Barriers to Effective Communication

Communication is defined as the process by which information is exchanged between individuals through a system of signs, symbols. The concept of communication involves a sender, a message and a recipient. The sender sends the message and the recipient is the receiver of the message. The process of communication is never smooth as it is affected by the barriers of communication.

Barriers to effective communication can result in confusion which can lead to incorrect information being conveyed or miscommunication which can lead to loss of business. There may be certain flaws in encoding and decoding the message, the channels used may be defective or faulty. Some of these barriers may be categorized into the following groups: (a) Semantic Barriers, (b) Physical Barriers (c) Organizational Barriers and (d) Psychological Barriers.

Semantic Barriers:

Semantic barriers are concerned with problems and obstructions in the process of encoding and decoding of message into words or impressions. The same words or sentences may be understood or interpreted differently by different individual’s causing confusions and misunderstanding. The main cause of semantic barriers may be lack of good communication skills.

The various reasons for different interpretations or meanings resulting in semantic barriers may be discussed as:

(a) Badly expressed message:

Use of inadequate, incorrect words, omission of important words etc. may distort the message. The badly expressed message fails to convey the intended meaning of the message.

(b) Words/ symbols with different meaning:

Some words may have multiple meanings. While communicating a message sender may use a word with specific meaning but if there are alternative meanings then the receiver may perceive the meaning in accordance to his/ her understanding and ability. Different perceptions lead to ineffective communication.

(c) Faulty translations:

The communication may be ineffective if the translation of the original message is done by a translator who may not be proficient with both the languages. The use of wrong words or incorrect understanding of the content may result in different meaning of the translated message.

(d) Unclarified assumptions:

Some communications are backed by assumptions, which may be interrupted differently by different individuals.

(e) Body language and gesture decoding:

If the body language or gestures of a person do not match with the words used to communicate his/her instructions then the receiver may get confused and perceive the information wrongly.

(f) Technical Jargon:

If people with specific expertise use technical words or jargons while explaining the unskilled people from different field, the communication may transfer in parts due to lack of clarity in information. The receivers may not have sufficient knowledge to understand the meaning of technical words used.

Physical Barriers:

Some of the physical barriers are as follows:

(a) Noise:

Any disturbances or interferences that reduce the clarity and effectiveness of communication are called as noise. It may be physical and psychological, written or visual. Noise distracts the persons communicating and acts as barrier to communication. Loud noise of speaker playing outside or noise due to machines affects listening process of persons communicating (Physical noise). Mental trouble and turmoil affect the receiver’s listening and understanding the message. Similarly inattentiveness and indifferences of the listener make communication ineffective (Psychological noise). Bad handwriting and incorrect typing irritates the reader not to speak of understanding the contents (Written noise). The late arrival of employee’s results in distraction of superior’s attention (Visual noise).

(b) Improper time: Improper timing of communication also hinders the process of communication, e.g., an order at closing hour to execute an urgent work, may cause resentment in the employee who has to catch train for going back to his home. Message requiring action in distant future may be forgotten. A phone call at midnight, interrupting sleep, further irritates the receiver, if message is not urgent.

(c) Distance: The distance between sender and receiver acts as a barrier in the communication process as the sender has to speak loudly to convey the message, similarly in import-export transactions because of distances of miles, communication may be ineffective if proper use of Fax and Telephone is not made.

Organizational Barriers:

Some of the organizational barriers are as follows:

(a) Organizational rules and regulations: Organizational Rules and Regulations, prescribing the different sub-matters along formal communication may restrict the flow of messages act as hindrances in the communication process. Sometimes it happens that important messages are omitted or manipulated. Observance of rigid rules and regulations relating to communication causes delay of messages and discouragement to employees in conveying their creative and innovative ideas. On the other hand, where such rules and regulations are flexible and communication is free, employees feel encouraged and motivated to come up with new ideas and opinions.

(b) Non conduction of Meetings in time: To overcome the above barrier, certain organizations conduct staff meetings to know the grievances and suggestions of employees. In organization where such meetings and conferences are missing, free flow of communication is interrupted and the communication gap between persons being ruled and the ruling widens.

(c) Wrong choice of channel: There are many mediums and channels of communications available, like face to face, oral communication, telephone, Email and audiovisual. Each channel is not ideal and perfect in every situation. For Eg., written communication is required in case of formal relations, but communicating with the illiterate people, this channel fails. Illiterate people are to be communicated properly with the support of pictures.

Psychological Barriers:

Psychological barriers arise from motives, social values, different perceptions etc. and these creates a psychological distance, cause misunderstanding among people at work and hinder the communication process.

(a) Selective Perceptions: Our sensory receptors have their own limitations. As a result we perceive not the whole spectrum, but a few selective symbols based upon our needs, motives, experience, background, etc. Because of our selective perceptions, we cannot communicate the whole. And because of different perception, neutral words conveying certain positive message convey the opposite meaning as they reach the receiver. It results into misunderstandings and misinterpretations and makes communication in-effective.

(b) Premature Evaluation: It is human tendency that we try to evaluate quickly. We do not listen or read the whole, but try to infer from part of the message. The moment we try to evaluate, we stop further message visible to our sensory receptors. As a result, effective communication does not take place because of premature evaluation. The premature evaluations are mainly because of individuals being judgmental or are prejudiced against communication.

(c) Different comprehension of reality: Reality is not absolute concept; it is relative to different persons. Each person’s has unique sensory receptors and mental filters. As a result our abstractions, inferences and evaluations are different.

(d) Distrust: Distrust between the sender & receiver may act as a barrier in effective communication. It two people do not trust each other, they may either try to hide or withhold information or do not try to understand the message in original sense. In fact, they may be suspicious towards each other and try to find hidden meanings in the message.

(e) Loss of transmission and poor retention: If communication passes through various levels or channels it may result in complete loss of transmission of in accurate information. Transmission of inaccurate information in case of oral communication may be due to lack of attention or retention amongst people.

Intrapersonal Barriers

● Individuals are unique because of differences in perceptions, experiences, education, culture, personality, etc.

● Each of us interprets the same information in different ways, as our thinking varies. These differences lead to certain inbuilt or intrapersonal barriers. Some examples of intrapersonal barriers could be:

● Wrong assumptions: Wrong assumptions are generally made because the sender or the receiver does not have adequate knowledge about the other’s background or entertains certain false concepts, which are fixed in his/her mind.

● Varied perceptions: This is when different individuals hold different viewpoints about the same situation.

● Differing background: Backgrounds can be different due to different education, culture, language, environment, financial status, etc. Our background plays a significant role in how we interpret a message.

● Wrong inferences: Inferences are more dramatic than facts, and for this reason they can provide more scope for gossip and rumour to spread. When professionals analyse material, solve problems, and plan procedures, it is essential that inferences be supported by facts to avoid miscommunication.

● Blocked categories: In general, we react positively to information only if it is in consonance with our own views and attitudes. Conversely, when we receive information that does not conform to our personal views, habits, and attitudes, or appears unfavourable to us, we tend to react negatively or even disbelieve it. Rejection, distortion, and avoidance are three common, undesirable, and negative reactions to unfavourable information.

● Categorical thinking: People who feel that they ‘know it all’ are called pansophists. This type of thinking exists in people who feel that they know everything about a particular subject, and therefore refuse to accept any further information on that topic.This type of thinking can pose a major barrier, leading to a failure in communication. In such instances, the receivers refuse information because of their ‘know-it all’ attitude.

Interpersonal Barriers

● Intrapersonal barriers stem from an individual’s attitudes or habits, whereas interpersonal barriers occur due to the inappropriate transaction of words between two or more people.

● The two broad categories into which these barriers can be classified are: Inefficient communication skills and Negative aspect nurturing in the climate.

● Interpersonal barriers creep in as a result of the limitations in the communication skills of the encoder or the decoder, or of both. In addition, they may also occur because of some disturbance in the channel or medium of communication. If two people are involved in communication, the traits that distinguish them as individuals can be the root cause of a communication problem. The most common reasons for interpersonal barriers are:

● Limited vocabulary: Inadequate vocabulary can be a major hindrance in communication. At times, we find ourselves searching for the exact word or phrase that would be appropriate for what we are trying to express.

● Incompatibility of verbal and non-verbal messages: A communicator should acclimatize himself to the communication environment, think from the angle of the listener, and then communicate. Misinterpreted non-verbal communication acts as another barrier to effective information flow instead of enhancing and enlivening verbal communication.

● Emotional outburst: Excessive emotional involvement can be an obstacle in communication. For example, extreme anger can create such an emotionally charged environment that a rational discussion becomes impossible.

● Communication selectivity: When the receiver in a communication process pays attention only to a part of the message, he/ she is imposing a barrier known as communication selectivity.

● Poor listening skill: A common obstacle to communication is poor listening habits. We should remember that listening and hearing are not the same. Hearing is a passive exercise while listening requires careful attention and accurate decoding of the signals received from the speaker.

● Noise in the channel: As discussed earlier, noise interferes in the transmission of signals. Noise is any unwanted signal that acts as a hindrance in the flow of communication. It is not necessarily limited to audio disturbances, but can also occur in visual, audio-visual, written, physical, or psychological forms. All these forms of noise communicate extraneous matter which may distract the receiver from the message, and even irritate him/her.

Overcoming Barriers to communication

Communication is the process of transmitting information from a sender to a receiver through a suitable channel. However, at every stage of this process, there are barriers that can distort, delay, or block the flow of information. Barriers to communication may arise from differences in understanding, behaviour, skills, physical environment, organisational structure, or psychological factors. They can be classified into semantic, psychological, physical, organisational, cultural, language, mechanical, perceptual, and interpersonal barriers. To ensure effective communication, it is important to identify these barriers and adopt measures to overcome them.

1. Semantic Barriers

Semantic barriers occur when the meaning of words or symbols is misunderstood. This can happen due to technical jargon, ambiguous words, poor sentence construction, faulty translation, or unclarified assumptions.

How to overcome:

• Use simple, clear, and familiar words.
• Avoid technical jargon unless the audience understands it.
• Provide explanations, examples, and illustrations to clarify meaning.
• Ensure translations are accurate and context-appropriate.

2. Psychological Barriers

Psychological barriers arise from emotions, attitudes, stress, fear, low confidence, or distrust between sender and receiver. They can distort the perception of messages.
How to overcome:

• Maintain a positive and supportive communication environment.
• Encourage open dialogue and active listening.
• Reduce stress and emotional pressure in the workplace.
• Build trust and respect among employees.

3. Physical / Physiological Barriers

These barriers are caused by environmental or physical factors, such as noise, improper timing, long distances, fatigue, or disabilities.

How to overcome:

• Choose a quiet and distraction-free environment.
• Use proper timing to deliver messages.
• Employ assistive devices for employees with disabilities.
• Use written or visual communication if physical barriers exist.

4. Organisational Barriers

Organisational barriers arise due to hierarchy, rigid rules, delays in meetings, or inappropriate choice of communication channels.

How to overcome:

• Simplify formal procedures and reduce bureaucratic delays.
• Encourage open-door policies and regular staff meetings.
• Choose the right channel for the audience (e.g., verbal for illiterate employees, written for formal instructions).
• Promote flexibility and transparency in organisational communication.

5. Cultural Barriers

Cultural differences in language, traditions, values, or communication styles can cause misunderstandings.
How to overcome:

• Promote cultural awareness and sensitivity.
• Encourage diversity training and respect for differences.
• Use neutral and simple language.
• Avoid assumptions about others’ cultural norms.

6. Language Barriers

Language differences or lack of proficiency may prevent clear understanding of messages.
How to overcome:

• Use simple and clear language.
• Avoid idioms, slang, or complex phrases.
• Provide translations if necessary.
• Encourage language learning programs.

7. Mechanical / Technical Barriers

These occur due to faulty or outdated equipment, such as poor audio, weak internet, or malfunctioning devices.

How to overcome:

• Ensure equipment is functional and updated.
• Check technical tools before communication.
• Provide technical support to users.

8. Perceptual Barriers

Different interpretations or selective perceptions can distort the message. People may perceive messages based on personal needs, experiences, or biases.
How to overcome:

• Encourage feedback and clarification.
• Avoid assumptions or incomplete messages.
• Provide detailed, precise, and context-specific information.

9. Interpersonal Barriers

Barriers arising from poor relationships, mistrust, or personality conflicts affect communication.
How to overcome:

• Build trust and rapport among employees.
• Promote teamwork and cooperation.
• Encourage effective interpersonal skills, such as empathy and active listening.

Conclusion

Barriers in communication are unavoidable but can be effectively managed. By identifying semantic, psychological, physical, organisational, cultural, language, mechanical, perceptual, and interpersonal barriers, and by applying appropriate strategies, organisations can ensure smooth, accurate, and efficient communication. Effective communication enhances understanding, improves decision-making, boosts morale, and contributes to organisational success.