Concepts and problems of communication

Concepts and problems of communication

• Each person’s mind is a unique filter. Problems with

communication are more likely to occur when the
communicators’ filters are sharply different. The message
sender’s meanings and the receiver’s response are affected by
numerous factors, such as individual
• Conventions
Conventions of of meaning
meaning
• Perceptions
Perceptions ofof reality
reality
• Values,
Values, attitudes,
attitudes, and
and opinions
opinions
 Concepts and problems of communication

Conventions of meaning
meaning::
A fundamental principle of communication is that the symbols
the sender uses to communicate messages must have essentially
the same meaning in both the sender and receiver’s minds. You
can never assume that the message in your mind will be perfectly
transmitted to your receiver.
 Communication
Problems in Conventions of Meaning
 Concepts and problems of communication

Communication Problems in Conventions of Meaning

The meanings of words (semantics) are constructed within each
person’s experience of reality. The knowledge we each have about
a subject or word affects the meanings we attach to it.
 Concepts and problems of communication

Miscommunicated Instructions
Instructions::
When the message sender and receiver attribute
different meanings to the same words or use different
words though intending the same meanings,
miscommunication occurs. To avoid communication
errors when you give instructions or discuss issues, be
sure your words convey the intended meaning to the
recipient. When you are the recipient of unclear
instructions, before acting on them, ask questions to
determine the sender’s intended meaning.
 Concepts and problems of communication

Reactions to denotations, Connotations:

Because words have both denotative and connotative
meanings and because the sender has not considered
the receiver’s probable interpretations and reactions,
miscommunication can occur. A denotation is usually
the dictionary meaning of a word whereas a
connotation is an implication of a word or a suggestion
separate from the usual definition.
 Concepts and problems of communication

To communicate effectively, you must be aware of the

connotative meaning of your words, and you must realize that
some people have their own idiosyncratic meanings because of
their experiences and background. Thus we need to choose our
language carefully and consider both its denotations and its
connotations to convey the exact idea we
we want
want and to achieve
our desired results.
 Concepts and problems of communication

Perceptions of Reality
Complex, infinite, and continuously changing, the material world
provides a special reality to each individual. Also,
Also, human beings’
sensory perceptions – touch, sight, hearing, smell, taste – are
limited, and each person’s mental filter is unique. We make
various abstractions, inferences, and evaluations of the world
around us.
 Communication
Problems in perceptions of Reality
 Communication
Problems in perceptions of Reality

Abstracting
Abstracting::
Focusing on some details and omitting others is a
process called abstracting. In countless instances,
abstracting is necessary. However, you should be
cautious about “slanted” statements.
statements.
Necessary, desirable abstracts
abstracts::
Whether you write or speak, you are usually limited by
time, expense, space, or purpose. You need to select
facts that are pertinent to accomplish your purpose and
to omit the rest (as you do, for example, in a one-page
application letter about yourself).
 Communication
Problems in perceptions of Reality

Slanted statements:
statements:
Conscientious communicators, both senders and receivers of
messaged, should try to determine whether the facts they are
acquainted with are truly representative of the whole. Slantingisis
unfair in factual reporting. Not only the language you use but
also the type of information you include and exclude can result
in slanting, revealing your own biases. Although total objectivity
is not possible, you should try to not let personal preferences
influence your factual reporting of information.
 Communication
Problems in perceptions of Reality

Inferring
Inferring::
Conclusions made by reasoning from evidence
or premises are called inferences. Every day
most of us find
find itit necessary
necessary to
to act
act on
on some
some
inferences. We make assumptions and draw
conclusions even
even though
though we
we are
are not
not able
able to
to
immediately verify the evidence. Some
inferences are both necessary and desirable;
others are risky, even dangerous.
 Communication
Problems in perceptions of Reality

Necessary, desirable Inferences:

For business and professional people, inferences are essential in
analyzing materials, solving problems, and planning procedures.
In our everyday activities, we make inferences that are necessary
and usually fairly reliable.
When we base our inferences on direct observations or on
reasonable evidence, they are likely to be quite dependable; but
even so, there are disappointing exceptions. Conclusions
Conclusions we
make about things we have not observed directly can often be
untrue.
 Communication
Problems in perceptions of Reality

Risks of Inference
Inference::
As intelligent communicators, we must realize that inferences
may be incorrect or unreliable and anticipate the
acting on them. If you are presenting a report on which an
important executive decision may rest, be careful to distinguish
clearly among verifiable facts, inferences based on facts, and
mere “guesstimates.”
Values, Attitudes, and Opinions
 Values, Attitudes, and Opinions
• Communication effectiveness is influenced also by the values,
attitudes, and opinions the communicators have in their mental
filters. People react favorably when the message they receive
agrees with their views toward the information, the facts, and the
sender.
 Communication
Problems Involving Values, Attitudes, Opinions
 Values, Attitudes, and Opinions
Communication Problems Involving Values,
Attitudes, Opinions
Receivers’ views of the information presented will
affect their response, which could be what the sender
desires or just the opposite.
Favorable or unfavorable information
The effective communicator considers the receivers,
and whenever possible, emphasizes the points the
receivers will regard as favorable or beneficial.
Receivers often react to unfavorable information by
rejecting, distorting, or avoiding it.
 Values, Attitudes, and Opinions

Inadequate or Incorrect information

Occasionally people react according
according to
to their
their attitudes
toward a situation rather than
than to
to the
the facts.
facts.
Closed Minds
Minds::
Some people hold rigid views on certain subjects. These
people do not consider facts or additional information
and maintain their rigid views regardless of the
circumstances.
 Values, Attitudes, and Opinions
Sender’s Credibility
Credibility::
Often people react more according to their attitude
toward the source of information than to the
information itself. In
In general,
general, people
people react
react more
more
favorably to a communicator who has credibility –
someone whom they trust and respect. An effective
communicator builds credibility by writing
writing and
and speaking
speaking
in a fair and just manner and by considering receivers’
points of view.
 Values, Attitudes, and Opinions
Other circumstances affecting attitudes,
opinions, responses
responses::
when personal, business, or environments stresses
occur, attitudes toward messages may be affected. Life’s
stresses affect our ability to send effective messages and
color our responses when we receive
receive them.
them. Sensitivity
Sensitivity
to your own state of mind as well as to that of your
receiver helps you communicate your messages in a
positive way.