Communication Breakdown Essay
Ever wonder why a message that seems clear to us is not comprehended by someone else the way we think it should be. How can something we think is stated so clearly become misunderstood that the person we are stating the message to becomes confused? Let’s examine the definition of the word communication. Defined by the freedictionary.com, communication is the exchange of thoughts, messages, or information, as by speech, signals, writing, or behavior. Merriam-Webster, defines communication as an act or instance of transmitting and, an exchange of information. Simply stated we are sending a message to the person who is receiving it. The idea we want to send should be clear to the person who is receiving the message, but that is not always the case.
There are several factors that can breakdown a message in the communication process.
Communication is only successful when both the sender and the receiver understand the same information as a result of the communication . A transactive model suggests we send and receive messages concurrently. If any kind of disturbance blocks any step of the communication, the message will be destroyed. There seems to be an interesting and sometimes disastrous disconnection between what is said, what is heard, and what happens next. No matter how much detail is given, there is always space for individual interpretation. Think of how many times a teacher can give instructions in a classroom only to discover not everyone did the assignment on time and correctly. The way people interpret situations or sets of facts depends on their personalities, background, experiences, values, attitudes, motives, assumptions, and expectations of each individual. Each individual brings to the situation a different frame of reference. The way a person interprets a situation also depends on emotions. For instance, a simple request to a spouse or child can sometimes turn into rage or result in a tantrum. The response may seem inappropriate but, what actually took place is a response to words. The person may hear what he or she wants to hear rather than hear what was actually said. Mental set, prejudices, and the way the individual chooses to filter or screen what is said will affect the way a message is understood.
Understanding that meanings of words have an effect on communication. The speaker may choose words that may have different meanings or mean different things to people. English language can instruct someone to hit a bat with a bat or have the sweet child bring me some more sweet tea. People may react differently to the exact same words. There are two distinct meanings to words and language. First, the denotative meaning is what most people may be familiar with. It refers to the exact meaning of a word. The second type of meaning is called the connotative meaning. The connotative meaning of something has to do with what the word suggests to the individual, based on that person's experiences and emotional...
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April 9, 2014, Public Relations practice
Ever felt you were speaking to a colleague or client and not getting very far? Felt like you could be on another planet? All too often we suffer communication breakdown. Well, the fabulousAndy Bounds, author of one of my favourite books, The Jelly Effecthas identified Top Ten things to avoid a communication breakdown.
- Back-to-back meetings. When there are no breaks in between, when exactly are people supposed to prepare or follow-up? I guess there are only two answers: ‘at home’ or ‘never’
- Pointless communications. You know all those comms – all those reports, meetings, conference calls, emails – that achieve nothing? The ones that nobody would mind if they stopped?
- Too irrelevant. Sometimes, unlike the previous point, you do need to have a certain communication. But even these can contain content you just don’t need – pointless agenda items, unnecessary chapters, too many background slides..
- Too boring. Ever attended a conference call that was tedious? A meeting that dragged on and you wish you were on the bus home? Presentations where the presenter read their wordy slides to you?
- Too long. Preparation isn’t finished when your communication is as thorough and long as possible. It’s finished when it’s as short as possible
- Too selfish. You know the type of thing… ‘Here’s my content, with all the detail I care about. My time is so important that I haven’t had time to remove the slides you don’t need. And now I need you to do X. And I mean right now’
- Wrong channels. People often email when they should chat. They hold big meetings to discuss topics that should have been done face to face.
- Wrong person. When Person A wants to impact Person B, they should speak to her directly. Asking Person C to act as a middle-man is rarely as good. It dilutes A’s passion and clarity; plus, B’s questions are rarely answered as well/at all (We’ve all known for years that this doesn’t work – remember the teenage years of a middle man saying ‘my mate fancies you’? Not good)
- Poor cascades. One exception to the previous point: middle-men can be good for cascading info from on high. But only when the middle-man adds something to the message – their own experiences, personalising it for his team etc. If he adds nothing, he serves minimal purpose in the chain. In fact, he can make things worse if he does something as dismissive as “FYI – read this”
- Onerous pre-reads. Giving people too much to read for a meeting is… well, too much. The pre-reads are supposed to enable decisions, not be a rant about everything – background, the work done so far, rationale, etc.
Fortunately, the solutions are simple:
- Back-to-back meetings – stop having them. Finish at 10.45, not 11.
- Pointless communication – stop creating yours. Stop reading others.
- Too irrelevant – when preparing, ask people ‘what content do you want me to include?’
- Too boring – always ask ‘what can I do to make this more interesting?’ and include it (you’d be amazed how rarely people do this)
- Too long – put detail in the Appendix and irrelevancies in the bin
- Too selfish – look at your communication through the recipient’s eyes. If you don’t think they’ll like it, they won’t
- Wrong channels – think ‘what’s the best channel for this communication?’ and not ‘what do we normally do?’
- Wrong person – go to Person B, not through Person C (and, whenever possible, don’t let other people use you as a middle-man)
- Poor cascades – don’t include/be a middle-man unless the middle-man adds value
- Onerous pre-reads – strip them right back. Aim for one page; two as a max. Remember: they’re not just reading yours.