BARRIERS TO EFFECTIVE COMMUNICATION

Barriers to Effective Communication Jordan Miller CJA 304 April 2, 2012 Heather Arambarri

BARRIERS TO EFFECTIVE COMMUNICATION

Barriers to Effective Communication

Communication is the process in which messages are sent and received between two or more individuals in a verbal or nonverbal manner. For communication to be successful and effective, one needs to keep in mind and make use of the key components of communication. These components include:

Transmission of an idea Use of a medium to send an idea Reception of the message Understanding of the idea in the message Giving feedback to the sender of the message

If any of these components is eliminated, communication will become flawed leading to a potential misunderstanding by either party. A certain degree of flow is needed to achieve effective communication. Presenting a clear and concise message verbally and nonverbally is a key factor in communication. If the receiver does not understand a message because of a negative level of clarity, he or she will likely not be able to respond appropriately. For example, if one person cannot understand what another person is saying, he or she cannot reply accordingly. The room for improvement lies in effective speech and writing skills of some individuals as well as an individuals ability to differentiate between hearing what someone is saying and listening to what someone is saying (Wallace & Roberson, 2009). Hearing and Listening

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The meanings of hearing and listening are quite different, despite the idea that many individuals think they are the same thing. According to Hellesvig-Gaskill (2011), Hearing is a passive occurrence that requires no effort. Listening, on the other hand, is a conscious choice that demands your attention and concentration (para. 1). What this means is that some people will hear what is said but not comprehend and understand the context of the verbal message (listening). An individual can hear someone speaking without listening to what is said. Hearing is defined as physical sound as it is sent through the ear to the brain. This sound is processed by the brain into audible form. When an individual simply hears words rather than listening to what is said, complications can arise that may lead to misunderstandings of the message (Wallace & Roberson, 2009).

The process of listening goes beyond what one hears. For one to listen, one must pay attention and understand the words spoken by another. Certain prejudices may affect the amount of information one listens to. For example, if an individual on the receiving end of a conversation believes he or she is superior to the speaker he or she may dismiss what is said saying because of perceived superiority. Listening to another takes a degree of consciousness that enables information to register in ones mind. (Hellesvig-Gaskill, 2011). In either form of communication, verbal or nonverbal, whether one is hearing or listening, there are methods in which information flows from one point to another. These methods are known as channels.

Formal and Informal Channels of Communication

There are two types of communication channels used in any organization: formal and informal. The traditional method of communication in a police organization typically follows the chain of command. This form of communication channel usually follows formal orders,

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directives, and written memorandums, providing a sense of order and security within police organizations. These methods are known as formal channels of communication. Using only formal channels of communication or using these methods in excess may have a few disadvantages. Strict adherence to formal channels of communication consumes time and personnel. Another drawback of formal channels of communication is the free flow of information is affected because the rigidity of formal channels restricts spontaneous ideas and thoughts. Finally, formal routes typically require written records, which may further restrict the flow of communication because many people hesitate when putting his or her thoughts or ideas in writing. Considering these disadvantages, the need to use formal channels of communications can be questionable (Wallace & Roberson, 2009).

Formal channels also provide some advantages to an organization or law enforcement agencies. Formal communication ensures uniformity because officers receive the same information. This is a critical factor when new directives are created or when certain information involving a crime needs to be passed to patrol officers. Another advantage is that formal communication is commonly clear and concise in comparison to informal channels (Wallace & Roberson, 2009).

Relying entirely on formal channels can be detrimental to effective police operations. For this reason, there are informal channels, also referred to as the grapevine, or department gossip. Informal channels are the unofficial form of communication among law enforcement agencies. A police department can be notorious for its rumor mill regarding the goings on within a department. Informal channels do serve more purpose than spreading idle gossip, however. Informal channels can be used in several situations within a department. One common example

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is the interaction between detectives and patrol officers. There are times when a detective may approach a patrol officer to clarify information on his or her initial report. Other times, a patrol officer suddenly may remember something regarding a crime scene after he or she already filed a report. Another example of using informal channels occurs when time is an important factor. Use of formal channels requires following the chain of command, consuming time, whereas using informal channels allow an individual to bypass the chain of command to deliver information quickly (Wallace & Roberson, 2009). Communication Barriers In the world of the past and modern society, communication among individuals must follow certain components for successful interaction between two or more people. Along with these components, there are barriers that can interfere with effective communication, whether written or verbal. According to Wallace and Roberson (2009), the following are barriers to effective communications: Languagemany, at best, words are vague. For example, an individual asks for information regarding a case and state that he or she needs it soon. Soon may mean an hour to one person and a week to another. Distractionit can be external or internal. It also can be insidious. One common external distraction is noise, for example, the audible hum of an air conditioner or the ring of a cell phone. An example of internal distraction may be that a listener is hungry and cannot give his or her undivided attention. False assumptionsoften the receiver assumes that he or she knows everything about the subject and so does not listen with an open mind. (p. 2)

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One action that leads to ineffective communication among criminal justice professionals are spelling errors and the inability to form proper sentences in his or her reports. Report writing must be clear and concise for future judicial purposes. Along with clear written communication, an officer must rely on clear verbal communication skills. Clear verbal communication would likely be more prominent to an on duty officer because he or she must often verbally communicate orders to individuals suspected of violating the law. If an officer talks too fast or in a nonprecise manner, a suspect may become confused. A confused suspect may do something the officer did not request, thus causing the potential for danger (Wallace & Roberson, 2009). Mindfulness of ones strengths and weaknesses regarding communication enables an individual to overcome existing communication barriers. Another way to strengthen communication is to learn as much as possible about the audience one is communicating with. This will help express ones message and ensure it is heard. Finally, one can address his or her communication weaknesses by gaining the knowledge and skills needed for effective communication. For example, one could try joining a public speaking class or relearning proper writing techniques (Wallace & Roberson, 2009).

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References Hellesvig-Gaskill, K. (2011). Livestrong.com. Retrieved from http://www.livestrong.com/article/83661-difference-between-hearing-listening/

Wallace, H., & Roberson, C. (2009). Written and interpersonal communication: Methods for law enforcement (4th ed.). Retrieved from The University of Phoenix eBook Collection database.