8 Barriers of communication

Ms. Geeta S. Thakur

epgp books

 

Module Structure

 

7.1  Introduction

7.2 Effects of barriers on communication

7.3 Types of Barriers

7.3.1 Physical Barrier

7.3.2 Psychological Barrier

7.3.3 Semantic Barrier

7.3.4 Mechanical Barrier

7.3.5 Cross Cultural barrier

7.3.6 Organizational barrier

7.4  Ways to overcome the Barriers

7.5 Let us sum up

 

7.1 Introduction

 

The fundamental principle of communication is that it must be understood in the same sense as it is meant to be seen by sender. However, the effectiveness of communication very much depends on the presence or absence of the elements and conditions, facilitating or obstructing the proper flow of communication. These elements or situations effectively play the role of the intervening variable in either helping or hindering the process of communication. These are always in a position to increase or decrease the effectiveness of the communicator, the strength of the communication media, the power of the receiver, and the quality of the communicated message.

 

Unfavorable conditions like noise, indiscipline, improper facilities, non-availability of appropriate aid material etc. significantly effects communication. Apart from these, lack of expressing “knowledge-appropriate” communication, which occurs when a person uses ambiguous or complex legal words, medical jargon, or descriptions of a situation or environment that is not understood by the recipient disharmonizes the process of communication. These factors which hinder the conveyance of meanings of a message are known as barriers to communication.

 

There are many barriers to communication and may occur at any stage in the communication process. Barriers may lead to your message becoming distorted and thereby risking wasteof both time and/or money by causing confusion and misunderstanding.

 

Barriers to effective communication can retard or distort the message and intention of the message being conveyed which may result in failure of the communication process or an effect that is undesirable. Effective communication involves overcoming these barriers and conveying a clear and concise message.

 

 

7.2  Effects of barriers on communication

  • They are hindrances which are destructive when one or more persons are interacting. They tend to diminish others self esteem and trigger our defensiveness, resistance and resentment.
  • They often lead to dependency, withdrawal, feelings of defeat or of inadequacy.
  • They act as feeling blockers and reduce the likelihood of finding a solution. They could ultimately lead to souring of relationships.
  • They could lead to increasing the emotional distance between the people communicating.

 

7.3 Barriers to communication can be classified into the following categories

 

 

7.3.1 Physical Barrier

 

Physical barriers relate to disturbance in the immediate setting which can interfere in the course of an effective communication.These physical barriers may prove to be tough obstacles in the process of effective communication. These factors may just cause distraction leading to inattentiveness or totally alter the message, causing miscommunication. Physical barriers are as follows:

 

Time: Time has an important role in a communication process. Do we not often hear expressions such as “timely caution”, “timely advice?” These expressions indicate the role of time as a factor in communication. An organization that expects quick results cannot afford to be relaxed in its channels of communication. The time lag between countries in Europe / America and Asia has to be overcome by the adoption of modern and fast communication channels. Quickness of communication is the watchword in the modern world of communication.

 

Place: The place or the location where a communication process takes place can degenerate into a barrier to effective communication. A simple comparison of the surroundings in a Government / Municipal office and the ambience provided in a multinational company will show how place and surroundings play an important role in effective communication. Inconvenient place, shaky furniture, poor lighting, inadequacy of space are all factors that make people irritable / impatient and annoyed. Friction and conflict erupt easily in such places which mar the transaction of any business, leave alone business communication. Even though it is part of office management, its impact on the communication process as a barrier is inevitable. Good ambience and suitably lighted and ventilated places promote effective communication.

 

Distance:Distance also plays an important part in determining the course of a conversation.

 

For example, if the staff in an organization is made to sit in different buildings or different floors, they might have to substitute face to face communication with phone calls or emails. This prevents the employees to have effective communication with each other. For example, if a manager and his subordinate are seated at different buildings of an organization, then the manager may have to give out instructions over the phone or over the email, which can sometimes lead to a lack of effective communication

Climate: “The talks were held in a cordial atmosphere and in a proper climate” say the newspapers. Though the word climate refers to the human relations prevailing there, it is no exaggeration to say that the actual room temperature helps people to keep their heads cool! Unfavorable climate can act as a barrier to communication leading to wrong perceptions or decision.

 

Noise: Noise is a physical barrier to effective communication. Noise may have its origin from an external source or may exist even in the communication loop. You do not achieve effective communication by merely shouting. Effective communication is almost impossible on the factory floor, the bus stand or railway station. No one should try to out shout a machine to achieve successful communication. Instead he should choose a better place with less noise to communicate his message / information. Noise distorts messages and acts as a barrier to effective communication.

 

7.3.2 Psychological Barrier

 

Communication is often blocked by psychological problems. Psychological factors such as misperception, filtering, distrust, unhappy emotions, and people’s state of mind can jeopardize the process of communication. Similarly, if someone has personal problems such as worries and stress about a chronic illness, it may impinge his/her communication with others. Psychological factors like interest, attention, motivation, concentration of both sender and receivers have an impact. No one can be forced to perceive what he does not want to. It could lead to a situation wherein a person would be physically present but mentally absent. Negative attitudes and prejudices mar one’s participation. Positive emotions of love, compassion and we feeling, help in smooth flow of messages.

 

7.3.3 Semantic Barrier:

 

Language, jargon, slang, etc., are some of the semantic barriers. Language and linguistic ability may act as a barrier to communication. However, even when communicating in the same language, the terminology used in a message may act as a barrier if it is not fully understood by the receiver(s). Different languages across different regions represent a national barrier to communication, which is particularly important for migrating nurses. Use of jargon and slang also act as barrier to communication.

  • Verbosity and verbalism:At times language used by the communicator would be very high and bookish making it difficult to comprehend. Sometimes inappropriate speed of talking also makes it difficult to understand the message.
  • Language inadequacy: There might be language barrier since both the sender and the receiver do not comprehend each other’s language. Also the sender may not be proficient in the language making his message unclear.
  • Unclear graphics and symbols:During written communication if the sender uses some symbols which are not commonly used, then the receiver gets a wrong picture

 

7.3.4     Mechanical Barrier

 

Mechanical communication barriers are technical sources of interference in the communication process. A mechanical barrier stems from a problem in machinery or instruments used to transmit the message. This is not limited to media forms such as radio and television; it also includes machines used by those with hearing or speech impairments.

 

Examples of mechanical communication barriers are noisy communication machines or instruments, absence of means of communication instruments, transmission interruption and power failure.

  • Noise:Mechanical instruments and machines require constant maintenance. Over time and with regular use, their ability to properly function breaks down. Noisy reception interferes with their use as communication tools. Defects in the machinery may also cause noise that creates a mechanical communication barrier.
  • Power Failure: Electrically generated devices used in communication are only useful tools if there is a steady source of power. Isolated locations and underdeveloped countries may depend on electricity that is generated by a single source. Power failures may mean a longer period without communication in areas such as these. Any power failure may cause a mechanical communication barrier.
  • Choice of media:Some messages may require personal communication and yet other may require use of audio-visual aids. Hence choice of media has a substantial influence on communication

 

7.3.5     Cross Cultural barrier

 

The term “cross-cultural barriers” refers to the way in which these specific cultural components pose problems or obstacles to cultural exchange and integration. These aspects of culture are typically longstanding traditions and widely-held beliefs for a group of people, and they can often present problems for cross-cultural interaction. Eating etiquette, religion, social practices, body language and marriage conventions are components that are deeply ingrained in various cultures in different ways.

 

  • Language– Misunderstandings are common among people who speak the same language, so it is not surprising that people from different cultural and linguistic backgrounds face communication barriers. Anything from the mispronunciation of a word to a lack of specificity can lead to misunderstandings.

 

For example, if a sales director in New York asks a contractor in Brazil to do something soon, the two parties may have a different interpretation of the word ‘soon.’ Language is a reflection of culture, and different cultures have very different ways of assigning meanings to words.

 

  • Behaviour– Cultural differences in body language and other behaviours can also cause miscommunications. For example, in the U.S. it is important to make eye contact with someone who is speaking to you or they may think you are distracted or uninterested. However, in many Asian countries eye contact can be a sign of disrespect or a challenge to authority. There are many other cultural differences in body language that can create barriers to effective communication. These include differences in facial expressions, the use of nodding to indicate agreement or understanding, and the amount of space to give someone with whom you are having a conversation.
  • Stereotypes-Stereotypes are assumptions people make about the characteristics of members of a cultural or social group. Many stereotypes are negative or even hostile and are a serious barrier to workplace communication.

 

For e.g.: If you make a joke about expecting your Latin American colleague to arrive late for a meeting, you may damage your professional relationship. While some cultures may share a general set of characteristics, it is never okay to assume that individual members of a group have those same characteristics.

  • Ethnocentrism- The tendency to judge other groups according to the standards and values of one’s own group. Ethnocentric views not only act as a communication barrier, but can hinder employee morale and productivity. If you come from a culture where it is important to make small talk prior to conducting business, you may consider someone who gets right to the point to be rude. However, from another cultural perspective it is both acceptable and efficient to get right down to business.

 

7.3.6 Organizational barrier

 

Unclear planning, structure, information overload, timing, technology, and status difference are the organizational factors that may act as barriers to communication.

  • Complexity in Organizational Structure: Greater the hierarchy in an organization (i.e., the more the number of managerial levels), more are the chances of communication getting destroyed. Only the people at the top level can see the overall picture while the people at low level just have knowledge about their own area and a little knowledge about other areas of the organization.
  • Rules and regulation:Strict enforcement of rules, discipline may create an atmosphere wherein communication becomes formal and rigid.
  • Group size: The type of communication to be used depends on the group size. A communicator cannot think of the receivers as s “single mass”.
  • Each individual is different from the other and the individual differences have an impact on communication.

 

7.4 Ways to overcome the Barriers

 

Overcoming the communication barriers requires a vigilant observation and thoughts of potential barriers in a particular instance of communication. State all the anticipated barriers that may have impact on your day-to-day communication. Strategies to overcome barriers will be different in different situations depending upon the type of barriers present. Following are some of the important general strategies that will be commonly useful in all the situations to overcome the barriers of communication.

 

Barriers to communication can be overcome by:

  • Taking the receiver more seriously.
  • Framing crystal clear message.
  • Delivering messages skilfully.
  • Focusing on the receiver.
  • Using multiple channels to communicate instead of relying on one channel.
  • Ensuring appropriate feedback.
  • Be aware of your own state of mind/emotions/attitude.
  • Sender must develop clarity of thought about the message to be conveyed.
  • Also these thoughts must be carefully organized so that it is easier formulating a message that covers the intended thoughts clearly and completely.
  • Consult with the intended recipient to develop a mutual understanding of all the issues involves in the subject covered by the communication.
  • A general principle is that it better to “first understand before attempting to be understood”.
  • Use appropriate language suitable for the recipient.
  • When communicating face to face, develop sensitivity to the body language.
  • One should pay attention to the body language of others to understand them better.
  • It is also necessary to pay attention to body language of self so that it is supporting rather than conflicting with verbal message.
  • Avoid communication under conditions of mental stress.
  • Use appropriate method of communication – for example face to face, letter, telephone call, and so on.
  • Take care to ensure that message has been or is being transmitted correctly.
  • Check for correct and complete receipt of message.
  • Listen carefully.

 

7.5Let us Summarize:

 

Communication is an important part of our world today. The ability to communicate effectively is considered a prized quality. But people in the world are not alike. These differences, however, can cause problems in sending/receiving messages. Simply these are the hurdles in the way of communication and anything which blocks the meaning of a communication is a barrier to communication.

 

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