Barriers to Effective Communication

Barriers to Effective Communication

Kristina Baires

CJA/304

February 11, 2013

Heather Arambarri

Barriers to Effective Communication

Communication is a process, not an isolated event in which information is exchanged between at least two persons; the sender and the receiver. The primary purpose of communication is to exchange information through a common system of words, symbols, signs, or behavior. Wallace and Roberson (2009), state that "Communication requires transmitting an idea, sending the idea through a medium, receiving the message, understanding the idea, and providing feedback to the message sender" (p. 16). In regard to communication there are barriers that exist that can hinder our ability to communicate effectively, but these barriers can be easily resolved.

The process of communication has two forms, verbal, and non-verbal. Verbal communication simply refers to the words that one uses to express their ideas or thoughts. The key components of communication are to speak clearly, body language, eye contact, use of your voice, and listening skills. Within verbal communication there are various methods used to approach these ends. Grubb and Hemby (2003), state that while researchers are unable to concede on the exact number of methods used, they can maintain that verbal communication clusters around four dimensions: blaming, directing, persuading, and problem solving. Non-verbal communication is written words and body language or your "tell alls" such as eye, hand, shoulder, and leg movement. When you watch or listen to an individual, you can tell a great deal about that person by their actions, such as whether they are stressed, angry, scared, taken by surprise, or lying. When a person is fearful or apprehensive about something, they tend to lean away, while others cross their arms and grimace slightly. When a person is lying, they unconsciously avoid eye contact, they tend to look everywhere except at the person who is addressing them. In regard to written word it is important to remember that sometimes less is more. Non-verbal communication in conjunction with verbal communication can lead to the full story. In some cases non-verbal communication can constitute a much greater proportion of the communication model than verbal, assisting with what to watch for and how you approach each situation. Every situation is different and must be addressed individually. A person's cultural and social background should also be taken into account before we accept their communication as what we think it is.

It must be understood that verbal communication is not just speaking but listening as well. To fully understand what another person is trying to tell us takes good listening skills. Wallace and Roberson state (2009),

Hearing is only the first step I the communication process. Hearing occurs when your ears physically pick up sound waves, which are then transmitted to the brain. Listening is the next part of the communication process and, to be successful, must be an active process. (p. 51)

When you are listening to another individual you should make the speaker believe that they are heard and understood, focus fully on the speaker, avoid interrupting them, do not appear judgmental, and show your interest. To show that you have, in fact, been listening rephrase or repeat what has just been said to you. For instance if a person were to say, "I was jogging along the side of the street, when I saw a man in a black sweatshirt snatch the woman's purse, then he ran away." You could repeat back to that individual, "So while you were jogging, you saw a man in a black sweatshirt? Do you remember anything else about this man in the black sweatshirt? What way did he go after he took the woman's purse?" This shows that you were paying attention. Wallace and Roberson (2009), state that there are 10 keys to being an effective listener:

1) find areas of interest, 2) judge content, not delivery, 3) hold your fire, 4) listen for ideas, 5) be flexible, 6) work at listening, 7) resist distractions, 8) exercise your mind, 9) keep your mind open, and 10) capitalize on fact thought is much faster than speech" (p. 52).

Within the criminal justice system information is exchanged formally or informally. Formal communication channels transmit information such as the policies, procedures, and goals of the police organization. Messages from this type of communication channel follow a chain of command such as formal orders, directives, and written memorandums. Formal channels of communication provide the police organization with order and security. There are advantages and disadvantages of formal channels of communication. Advantages of formal channels are (1) uniformity, this ensures that all officers within that department are receiving the same information (2) clear and concise information, this ensures that there is less confusion regarding the purpose and content of the message, and (3) establishes a paper trail, this is for the purpose of court hearings. Disadvantages of formal channels are (1) memorandums have to be drafted very carefully, and then endorsed through the chain of command, proving to be both time and personnel consuming. (2) The effect that it has on the free flow of information because formal channels are naturally rigid and