Barriers to Effective Communication

Barrier means the hindrance that adversely affect communication.

A. Semantic Barriers

These barriers take place when the sender and the receiver of the message interpret the words, sentences, symbols etc. differently.

  1. Symbols with different meanings: A word may have different meanings. For example minute (time & small).

  2. Badly Expressed Message: Sometimes manager may use wrong words. Manager may omit needed words.

  3. Faulty translation: A manager receives information from his superior and transfers it to its subordinates. Manager translates it for all the employees according to their levels of understanding. If the receiver of information makes a faulty translation, it can be a barrier in the communication.

  4. Un-clarified Assumptions: Sometimes a sender takes it for granted that the receiver knows same basic things. So sender may communicate him only about the major subject matter. This may be a barrier in effective communication.

B. Psychological Barriers

Psychological barriers appear because of the state of mind.

  1. Lack of Attention: When the receiver is engaged in some important work he does not listen to the message attentively. This lack of attention will be barriers to effective communication.

  2. Loss by Transmission and Poor Retention: When communication passes through various levels, successive transmissions of the message may result in loss of information.

  3. Premature Evaluation: Sometimes the receiver of information makes a judgment before listening to the entire message. This is a hindrance in the exchange of information.

  4. Distrust: If the receiver and sender of information do not trust each other, they cannot understand each other’s message in its original sense.

C. Organisational Barriers

Some organisational or physical barriers put difficulties in smooth communication. These are:

  1. Rules and Regulations: Rigid rules may lead to red tapism, delay in action and delay in movement of information.

  2. Status: Sometimes higher managers in the higher rank may not pass on all information to the managers of lower ranks.

  3. Organisational Policies: Organisational policies determine the relationship among all the persons working in the organisation. For example in centralised organisation, all important information is retained at the top level officers only.

  4. Complexity in Organisational Structure: In an organisation where there are number of managerial levels (complex structure), there will be delay in communication. Information gets changed before it reaches to receiver.

D. Personal Barriers

  1. Fear of Challenge of Authority: Superiors try to cancel information if they fear of losing their authority over the subordinates.

  2. Lack of Confidence in Subordinates: Top level officers do not have confidence on the competence of their subordinates. So they may not pay any attention to their advice.

  3. Unwillingness to Communicate: Subordinates may not be willing to communicate with their superiors if they believe that it may adversely affect their interests.

  4. Lack of Proper Incentive: The lack of incentive to the subordinates can be of the fact that their suggestions are not given any importance.

How to Overcome the Barriers

Most of the barriers can be removed and the communication can be made more meaningful and effective if the following points are considered by the manager:

  1. Consult Others before Communicating: If the subordinates are allowed to participate in the development of the message to be communicated, they will accept it and will have a commitment to implement it. Therefore, it is better to involve others in developing the message.

  2. Communicate According to the Needs of the Receiver: The sender of message should know the level of understanding of the receiver. The content, language and tone of the message should be adjusted to suit the education and intelligence of the receiver.

  3. Clarify the Idea before Communicating: The message to be conveyed should be analysed in depth by the communicator. Communicator should be clear of the message to be transmitted and try to pass the message in simple words.

  4. Good Listener: Managers should attend and listen patiently to the employees. This helps the employees to mingle freely with the managers.

  5. Proper Feedback: Communication is complete only when the message is understood by the receiver. The communicator can ensure the success of communication by asking questions about the message conveyed. The receiver should be encouraged to respond to the message. Thus communication becomes a two-way process.

  6. Follow up Communication: Managers should review and follow-up instructions given to subordinates. This follow-up will help to remove misunderstanding of instructions.

  7. Use of Informal Channels: A manager must make use to his grapevine to support the formal channels of communication.