Barriers to Communication

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Copyright © 2006, M K Sehgal, Vandana Khetarpal

Barriers to communication

Business Communication M K Sehgal, Vandana Khetarpal

Chapter


5

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INTRODUCTION

“Communication is the process of transfer of ideas and expressions

from one person to another. It is the way of self expression.” The

information to be communicated should be clear and accurate. If an

individual sends the message, and the other one receives it and

interprets it in the same way as the sender had intended to express,

the process of communication is said to be complete and successful.

However, communication is not always successful. Certain barriers in

communication affect the clarity, accuracy and effectiveness of the

message. These barriers hamper the growth of communication and

relegate it to the status of a conversation where feedback is not

expected.

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CATEGORIZATION OF BARRIERS

Though the list of Barriers is exhaustive and there are many ways

in which barriers can be categorized, one of the oldest

categorization of barriers is stated below:

1. Semantic barriers

2. Organizational barriers

3. Interpersonal barriers

4. Individual barriers

5. Cross cultural (geographic) barriers

6. Physical barriers/Channel and media barriers

7. Technological barriers

Cont….

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Cont….

Semantic Barriers

Various types of semantic gaps found in day-to-day use of people

are as follows:

a) Words having similar pronunciation but multiple meaning

b) Badly expressed message

c) Wrong interpretation

d) Unqualified assumptions

e) Technical language

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Cont….

Organizational Barriers

a) Organization culture and climate

b) Organizational rules and regulations

c) Status relationships

d) Complexity in organizational structure

e) Inadequate facilities and opportunity

f) An Lack of co-operation between superior and subordinate

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Cont….

Interpersonal Barriers (Superior-subordinate)Effectiveness of communication depends a lot upon the interpersonal relationship between two people. If the sender and receiver are at the same economic, educational and status level and also share good rapport, there is lesser chance of encountering any barrier in communication. But, in case of a difference at any level, there is a greater chance of miscommunication, especially relating to superior and subordinates.There are two types of superior-subordinate barriers which emanate from superiors and subordinates:1. Barriers emanating from superiors

a) Shortage of time for employees

b) Lack of trust

c) Lack of consideration for employee’s needs

d) Wish to capture authority

e) Fear of losing power of control

f) Bypassing

g) Information overload

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Cont….

2. Barriers emanating from subordinates

a) Lack of proper channel

b) No interest to communicate

c) Lack of co-operation

d) Lack of trust

e) Poor relationship between superior and subordinate

f) Fear of penalty:

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Cont….

Individual or Psycho-sociological Barriers

The meaning assigned to a message depends upon the emotional or

psychological status of both the parties involved in the process of

communication.

1. Style:

a) Linguistic accent

b) The form of expression (idiom)

c) The level of drama

d) Types of humour

e) The choice of brevity

f) The choice of discriminatory or non discriminatory

communication modes

g) The qualities of credibility and charisma

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Cont….

2. Selective perception

3. Halo effect

4. Status relationship

5. Poor attention and retention

6. Inattention

7. Undue importance of written words

8. Defensiveness

9. Closed mind

10. State of health

11. Filtering

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Cross – Cultural/Geographic Barriers

Culture is so much a part of an individual’s manner of talking,

behaving and thinking, that communication style and competence

are influenced by it. Words, colours and symbols have different

meanings in different cultures.

Cont….

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Physical Barriers/Channel and media barriers

1. Noise

2. Environment

a) External transreceivers

b) Number of links in the chain

c) Circumstantial factors, Like:

• Temperature

• Lighting

• Room size

• Arrangement of seating

• Equipment in a room, etc.

3. Defects in the medium

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TECHNICAL ASPECTS IN COMMUNICATION

BARRIERS

A few technical aspects in communication barriers are briefly narrated

by Murphy’s Law on communication:

a) Communication usually fails

b) If the message can be understood

c) Filtering

d) Meta communication

e) Noise in communication process: A few noise distractions are

as follows: (i) Human sounds, (ii) Traffic, (iii) Telephone instruments

(iv) Channel defects (v) Birds (vi) Trees (vii) Fans (viii) Chalk writing

(ix) Use of Duster (x) Projector and (xi) Nasal Voice.

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OVERCOMING THE BARRIERS IN

COMMUNICATION

One way of reducing the effects of these barriers is to check

continuously during the communication process what the message

really is.

Measures to Overcome Barriers in Communication

Following are some of the additional measures to overcome the

barriers to communication:

1. Fostering good relationships

2. Purposeful and well focused communication

3. Co-ordination between superior and subordinates

4. Avoid technical language

5. Feedback

Cont….

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6. Accuracy

7. Clarity in message

8. Communication of organizational

philosophy

9. Flat organizational structure

10. Division of labour

11. Organization policies

12. Minimize semantic problem

13. Proper communication channels

14. Right feedback

Barriers to Communication

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