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 Communication barriers
Sender transmits a message with the expectation that the receiver will receive, understand and act on it.
However, messages do not always reach to its intended receiver in way the sender think. Some causes or factors
impede the flow of message, its interpretation and understanding. Such factors or causes are known as
communication barriers. Some definitions on communication barrier are quoted below:
According to Dr. Suruj Kumar Debnath, defined, “Barriers to communication mean obstacles to the process
of communication.
In the opinion of Louise E. Boone and Others, “Communication barriers are the problems that arise at every
stage of the communication process and have the potential to create misunderstanding and confusion.
According to C. B. Mamoria, “Communication, when it is impeded and does not reach the receiver is often
somewhat ineffective and the impediments are known as barriers.”
By considering the above discussion and definitions, it can be concluded that communication barriers are the
factors that inhibit the effective flow of information in the process of communication. Communication barriers
impede the flow of information or create problems in understanding and acceptance of information.
 Types of communication barriers
Barriers to communication arise from a variety of sources such as complex organizational structure; use of
ambiguous words, perceptual differences of sender and receiver, status difference etc. These four categories of
communication barriers are shown in the following diagram:
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1. Organizational barriers: The barriers that generate form within the organization are known as
organizational barriers may be of the following types:
o
Negative organizational climate: The main aspect of organizational climate that acts as
communication barrier is the negative attitude of top management. Negative attitude of top
management discourages communication initiative of the employees.
o
Absence
of
communication
policy:
Well-designed
communication
policy
encourages
communication in the organization. In the absence of such policies, employees fail hesitate to
communicate.
o
Excessive authority layers: Excessive authority layers acts as a severe impediment to successful
communication. In the case of excessive authority layers, information reaches to its final destination
passing through several hierarchical levels. As a result, information may be distorted or lost.
Excessive authority layers also cause delay in communication.
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o
Filtering: Filtering implies willful distortion of information. This problem usually arises in upward
communication. In upward communication, employees tend to pass only those messages that create
positive impression about them.
2. Individual Barriers: Barriers created by the sender and receiver are known as individual barriers. Such
barriers include the following:
o
Differences in personality: Personality is the set of attributes that define a person. Every person
holds a distinct personality. This individual nature of personality acts as barrier to communication.
o
Perceptual differences: Perception is the unique way in which people respond or interpret an
object. Difference in perception is a very common problem in effective communication. It for
example, a subscriber of BTTB’s land phone in Bangladesh may positively react to the
government’s move to privatize BTTB expecting a better service. But an employee of BTTB might
view this as step to cut jobs and retrench existing employees.
o
Fear: Fear of reprisal or attack, fear of criticism for knowing very little etc. may create problem in
communication.
o
Stereotyping: Stereotyping is generalizing about a class of people or events that is widely held by a
given culture. In case of stereotyping, people develop communication statements and mindsets about
others. This orientation exposes itself in such statements and mindsets. For example, “All used car
salesmen are dishonest,” or “All foreign recruiting agents are liars.” Such all inclusive perceptions
not only are seldom correct but they also block mental activity that is necessary for successful
communication.
o
Halo Effect: The halo effect is the tendency to use a general impression based on one or a few
characteristics to judge other characteristics of that same individual. For example, a manger might
identify one trait of an employee, such as an excellent attendance record, and perceive that the
employee’s productivity and quality of work must also be outstanding.
o
Inattention: Sometimes communication does not reach due to the inattention of the receiver. Such
inattention may result from busyness, lack of interest about subject, suffering from disease or family
problem etc.
3. Language or Semantic Barrier: A common barrier to effective communication is semantic distortion,
which can be deliberate or accidental. Semantic problem arises when words and symbols have different
meanings for different people that lead to a misunderstanding. For examples, an advertisement states, “we
sell for less.” It is ambiguous and raises the question: less than what? In another case, during meeting, a
male colleague said to one of his female colleague, “Why don’t you dye it?” meaning her hair. The female
colleague thought he said, “Why don’t you diet?” Semantic barrier presents difficult challenge when people
from different cultures communicate with each other.
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4. Other Barriers: The following factors also act as the barrier to effective communication:
o
Information Overload: Information overload may also be a problem of effective communication.
Information overload is the situation when a person is given too much information at a time.
o
Faulty expression: Faulty expression of message fails to convey exact meaning to the receiver. It
happens due to lack of clarity, use of vague terms, badly expressed information, improper
organization of ideas etc.
o
Status or power difference: Communication problem may arise when people of different power or
status try to communicate with each other. For example, the manger of a company may neglect
suggestion from his subordinates simply because of difference in their status. This under treatment
of people makes the communication ineffective.
o
Negative attitudes to change: Some people always resist any kind of change in the organization.
They think that ‘old is good, and are fearful about the changes. Therefore, they create problems in
communication through inattention, false interpretation, rumor, resistance and non-cooperation.
o
Noise: Environment factors may also disrupt effective communication. One such factor is noise. For
example, in oral communication, noise hiders smooth flow of information or message. In factories,
loud noise of machines makes oral communication very difficult.
 Guideline to overcome communication barriers
Overcome the communication barriers are essential to ensure effective communication. Although it is not
possible to eliminate all the barriers, they can be minimized to a great extent. The following guidelines are
offered in this regard:
1. Clear organizational policy: Organization should have adequate, clear and explicit communication
policies. Such policies will reduce confusion and promote the flow of communication.
2. Provision for feedback: In order to make communicate effective, mangers should actively seek
feedback from subordinates. Feedback reduces the chance of misunderstanding and disparity between
the messages sends and received.
3. Reorganization: In order to create a favorable communication climate, complex organization structure
should be reorganized. Reorganization may involve reducing authority layers and establishing clear
authority and responsibility relationship.
4. Management development: For improving communication skills, management development is
necessary. This development is possible through delegation of authority, decentralization, arranging
seminars and workshops, providing training on computers and other electronic means of
communication.
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5. Orientation: Orientation refers to introducing the newly appointed employees with the company
mission, goals, policies, rules and regulations, procedures etc. this can greatly enhance the effectiveness
of communication in the organization.
6. Promoting informal relationship: Informal relationship can play a vital role in promoting
communication. Hence, management should use informal communication channel along with the formal
channels.
7. Selecting proper media: Effectiveness of communication largely depends on appropriateness of media.
Therefore, media should be selecting considering some factors such as importance of message,
communication environment, knowledge of the receiver etc.
8. Communication training: To make the employees efficient communicator, organizations can arrange
various training programs for them.
9. Reducing information overload: Communication system becomes defective if more information flows
at a time than is necessity. To resolve this problem, only necessary information should be conveyed.
Moreover, separate messages should be communicated after certain intervals.
10. Communication audit: According to Howard H. Greenbaum, one way to improve communication in
organization is to conduct a communication audit. Communication audit means examining and
evaluating communication networks, communication functions and communication principle. If
communication audit is undertaken after certain intervals, communication will obviously improve.