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Barriers, Factors, Services and Trends in Communication
Communication is the transfer or conveyance of messages or information from one person to another.
Read More On:
- Introduction to Communication
- Oral Communication
- Written Communication
- Visual, Audio and Audio-Visual Communication
[Click on the links above to read more on Communication]
Factors to Consider When Choosing Means of Communication
- Speed: Speed is an important factor when the message is urgent. In such a case telex, fax, telephone, telegram or e-mail would be the most suitable means of communication. Otherwise ordinary mail would be used
- Cost: The cost incurred in using a means of communication vary from one means to another e.g. it is cheaper to send messages by ordinary mail than by telegram or telex
- Confidentiality: Some messages are quite confidential and are intended for certain person only. Where confidential messages are involved, appropriate means should be used e.g. registered mail or internal memo enclosed in an envelope
- Distance: The geographical gap between the sender and recipient is very important in determining the means of communication to be used. Some means are suitable for long distances while others are not.
- Evidence: Some means of communication do not provide record of the message communicated while others do. All means of written communication provide evidence of messages communicated.
- Reliability: This is the assurance (certainty) that the message will reach the intended person at the right time in the right form. Face-to-face communication is more reliable than other forms of communication because one can ask for clearly and get answers immediately. For some written information, courier service may be preferred
- Accuracy: This refers to the exactness of the message communicated as intended by the sender. Written messages are generally more accurate than other means of communication.
- Desired impression: The impression created upon the recipient of a message is very important e.g. a telegram or speed post mail will carry some sence of urgency, registered mail will create an impression of confidentiality while use of colourful and attractive letterheads would convey a good image of the business.
- Availability: One may want to telephone, for example, but the services are not there so the person would be forced to use alternative means e.g. letters or radio call.
Barriers of Communication
- Language used:the language used by the sender should be known (understood) by the recipient so that communication can take place
- Poor Listening: the effectiveness of communication will depend on the willingness of the recipient to listen keenly .listening require careful attention and concentration. It may however be the task of the sender of the message to attempt to gain the attention of the listener. Through his/her choice of words and expression among others.
- Negative Attitude: Attitude refers to the feelings of the communicating parties towards each other. It is important that there exists a mutual feeling of trust and respect between the parties concerned in order to avoid bias .If there is mistrust and prejudice then there may be deliberate or unintentional misunderstanding of the message involved.
- Poor Timing: poor timing leads to breakdown in communication , therefore for effective communication to take place the message must be sent and received at an appropriate time, eg a message sent when one is in a hurry may not be properly received or delivered
- Wrong medium: the medium used to communicate must be appropriate for the message being conveyed otherwise there may breakdown in communication e.g. one may not convey a confidential message over the telephone effectively
- Prejudgement: our understanding of the message is often conditional by our earlier experiences and knowledge this may make one individual draw premature conclusion e.g. a student who always fail in a subject and this time round has improve may be failed by the teacher because he has always failed in the past .
- Ambiguities: it occurs when the sender express in a manner which leads to wrong interpretation. When the receiver interprets the message differently it automatically leads to communication breakdown.
- Emotional responses: emotional responses such as those resulting from hunger or excitement may lead to distortion of message.
- Unclear System within the organization: if the channels of passing information in an organization are not clear then the message will not get to the right people for whom the messages intended
- Noise: it refers to any disturbing sounds which interfere with concentration or listening ability of the recipient of the message the presence of noise may make it impossible for any message to be received in the right way.
- Unfamiliar Non-verbal signals: lack of understanding of non-verbal sign may be a barrier to effective communication.
Services That Facilitate Communication
- Mailing services - This refers to handling of letters and parcels. They are offered by organizations such as postal corporation of Kenya (P.C.K) securicorl courier and Document handling Limited (D.H.L). Services may include; speed post, ordinary mail, express mail, registered mail, and business reply service.
- Telephone services - This is done through landline phones, and mobile phones.
Advantages of Mobile phones
- They are portable
- Written messages can be transmitted easily and cheaply through the short message service(sms)
- Enables both local and international communication
- The cost of acquiring the equipment is relatively affordable
- Direct feedback is possible
- Has memory for storing written messages
- Has got e-mail capability
Disadvantages of Mobile phones
- Some kinds of mobile phones are expensive to buy
- Maintenance expenses of a mobile phone are high. They are also susceptible to damage and repair can be very costly
- Users are greatly inconvenienced in case there is no network coverage
- A special facility where the callers identity is known(displayed on screen)can be abused where recipient does not wish to answer the call
- Mobile phones are a security problem. They are easy targets for thieves
- There is a danger of the radioactive rays or emissions negatively affecting the users health, if such emissions are not adequately controlled
- Broadcasting services - Communication Authority is a regulatory body that receives applications and issues licences for radio and television broadcasting stations.
Current Trends and Emerging Issues in Communication
- Telephone Bureaus
These are privately owned kiosks where telephone services are sold. The owner of the kiosk must get authority from the service provider in order to run the bureau. The individual wishing to use the services of the bureau makes payments to the owner of the service. Other services offered by the bureau include selling of scratch cards for mobile telephones and credit cards for landline telephone services.
- Mobile phones (cell phones)
These are hand held telephones with digital links that use radio waves. They have become an important business and social tool. This is because most people and traders want some flexibility to be able to communicate whenever they are.
- E- mail ( Electronic Mail)
This is a service provided through the internet for sending messages. It is similar to sending a letter through the postal system only that it is done electronically. E – mail can also be used to send documents and photographs like certificates by scanning and attaching. More and more businesses are using e- Mail to communicate with other businesses, their customers and suppliers.
- Internet
The internet links computers all over the world. Written and oral information is transmitted on the internet through the use of telephone wires, fibre- optic cables and wireless devices.
- Move towards a paperless office
The future office will rely largely on computers. Most of the communication will be done through computers. This may result in less use of paper, hence the use of the term “the paperless office”
- Decline in the use of postal services
Decline in the use of postal services is a result of the impact of the internet. E-mail has become a popular and preferred mode of communication since it is fast and cheap. However, ordinary mail/ use of postal services may not be completely phased out since the government, businesses and people do not regard an e-mail as a binding or formal communication.
- Transformation of language
The language used to pass and receive messages has evolved through time.e.g the youth have adopted the use of "sheng" in exchanging messages. such language is largely understood by its youthful users. There is also the use of cell phones to send short text messages; which are highly abbreviated and may use slang whose meaning is only known to the users.
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