Communication Breakdown

Well, its been some time since my last post. In this post, I will be talking about the CIP activity that I went for last week at the science centre. I and 4 other people from my CCA were supposed to be facilitators for an Infocomm programme at the science centre. However, when we arrived to register, the event organisers told us that they did not have our particulars! At that point of time, it was like we were being led on a wild goose chase. But how could it be? We started to call up our CCA chairman. He told us that he had already informed our CCA teacher-in-charge to email our names and particulars to the event organisers. We made another call to our teacher in charge. But in the end, she told us that she was not informed of this! There must have been some miscommunication in between the process of informing people. In the end, we headed home empty-handed.

What I want to say is that communication breakdown can be disastrous, just like what happened to me.

Firstly, Communication is a very powerful and important tool. It allows us to express our feelings and convey meanings to other people. There are also many ways to communicate, other than verbally. Facial expressions like smiling, frowning, crying all convey certain meanings and messeges to others. Gestures and actions are also a form of communication. You can touch someone, hold him, embrace or even pat him on the back. They all convey meanings. Even emailing or instant messaging someone is communication. Even the SMB we check everyday. As long as there is a display or exchange of information, it is communication.

Communication is important in our lives. This year, our School has introduced a new subject, OC (Oral Communication). This subject is to encourage us to speak up more often. As we speak and contribute to the discussions during our lessons, we will be assessed and given marks.

However, if this communication breaks down, (like what happened to me), it is disastrous. There are several reasons why communication breaks down.

Sometimes, people tend to just hear what others are saying, and not listen. They may miss out important information, and misinterpret intentions, or not hear what they are saying at all. This is just like what happened in my case...

Having good communication can maximise effectiveness. Like when we are doing group work. For example...

A : We have to do the presentation tomorrow. We have to finish this part today. Do this part of the powerpoint ok?
A : Hey? Are you listening?
B : Yea... Yea....

*The next day...*

A: Why didn't you do this part?!?
B: You didn't tell me to do it!
A: I did! Now what! Its due today!

This can happen sometimes. Fairly simple misunderstandings, if not detected can cause problems, and affect the productivity of a team. Hence, make sure you get the message across to the other party. This is extremely important.

There are other reasons for other situations.

2. Information Overload: Managers are surrounded with a pool of information. It is essential to control this information flow else the information is likely to be misinterpreted or forgotten or overlooked. As a result communication is less effective.
3. Inattention: At times we just not listen, but only hear. For example a traveler may pay attention to one “NO PARKING” sign, but if such sign is put all over the city, he no longer listens to it. Thus, repetitive messages should be ignored for effective communication. Similarly if a superior is engrossed in his paper work and his subordinate explains him his problem, the superior may not get what he is saying and it leads to disappointment of subordinate.
4. Time Pressures: Often in organization the targets have to be achieved within a specified time period, the failure of which has adverse consequences. In a haste to meet deadlines, the formal channels of communication are shortened, or messages are partially given, i.e., not completely transferred. Thus sufficient time should be given for effective communication.
5. Distraction/Noise: Communication is also affected a lot by noise to distractions. Physical distractions are also there such as, poor lightning, uncomfortable sitting, unhygienic room also affects communication in a meeting. Similarly use of loud speakers interferes with communication.
6. Emotions: Emotional state at a particular point of time also affects communication. If the receiver feels that communicator is angry he interprets that the information being sent is very bad. While he takes it differently if the communicator is happy and jovial (in that case the message is interpreted to be good and interesting).
7. Poor retention: Human memory cannot function beyond a limit. One cant always retain what is being told specially if he is not interested or not attentive. This leads to communication breakdown.

http://www.managementstudyguide.com/communication_barriers.htm