What is Communication Barrier?
A communication barrier is any obstacle or factor that prevents the exchange of information, opinions, or ideas between communicating parties.
Process barriers, physical barriers, semantic barriers, technological barriers, etc. are some communication barriers.
Communication can be effective when the receiver understands the message sent by the sender with the actual meaning.
Effective communication is necessary for the workplace for the smooth flow of information and improved performance.
But that is not always the case, during the communication process different problems may arise.
The problem may be because of organizational factors, the sender’s side as well as from the receiver’s side. Such problems create difficulty in the transmission of information.
Types of Barriers to Communication
The following six are the main barriers to communication in the workplace as well as in normal life.
Process Barriers
Process barriers occur when the transmission of information is disturbed in the different stages of the communication process.
The communication process has seven steps i.e. sender, message, encoding, channel, receiver, decoding, and feedback.
Obstacles arise in its steps causing process barriers.
For example, when the sender designs the message by using excessive symbols and characters in the encoding process, it creates difficulty for the receiver to decode.
Process barriers may occur because of the excessive use of symbols, mistrust between the sender & receiver, lack of user feedback, and lack of openness and frankness.
Organizational Barriers
Sometimes the organization itself creates problems in the flow of information.
If the flow of information in an organization is disturbed by the system and structure of the organization itself such barrier is known as an organizational barrier.
The organizational system, beliefs, organizational policies, lengthy scalar chain, inappropriate organizational structure, lack of clear roles and responsibilities, lack of supervision, etc. are some of the causes of organizational barriers.
Physical Barriers
Physical barriers occur because of the physical distance between the sender and receiver.
Usually, communication is effective when the communicating parties have a shorter distance.
Although different communication technologies have been developed to reduce physical barriers they all have their advantages and disadvantages.
In the workplace reasons like distance, office design, time, noise, hierarchal structure, etc. influence the physical barriers.
Psychological Barriers
People’s state of mind has a significant impact on their communication. You can not communicate with a person who is emotionally and mentally unstable.
A mentally unsound person would not be an effective sender as well as the receiver.
Emotions such as anger, love, hate, jealousy, etc. all influence the psychological barrier of communication.
When you hate the sender you usually ignore his messages. Whereas, when you love the sender the condition will be different.
Numerous reasons cause psychological barriers such as lack of interest, differences in perception, lack of trust, resistance to communicate, superiority complex, premature evaluation, etc.
Semantic Barriers
As a sender when you encode i.e. design the message using different words, symbols, characters, or any elements to message look cool and understandable to the receiver.
However, if the receiver is not able to interpret and understand the message semantic barriers occur.
Semantic barriers occur when the receiver, as well as, the sender misinterpret the same message.
This can happen because of using harsh language, multi-meaning words, misleading translation, use of too long and complex sentences, use of too many jargoons & technical words, denotation, connotation barriers, etc.
Technological Barriers
Technological barriers, as the name suggests, are the barriers that occur because of the failure or defect of the technology used to communicate.
Different technology and mechanical devices are used to communicate in professional as well as personal life.
And, when communication gets disturbed because of a breakdown in such technologies such barriers are called technological barriers.
Information overload, malfunctioning of a technological system, timing differences, inappropriate use of communication technologies, etc. influence the technological barriers.
How To Overcome Communication Barriers?
The objective of communication is to maintain a smooth flow of information or any ideas between the communicating parties.
As it is obvious different obstacles are common in communication, similarly, strategies can also be applied to overcome them.
Share the Purpose of Communication
Begin by clearly articulating why you are communicating. A defined purpose ensures the sender and receiver are aligned.
For example, if you are sharing project progress, specify whether your goal is to inform the team, seek their input, or get approval from management.
When the purpose is clear, the receiver can focus on the right aspects, reducing misunderstandings and ensuring the desired outcome.
Read More: 7 Step Communication Process
Design the Message Based on the Receiver’s Skills, Knowledge, and Ability to Decode
Consider the audience’s background, expertise, and familiarity with the subject matter when crafting your message.
If your receiver is a novice, use plain language and provide examples to make the information relatable. Conversely, when addressing specialists, technical terms might be appropriate.
Ensuring that the message aligns with the receiver’s ability to decode and interpret information fosters better understanding and engagement.
Communicate According to the Needs of the Receiver
Understanding the receiver’s preferences and context is vital.
Some individuals grasp ideas better through visuals like charts or diagrams, while others prefer detailed written explanations. Tailor the medium and style of communication to suit their needs.
For instance, use emails for formal documentation and instant messaging for quick updates, ensuring the information is delivered in a manner that resonates with the receiver.
Use Simple and Familiar Words
Avoid complex vocabulary or industry-specific jargon unless necessary.
Simplicity in language makes the message more accessible to a broader audience.
For instance, instead of saying “utilize,” say “use.” This approach ensures that the message is not only delivered but also understood without unnecessary effort from the receiver.
Read More: Strategies for Marketing Practice
Do Not Use Multi-Meaning Words
Ambiguity in language can lead to significant misinterpretations. Words with multiple meanings, like “fast” (which can mean quick or fixed in place), can confuse the receiver if the context is unclear.
To avoid this, use specific terms.
For example, instead of saying “soon,” specify a time frame, such as “within 24 hours.” Precision eliminates guesswork and ensures clarity.
Follow Up on the Receiver’s Feedback
Communication is a two-way process. Always seek feedback to confirm whether the receiver has understood the message as intended.
For example, after a presentation, ask if the key points were clear or if further clarification is needed.
Feedback also opens the door for the receiver to share their thoughts or raise concerns, making the interaction more collaborative and effective.
Ensure an Effective Organizational Structure
A disorganized system can create bottlenecks and distort information flow. Implementing a clear structure with defined roles, responsibilities, and communication protocols can mitigate this.
For instance, use tools like organizational charts to outline reporting lines and designate specific channels for different types of communication.
A streamlined structure reduces confusion and ensures that messages reach their intended audience without unnecessary delays or interference.
Read Next: What is Organizational Structure?
Sajan Kushmi is a content writer with more than 4 years of experience. He holds BIM Degree. He write on the topics related to Management, Marketing, and Entrepreneurship.