Barriers To Communication

Barriers to communication are factors that obstruct the clear exchange of information between two or more parties. They can occur at any stage of the communication process and can lead to misunderstandings, conflicts, or ineffective communication.

Barriers are part of process of Communication. Whenever we are communicating we encode and decode. We use various channels for passing messages. At any level or at any moment or stage there can be problems in communication process. Sometimes the sender may not use proper language that the receiver will understand. Receiver may not be able to Decode properly. There can be lot of noise in the surrounding which can disturb us. It rarely happens that barriers do not arise in the communication process.

Some common barriers to communication are:-

1. Physical Barriers
2. Semantic Barriers
3. Physiological Barriers
4. Psychological Barriers
5. Cultural Barriers
6. Emotional Barriers
7. Organizational Barriers

Physical Barriers

Physical barriers refer to environmental factors that hinder effective communication. These can include noise, poor lighting, uncomfortable seating arrangements, and physical distance.

• Noise: Loud background noise in the environment can make it difficult for individuals to hear each other clearly. Traffic Noise or noise of machines in factory create disturbances in communication.
• Time and Distance: Time difference between two different countries may affect communication between two people. Being too far apart physically can make it challenging to establish rapport and maintain engagement.
• Poor lighting: Dimly lit rooms can make it hard to read facial expressions or visual aids.
• Uncomfortable seating arrangements: Uncomfortable seating can distract participants and reduce their focus on the conversation.
• High Temperature and Humidity: Excess Temperature or heat or cold Temperature create difficulties in communication.

Many times human physical defects such as stammering ,bad hearing, failure of communication channels and bad handwriting also create misunderstanding in learning the message.

Removal Strategies of Physical Barriers

• Improve the environment: Address issues such as noise by using soundproofing materials or relocating to a quieter space.
• Enhance visibility:- Ensure proper lighting and seating arrangements to facilitate clear communication and visual cues.
• Utilize technology: Employ video conferencing tools to bridge physical distances and enhance engagement in virtual meetings.
• Establish clear communication protocols: Use signals or gestures to indicate when someone wants to speak, especially in larger group settings.

Semantic Barriers

The term 'semantic' refers to the systematic study of meaning of the words. Semantic barriers are barriers related to language. Barriers arising due to differences in languages, words meaning or pronunciation can create confusion among the people.

The most common semantic barriers are listed below:

• Language differences: People speaking different languages may have difficulty understanding each other.
• Misinterpretation of words: Different people mean different meaning while using the same word.
• Jargon or technical terms: Using specialized vocabulary that is unfamiliar to some participants can lead to confusion. For eg: A manager handed over an important document to a new assistant and told him to burn it( here burn means copy in another computer.) But the new assistant took a different meaning to the word burn and literally burn it with a match stick. Doctors, lawyers, etc. uses a language which a layman cannot understand that, due to lack of knowledge of that language.
• Multiple meaning of the words in different context: Different words are used in different ways as per the need/ message. For instance consider the word, 'out' in following sentences: Get out of here, Something is out of order in my car, The truth got out at last, He really stands out in his class, The workers are going out on strike. Thus the word 'out' conveys a different meaning when used in different situations and thus miscommunication occurs.

Removal Strategies of Semantic Barriers

• Simplify language: Use plain language and avoid technical jargon to ensure clarity and understanding among all participants.
• Provide context: Offer explanations or examples to clarify the meaning of unfamiliar terms or concepts.
• Encourage questions: Create an environment where individuals feel comfortable asking for clarification or expressing when they don't understand something.

Physiological Barriers

Physiological barriers are related to a person's health and fitness. These may arise due to disabilities that may affect the physical capability of the sender or the receiver. Proper functioning of the vocal chords, hands, fingers, eyes is necessary for effective communication.

• Speaking can adversely affected by stammering, fumbling, utterance of improper sounds due to defective vocal organ.
• Listening can be ineffective as a result of defective hearing
• Writing can be failed due to hand injury, numbness, etc.
• Reading can be affected due to poor eyesight.

Removal Strategies of Physiological Barriers

• Address basic needs: Ensure participants are well-rested, hydrated, and not hungry, as physical discomfort can impact attention and concentration.
• Incorporate breaks: Schedule regular breaks during long meetings or discussions to allow participants to rest and recharge, improving overall focus and engagement.
• Practice relaxation techniques: Encourage deep breathing exercises or mindfulness practices to help individuals manage stress and anxiety that may interfere with communication.

Psychological Barriers

Psyche means mind. Psychological barriers arise in the minds. These barriers arise from the mental state or perception of the communicators. Due to status, old age and ego problems many times psychological barriers are created.

The following are situations or examples of psychological barriers:-

• Interest and Attitudes: Interests and Attitudes of people determines communication strategy. Lack of interest or wrong attitude can lead improper communication.
• Poor Retention: Ability to retain the message or remember is important. But if it is poor then communication becomes difficult.
• Closed Mind: Most of the time our minds are closed or not able to learn new things. With old age or change in attitude this problem is observed. This is also a very barrier in communication.
• Prejudices: People who are not open to discussions, new ideas, viewpoints and have a closed mind may be a great barrier to communication.
• Status consciousness: Differences in status and power between the sender and the receiver may constitute another barrier. The subordinate feels very jittery, nervous in front of the supervisor and the supervisors may be reluctant to pass complete information.

Removal Strategies of Psychological Barriers

• Build trust: Foster a culture of trust and openness where individuals feel safe to express themselves without fear of judgment or reprisal.
• Active listening: Practice attentive listening and empathetic communication to validate others' perspectives and demonstrate understanding.
• Provide feedback: Offer constructive feedback and encouragement to help individuals overcome self-doubt or insecurity in their communication skills.

Cultural Barriers

Cultures provide people ways of thinking, ways of seeing, hearing, and interpreting the world. Similar words can mean different things to people from different cultures, even when they talk the "same" language.

Cultural barriers are those that arise due to lack of similarities among the different cultures across the world. A term that can be harmless in one culture can be regarded as a slang in another culture. Moreover, various beliefs can differ from one culture to another.

For eg: In western countries black color is associated with mourning, while in the far east white is the color of mourning. In U.S people love to be called by their first name, while in Britain, people are addressed by their last name.

• Non-verbal Communication Differences: Different cultures may have distinct non-verbal communication cues, such as gestures, facial expressions, and body language, that convey meanings and intentions. Misinterpreting these cues can lead to misunderstandings or miscommunication. For example, a gesture that is considered positive in one culture may be offensive in another.
• Perceptions of Time: Attitudes towards time management and punctuality vary across cultures. Some cultures prioritize punctuality and adherence to schedules, while others may have a more relaxed approach to time. These differences can lead to misunderstandings and conflicts, particularly in scheduling meetings or deadlines.
• Taboos and Sensitive Topics: Topics considered taboo or sensitive vary across cultures. Discussing certain subjects, such as religion, politics, or personal matters, may be considered inappropriate or offensive in some cultures. Avoiding these topics or addressing them with sensitivity is crucial to maintaining respectful communication.

Removal Strategies of Cultural Barriers

• Foster Cultural Awareness: Increase understanding and appreciation of cultural differences through education, training, and exposure to diverse perspectives.
• Seek clarification: When unsure about cultural norms or customs, respectfully ask for clarification or guidance from individuals belonging to different cultural groups.
• Adapt Communication Styles: Flexibility in communication styles and approaches to accommodate cultural differences and preferences.

Emotional Barriers

Emotional barriers are associated with sentiments and emotions that hinder effective communication. These barriers can manifest as reluctance, discomfort, or resistance to engage in open and honest communication.

• Blocked mind: Blocked mind considers only limited information and ignores or rejects additional information. An individual who has a blocked mind is rigid and dogmatic. He resists all contradictory communication and pays deaf ear to new ideas.
• Bias and prejudice: If closed minded people are asked for reasons for rejecting a message, they may reveal prejudices. They react with anger and give a sharp rebuff who tries to argue with them. This acts as a barrier in communication.
• Emotions: One's state of mind plays an important role in act of communication. If the sender is worried, excited, afraid, nervous, then he will not be able to organize his message properly. Similarly if the receiver is not in a proper state of mind, he may misinterpret the message.
• Sadness and Depression: Feelings of sadness or depression can dampen individuals' motivation, energy, and enthusiasm for communication.

Removal Strategies of Emotional Barriers

• Validate emotions: Acknowledge and validate individuals' emotions, creating a supportive environment where they feel comfortable expressing themselves authentically.
• Practice empathy: Put yourself in others' shoes and try to understand their perspectives and feelings, even if you don't agree with them.
• Offer support: Provide resources or access to counseling services for individuals struggling with emotional barriers that impact their communication.

Organizational Barriers

These barriers stem from the structure, policies, or practices within an organization. Examples include hierarchical structures, lack of transparency, poor channels of communication, or information overload.

• Bureaucracy: Lengthy approval processes or excessive red tape can delay the flow of communication within an organization.
• Complex organizational structure: A complex org structure has long communication channels which subjects to breakdown of communication.
• Too many levels in the organization: As the message has to pass through many levels, there are chances of distortion, delays or total failure of the message.
• Time and timeliness: Time pressures can be a serious obstacle as messages are hastily and inadequately communicated by managers.

Removal Strategies of Organizational Barriers

• Flatten hierarchies: Foster a culture of open communication by reducing hierarchical barriers and encouraging all employees to voice their ideas and concerns.
• Improve transparency: Increase transparency in decision-making processes and information sharing to build trust and confidence among employees.
• Streamline communication channels: Simplify communication channels and workflows to minimize bureaucracy and ensure information flows freely across the organization.