Professional Documents
Culture Documents
Communication and Its Barriers
Communication and Its Barriers
The term communication has been derived from the latin word ‘Communis’ which
means commoners. Communication is the process of passing information and ideas from
one person to another. It is the exchange of written or verbal information. The presence of
minimum of two minds is essential for communication. In fact, communication means to
convey a message by one person to another so that another person may understand,
follow and implement the message. If one person is unable to follow messages of another
it cannot be called communication. Communication processes are sign-mediated
interactions between at least two agents which share a repertoire of signs and semiotic
rules. Although there is such a thing as one-way communication, communication can be
perceived better as a two-way process in which there is an exchange and progression of
thoughts, feelings or ideas (energy) towards a mutually accepted goal or direction
(information).
For example, if the chairman of an enterprise delivers his speech in English in the
annual general meeting of the enterprise and there is no person who can understand
English, it cannot be called. Therefore, it is necessary for communication that the
receivers of the message must understand the message with the same meaning as the
sender of the message wants to communicate. The process of communication has become
very wide and easy with the latest scientific developments these days we find postage and
telegraph, television, television, radio, wireless and satellites as the mechanics of
communication. In this regard, the statement of Charles E. Redfield is to remember. He
1
said,”communication is the broad field of human interchange of facts and opinions and
to the technologies of telephone, telephone, the telegraph, radio and the like.”
Definition
-G.C. Brown
2
Essential Elements of Communication
After a deep and analytical study of above definitions, it can be concluded that there are
five essential elements of communication. These are as follows:
Objectives of Communication
3
Development of Employees: Communications helps in the development of
employees because it communicates necessary information and directions to the
employees from time but which they come to know the best method of doing their
job. It also helps in solving their day-to-day problems.
1. Credibility
2. Context
4
A communication program must square with the realities of its environment.
Mechanical media are only supplementary to the word and need that takes place
in daily living. The context must provide for participation and playback. The
context must confirm not contradict the message.
3. Content
The message must have meaning for the receiver and it must be compatible with
his value system. It must have relevance for him. In general, people select those
items of information which promise them greatest regards. The content
determines the audience.
4. Clarity
The message must be put in simple terms. Words must mean the same thing to
the receiver as they do the sender. Complex issues must be compressed into
themes, slogan or stereotypes that simplicity and clarity.
6. Channels
7. Capability
5
Communication must take into account the capability of the audience.
Communication are most effective when they require the least effort on the
recipient. This includes factors of availability, habit, reading ability and
receiver’s knowledge.
Effective Communication
Communication modeling
6
Communication major dimensions scheme
The steps involved in the send-receive model of communication are shown below.
7
Listening Behaviors
When you focus only on yourself, you often forget to listen, and as a result, the chances
for successful communication are poor. Listening is the basis of effective communication and
entails much more than just hearing sound.
Think about the last time you noticed someone obviously not paying attention when you
were trying to communicate. What specific behaviors did the person exhibit that led you to believe
that he or she was not attending to you? What impact did the person's behavior have on you?
Perhaps you felt alarm that your important message was not getting through properly, or
frustrated that your audience was not "getting it." You may have been offended by your listener's
inattention or felt an urge to repeat your message.
You can learn more about listening behavior by examining the type of listener you tend to
be. Use the following activity to learn more about your listening style.
Read each item and then check the box indicating how frequently you actually use this skill when
talking with others. Remember, this is a self-assessment, so be honest!
8
Hearing vs. Listening
Hearing is the special sense by which noises and tones are received as stimuli. Hearing is a
sensory experience that gathers sound waves indiscriminately. We can hear something without
choosing to listen.
Listening is a voluntary activity. Listening includes more than just sound being received by the ear
and transmitted to the brain. Listening includes interpreting or processing that sound. Active
listening involves listening with empathy.
Active Listening
When you listen empathically, you don't just hear words. You hear thoughts, beliefs and feelings.
Empathic listening is highly active and requires hard work. Following the steps below will help
you to improve your listening skills.
Like other skills, listening skills improve with practice. Ask a trusted friend to Tips rate you
honestly on the listening self-assessment that you conducted earlier in this unit. Then, the next
9
time someone comes to you with a problem, work on the listening skills that need improvement.
Practice empathic listening by attending, paraphrasing, and asking questions.
Roadblocks to effective listening can be external or internal. External roadblocks can include
distracters such as: noise, an uncomfortable temperature or seating, or an inappropriate location. Try
to be aware of external roadblocks and offset them if possible.
Internal roadblocks include a variety of conditions or reactions within the speaker or audience, such
as:
• Emotional interference.
• Defensiveness.
• Hearing only facts and not feelings.
• Not seeking clarification.
• Hearing what is expected instead of what is said.
• Stereotyping.
• The halo effect (i.e., the tendency for something to be influenced by a loosely
associated factor.).
• Automatic dismissal (e.g., "We've never done it that way before.")
• Resistance to change.
10
TIPS FOR EFFECTIVE LISTENING
Make eye contact. Eye contact increases the chances of "getting" the message
and demonstrates interest and attention. When listening to someone on the
phone, try not to look at things that will take attention away from the speaker.
Adjust your body posture. Posture—facing the speaker and slightly leaning in
— suggests that you are paying attention and helps you to stay tuned in. When
on the phone, position yourself so that you're comfortable but not so relaxed
that you lose the ability to attend to the speaker.
Clear your mind. Clear your mind of your own thoughts to avoid wandering
mentally.
11
Generally executives and employees both take communication as a formal
affairs and pass on information without taking any interest in the communication. The
result of such treatment is that, those who are really concerned with the message do get
it and those who have no concern receive it. Sometimes the communication is the
received after the date of taking action on it expires. In this way, the communication,
which is useless, ambiguous and defective creates misunderstanding and results in the
wastage of the employees precious time. In order to make communication useful,
effective and purposive, efforts in the following directions be made:
Brief but complete: ‘Brevity is the soul of wit’ is the accepted fact, so the
communication should also be brief but complete. Efforts should be made to
communicate briefly full facts regarding message.
Effective language and useful subject matter: The contents of the message
should be useful from the employees and organizations point of view. The
language used should be pleasing and courteous in the case of both verbal and
written communication.
12
Follow up of communication: It should be ascertained that the communicate
has received the message well in time. If he has not received, arrangement be
made to send him a copy of it. If he has received, his reaction should be
obtained. The communicator should satisfy himself that the object of the
sscommunication has been achieved.
13
The success of an enterprise depends to a large extent on the effective.
communication system available in the enterprise. If the communication system of an
enterprise is not effective, such enterprise will not be able in achieving its pre-
determined objectives because the employees of such organisation will not know what
they have to do and what are their responsibilities and powers. They can not know
what are the policies of the enterprise in which they are working. Lack of effective
communication is a reason responsible for most of the disputes taking place between
management and workers. It is because the management does not understand its
worker and the workers do not understand their management. Therefore, effective
communication is a necessity of every enterprise. The importance of effective
communication in a business enterprise can be explained under the following heads.
14
techniques, methods, and process of production, they have will to work and co-
operate with the management of the enterprise. This is possible only when the
relations between management and employees of the enterprise.
15
the decisions to those who have to implement them. Thus, communication helps
in quick implementation also.
16
BARRIERS OF COMMUNICATION
1. Organizational Barriers
These barriers arise when duties and lines of authority are not clearly defined. They
arise on account of distance communication, more layers of communication, lack of
instructions, heavy communication load etc. The various types of organisational barriers
are as follows:
17
a) Policy: Broad objectives and policies of the organisation are laid down by the top
management. They are broad guidelines for everyone in the organization to
follow. They change behaviour of the receiver. Policy is generally in writing. If
the policy is not supporting the flow of communication, vertically and
horizontally, it acts as hurdle in the smooth flow of communication.
b) Rules and Regulations: Formal communication should follow the path to flow
the communication. Organizational rules and regulations sometimes work as
obstacles for transmitting message. They prescribe rigidly in the message to be
communicated as well as "the channel to be followed and through which alone the
communication must move. The rules are so rigid and formal that they restrict the
free flow of communication and result in delay in decision-making process and
action.
c) Status and Position: In a tall network and flat network there are many officially
designated positions in the organization structure. It, by its nature, creates a
number of status levels. In two way communication status and position block the
flow of communication particularly in upward flow. The reasons are non-listening
attitude of the superior, non- answering and interpreting as well as withholding
information etc. The superior-subordinate relationship and interaction is not
smooth always. Thus status and position relationship also act as a powerful
barrier.
18
d) Complex organization: Complexity in organization structure is also equally a
serious problem in the smooth flow of communication. Complexity in
organization structure is a common feature in most of the big enterprises. The
organizational structure has an important influence on the capacity of the embers
to communicate. Complexity involves many layers of supervision, long distance,
more lines, communication gap organizational distance between the workers and
the top management. This is also a barrier for effective communication.
2. Semantic Barriers
19
differ from person to person. A message may give a variety of meanings to different
people according to their perception level. Following are the usual types of semantic
barriers.
Koontz and Donnell list common faults in the words "such faults as poorly chosen
and empty words and phrases, careless omissio'l1, lack of coherence, poor
organization of ideas, awkward sentence structure, inadequate vocabulary, platitudes,
numbing repetition, jargon, and failure to clarify implications are common."
20
accompanied by an interpretation which will be understood by the receiver. So faulty
translation is a barrier on the way to effective communication.
3. Personal Barriers
21
of status, relationship in every organization. The superior and subordinate
relationship in the formal organization structure restricts free flow of information
and exchange of ideas, suggestions and questions: Though two-way communication
channel is there but is ineffective in practice in most of the cases. There are officers
or executives who always think to maintain distance and Status with the
subordinates. Superiors may reluctant to listen to subordinate, admit errors etc., as
they may reflect adversely on their ability and intelligence. Since their hierarchical
status and position and relationship with subordinates, they act as barriers in
effective communication. The following are the various ways:
a) Regard and Attitude: The regard and attitudes of the superiors towards
subordinates in connection with communication may affect the flow of message both
in vertical and horizontal directions. This particularly adversely affects in case of oral
communication. To mention face-to-face contacts it is more serious non-listening
attitude of the superiors desire to keep or withhold message etc. They feel responding
subordinates will lower down their prestige. So this is a serious barrier.
22
c) Self Satisfaction: Seniors often resist smooth flow of message. They ignore
anything that conflicts and like messages which confirm their beliefs and ideas.
They withhold information and make the subordinates to move round the
information and derive satisfaction out of it.
d) Principle of Proper Channel: They mostly insist on through proper channel which
is the essence of formal communication. The officially designated channel for
communication is the only path for formal communication. It implies that all
communications should flow through line superior. Superiors always wish to
exercise their authority and they do not like by passing them in communication.
Sometimes in order to avoid delay, communication may directly be sent to the
concerned but superiors treat this as overlooking them. For this they often insist
through proper channel.
e) Prejudice: Prejudice among the superiors may stand on the way of free flow of
information. Prejudice is a serious problem and a barrier. Prejudice creates a
barrier for a proper understanding in the organization.
23
g) ‘Yes' Superiors: There are some superiors in all organizations called as 'Yes' men,
who always wish to remain neutral and non-committed. This is because they may
sometimes like to be in good looks of top management. This takes the form of
acting to please the boss, not seeking clarification, not expressing opinions which
may lead to incur displeasure from boss etc
i) Lack of Time: 'No time', 'lack of time' are the terms frequently used by the
superiors. They do not spare considerable time to talk to their subordinates. They
feel, whether real or not, that they are overburdened with work.
24
II. Barriers in subordinates: Subordinates are also equally responsible for retricting
communication now particularly in upward direction. They act as harriers in a number of
ways as indicated below:
4. Psychological Barrier:
a) Distrust of Communicator: Roberts and O' Reilly observe dis-trust of the superior
for any reason inhibits communication. It occurs out of ill-considered judgements,
decisions not based on logic, screening and infiltration or information etc. Doing
these things frequently with these messages gradually conditions subordinates to
25
delay action or to act unenthusiastically. Though it amounts to complete
communication process, it is ineffective no purpose and hence a failure.
b) Inattention: Not giving attention to read bulletins, notices, minutes and reports is a
common practice. The simple failure to listen to oral communication; the reason is
that, non-listeners are often turned off while they are pre-occupied with other
matters, like their family problems. A communication is ineffective and failure,
because the receiver is not listening. Koontz and Donnell: Unfortunately, non-
listening seems to be a chronic human railing. This is illustrated by the common
practice of arguing about an agreed matter. The reasons vary from impressing the
speaker with one’s knowledge to anxiety or plain contempt for another's view point.
26
e) Loss by Transmission and Poor Retention: When a message passes through
various levels, it loses its meaning or is decreasingly accurate. When a subject
matter in a communication passes through various levels in the organisation,
successive transmissions of the same message are decreasingly accurate. Some
studies reveal that, in.oral communications about thirty percent of information is
lost in each transmission. So when word of mouth changes, its meaning also
changes. So in a very tall network or flat network oral communication is not
accurately dependable. Loss by transmission happens even in the case of written
communication. Loss of meaning in transmission may arise as far as
communications accompanied by interpretations. Similarly poor retention of
information is also a barrier. Some studies reveal that employees retain about 50 per
cent of message and supervisors about 60 per cent of information only.
5. Other Barriers
27
a) Resistance Change: It is a common tendency' of human being to maintain status
quo. It is a general preference to resist new ideas. When the matter is transmitted to
convey a new idea, the listeners may not listen to it in spirit. They ignore anything
that conflicts to the present belief or idea. In case he listens to new idea, may filter
in rejecting new ideas or interprets them according to his own convenience. So
resistance to change is an important obstacle to effective communication.
b) Perception: Different people may have different perceptions depending upon their
needs, social environment, level of education, and other cultural and personal
temperaments. So everyone perceives the things and approach differently. So
everyone interprets, evaluates the information received from his own point of view.
Lack of uniformity in perception or understanding is a great problem in
communication and is a barrier to communication.
c) Closed Minds: The expression closed minds refers to thinking tendency of the
people that they know everything about the issue and inhibits communication. They
do not open their minds to new ideas that are placed before them.
28
omission of information. They may even think that the matter is not important to
communicate. Fear of full disclosure or nondisclosure mislead a superior.
29
We have identified many barriers to communication. It is our turn now to
discuss on overcoming barriers to communication and how can communication be
improved. A thorough understanding of communication barriers is the basic requirement
to find out measures to remove, or eliminate or overcome them. All types of barriers may
not arise in all organisations. Organisational barriers arise due to wrong organizational
structure. Language barrier arises in organisation where people are of different
educational background and hailed from different regions. However, the following are
some of the measures towards overcoming barriers to communication.
1. Orientation
All the employees in the organisation should be given orientation. They should be
provided with all necessary information relating to the objectives, policies, procedures,
organisational structure etc, This avoids conflicts, communication gap and
misunderstanding.
2. Suitable Language:
Using proper and appropriate language and tone definitely minimises linguistic
barriers to communication. Communication is rejected for a simple reason that it is
not understandable. Use of technical terms should be avoided and the message should
be direct, simple and in meaningful language. Different people perceive the message
differently. The manager must use common language to avoid semantic distortions.
3. Good Listening
30
Empathetic listening or improving good listening habits by the receiver should be
cultivated. The recipient or receiver of communication has equal responsibility to
understand in the same sense as meant by the communicator. If the message is without
empathetic listening. response and reaction are not possible. Effective two-way
communication is possible with good listening.
4. Use of Grapevine
6. Clarity
31
As pointed out earlier effective communication is vital to successful management,
every communication should have the skills to have clarity of message. The greater task
is on the part of the sender of the message to achieve clarity. The message must be as
clear as possible in the mind of the sender what he wants to communicate. Effective
communication is possible only if the message is clearly formulated in the mind. The
subject matter should be encoded in 1he direct and simple language. The purpose of
communication is to make the recipient to understand the message, this is possible with
clarity of communication.
The importance of understanding the receiver and needs of the receiver cannot be
overlooked. The message content is to meet the needs of the receiver. The information
should be of value to the receiver in the present needs as well as in the long run. Sender
of the message is to have full knowledge about the receiver, his capabilities, background,
level of intelligence, social climate, receptiveness, temperament and attitudes etc.
8. Inter-Personal Relationship
CONCLUSION
32
Management as we know is a teamwork. The team consists of all the individual working
in the enterprise. These individuals may be managers at all levels and workers in different
capacities. Achieving the objectives of the enterprise requires appropriate link, contact
and relationship among employees at different levels and various positions. In other
words, effective communication can establish the desired link through formal and
informal media. Communication, as such is the soul of modern complex, varied and
dynamic business situations.
BIBLIOGRAPHY
33
Comprehensive Business Studies by A.K Ghose
www.google.com
www.wekepedia.com
34
S.NO. CONTENTS PAGE
NO.
1 Introduction 1
2 Definition 2
4 Objectives of Communication 3
6 Effective Communication 6
12 BARRIERS OF COMMUNICATION 17
14 CONCLUSION 33
15 BIBLIOGRAPHY 34
35