Barrier of Communication

1. Language/semantic barriers:

Semantic barriers refer to the obstacles created by language use and its interpretation. If the language of the message is poor, vague and overly symbolic, the receiver may not understand the message. In fact, these barriers come because of the person's incapability of using language used for communication. Following are the different types of semantic barriers:

i. Poor quality of message: When a message is prepared, it must be consistent in all respects like – unity (beginning, middle and ending), precision and usage of appropriate words. Message should be in simple words, easily understood by the receiver. Otherwise, it becomes non-specific and the receiver will have difficulty following it properly and grasping the intended message.

ii. Lack of clarity: All the messages contain certain ideas, which need to be understood correctly and clearly. In other words, the meaning of the message should be clearly expressed in words/language. If it is not, there is every likelihood of the message being misunderstood, and leads to confusion.

iii. Technical language/use of jargons: It is often seen that technical language is used by specialist persons in communication. This may not be known by a common person. As far as possible, when communicating to common people, it must be in a simple language, common to all. Unnecessary use of jargons (specialized use of language only understood by the experts or specialists). For example, a psychiatric may say that a person has an OCD (Obsessive Compulsive Disorder). The psychiatric uses a jargon which will not be understood by a common person. An ordinary patient may not be able to understand this unless it is written in a simple language, or this abbreviation is explained to him.

2. Psychological barriers:

The psychological state of mind of the sender, as well as that of the receiver can create barriers. Some people are of closed minds may not accept the radical and innovative changes. Similarly, some too progressive minds may not accept small scale of narrow mindedness. These two are extreme psychological conditions. When an individual is under emotional stress, his/her tone overpowers the message. This creates an obstacle in normal communication

i. Premature evaluation: When the receiver begins judging the message before it reaches to him/her, this is called premature evaluation. Prematurely concluded message may not bring the desired result, thereby he/she suspends the message. This is an important psychological factor of communication barrier.

ii. Inadequate attention: Normally, in a communication this happens at the receiver’s end due to carelessness and not listening properly what the person at the other end is telling. This takes place in fact in face to face communication or in attending telephones.

iii. Transmission losses and poor retention: When communication passes through various hands and levels in an organization, the transmission of the message by various persons tends to become inaccurate or corrupt. This happens basically in oral communication.

iv. Lack of trust in the sender: If the receiver does not believe in the sender, he/she may not listen to or read the message carefully. It occurs also because of lack of credibility (image) of the sender. For example, if the sender is not reliable, and changes the messages time and again, the receiver has a reasonable doubt in the sender.

v. Attitudinal problem: Attitudinal barriers are behaviors or perceptions that prevent people from communicating effectively. Attitudinal barriers to communication may result from personality conflicts, poor management, resistance to change, or a lack of motivation. Effective receivers of messages should attempt to overcome their own attitudinal barriers to facilitate effective communication.

3. Organizational/systemic barriers:

These barriers are result of the general organizational policy governing the communication network of the organization. Such policy might be written to tell how communication should take place in the organization. Following are the major types in this.

i. Restrictions imposed by rules: Organizations may have certain rules and regulations for employees to follow regarding communication. For example, a message might have to be checked and censored by a person in a position before it reaches receivers. Organizations may dictate a rule. For example, it can

ii. Status/hierarchy restrictions: Status and/or position of an individual make a lot of difference exchange of communication. Superior/subordinate’s capacity/authority of an organization also prevents free flow of communication. This happens especially in case of upward communication. A person from the lower level in the hierarchy may find it difficult to approach directly the top executive of the organization.

iii. Complex structure of the organization: Communications in large organizations having a number of levels in management posts may get distorted. This takes place as the message has to reach different levels of organization transmitted in upward/downward/horizontal direction.

4. Personal barriers: These barriers occur because of the person (receiving or sending).

i. Attitude of superiors: Attitude of the superiors play a vital role in the communication process. A person in superior position may think that the message has to go through his/her authority. This may cause delay in the flow of information.

ii. Insistence on following proper channel: Superiors may instruct their subordinates to follow the proper channel despite its ineffectiveness. Putting over emphasis on certain channel and medium might create barriers.

iii. Lack of confidence in subordinate: It is a general perception that subordinates are not competent enough to act without superiors, since they do not possess the capacity to do so. This understanding makes the superior to have lack of confidence in subordinates. Though, this idea may not be correct, it can create barrier in communication.

iv. Lack of awareness: Inadequate knowledge about the importance of communication and its usefulness in various ways can create barrier. The employees may not always feel that communication for a particular activity is necessary.

v. Hesitation to communicate: This happens to be a cause where subordinates not to communicate with their superiors show unwillingness to convey the superior certain information.

5. Mechanical barriers: Mechanical barriers are another group of factors putting barriers in the smooth flow of communication. They are:

5. Mechanical barriers: Mechanical barriers are another group of factors putting barriers in the smooth flow of communication. They are:

i. Inadequate arrangement: The arrangements include proper coding and decoding facilities. This is normally carried out through coding machines and trained staff to operate such machines. When important information is sent under different classification, top secret, secret, confidential, etc., adequate care has to be taken in its transmission. It should not be leaked out to unauthorized persons. Safety and security of classified information need to be handled by responsible staff.

ii. Poor office layout: The layout of office is also important for smooth transmission of information. If the departments which need to communicate frequently are at distance, this delays the communication process. For example, marketing department and research department should be designed such a way they can communicate easily.

iii. Defective procedures and practices: There must be defined procedures for keeping a record of incoming and outgoing messages properly maintained in an information center. Also, proper arrangements to allot priority messages like immediate, most immediate, etc., and their subsequent transmissions, if all these are not looked into, the very purpose of communicating will be defeated.

iv. Use of wrong medium: It is the responsibility of the sender of the message to select the right medium. For example, let us take dispatch of letters from one organization to another at a distant place. Whether the letter should go by an ordinary mail or Speed post, Courier, FAX or e-mail, depends on the urgency of the action to be taken at the receiving end.

Overcoming Barriers

Use of simple language: Emphasize simple, clear words. Use of ambiguous words and jargons should be avoided.

Reduction and elimination of noise levels: Noise is the major communication barrier which must be overcome on priority basis. It is essential to identify the source of noise and then eliminate its source. All the factors that obstruct the smooth flow of information could be called noise.

Active listening: Listen attentively and carefully. There is difference between “listening” and “hearing”. Active listening means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether his/her message is understood or not by the receiver in the same term intended by the speaker.

Emotional state: During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered. For example, if the conveyer of message is in a bad mood, then the receiver might think that the information being delivered is not good.

Simple organizational structure: The organizational structure should not be complex. The number of hierarchical levels should be fairly limited. Simpler the organizational structure, more effective will be the communication.

Avoid information overload: The managers should know how to prioritize their work. They should not overload themselves with lot of information. They should spend quality time with the subordinates and should listen to their problems and feedback actively.

Give constructive feedback: Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate.

Proper media selection: The managers should properly select the medium of communication. Simple messages should be conveyed orally, like face to face interaction or meetings. Use of written means of communication should be encouraged for delivering complex messages. For significant messages reminders can be given by using written means of communication such as: Memos, Notices etc.

Practice openness and transparency: Be open to share the information and ask for the required information. Some people do not open themselves because they hold different perceptions about things. Similarly, some people are overly frank about something. Hence, they end up disclosing something that is secret.