In oral communication, communication is influenced by pitch, volume, speed and clarity of speaking. The following are the advantages of Oral/spoken communication:- 19 Advantages of Oral/spoken communication: 1. Oral communication allows for immediate feedback such as the opportunity to ask questions when the meaning is not entirely clear. 2. The sender is able to check and see whether if the instruction is clear or has created confusion. 3. There is high level of understanding and transparency in oral communication as it is interpersonal. 4. There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. 5. Spoken instructions are flexible and easily adaptable to many diverse situations. 6. The feedback is spontaneous in oral communication. Thus, decisions can be made quickly without any delay. 20 Advantages of Oral/spoken communication: 7. Oral communication is not only time saving, but it also saves upon money and efforts. 8. Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over. 9. Oral communication is an essential for teamwork and group energy. 10. Oral communication promotes a receptive and encouraging morale among organizational employees. 11. Oral communication can be best used to transfer private and confidential information/matter. 12. In a face-to-face conversation, by reading facial expression and body language one can guess whether he/she should trust what is being said or not. 21 Disadvantages of Oral/spoken communication 1. Poor presentation of the message or the instruction can result in misunderstanding and wrong responses. 2. Depending only on oral communication may not be sufficient as business communication is formal and very organized. 3. Oral communication is less authentic than written communication as they are informal and not as organized as written communication. 4. Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times. 5. Oral communications are not easy to maintain and thus they are unsteady. 6. There may be misunderstandings as the information is not complete and may lack essentials. 22 Disadvantages of Oral/spoken communication 7. It requires attentiveness and great receptivity on part of the receivers/audience. 8. Oral communication (such as speeches) is not frequently used as legal records except in investigation work. 9. Spoken communication is influenced by both verbal and non-verbal communication such as tone or body language which may twist the meaning of your message in the mind of the receiver. 23 b. Written Communication: In written communication, written signs or symbols are used to communicate. A written message may be printed or handwritten. In written communication message can be transmitted via, letter, report, memo, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used. Message, in written communication, is influenced by the vocabulary and grammar used, writing style, precision and clarity of the language used. Written Communication is most common form of communication being used in business. Written communication has various advantages and disadvantages as explained here under:- 24 Advantages of written communication: 1. Written communication is good for complicated and vital instructions, which can be given in a precise and uniform manner. 2. Written communication helps in laying down apparent principles, policies and rules for running of an organization. 3. It is a permanent means of communication: written instructions can be used for future references. Therefore, important where record maintenance is required. 4. It assists in proper delegation of responsibilities. 5. Written communication is more precise and explicit. 6. Effective written communication develops and enhances an organization image. 7. It provides ready records and references. 25 Advantages of written communication: 8. Legal defenses depend upon written communication as it provides valid records. 9. There is a lesser chance for the message to be misunderstood. 10. Authority is transmitted more effectively with a written order than with an oral one. 11. Messages can be edited and revised many time before it is actually sent. 12. Written communication provides record for every message sent and can be saved for later study. 13. Reader can read the information at a pace that suits them. 14. A written message enables receiver to fully understand it and send appropriate feedback. 26 Disadvantages of written communication 1. People may not always read them. 2. Written communication takes time. 3. It is impersonal or unfriendly. 4. Written communication is expensive. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. 5. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. 6. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have negative impact on organizations reputation. 7. Too much paper work. 8. It does not answer questions and there is no immediate feedback. 27 1.2.1.2 Non-verbal Communication: Non-verbal communication is behavior, other than spoken or written communication, that creates or represents meaning. In other words, it includes facial expressions, body movements, and gestures. Nonverbal communication is talking without speaking a word. It is very effective, maybe even more so than speech. As the saying goes: (Actions speak louder than words). Speech contains nonverbal elements known as paralanguage, including voice quality, rate, pitch, volume, and speaking style, as well prosodic features such as rhythm, intonation, and stress. Much of the study of nonverbal communication has focused on face-to-face interaction, where it can be classified into three principal areas: environmental conditions where communication takes place, physical characteristics of the communicators, and behaviors of communicators during interaction. 28 1.2.1.2 Non-verbal Communication: Nonverbal communication is all about the body language of speaker. Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflect the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affects the effectiveness of message. Nonverbal communication has the following three elements:- 29 Nonverbal communication has the following three elements:- 1: Appearance Speaker: clothing, hairstyle, neatness, use of cosmetics. Surrounding: room size, lighting, decorations, furnishings. 2: Body Language Facial expressions, gestures, eye contact, postures and how one stands is an important element of non-verbal communication. For example, leaning towards a speaker indicates intense interest. Frequently looking away from the speaker indicates disinterest or impatience. 3: Sounds Voice Tone, Volume, Speech rate. 30 Functions of nonverbal communication: Spoken language is normally used for communicating information about events external to the speakers, non-verbal codes are used to establish and maintain interpersonal relationships. It is considered more polite or nicer to communicate attitudes towards others non-verbally rather than verbally in order to avoid embarrassing situations. There are five primary functions of nonverbal bodily behavior in human communication namely:- 31 Five primary functions of nonverbal bodily behavior in human communication:- 1. Express emotions. 2. Express interpersonal attitudes. 3. To control speech in managing the signs of interaction between speakers and listeners. 4. Self presentation of one's personality. 5. Rituals (greetings). According to expressing interpersonal attitudes, humans communicate interpersonal closeness through a series of nonverbal actions known as immediacy behaviors. Examples of immediacy behaviors are smiling, touching, open body positions, and eye contact. Cultures that display these immediacy behaviors are considered high-contact cultures. 32 Advantages of non-verbal communication: 1. You can communicate with someone who cannot hear. 2. You can communicate in places where you have to avoid talking audibly. 3. You can communicate without others around you hearing what is being communicated. 4. You can communicate when a person is too far away from you to hear you (for example, by gesturing) 5. Non-verbal communication makes conversation short and brief. 6. Non-verbal communication saves on time and can be used as a tool to communicate with people who don't understand your language. 33 Disadvantages of non-verbal communication: 1. Long conversations using non-verbal communication are usually not possible. 2. Non-verbal communication varies from culture to culture. 3. Particulars of messages using non-verbal communication cannot be discussed in detail. 34  1.2.2 Types of Communication Based on Purpose and Style: Based on style and purpose, there are two main categories of communication and they both bears their own characteristics. Communication types based on style and purpose are: Formal Communication and Informal Communication. 35 1.2.2.1 Formal Communication: According to formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern. Within formal communication, use of slang and foul language is avoided, and correct pronunciation is required. Authority lines are needed to be followed in formal communication. 36 1.2.2.2 Informal Communication: Informal communication is done using channels that are in contrast with formal communication channels. It is just a casual talk. It established for societal affiliations for members in an organization and face-to-face discussions. It happens among friends and family. Within informal communication use of slang words, foul language is not restricted. Usually, informal communication is done orally and using gestures. Informal communication, unlike formal communication, does not follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships. 37  1.3 Factors to consider when choosing a communication media: There are many factors that the speaker must consider before he/she chooses the media for communication. Here are some of the factors to consider:- 1. Reliability Reliability is of fundamental importance; it considers whether the message will get to the intended destination. It is also important to consider how reliable it is in getting across the ideas/message contained. 2. The receiver The medium selected should be one that can serve the communication needs of the audience in terms of age, education background, cultural orientation etc. 38 3. Relationship with the receiver The exact nature of relationship the sender has with the receiver influences the kind of communication media to use. 4. Confidentiality Some messages are confidential and should be read or heard by the intended recipient while others are less private. A letter for instance would be used for confidential messages while memos, notices and oral messages can be used for less confidential messages. 5. Cost The channel selected should be cost effective in terms of time and money. 39 6. Speed The urgency of the message is important. The channel selected should be appropriate to deliver the message within the expected time span.Speed is usually linked with cost too. 7. Availability The channel selected should be available both to the sender and the receiver. 40  Communication Skills Non-Verbal Communication Verbal Communication Sounds Oral/Spoken (Voice Tone, Volume, (Listening – Speaking) Speech rate) Visual Written (Body Language: (Reading – Writing) Facial expressions, Gestures, Eye contact, Postures) 41  1.4 Stages of the communication process or communication cycle: 1.4.1 Communication cycle Communication cycle is a process on how a message flows from one person to another. A transactional model of communication indicating that individuals are all together engaged in the sending and receiving of messages. A structured model based on the following 5 elements: 1. An information source, which produces a message. 2. A transmitter, which encodes the message into signals 3. A channel, to which signals are adapted for transmission. 4. A receiver, which 'decodes' (reconstructs) the message from the signal. 5. A destination, where the message arrives. 42 1.4.2 The communication process or communication cycle is explained diagrammatically as follows:- 43  1.4.3 Stages of the communication process: Communication Process can be defined as a procedure that is used to impart a message or information from a sender to a receiver by using a medium of communication. The message goes through some stages when it is sent by the sender to the receiver. These stages are as follows:- 1. Sender - the sender is the entity that conveys or sends the message. At this stage, an idea, thought or feeling is formulated in the mind of the sender as a result of an external of internal stimulus or motivation. 2. Message – message is what is being transmitted from sender to receiver. 3. Encoding - encoding is a process through which the message is symbolized. It involves giving the message a communication form. 44 4. Channel - channel is the medium through which message is being sent. The sender selects the most appropriate and effective channel that will deliver the message to the receiver. Communication channels may include websites, letters, email, phone conversations, videoconferences and face-to-face meeting. Effective communication relies on selecting an appropriate communication channel for your message. Selecting the wrong communication channel can cause communication obstacles including information overload and inadequate feedback. 45 - Channel – The effectiveness of communication channels can be evaluated based on richness and opportunity for feedback. Richness refers to the depth of your message. For example, face-to-face communication can be considered as the richest communication medium. Face-to-face meetings allow the listener to hear your message, as well as sense your tone of voice and watch your facial expressions to determine the meaning of your message. Face-to-face communication also allows for instant feedback, unlike communication mediums like letters and emails. 46 5. Receiver - is the entity that receives the message. 6. Decoding - decoding is the process in which the message is translated, and meaning is generated out of it. 7. Feedback - is the process through which receiver sends his response. 47  1.5 The roles of a sender and receiver: Both sender and the receiver have a role in the communication process:- 1.5.1 Role of the sender While sending the message you must have the ideas, purpose/reason, means of sending that communication, the actual act and encoding and the sending of the message. 48 When composing that message, ask yourself:- i. What do I want the receiver to do or think, what do I expect. ii. Choose appropriate language with an appropriate non-verbal behavior suitable for you at that appropriate time. iii. Take time to structure your message strategically. iv. Select appropriate media/means; select media that will help achieve your aim. v. Put yourself in the receiver's position. vi. Make sure your message is not misunderstood. Avoid being ambiguous, avoid being vague etc. vii. Check the feedback and decide whether you are needed to feedback or not. viii. Check the attitude of the receiver of the feedback. 49 1.5.2 Role of the receiver The receiver has a role to play while on the other side of the line:- i. Receive message. ii. Give the message full attention so that you avoid misunderstanding. iii. Check whether the media sender used suit your means. iv. Ensure full comprehension of the message by checking the references to refer to. v. Check whether there is any underlined meaning/implication. vi. Ensure you give sufficient and necessary feedback. 50  1.6 Basic principles of communication: The principles of communication are those aspects that have to be taken into account when relaying any communication. These principles provide guidelines for the content and style of presentation adapted to the purpose and receiver of the message. They are called the seven ( C ) s, they are: 1. Completeness, 2. Conciseness, 3. Consideration, 4. Clarity, 5. Concreteness, 6. Courtesy and 7. Correctness. 51 1. Completeness Completeness of facts is absolutely necessary. Incomplete communication irritates the reader, for it leaves him baffled. If wrong actions follows incomplete message, they may leaves the reader baffled. It is an essential factor for effective communication, a message must be organized appropriately and must include all the important details. The contents of the message must be checked in order to verify that there is no omission of the relevant details. An incomplete message can do little to convey the information and to persuade the receiver. 52 2. Conciseness Conciseness refers to thoughts expressed in the fewest words consistent with writing or message in general. Be as brief as possible. Brevity in expression effectively wins the attention of the reader or receiver in general but it should not be effected at the cost of appropriateness, clarity, correctness, completeness or courtesy. One should include only relevant facts, avoid repetition and avoid trite wordy expressions. 3. Consideration Consider the receiver - consideration means preparing every message with the receiver in mind, try to put yourself in their place. 53 4. Clarity It refers to clarity of thoughts and expressions. The writing should be correctly planned and expressed in a logical way; the writer should make sure that the ideas flow smoothly from the beginning to the end. The message must be so clear that even the dullest man in the world should readily understand it. The communicator must be very clear about all the aspects of the idea in his mind and about the purpose for which it is to be communicated. The speaker should use simple language, avoid jargon, avoid ambiguity and use short sentences. Getting the meaning from the senders head to the head of the receiver accurately is the purpose of clarity. 54 5. Concreteness Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted. 55 6. Courtesy Courtesy means politeness and decency. Omit any irrigating expressions in your communication. Apologize sincerely for an omission and thank generously for a favor. 7. Correctness Communication must be correct in tone and style of expression, spelling, grammar, format, contents, statistical information; stress-unstressed, etc. there should not be any inaccurate statements in the message. Efforts must be made to avoid errors in the incorrect written documents. At the core of correctness is proper grammar, punctuation and spelling. 56  1.7 Basic interactions of some situations and their impact on human behavior: Emotional interaction: as a sign of emotions, and feelings such as joy, anger, confusion, anxiety, fear, etc. Physical interaction: It includes facial expressions such as a smile, body movements such as avoiding danger and reactions, all of which follow the name of physical interaction. Cognitive interaction: the information or facts that arrived from the content of the message, thinking about it, and recalling experiences or information related to the information of the current message. 57  1.8 Importance of communication: Communication plays a powerful role in the nation building and development and contributes significantly to bringing about social changes. Communication has led to development in a community. Below are other major reasons as to why we communicate:- i. We communicate in order to educate and give instruction to the people we are communicating with. ii. To provide knowledge for instance in school, university, communities … etc. iii. To give expertise and skills for smooth functioning by people in society. iv. To create awareness and give opportunity to people to actively participate in public life. 58 v. We communicate for Information - in case you want to know something you have to ask and be told. vi. We communicate for entertainment. vii. We communicate for discussion and to persuasion. viii. We communicate for understanding and insight - we depend on communication for self awareness. Communication helps us to understand ourselves and others. ix. We communicate to develop meaningful relationships - it is through communication contacts that human beings basic and social needs are met. Psychology has it that people need each other. x. Influence and persuasion - human beings spend most of their time trying to influence each other to think as they do, act as they do and like what they like. 59  1.9 Barriers to communication: Communication is the answer to the success of any organization and if there are barriers to its effectiveness, there will be frustration to the concerned parties. Communication barriers can arise at every stage of the communication process that is from the sender, the message, the channel, the receiver, the feedback and the context. Barriers to successful communication include message overload, when a person receives too many messages at the same time, and message complexity. Some barriers to communication are discussed here as follows:- 60 Some barriers to communication are: Physical barriers - Physical barriers are often due to the nature of the environment. Example poor or outdated equipment, distractions, noise, poor lighting etc. System design- System design faults refer to problems with the structures or systems in place in an organization. Semantic barriers - semantic refers to meaning of language used. Often the same word is interpreted by different people in different ways according to their mental attitude and understanding. Poorly explained or misunderstood messages can result in confusion. 61 Also, Some barriers to communication are: 1. Physiological barriers – 2. Socio-psychological barrier – 3. Presentation of information barriers - 4. Environmental barrier – 5. Syntactical barrier – 6. Organizational barriers - 7. Cultural barrier – 8. Noise barriers. 1. Physiological barriers – may result from person discomfort, ill health, poor eyesight, hearing difficulties etc. 2. Socio-psychological barrier - Certain attitudes can also make communication difficult. For example, great anger or sadness may cause someone to lose focus on the present moment. Disorders such as Autism may also severely hamper effective communication. Other barriers based on social psychological barriers are discussed as follows: 62 Other barriers to communication based on social psychological barriers are: a. Attitude and opinion - if an information agrees with our opinion and attitude, we tend to receive it favorably but if it ends to run contrary to our accepted beliefs, we do not react favorably. b. Emotion - emotional state of mind affect communication. If the sender is angry or nervous, he will not be able to organize his message properly. c. Closed mind - it is a person with deeply ingrained prejudices and is not prepared to reconsider his opinion. d. Status conscious - are common in organization and subordinates are afraid of communicating upward any unpleasant information. Superiors also think that consulting their juniors would be compromising their dignity. 63 Other barriers to communication based on social psychological barriers are: e. The source of communication - if the receiver is suspicious about a prejudice against the source of communication there is likely to be a barrier to communication. f. Inattentiveness - people often become inattentive while receiving a message in particular, if the message contains a new idea. g. Faulty transmission - translator can never be perfect. h. Poor retention - studies shows that employees retain only about 50% of the information communicated to them. If the information is communicated through 3-4 stages, very little reaches the destination. Poor retention may lead to imperfect responses which may resist the communication process. 64 Also, Some barriers to communication are: 3. Presentation of information barrier - it is important to aid understanding. The communicator should consider the audience before making the presentation by simplifying their vocabulary so that the majority may understand. 4. Environmental barrier - Noise that physically disrupts communication, such as standing next to loud speakers at a party, pulling and moving of seats in a lecture room, working in a factory etc. 5. Syntactical barrier - Mistakes in grammar can disrupt communication, such subject verb agreement, abrupt change in tense etc. 65 Some barriers to communication are: 6. Organizational barriers - Poorly structured communication can prevent the receiver from accurate interpretation. 7. Cultural barrier - Some words can cause misunderstanding, if they differ in the meaning according to different cultures. 8. Noise - is any occurrence that resist effective communication; it can occur at any point in the process. Noise is the causative factor for the message being mis- communicated or misunderstood due to the problem either in the medium chosen or encoding or decoding or in some stages of the process. 66  1.10 Possible remedies to the barriers: To deliver your message effectively you must ensure that you break down the barriers that exist in all the stages of communication process. Here are some possible remedies to some barriers of communication:- 1. Emphasize that communication is always two-way communication. 2. Select the appropriate communication channel. 3. Ensure that the information given to the receiver is clear. 4. Good comprehension In order to understand all information coming from the sender. 5. Gaining the trust of others. 6. Good preparation for the communication process. 7. Choosing the right environment for the communication process. 8. Take advantage of the feedback from the listener to give the sender an opportunity to continue his speech or message. 67 End of Topic No. 1 68