Barriers to Effective Communication

The factors which obstruct the effectiveness of communication is known as Communication Barriers.
These barriers cause a mismatch between understanding of the message by the sender and the receiver.
These barriers can occur at any stage of the communication process.

Communication is an indispensable element in human relationships. Humans interact with one another
through communication. The term ‘communication’ is derived from the Latin word ‘communis’,
which means common. Therefore, communication is defined as an exchange of facts, ideas, opinions,
or emotions to create mutual understanding. It is the sum of all things one person does in order to
create understanding in the minds of others.

“Communication is an intercourse by words, letters, symbols or messages, and is a way that one
organisation member shares meaning and understanding with another”. – Koontz and O’ Donnell

“Communication is a process by which people create and share information with one another in order
to reach common understanding”. – Rogers

“Communication is transfer of information from the sender to the receiver with the information being
understood by the receiver”. – Koontz and Weihrich

Features/Nature of Communication

The features of communication are as follows:

• Communication is a social process as two or more people are involved in it, and they
exchange ideas, information and knowledge.
• Communication is a pervasive function. Communication is required in all functions of
management. It is required in planning for the communication of information. Organising
requires communication to transfer information about tasks, authority and responsibility.
Selection, training, appraisal, etc., require the interchange of facts and ideas with the
employees. Thus, communication is a universal element in the management process.
• Communication is a continuous process. Organisations cannot exist without
communication. It is like the circulation of blood in organisations, as they need to exchange
ideas, facts, information, etc.
• The main aim of communication is to create understanding between sender and receiver.
• Communication is a two-way process as the sender sends the information and the receiver
receives it. The receiver understands the information and gives feedback.
Classification of Barriers to Communication

The barriers to communication can be broadly classified as:

1. Semantic Barriers
2. Psychological Barriers
3. Organisational Barriers
4. Personal Barriers

Semantic Barriers

The branch of science that deals with the meaning of words and sentences is known as Semantic.
The problems and obstructions in the process of encoding and decoding message into words or
impressions is known as Semantic barriers. This barrier arises because different words mean
different things to different people. A breakdown in communication can occur when two individuals
attach different meanings to a word. For example, for organisations, ‘Profits’ may mean growth and
efficiency, but for employees, it may mean excess funds generated by paying inadequate wages and
benefits.

Some of the common forms of Semantic Barriers are as follows:

• Badly Expressed Message: When a message lacks clarity and precision, it is said to be a
badly expressed message. Communication becomes ineffective when the language of the
message is vague, imprecise, or there is the use of wrong words or omission of needed
words.
• Symbols with Different Meanings: The same words may carry different meanings to
different people, and can convey different meanings under different situations. For example,
 words like effect and affect, ideal and idle, advice and advice, bear and bare, etc., sounds
similar, but they have different meanings.
• Faulty Translations: Sometimes, people do not understand the language in which a message
is given by the sender. In such cases, it becomes necessary to translate the message into a
language, which is understandable by the receiver. The translator should be proficient enough
to translate the language, otherwise, this can also be a barrier to communication.
• Unclarified Assumptions: The receiver may have different assumptions if the sender does
not clarify the assumptions about the message. For example, a boss may say, ‘Complete the
work’. Here, the boss has not mentioned the day and date when the work has to be
completed. He may mean to complete the work by tomorrow, but subordinates may
understand it as a week’s target.
• Technical Jargon: Technical Jargon or terminology are used by many experts and
specialists to communicate messages. Such jargon is not understood by the common people,
which leads to poor communication.
• Body Language and Gesture Decoding: Non-verbal or gestural communication is also an
effective means of communication. Facial expressions, gestures, body language, etc., should
correspond to the language. The receiver may get confused and can misunderstand the
message if verbal language does not match the body language.

Psychological Barriers

Barriers which arise on the account of emotional and psychological status of the sender and receiver
of the message are known as Psychological Barriers. For example, a person who is under stress
cannot communicate properly.

Some of the common forms of Psychological Barriers are as follows:

• Premature Evaluation: The tendency of forming a judgement before listening to the entire
message is known as premature evaluation. This distorts understanding and acts as a barrier
to effective communication. This can also lead to prejudices against communication.
• Lack of Attention: Communication can be less effective, and the message can be
misunderstood if proper attention is not given to it. This inattention may arise due to the
preoccupied mind of the receiver. For example, a superior gave instructions to operate a new
software, however, the subordinate was preoccupied with other personal issues. Such lack of
attention makes the communication process one-way and ineffective.
• Loss by Transmission and Poor Retention: There is loss of or transmission of inaccurate
information when communication passes through various levels or channels in the
organisation. It is more common in the case of oral communication. Poor retention also acts
as a barrier when people are unable to retain the information for a long time.
• Distrust: Lack of mutual trust between the sender and the receiver also acts as a barrier to
communication. Parties involved in communication cannot understand the message in an
original sense when they do not believe each other.

Organisational Barriers
In an organisation, communication has to pass through various levels and channels, hence it may not
reach the same place as it was sent by the sender. Organisation structure, rules and regulations,
authority relationships, etc., act as a barrier to effective communication.

Some of the Organisational Barriers are as follows:

• Organisational Policy: Effectiveness of communication is affected by organisational

policy. The communication process is hampered if the policy is not supportive of the free
flow of communication. For example, in a centralised organisation, free communication is
not encouraged, and communication has to follow through a proper channel only.
• Rules and Regulations: The process of communication is affected by rigid and cumbersome
rules and regulations. The channels and the subject matter are already prescribed through,
which the messages are to be communicated. These prescribed rules, regulations, and
channels are rigid and can act as barriers.
• Status: Psychological distance is created between superior and subordinate because of status.
Such statuses stand in the way of true and accurate communication. Subordinates are also not
allowed to express their feeling freely if the manager is status conscious.
• Complexity in Organisation Structure: Organisation structure can also act as a barrier to
communication. If there are many managerial levels in an organisational structure, then
communication gets delayed and distorted.
• Organisational Facilities: If facilities like frequent meetings, conferences, suggestion boxes,
complaint boxes, etc., are absent in an organisation, then effective communication is
hampered.

Personal Barriers

The effectiveness of communication is influenced by the personal factors of both sender and the
receiver.

Some of the Personal Barriers are as follows:

• Fear of Challenge to Authority: If a superior fears that a particular communication can

hamper his authority, then he may withhold such communication, as he always wants to
maintain a higher position and prestige in the organisation.
• Lack of Confidence of Superior on his Subordinates: When superiors do not have faith or
confidence on the competence of their subordinates, then communication is said to be
hampered. When there is a lack of trust and confidence in subordinates, the superior may not
take advice or suggestions from the subordinates.
• Unwillingness to Communicate: Unwillingness to communicate can be another reason for
ineffective communication. Many times, subordinates do not communicate with their
superiors because they believe that if the information is not correct or appropriate, it will
adversely affect them.
• Lack of Proper Incentives: Subordinates also do not take initiative to communicate, when
there is no motivation or incentives for communication. For example, if there is no reward
for the suggestion given by the subordinates, then they will not take initiative.
Measures to improve Communication
Effectiveness
The factors that obstruct the effectiveness of communication are known as communication barriers.
Through these barriers, communication can be prevented or a part of it is filtered or incorrect
information may be carried, which leads to misunderstanding.

For the success of an organisation, effective communication is very essential. So, it becomes very
important to overcome the barriers of communication, like semantic barriers, personal barriers,
organisational barriers, etc. If organisations want to develop effective communication system, they
should take suitable measures to overcome communication barriers.

Measures to improve Communication Effectiveness/ Principles

of Effective Communication
• Clarify the ideas before communication: The message should be clear in the mind of the
sender. Messages can be properly conveyed only when it is clear to the communicator
himself. Simple and precise language should be used, which can be easily understood by the
receiver.

• Communicate according to the needs of receiver: Messages should be conveyed according

to the needs receiver. Messages should contain words, jargon, facts, etc., according to the
understanding and education level of the receiver.

• Consult others before communicating: A plan should be developed involving everyone

before communicating a message. The communication process becomes more effective when
plans are developed with the participation and involvement of subordinates.

• Be aware of languages, tone and content of message: The words, tone, language or
symbols used for conveying the message must be easily understandable to the receiver in
order to achieve mutual understanding. The sender should not offend the sentiments of the
receiver with the message.

• Convey things of help and value to listeners: The sender should know the needs and
interests of the receiver, and only such things should be conveyed which is useful and in the
interest of the receiver.

• Ensure proper feedback: As we know that communication is a two-way process, so it is

incomplete if the response or reaction of the receiver is not obtained. The effectiveness of
communication is indicated through feedback. Feedback enables the communicator to know
 whether the receiver has properly received the message or not. So, the receiver must be
encouraged to respond to communication.

• Communicate for present as well as future: In order to achieve effective communication,

communication must meet the present and future needs. The communication should also aim
to achieve the goals and objectives of the organisation.

• Follow-up communications: Follow-up of the message should be done to remove any

hurdles or misunderstandings of the receiver. This is done to check whether the receiver has
understood the message correctly or not.

• Be a good listener: A receiver should be a good listener to achieve effective communication.

He should carefully, patiently and attentively listen to the message conveyed to him.
Superiors also should develop a habit of good and patient listening and should convey the
motive behind a particular message. The entire communication process can be improved
because of this practice.

• Strategic use of Grapevine: A manager should strategically use grapevine communication

along with formal communication to achieve organisational objectives. He should understand
the informal groups and should intelligently make use of such groups.

• Timeliness: The message should reach the receiver at the right time when it is needed. The
message that does not reach the receiver at the right time may turn out to be useless.