Communication assignment

1- What is communication ? How do we communicate ?

Answer :
-Communication skills are abilities you use when giving and receiving different kinds of
information. While these skills may be a regular part of your day-to-day work life,
communicating in a clear, effective and efficient way is an extremely special and useful skill.
Learning from great communicators around you and actively practicing ways to improve your
communications over time will certainly support your efforts to achieve various personal and
professional goals.

-Communication skills involve listening, speaking, observing and empathizing. It is also helpful
to understand the differences in how to communicate through face-to-face interactions, phone
conversations and digital communications, like email and social media.

-Communication involves getting information from person to another person

-To communicate we have to know that there are number of skills that we can rely on , the skill
we choose depens upon the situation we are in , the recipient of the communication and the
information that you need to convey

- Communication skills allow you to understand and be understood by others. These can include
but are not limited to sharing ideas with others, actively listening in conversations, giving and
receiving feedback and public speaking. Indeed data shows that communication skills
consistently ranked as one of the most-commonly listed skills in new job postings by employers
in 2020. Effectively using, improving and showcasing your communication skills can help you
both advance in your career and be competitive when searching for new jobs.
-to do a successful communication there are some tips that you have to rely on such as

 Really Listen

Most of us do more talking than listening. What is it that makes us more concerned about
what we are going to say than what the other person is saying to us? Take the time to really
listen to what people are saying, by their words, tone, and body language. If they know you
are really listening to them, they will be more open and trust you with their real thoughts
and feelings. Ask questions about what they are saying to encourage them to open up
more. The more you really listen, the more they will open up, the more you really listen, the
more they will open up… and the cycle goes on.
 Come Alongside The Other Person

People don’t need friends who beat them up; they need friends who help them out. Being a
friend means coming alongside the other person even if you don’t agree with them. It’s
being there and showing support as they work through the problem. Don’t try to solve or
judge their issues; just be there and let them know you care about and support them.
 Don’t Give Unwanted Advice

Do you have one of those friends who love to give you advice even when you don’t ask for
it? Most unwanted advice is just that – unwanted. Wait until your friend asks for advice and
then give it to them. If they don’t ask for your advice, don’t give it to them. Giving
unwanted advice makes you seem like a know-it-all and that doesn’t make for a good
friendship or good communication. Sometimes the person just wants you to listen while
you are trying to fix the issue instead. A good question to ask is “Do you want me to listen
or help problem solve?”. This will give you the answer on if they want advice form you on
this subject. If they say “just listen”, then do that. Close your mouth and just listen. That is
the best way to be helpful at that time. If you are respectful of their needs, there might
come a day when they actually ask for your advice.
 Check Your Tone And Body Language

Body language is more telling than the actual words you say. Therefore, watch your tone
and body language when you are speaking. Is your tone harsh? Does your face give away
your disgust when someone else is talking? Do you smile and reassure the person who is
talking? Your body language says more about your feelings and thoughts than your actual
words so keep that in mind the next time you have a conversation with someone. Check
your body language to ensure it is consistent with your words.
2- Speak about effective communication barriers
(language barriers , cultural barriers , differences in time and place)
Answer :
1-Language Barriers
 Language barriers seem pretty self-inherent, but there are often hidden language
barriers that we aren't always aware of. If you work in an industry that is heavy in jargon
or technical language, care should be taken to avoid these words when speaking with
someone from outside the industry. Without being patronizing, imagine explaining a
situation in your industry to a child. How would you convey these concepts without
relying on jargon? A clear, direct narrative is preferable to an incomprehensible slew of
specialty terms
 Language is needed for any kind of communication, even people with speech
impairments communicate with sign language and brail. Communication becomes
difficult in situations where people don’t understand each others’ language. The inability
to communicate using a language is known as language barrier to communication.
 Language barriers are the most common communication barriers which cause
misunderstandings and misinterpretations between people.
 Most of the people in the world do not speak English or, even if they use, it is their
second or third language. If the speaker and receiver do not use same language and
words, there is no meaning to the communication. Not using the words that other
person understands makes the communication ineffective and prevents message from
being conveyed.

Causes of Language Barriers :

1-Difference in Language
 Difference in language is the most obvious barrier to communication as two people
speaking two different languages cannot communicate with each other. For example, an
American goes to China. The person does not understand Chinese and most people in
China do not understand English. So, when the person speaks, the communication is
worthless as the other Chinese person doesn’t understand it.
2-No Clear Speech
 People who speak soft or in a small voice cannot be understood. The sender might be
saying something whereas the receiver might understand something else. Though
speaking common language, people might have difficulty understanding the meaning of
the message and the feedbacks. This might also be a cause of obstacle in
communication.

3- Use of Jargons and Slang

 Jargons are the technical words used in communication. It might be different according
to different professions, specialty and technical field of a person.
 For example, technical words used by doctors and lawyers are extremely different. If
they start talking, both of them will not get what the other is talking about.
 Some jargons like adjournment (jargon used by lawyers and police used for delaying a
trial for defendant), BP (medical jargon for Blood pressure), etc. are only used by people
in similar profession which might be a cause for language barrier.
 Similarly, the use of slang also makes communication ineffective. For example, the use
of word “grass” to describe marijuana can act as a barrier for the people who do not
know the slang meaning.

4- Word Choice
 The choice of word used in describing anything must be considered before
communicating. The words used by a particular person to show their agreement on
something can be taken as sarcasm which is negative in nature.
 Words with two meanings, homonyms, homographs, homophones should always be
avoided as it doesn’t send the proper meaning and can be interpreted in any way. So,
the message will not be sent as intended which acts as a type of language barrier in
communication.

5- Grammar and Spelling

 Grammar and spelling becomes a barrier in communication as people from different
parts of the world can be using it differently even in a particular word. Similarly,
 grammar and spelling mistakes create a huge communication barrier in written
communication.
 For example, a person makes a mistake of typing done as don. The spelling and
grammar checker of the computer does not label it as wrong as don is also a correct
word. But, the word can change the whole meaning of the sentence or make the
sentence not understandable.
 These are some of the most common causes of language barriers in communication.
There are many other causes too like language disabilities, noise, distance or use of
metaphors or similes which can be included in other barriers like physiological and
physical.
 Some language barriers can be overcome with practice or other ways like translation,
interpreter, language classes, visual methods, etc. whereas some barriers act as
problems in a person’s whole life. These barriers must not be present to make the
communication effective.

Overcoming Language Barriers

To overcome language barriers within the workplace, there are a few things you can do:

 Translate all relevant documents into the primary language of your employees. There
are several free websites that translate text from one language to another. However,
you have to be careful since the translation is not always in the exact same dialect as
that of your employees. Also, sometimes the meaning of a word used in written
translation does not always correspond to the meaning you wish to convey in your work
documents.
 Use an interpreter whenever you give instructions or provide feedback to your
employees. There may be someone in your organization who speaks both languages
fluently enough to convey your message to your employees. Find someone who you
trust to translate your instructions and feedback properly.
 Provide language classes for your employees on the basic language requirements for
your business. Teach them work words, phrases, warnings, and other critical
communication elements that are necessary for them to perform to your performance
standards. Teach the basics first. Give all of your employees a "survival" crash course in
the predominant language of your workplace. Later, if you have the desire and the
resources, you can provide additional opportunities for your employees to learn the
language skills they need in order to "thrive" in the workplace.
  Use both telling and showing methods of training. Simplify your training methods,
particularly those that rely heavily on telling versus showing. Demonstrate what you
want and then have the employees perform the function as you observe their
performance. Re-demonstrate as often as needed until the employees can perform the
task successfully.
 Use visual methods of communication more than audio. Show more than tell. Explain it
with pictures as much as possible. Take a lesson from the airlines in how they convey
their safety instructions. Use pictures in your instruction manuals rather than words.
Almost every step in every process can be described in picture format. Give your
employees signs, cue cards or other methods to help them learn.
 Use repetition. As with any new concept, most people don't learn something the first
time they hear it. Employees need to hear the same message over and over before they
fully grasp it. Don't expect people to learn anything after being told once. This is true of
all of your employees whether they have a language barrier or not.
 Never raise your voice or over-enunciate your words. Talk slower, not louder. Speak
clearly, not forcefully. People of a different language and culture can hear fine. They
probably also are intelligent enough to grasp what you are saying if you intelligently
deliver your message without talking down to them. Don't speak "Pidgin English." Speak
correct English the correct way, just more clearly. People cannot learn the language
right if you don't speak it right.
 Use simpler words with fewer syllables. Be aware of the complexities of your words.
Use more common words that convey your message in simpler terms. Again, don't talk
down; just use a less complex vocabulary.
 Learn the basics of your employee's language. If you want to communicate effectively
and build rapport with your employees you should consider learning a few words and
phrases in their language. Nothing sends the message that you value the diversity of
your employees more than your willingness to learn from them. Have them teach you
how to say hello, goodbye, please, thank you, and other important pleasantries you can
use in your interactions with them.
 Have the employee demonstrate their understanding. Don't assume the employee
understands; check for understanding. Ask the employee to demonstrate that they
know how to do what you have asked them to do.

2- Cultural barriers
  As the world is getting more and more globalized, any large office may have people from
several parts of the world. Different cultures have a different meaning for several basic
values of society. Dressing, Religions or lack of them, food, drinks, pets, and the general
behaviour will change drastically from one culture to another.
 Hence it is a must that we must take these different cultures into account while
communication. This is what we call being culturally appropriate. In many multinational
companies, special courses are offered at the orientation stages that let people know about
other cultures and how to be courteous and tolerant of others.
 Culture is handed down from one generation to another. It gives people their way of
seeing the world and interpreting life. A single culture has many sub-cultures.
 Cultural diversity makes communication difficult as the mindset of people of different
cultures are different, the language, signs and symbols are also different.
 Different cultures have different meaning of words, behaviors and gestures. Culture also
gives rise to prejudices, ethnocentrism, manners and opinions. It forms the way people
think and behave. When people belonging to different cultures communicate, these
factors can become barriers.
 The way you communicate is affected by the culture you were brought up in. The
opposite is also true. Culture is, to a large extent, determined by the way we
communicate.

Causes of cultural barriers :

1-Language
 There are billions of people in the world who do not understand English or cannot
communicate in English properly. Not speaking properly can cause various
misunderstandings and be a barrier to communication.
 Different cultures have developed their own language as a part of their heritage. People
are comfortable communicating in their own language whereas have to work hard to
learn new languages.
For example, separation of East and West Germany for 40 years caused the language to
differ a lot. The dialect became very different as people of East Germany had an
influence of Russian language whereas West Germany had influence of English. They
had a barrier in communicating with each other for decades.
 Even when people try to express in their own language, many misunderstandings arise.
It becomes more profound in people speaking different languages.

2-Signs and Symbols (Semantics)

 Non-verbal communication cannot be relied upon in communication between people
from different cultures as that is also different like language. Signs, symbols and
gestures varies in different cultures.
  For example, the sign “thumbs up” is taken as a sign of approval and wishing luck in
most of the cultures but is taken as an insult in Bangladesh. Similarly, the “V” hand
gesture with palm faced outside or inside means victory and peace in US, but back of
hand facing someone showing the sign is taken as insulting in many cultures.
 The culture sets some meanings of signs like the ones mentioned above, which might
not be the same in other culture.

3- Stereotypes and Prejudices

 Stereotyping is the process of creating a picture of a whole culture, overgeneralizing all
people belonging to the same culture as having similar characteristics and categorizing
people accordingly. It is a belief about a certain group and is mostly negative.
 Stereotyping can be done on the basis of many things like nationality, gender, race,
religion, ethnicity, age, etc.
For example, Asian students are stereotyped to be good at Math which is a positive
stereotype. But, there is also cultural stereotype of all people following a particular
religion as being violent like Islam and is negative stereotyping.
 Negative stereotyping creates prejudices as it provokes judgmental attitudes. People
look at those cultures as evil and treat the people following the religion wickedly. Media
is a tool of mass communication which promotes stereotypes and prejudices and
creates more communication barriers.

4- Religion
 Similar to ethnocentrism and stereotyping, religion also disrupts communication as it
creates a specific image of people who follow other religions. People find it difficult to
talk to people who follow different religions. Religious views influence how people think
about others. It creates differences in opinions.
 For example, in Pakistan, the Christians have to speak up for their rights as the majority
is of Islam and the Christians are discriminated. There is also a lack of communication
between these religious groups.

Overcoming cultural barriers

To overcome cultural barriers within the workplace, here are some helpful hints:

 Determine whether a specific behaviour or attribute is a requirement of the job. There

are some cultural differences with your employees that you just have to accept and not
try to change if you want your employees to perform well. However, there also are
 some cultural issues that are relevant to your business and to which employees of a
different culture will have to adapt to if they are going to succeed in the work culture.
 Identify whether or not you can reasonably accommodate the cultural difference.
Some cultural differences - such as an employee's willingness to confront her boss - can
be accommodated by slightly altering the expectation or changing the circumstances of
the situation. For example, some cultures are not responsive to stern feedback, but they
are receptive to less direct insinuations regarding their performance. If you ask your
employees they will tell you how best to communicate with them without violating their
cultural norms.
 Determine how best to accommodate the cultural difference. Some cultures are group-
centric rather than individually focused. In such cases praising an individual for their
effort, rather than recognizing the entire group, can create contention among the group
and embarrassment for the individual, thereby decreasing the employee's performance
instead of enhancing it. Likewise, giving someone negative feedback in public, even if it
is not severe, can have a detrimental effect on employees of certain cultures. Being
sensitive to and aware of the unique cultural differences of your employees will help
you determine where you need to alter your management style or practices.
 Learn about other cultures. There are numerous excellent books and articles on cultural
diversity in your local bookstore or library. The internet is a valuable tool of unlimited
resources explaining the differences in cultures. There is no excuse for your not
understanding the cultural issues of your employees when you have so much
information literally at your fingertips.
 Ask your employees for insight into how best to manage them. If you show an open
and honest willingness to learn and to adjust your management practices, most of your
employees will tell you how to accommodate their cultural needs if you ask them.