Barriers to Effective Communication and Ways to Overcome It 

Introduction

Communication is a complex process wherein information is shared between individuals through a common system of symbols, signs, and behaviour expressing feelings, ideas, views, opinions, etc. People communicate to satisfy needs. The main purpose of communication is to help people feel good about themselves and about their friends, groups, and organizations. For the communication to succeed there must be a transmission of thoughts, ideas, and feelings from one mind to another. Effective communication is an essential component of organizational success whether it is at the interpersonal or intergroup or organizational or even external level. Although all of us have been communicating with others since our infancy, the process of transmitting information from an individual (or a group) to another is a very complex process with many sources of potential error.

Although communication networks have greatly improved in the recent past yet much remains to be desired. There exist certain barriers to communication that tend to distort the message and directly rates the success of the managers in the performance of their tasks Poorly transmitted messages lead to misunderstanding and frictions and affect employee morale adversely A large number of managerial problems are the result of faulty communication.

Barriers to Communication

1. Distortion caused by Superior-subordinate relationship

2. The problem of semantic distortion

3. Premature evaluation

4. Barriers due to perfunctory attention

5. Barriers due to failure to communicate

6. Barriers due to resistance to change.

The barriers between the sender and receiver because of the message losing its original form art called, communication barriers. These barriers in the way of communication harm the message in many ways. Sometimes the damage is done to such an extent that form of the message is completely altered and the results are very bad.

Some of the important barriers obstructing clear understanding and causing break-downs in communication are as follows:

1. Barriers due to Superior-Subordinate relationship-The superior-subordinate relationship in the formal organisation structure inhibits free flow of information and exchange of ideas, suggestions and questions.

A superior, owing to his position may, offer advice and comment on subject under discussion before listening fully to what the subordinate has to say. This failure of the superior to listen to the emotional content of what the subordinate is saying results in failure to understand the true feelings and emotions of the subordinate concerning a particular problem. This in turn results in the subordinate curtailing useful information in the future.

On the other hand, the subordinate assesses the message flowing down to him in terms of his own background, position, experience and personality of the sender in doing so he may add motives which were never intended. For example, the company news bulletin is often termed as a propaganda device and mouthpiece of the management irrespective of the fact that a majority of the portion of the bulletin is provided for articles on employee welfare and general interest articles intended to make their life better d to raise their standard of living.

 

2. The problem of semantic distortions-Language is the most powerful among all the mediums of communication, Careless use of language creates communication barrier. The difficulties in understanding of language create semantic barriers. The main semantic barriers are

a. Use of multiple meaning words:-Usually communication takes place through words whether written or spoken. Words have different meanings in different contexts. It is very easy that the receiver gets a different meaning of a word than what the sender’s intention was.

b. Wrong interpretation or direction:- Word, make sentences. Sometimes careless use of words creates problems for the receiver. In a political rally a leader was saying. “We have set up a system which has no place for poverty. Poor people will not live in our state.” After this announcement the voters thought that the poor people will be expelled from the state.

c. Use of Administrative and Technical Words:- People related to some special techniques or those who work in the administration sometimes use technical and administrative words while communicating, which are difficult to understand. Similarly, people in the judiciary understand legal language better, and those who are doctors understand their language better. If the sender and receiver belong to different fields, the use of technical words can create communication barriers.

d. Undefined Assumptions: –The sender sometimes assumes that the receiver is aware of the message’s background while the receiver does not know it, e.g., on the notice board of an office it was written, “The office will be closed from Tuesday to Friday” Some workers came on Tuesday and found the office locked and some workers were absent on Friday. The Manager had given the information assuming that the office will be closed on Tuesday, Wednesday and Thursday and will open on Friday. The workers assumed that Friday will be a holiday. In this way undefined assumptions are barriers in effective communication.

e. Use of Idioms and Phrases: – Sometimes, to make the message more interesting, the sender uses idioms and phrases. If the receiver is unable to understand their meaning, a communication barrier is created. It is because if the idioms are translated literally, they may have their real meaning lost. A manager, while addressing the workers, remarked, “There is cut throat competition, so we will have to work harder.” Some new labourers thought that throats were actually being cut and were scared. In this way the use of idioms and phrases can sometimes be communication barrier.

3. Barriersarising on account of premature evaluation: –Good listening is a pre-requisite for success in anything one does in life. For the complete message to be transmitted and received, the communicator needs an environment in which he can his full position. One should not attempt to evaluate communication unless a proper understanding has been gained. Premature evaluation and response tend to stop the transfer of information.

4. Barriers due to Perfunctory Attention: –Actually effective communication takes place only when sender and receiver have a favourable mind-set towards each other because the source and destination of a message is brain. But the mind is also related to knowledge, experience, feelings, viewpoint, behaviour, concentration, trust acceptance, etc. Therefore, when the mind-sets of sender and receiver are not favourable, barriers are created in communication between the two.

a. Behaviour and attitudes: –Behaviours and attitude are big barriers in effective communication Every person has a different behaviour and attitude. If the receiver of the message has a semi behaviour and attitude to that of the sender, the response will be positive. Similarly, if there is some change of policy in an organisation and it is contrary to the attitude and behaviour of the workers, they will give a negative response.

b. Emotions/Mood: -if the sender is angry, tense, excited or he will not be able to send the message properly. Similarly, effective communication will also be affected by the mood of receiver. If his mood is not normal, he will not be able to take the message properly Emotions the like these, or moods, are, thus, barriers in communication.

c. Closedmind: –A person who is prejudiced and works with a closed mind is very difficult t communicate with. He can never think that any other person can also give a good idea. When his juniors give opinions, he would say. “I know what needs to be done and I don’t want know anything else. Do you think you know more about my business, than me? Mister, I have been in this business for 25 years. Hey, what can you teach me”?

d. Inattention: – nature is such that when a new idea comes up, a man does not pay any attention to it because the opinions, habits and feelings that he already has, will prevent the new ideas from entering the mind; e.g., on first reading, a student finds a chapter difficult to memorise but as he reads it again and again, he is able to memorise it. Anyway, a new idea brings with it the feelings of instability, unclarity, etc. This is the reason when a new idea is brought to the notice of officers, they are naturally not able to pay much attention to it. This habit of paying less attention is a major barrier in communication as that new idea may be the key to success.

e. Poor Retention: –Scientific factors reveal that humans have limited ability to remember. Also, it is common knowledge that every person is different from the other ones. Some people can remember 70-80 percent of the things, while others can remember only 30 percent. A study has revealed that human beings can remember 50 percent of the things communicated. Thus, only a part of communication is realized while the rest is just lost. This poor retention is one major barrier in communication.

5. Barriers due to failure to communicate: –Managers are generally overloaded with work. As a result, they fail to communicate correct information at the right time. It might also be the result of the laziness of the manager or partly due to his inability to select what to communicate. In any case, failure to communicate breaks the communication network.

6. Barriers arising on account of resistance to change: –The preference to adhere to the old pattern, People will welcome all such information as is consistent with their present belief and attitude. Any communication attempting to introduce change or convey a new idea is thus likely to be overlooked, and at times, opposed by the receiver.

 

Improving Communication (Making it Effective)

The success and effectiveness of communication does not just depend on the exchange of information, ideas and facts but its effect on the should also, be studied. If the message fulfils the purpose that it was intended to fulfil, it will be assumed that all the communication barriers have been removed. The following suggestions can be given to remove communication barriers:

1. Orientation of Employees: –Many possible conflicts and misunderstandings can be avoided y providing the subordinates with information relating to company objectives, policies procedures, and authority relations An employee who is familiar about the company’s working environment to better appreciate problems of other people in the organization.

2. Developing Proper Interpersonal Relations: –Business, or any other co-operative activity requires joint efforts for accomplishing its goals The need is therefore, to develop proper relations between different people working in the organisation. The subordinates should be free and frank to transmit complete and correct information to the former. Superiors must appreciate useful criticism and beneficial suggestions of the subordinates Status differences should be shelved. Superiors and subordinates should develop a feeling of mutual trust and confidence. Wherever possible, the manager should communicate through personal contacts and emphasize that communication is a two-way process.

3. Protective Listening: – Paying full attention to what is being said, allowing the speaker to state his viewpoint without premature evaluation or judgement, are the pre-requisites of effective communication Superiors must develop the habit of patient listening, they should not be quick to evaluate the information before understanding it properly. Without emphatic listening, free and frank response cannot be expected. In protective listening, the listener tries to understand the viewpoint of the communicator without prejudging, approving or disapproving what he says.

4. Using Proper Language: -In order that the communication may be clear and effective, it must be expressed in a language and transmitted in a way that can be easily comprehended by the receiver Use of technical terms should be minimised, Communication not accepted if it not properly understood. Where symbolic meanings are more potent that their real meanings, words should be used with some explanation.

 

5. 7C’s Communication:

For transmitting effective written or oral message, certain principles advocated by Francis J. Bergin provide guidelines for choice of content and style of presentation adapted to the purpose the receiver of the message. They are also called the 7C’s of communication. They are:

1. Completeness

2. Conciseness

3. Clarity

4. Correctness

5. Concreteness

6. Consideration

7. Courtesy

 

Completeness : 

1. Every communication must be complete and adequate.

2. Incomplete messages keep the receiver guessing, create misunderstanding and delay actions. Every person should, therefore, be provided with all the required facts and figures.

3. Every person should therefore be provided with all the facts and figures.

4. Complete messages are more likely to bring the desired results without the expense of additional messages.

5. Complete message can do a better job of building goodwill.

While striving for completeness the following should be followed:

1. Provide all the necessary information.

2. Answer all the question asked.

3. Give some extra, when desirable.

4. Message must offer complete & relevant information in order to become effective.

 

Conciseness : 

1. In business communications, one should be brief & be able to say whatever one has to say in fewest possible words.

2. A concise message saves time & expenses for both sender and receiver.

3. Conciseness contributes to emphasis, by eliminating unnecessary words.

In order to ensure conciseness, one should:

1. Avoid wordy expressions.

2. Include only relevant material.

3. Avoid unnecessary repetition

4. Deliver your message well.

 

Clarity : 

1. The message must be put in simple terms to ensure clarity.

2. Words must mean the same thing to the receiver as they do to the sender.

3. In order to ensure clarity in oral communications, you should use accurate and familiar words with proper stresses and pauses.

4. The language should consist of simple words and short sentences.

5. Thoughts should be clear and well organized.

6. Construct effective sentences and paragraphs.

 

Correctness : 

1. The term correctness means right level of language and accuracy of facts, figures and words.

2. If the information is not correctly conveyed, the sender will lose credibility.

3. Transmission of incorrect information to outsiders spoils the public image of the firm.

4. To convey correct messages, grammatical errors should be avoided. Thus, it should be ensured that correct facts in correct language should be transmitted.

5. All messages must be transmitted and responded to the most appropriate time. Outdated information is useless.

 

Concreteness : 

1. It is an essential requirement of effective communication.

2. It means being specific, definite, and vivid rather than vague.

3. In oral communication precise words are chosen to convey the correct message and support it by relevant facts and figures.

4. Concrete expressions, specific facts and figures should be used.

 

Consideration : 

1. It means preparing the message with the receiver in mind.

2. In order to communicate effectively, the sender should think and look from the receiver’s angle.

3. The sender should understand and focus on the needs of the receiver i.e., the socio-psychological background of the receiver must be understood.

4. Focus on YOU instead of I.

5. Show audience benefit or interest in the receiver.

6. Show EMPATHY.

7. Avoid using negative words as much as possible.

 

Courtesy : 

1. Courtesy system forms a sincere ‘YOU’ attitude.

2. It is merely politeness with mechanical insertions of ‘PLEASE’ and ‘THANK YOU’, rather it is politeness that grows out of respect and concern for others.

3. In business discussions the things are said with force and assertiveness without being rude.

4. It is necessary that you respect the other person by listening to him patiently.

5. Politeness be gets politeness and encourage participative communication.

 

5. Communication through Action and Deeds: –When a message is communicated without being acted upon, it tends to distort the current and subsequent communication from the manager, as actions speak louder than words. Management must make sure that their actions support communication. If acts of the superior differ from what he says, subordinates will gradually become used to listen to what he does’ and not what he says.

6. Strategic use of Grapevine: –Grapevine is an essential part of the communication network in every organisation. Though it suffers from a number of limitations, informal communication cannot be stamped out by the manager. Maximum use must be made of the informal communications. Occasionally, grapevine may be used to effect prompt action. Thus, strategic use of grapevine will go a long way in improving effectiveness of communication.

7. Feedback: –Feedbackis very important in improving communication. Communication can be meaningful only when it is received as it was intended. The simplest way to ensure that communication has resulted in mutual understanding is to observe behaviour of the subordinate and notice how far hi actions conform to the requirements of the message. A message communicated face-to-face provide useful feedback in the form of the facial expressions of the listener. Performance reports, question clarifications, suggestions, and empathetic listening are also very useful in providing the necessary feedback.