Barriers_to_Effective_Comunication

Barriers to Effective Communication Paper John F. Stepney CJA/304 January 7, 2011 Estaban Santana Barriers to Effective Communication Paper Communication is the process of transferring information or news from one individual to another. It basically involves two or more individuals with a sender, receiver, and a message. Effective communication requires the individual that is receiving the information to hear, accept, and process the communicated information. It also requires some form of response or feedback so that the sender knows the communication took place. Communication in its fundamental sense is transferring information from sender to receiver. In regards to the field of criminal justice oral communication skills are a necessity of officers. They are required to talk to members of the general public, request assistance from other officers when needed, advised suspects of their Miranda rights, and report to supervisors that certain actions have occurred. Also oral communication skills are needed for officers to understand and transmit statements made by citizens, suspects, and superiors (Wallace & Robertson, 2009). Not only could communication be verbally it can also be nonverbally through facial and body gesturers, also by the way you dress. The exchange of information occurs both formally and informally, which are the two communication channels or directions used in any organization. Channels and directions of communication refer to the course of information from the sender to the receiver. While channels of information indicate the methods by which information travels from one individual to the next, direction of information refer to the way communication flows. In any police organization the traditional course of communication usually follows the chain of command which is known as formal channels. This type of communication is practiced through formal orders, directives, and written memorandums which provide a sense of order and security to a police organization. Although this is the traditional course of communication, it does have it advantages and disadvantages. First and foremost, formal communication ensures uniformity because every officer within the department receives the same information. Another advantage is that formal communication is usually clearer and more concise and finally it establishes a paper trail for purposes of court hearings (Wallace & Robertson, 2009). Several drawbacks of formal communication in any police organization include strict devotion to it requires a lot and personnel-consuming exertion; the effect that it has on the free flow of information; formal routes usually require a written record, which may further restrict the flow of information because many people hesitate to put their ideas in writing; and finally the inability to this form of communication to respond rapidly to changing situations. Formal channels are naturally rigid, and any change or modification must be reviewed within the same channels. If new situations arise, the modification process may not be able to keep pace with the need for change (Wallace & Robertson, 2009). Informal channels, which are basically departmental gossip, are the unofficial routes of communication within a law enforcement agency. While serving as an instrument for redundant gossip, informal channels of communication provide a needed link within the organization. Unlike the formal channel which requires the information to go up the chain of command and come back down to the intended recipient, using informal channels of communication officers have the ability to bypass lines of authority and responsibility to pass on information quickly. Information may travel in any number of directions within an organization, but the most common movements are upward (performance communication, information, and clarification), downward (orders, procedures, and personnel information), and horizontal (coordination, social issues, and problem solving) (Wallace & Robertson, 2009). The channels and directions that communication takes are important in understanding how information moves from the sender to the receiver. This arrangement of information within an organization holds and keeps the department together. In addition to oral communication skills written communication skills are required by law officers in order for them to fill out various police reports, draft narrative summaries, and understand written policy directives. Oral communication is the foundation on which written skills are built. The ability to write in a clear and precise manner does not come naturally; it must be practiced until it is mastered (Wallace & Robertson, 2009). The main problem with written communication is the lack of instant feedback. Written communication does not provide the luxury of instant feedback to clarify any misunderstanding because it is not interactive like oral communication. Written communication requires more effort because of the lack of instant feedback. Effective writing does not eliminate the requirement for good oral communication skills; both skills are entangled and dependent on the other. There are four central categories of obstacles or barriers to effective communication. Barriers to communication often arise when and one individual is worried about personal or professional position. The barriers are: emotional barriers, physical barriers, semantic barriers, and ineffective listening. Emotional barriers may be present in either the sender or the receiver. Individuals base their transmitting of information on personal experiences and expectations. Preserving our self esteem is universal, so an officer with low self-esteem will not make any suggestions or comments for fear of being rejected or laughed at. Any obstruction that slows or impedes the free flow of information is considered a physical barrier, such as equipment malfunctions (faulty radio or computer) (Wallace & Robertson, 2009). Another source of physical barriers includes a rigid chain of command that requires the officer to report to a supervisor instead of informing another officer about information obtained regarding a crime. Semantics is the study of the development and meaning of words, can pose another form of communication barrier. Semantic problems can be defined as the inability to agree on the meaning of certain terms, with a resulting loss in the ability to communicate clearly (Wallace & Robertson, 2009). Ineffective listening is failure to hear or receive what the sender is transmitting. The reason behind this could be related to a number of things such as the subject that is sending the message may be boring or irrelevant to the listener’s interest. The topic of the conversation may be too complex or too simple for the receiver. As a group, people tend to be poor listeners so it is a good practice for the sender to know their audience. Basically the general cause of ineffective listening is habit, which can be traced to a person’s earliest development. The pattern of being a talker rather than a listener is learned during childhood (Wallace & Robertson, 2009). Hearing and listening are not the same as one may believe. Hearing is the first step in the communication process. When a person hears something the ears pick up sound waves, which are transmitted to the brain. When one is listening, which is the next part of the communication process; he is being an active participant in the process. An active listener must evaluate the message before he responds, by thinking while the sender is talking. There are four variables related to listening. The listener must have the ability to, on basis of experience, education, and oral proficiency, to absorb what information is being sent. Second, the speaker’s ability to transmit the message affects the receiver’s attention span. Third, as stated before, the information being transmitted must be interesting to the listener. Finally, the environment in which the communication occurs affects the listener’s ability to receive the information (Wallace & Robertson, 2009). In conclusion it is a known fact that no records systems can be effective without communication policies, directives, and procedures. Communication is a process involving several steps, among two or more people, for the main purpose of exchanging information. The process involves sending information, receiving information, understanding the information, understanding the information, and providing feedback to the sender. It is not possible for any police organization or police officer to carry out a mission or survive without clear communication. Without the ability to communicate in writing, any police department would be disabled. Arrest reports, follow-up reports, departmental directives, and budget documents are just a few examples of the necessary written statements that are present in police agencies. Reference Wallace, H., & Robertson, C. (2009). Written and interpersonal communication: Methods for law enforcement (4th ed.). Upper Saddle River, NJ: Pearson Prentice Hall.