Barriers of Communication

The success of an act of communication depends upon many factors like the choice of the
appropriate message, understanding of the audience, preparedness of the sender and the receiver,
selection of the right channel and code. But absence of barriers is the most important requirement for
the success of all modes of communication. The barriers to communication include: • Wrong choice
of medium
• Selective Perception
• Defensiveness
• Physical barriers
• Time and Distance
• Semantic barriers
• Difference in the Comprehension of Reality
• Socio-psychological barriers
• Difference of knowledge level
• Lack of Common Language
Wrong choice of Medium
Whatever message we may want to convey, it has to be transmitted through an appropriate medium.
If someone wants to send a message instantly to a distant friend, s/he cannot use the ‘word of the
mouth’ in the face to face mode to do that. It has to be either telephonic, computer-mediated e-mail
or tele-fax. Similarly a manger cannot use a letter to give a report of the Annual Sales Proceeds of
his/her company; a specially designed report has to submitted for this purpose. A telephonic
information regarding a promotion is less important than conveying the message face to face. While
dealing with a problematic employee, for example, one may resort to issuing memos but this should
be the last resort as the memos pile up documentary evidence against the person and embitter his
relationship with the sender. On the other hand, such disputes can be easily sorted out through the
word of the mouth or through non-verbal means, may be smile and a pat.
Selective perception
Different people have different perceptions of different things. When the receiver has a different
perception from that of a sender regarding the idea or information being transmitted, then
communication is bound to be adversely affected. Usually a receiver filters a message in accordance
with his experience, interests, needs, motivations, background and other socio-psychological
characteristics and has the potential to twist a message in his/her own favour. Differences in
perspectives or perceptions leads to miscommunication as it results in the loss of symbols, distortion
of the symbols and the creation of new symbols (Das, 2009, p.112).
Defensiveness
Often it so happens that the receiver finds the message threatening and thus unacceptable, and
shows reluctance to receive the message. While filtering the message, the receiver therefore
maintains a defensive stand and affects communication negatively.
Physical Barrier
Noise is the most notorious physical barrier which often disrupts communication. This is usually the
case in places where noise from the machines or electronic gadgets hinders proper transmission of
the message. Under noise we can also include all kinds of physical interferences like illegible
handwriting, poor and inaudible telephonic conversation or recordings, smudged copies of duplicated
typescripts, low level of light on the projector screens. In pubic speaking, the technical problem with
the microphone often spoils the show.
Time and Distance
The time when a statement is made or information is conveyed can also make a difference. Often it
is seen that some officers prefer to talk to the outsiders in the morning. There might be also
communication gap among people working on different shifts. A person working on the day shift may
not be able to understand the problem of a person on the night shift. The sitting arrangement in the
places of meetings may also cause problems in getting the message across. A person sitting near
the window may not be able to get a message clearly because of the external distractions. On the
other hand a person sitting in the first row or the first few rows may get the right message.
Semantic Barriers
Sometimes there is breach of communication due to the different meanings that the sender and the
receiver assign to a particular word or expression. In every language, different words have a lot of
denotative as well as connotative meanings and when the sender and receiver of a message attach
two different meanings to a word, there is communication gap. This may happen due to the
differences in the social, economic and cultural backgrounds of the participants. In order to avoid
such barriers the speaker or the writer should use words which have clear meanings, are familiar to
the sender and the receiver and words that have positive connotations.
Difference in Comprehensive of Reality
All human beings do not perceive the reality in the same manner. Some simply believe in themselves
and do not accept anything that goes against their beliefs; some may try to understand reality when it
is supported by documentary evidence; some draw inferences and some others get affected by
others’ opinions. In stead of being objective, we often go by subjective interpretations of reality.
When our subjective interpretations dominate over the objective facts, communication is the worst
victim.
Socio-Psycological Barriers
Socio-psychological barriers include the hindrances that arouse due to our attitudes, opinions,
emotions, mind-set and other behavioural eccentricities. They can be enlisted as follows:
(i) Attitudes and Opinions: Our attitudes and opinions impact the way we respond to a person or a
message transmitted by that person. If the person/message is favourable to us we respond positively
but when it is not favourable to us, we react negatively and disrupt communication.
(ii) Emotions: A mind filled with emotions cannot be rational. Hence when we are either excited or
agitated, we tend to block the transmission of a message and cause breach of communication.
(iii) Closed-mind: In order to receive and reciprocate a message, we need to have a open mind. A
closed-mind is just like a closed door, obstructing the inflow of information.
(iv) Status-Consciousness: Being over-conscious of our higher or lower status, we do not express
ourselves openly and thus block the proper transmission of a message.
(v) The source of communication: Our reaction to a message depends upon the source from
which it has originated. We trust it if the source is reliable and do not trust it when it is not.
(vi) Inattentiveness: While listening to somebody, we often unconsciously remain inattentive when
the idea being transmitted is new and our mind is not ready to accept it.
(vii) Faulty transmission: Sometimes a message is lost when it is not properly transmitted either
due to a defective channel or due to the unpreparedness of the receiver.
(viii) Poor retention: Human memory has limited storage capacity and any message that is
extraordinarily long or disjointed is likely to be lost. This is particularly the case with oral messages
which are lost due to poor human retention.
(ix) Unsolicited Communication: Often it so happens that we receive a communication which we
had never desired. In such cases, we either ignore such communications or respond to them in a
lackadaisical manner
Difference in Knowledge Level
Communication gap may also occur when there is a gap in the knowledge levels of the sender and
the receiver. If a speaker is speaking on Astrophysics to a group of students from humanities, s/he
may not be able drive home the ideas. With no knowledge of astrophysics the students may struggle
to make something out of the speech but majority of the message will go above their heads.
Difference in Language
When the frames of reference differ, it leads to communication gaps or miscommunication. This
particularly happens when there is a difference of registers. A student of medicine will not understand
what a professor of mechanical engineering speaks and the vice versa. Different words have
different connotations in different cultures. The word ‘guru’ in the Indian culture is a spiritual guide
who is supposed to guide people from darkness to light but now this word has gained currency in the
western world as a synonym for an authority or expert.

Gateways to Communication
In order to enhance the effectiveness of communication, we can focus on the following aspects:
• Plan the message: Before we decide to communicate an idea/information/message, we need
to plan it properly. The message should match the purpose and should be transmitted through the
appropriate format.
• Use Proper language: The language used for a message should be clear, lucid and
appropriate. The density of words used should match with the level of maturity of the receivers.
• Don’t be evaluative: If we listen to somebody with preconceived notions, we wont be able to
receive, process and interpret the message properly.
• Give proper Orientation: All the employees should be given proper orientation regarding the
objectives, policies, procedures, organization structure and work culture of an organization
immediately after they are recruited. This helps in interpersonal communication as well as
communication with the people at the higher and lower hierarchies.
• Be an active listener: Active listening is an art which very few people can master. Many of us
confuse listening with hearing. But listening demands more attention and interest than hearing,
hence very important in communication.
• Have an unbiased attitude: Any person with a biased mind will not be able to communicate
properly with others. Hence it is necessary to train people to be unbiased through education,
counseling and discussions to help them become good communicators. .
• Respond don't re-act: When we are dealing with a problematic situation or person, we must
understand the facts properly and respond appropriately. If we react in a situation like this, our
emotions and feelings take an upper hand and we end up as bad communicators. Our negative
reaction to people in stressful situations will aggravate the situation and lead to total collapse of
communication. We must respond mindfully rather than re-act emotionally. Though it requires self-
knowledge and discipline, it allows us to be more effective in our communication.
• Promote congruence: Communication will not be effective unless and until people are willing
to communicate. This willingness to communicate needs to be inculcated among people to keep
them intact.
• Use the grapevine: The grapevine can be used to predict the responses of the employees
regarding a particular issue. This is mainly useful for checking plans which are likely to be
implemented in future. On the basis of the responses collected form people, appropriate decisions
can be taken.
• Transmit the message in Installments: If too much of information is sent within too short a
period of time, it will not be digested by people. SO it is wise to send the information/message in
chunks. This makes the transmission of the message more effective and facilitates feedback.
Information overload results in miscommunication or a complete collapse of communication.
 • Provide feedback: In order to enhance the effectiveness of communication, feedback
mechanism should be built into all communication networks so that necessary amendments can
be made to enhance the quality of communication in future. Suggestions, clarifications,
performance reports, surveys and emphatic listening are some of the feedback mechanism we
use to ensure the success of communication.
• Overcome bypassing: When we receive a message, we must respond it appropriately and
immediately. Bypassing it will hamper the transmission of the message.
• Maintain semantic accuracy: While using words with different connotations we must make it
clear in its meaning by providing contextual clues. Semantic accuracy will improve the
effectiveness of communication and will facilitate timely feedback.
• Add some eloquence: While presenting the facts, we should be able to present them in a
seamless manner so that there is eloquence and the listener does not have any problem in
comprehending the logical link between the facts. This in turn will positively impact
communication.
• Improve the ambience: Improper ambience often mars the communication between two
participants. If people fight in a meeting where a saint is giving a sermon on world peace, there is
no necessity of his sermon. Similarly, if we are speaking in a crowded place with noises flowing in
from all corners, we wont be able to drive anything into the minds of the audience. On the other
hand, a calm atmosphere will be appropriate for such an act of communication.
• Use proper etiquette: Social etiquettes play an important role in ensuring successful
communication. A person may be a master of his/her subject, but his/her lack of etiquette may mar
his/her chances of a promotion. Likewise, proper telephone etiquettes are also essential for
making an act of communication successful.
• Watch your language: We should opt for clear, positive language and sincerity to encourage
shared understanding and earn the support of our group.

How overcome barriers of communication

1. Eliminating differences in perception: The organization should ensure that it is
recruiting right individuals on the job. It’s the responsibility of the interviewer to ensure that the
interviewee has command over the written and spoken language. There should be proper
Induction program so that the policies of the company are clear to all the employees. There should
be proper trainings conducted for required employees (for eg: Voice and Accent training).
2. Use of Simple Language: Use of simple and clear words should be emphasized. Use of
ambiguous words and jargons should be avoided.
3. Reduction and elimination of noise levels: Noise is the main communication barrier
which must be overcome on priority basis. It is essential to identify the source of noise and then
eliminate that source.
4. Active Listening: Listen attentively and carefully. There is a difference between
“listening” and “hearing”. Active listening means hearing with proper understanding of the
message that is heard. By asking questions the speaker can ensure whether his/her message is
understood or not by the receiver in the same terms as intended by the speaker.
5. Emotional State: During communication one should make effective use of body
language. He/she should not show their emotions while communication as the receiver might
misinterpret the message being delivered. For example, if the conveyer of the message is in a bad
mood then the receiver might think that the information being delivered is not good.
6. Simple Organizational Structure: The organizational structure should not be complex.
The number of hierarchical levels should be optimum. There should be a ideal span of control
within the organization. Simpler the organizational structure, more effective will be the
communication.
 7. Avoid Information Overload: The managers should know how to prioritize their work.
They should not overload themselves with the work. They should spend quality time with their
subordinates and should listen to their problems and feedbacks actively.
8. Give Constructive Feedback: Avoid giving negative feedback. The contents of the
feedback might be negative, but it should be delivered constructively. Constructive feedback will
lead to effective communication between the superior and subordinate.
9. Proper Media Selection: The managers should properly select the medium of
communication. Simple messages should be conveyed orally, like: face to face interaction or
meetings. Use of written means of communication should be encouraged for delivering complex
messages. For significant messages reminders can be given by using written means of
communication such as : Memos, Notices etc.
10. Flexibility in meeting the targets: For effective communication in an organization the
managers should ensure that the individuals are meeting their targets timely without skipping the
formal channels of communication. There should not be much pressure on employees to meet
their targets.

There are 7 C’s of effective communication which are applicable to

both written as well as oral communication. These are as follows:
1. Completeness - The communication must be complete. It should convey all facts
required by the audience. The sender of the message must take into consideration the receiver’s
mind set and convey the message accordingly. A complete communication has following features:
 Complete communication develops and enhances reputation of an organization.
 Moreover, they are cost saving as no crucial information is missing and no
additional cost is incurred in conveying extra message if the communication is complete.
 A complete communication always gives additional information wherever required.
It leaves no questions in the mind of receiver.
 Complete communication helps in better decision-making by the
audience/readers/receivers of message as they get all desired and crucial information.
 It persuades the audience.
2. Conciseness - Conciseness means wordiness, i.e, communicating what you want to
convey in least possible words without forgoing the other C’s of communication. Conciseness is a
necessity for effective communication. Concise communication has following features:
 It is both time-saving as well as cost-saving.
 It underlines and highlights the main message as it avoids using excessive and
needless words.
 Concise communication provides short and essential message in limited words to
the audience.
 Concise message is more appealing and comprehensible to the audience.
 Concise message is non-repetitive in nature.
3. Consideration - Consideration implies “stepping into the shoes of others”. Effective
communication must take the audience into consideration, i.e, the audience’s view points,
background, mind-set, education level, etc. Make an attempt to envisage your audience, their
requirements, emotions as well as problems. Ensure that the self-respect of the audience is
maintained and their emotions are not at harm. Modify your words in message to suit the
audience’s needs while making your message complete. Features of considerate communication
are as follows:
 Emphasize on “you” approach.
 Empathize with the audience and exhibit interest in the audience. This will stimulate a positive
reaction from the audience.
 Show optimism towards your audience. Emphasize on “what is possible” rather than “what is
impossible”. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help,
etc.
4. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than
trying to achieve too much at once. Clarity in communication has following features:
 It makes understanding easier.
 Complete clarity of thoughts and ideas enhances the meaning of message.
 Clear message makes use of exact, appropriate and concrete words.
5. Concreteness - Concrete communication implies being particular and clear rather than
fuzzy and general. Concreteness strengthens the confidence. Concrete message has following
features:
 It is supported with specific facts and figures.
 It makes use of words that are clear and that build the reputation.
 Concrete messages are not misinterpreted.
6. Courtesy - Courtesy in message implies the message should show the sender’s
expression as well as should respect the receiver. The sender of the message should be sincerely
polite, judicious, reflective and enthusiastic. Courteous message has following features:
 Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of
the message.
 Courteous message is positive and focused at the audience.
 It makes use of terms showing respect for the receiver of message.
 It is not at all biased.
7. Correctness - Correctness in communication implies that there are no grammatical errors in
communication. Correct communication has following features:
 The message is exact, correct and well-timed.
 If the communication is correct, it boosts up the confidence level.
 Correct message has greater impact on the audience/readers.
 It checks for the precision and accurateness of facts and figures used in the message.
 It makes use of appropriate and correct language in the message.

Awareness of these 7 C’s of communication makes you an effective communicator.

9 Important Measures to Overcome the Barriers of Communication

In order to remove hindrances in the way of communication the following steps are worth
consideration:

(1) Clarify Ideas before Communication:

The person sending the communication should be very clear in his mind about what he wants to
say. He should know the objective of his message and, therefore, he should arrange his thoughts
in a proper order.

(2) Communicate According to the Need of the Receiver:

The sender of the communication should prepare the structure of the message not according to
his own level or ability but he should keep in mind the level, understanding or the environment of
the receiver.

(3) Consult Others before Communication:

At the time of planning the communication, suggestions should be invited from all the persons
concerned. Its main advantage will be that all those people who are consulted at the time of
preparing the communication plan will contribute to the success of the communication system.
(4) Be Aware of Language, Tone and Content of Message:
The sender should take care of the fact that the message should be framed in clear and beautiful
language. The tone of the message should not injure the feelings of the receiver. As far as
possible the contents of the message should be brief and excessive use of technical words should
be avoided.

(5) Convey Things of Help and Value to the Listener:

The subject matter of the message should be helpful to the receiver. The need and interest of the
receiver should specially be kept in mind. Communication is more effective in such a situation.

(6) Ensure Proper Feedback:

The purpose of feedback is to find out whether the receiver has properly understood the meaning
of the information received. In the face-to- face communication, the reaction on the face of the
receiver can be understood. But in case of written communication or some other sort of
communications some proper method of feedback should be adopted by the sender.

(7) Consistency of Message:

The information sent to the receiver should not be self- contradictory. It should be in accordance
with the objectives, policies, programmes and techniques of the organisation. When a new
message has to be sent in place of the old one, it should always make a mention of the change
otherwise it can create some doubts.

(8) Follow up Communication:

In order to make communication effective the management should regularly try to know the
weaknesses of the communication system. In this context effort can be made to know whether to
lay more stress upon the formal or the informal communication would be appropriate.
Similarly, suggestions can be invited in respect of the medium of communication (oral, written and
gestural) to know as to which medium would be more effective and appropriate.

(9) Be a Good Listener:

It is the essence of communication that both the sender and the receiver should be good listeners.
Both should listen to the each other’s point of view with attention, patience and positive attitude. A
sender can receive much relevant information by being a good listener.

Overcoming Communication Barriers

Most of us desire to communicate effectively, but do not have a keen appreciation of the
communication barriers to be faced.

Because of these barriers, there is ample opportunity for something to go wrong in any
communication. Competent managers develop an awareness of the barriers and learn to cope
with them.

How effectively do you, as a manager, communicate with your superiors, subordinates, and
peers? Do you recognize the barriers to effective communication? Have you learned to cope with
them? In the discussion that follows, the principal barriers to communicating effectively in today's
working environment are identified, and proven techniques for coping with them are considered,

The principal barriers to effective communication are: noise, poor feedback, selection of
inappropriate media, a wrong mental attitude, insufficient or lack of attention to work selection,
delay in message transmittal, physical separation of the sender and receiver, and lack of empathy
or a good relationship between the sender and receiver.

Let's examine each of these barriers and possible steps to overcome them. As we conduct this
examination, we should remember that any two or more of these barriers may occur in
combination.

The Noise Barrier (overcoming communication barriers)

Samuel Hoffenstein in his poem, "The Wind in the Trees," illustrates quite beautifully the
distraction that noise may cause. He says:

When the wind is in the tree,

It makes a noise just like the sea,
As if there were not noise enough
To bother one, without that stuff.

Noise is any random or persistent disturbance that obscures, reduces, or confuses the clarity or
quality of the message being transmitted. In other words, it is any interference that takes place
between the sender and the receiver. This is why we generally identify any communication
problem that can't be fully explained as "noise." The biggest single cause of noise in the
communication process may be the assumption that the act of communicating is a simple process
- that it doesn't require much thought or practice and all effective managers were born with this
skill. This is not true. Effective communication comes with study and practice. The effectiveness of
the communication process is dependent upon the capabilities of the senders and receivers.

To overcome the noise barrier to effective communication, one must discover its source. This may
not be easy. Noise appears in a variety of ways. During a conversation, have you ever been
distracted by the pictures on the wall, the view from the window, a report lying open on a desk, or
a conversation taking place in an adjacent room? Many people have been so distracted.

In the perusal of a written communication, have you ever been confused by irrelevant material or
the illogical approach taken by the author? Again, many people have.

Once the source, or sources, of the noise has been identified, steps can be taken to overcome it.
The noise barrier can't always be overcome but, fortunately, just the awareness of its existence by
either the sender or the receiver of a message can help to improve the communication flow.

The Feedback Problem

Feedback is reaction, Without it, the sender of the message cannot know whether the recipient
has received the entire message or grasped its intent.

The need for feedback should be clearly understood. Feedback is the return of a portion of the
message to the sender with new information. It regulates both the transmission and reception. The
whole process is straightforward: the sender transmits the message via the most suitable
communication media; the receiver gets the message, decodes it, and provides feedback.

In oral, face-to-face communication, the process doesn't happen quite this way. All of these
actions occur almost simultaneously. For example, the sender is acting as a receiver while
transmitting the message; the receiver is acting as a sender while receiving the message. When
the message is transmitted and effectively received, feedback serves as a regulating device. The
sender continually adjusts his transmission in response to the feedback. Feedback also alerts the
sender to any disruptive noise that may impede reception of the message.
There is no feedback in a one-way communication. Such a communication involves passing ideas,
information, directions, and instructions from higher management down the chain of command
without asking for a response or checking to see if any action has taken place. It is not enough to
ensure the message has been received. For communication to be effective, a two-way process
must exist so the sender knows whether the message has been understood. The two-way
communication process involves sending a message down the chain of command and transmitting
a response containing information, ideas, and feelings back up the chain. This process has been
referred to sometimes as "a process of material influence."

Feedback not only regulates the communication process, but reinforces and stimulates it. In fact, it
actually serves as the hallmark of dialogue, because it forces communication and makes it dual.
Dual expression, when combined with mutual feedback, becomes a dialogue.

The Problem of Media Selection

In any given situation the medium, or media, for communication must be selected. One medium
may work better than another. However, in many cases a combination of media may be used for
the communication process to function effectively.

Henry H. Albers says that no one communication medium can adequately serve the diverse
functional and personal problems of organization dynamics. He believes that "a repetition of ideas
in different terms is useful in solving some communication problems." The question then emerges,
What combination of media would be most effective? Any project to develop the one best
combination of media would prove rather fruitless. There are many combinations that can provide
satisfactory results.

The personal qualities of the manager should be a consideration in media selection. As manager,
you should recognize your strengths and limitations. You should evaluate your successes and
failures in communication and plan to use the media that best fits your style and qualities.

Generally, managers make more frequent use of oral, rather than written, communication.
However, the media one selects for communication in a particular situation should correlate with
the feedback requirements. A communication failure or partial failure could occur if the media you
select for transmittal of a message is inappropriate and necessary feedback is not received. Most
simple messages can be transmitted orally - either in a face-to-face discussion, formal briefing, or
meeting of the staff. More complex messages should be written in a directive, instruction,
memorandum, or report. Very complex messages should be transmitted in both oral and written
form. Repetition and review of an oral communication in written form can be a facilitating device.

The Mental Barrier

One principal barrier to effective communication is mental. It consists of noise in the mind of the
sender or receiver. Here are four examples:

The arrogance of the sender may impair the communication process. If the sender believes
he knows everything there is to know about the subject being transmitted, he expects acceptance
of his ideas or directions. If the receiver disagrees with the sender and so states, the sender will
not be attuned to the feedback or will find it a challenge to his stated position. Real communication
does not take place.

The sender may assume the receiver will respond to his message in a logical and rational
manner. The receiver's priorities, problems, or assumptions may differ from the sender's. The
receiver's logic may even override that of the sender. In any of these instances, the sender might
judge the receiver to be incompetent or even an obstructionist. Communication will fail.
The sender may assume he is completely logical and rational - that his position is right and
must prevail. This assumption may be false and no communication takes place.

The sender may have some misconceptions, self-interests, or strong emotions about a
particular idea or approach, of which he is not aware. However, these traits may be readily
evident to the receiver, who may think the sender is hypocritical. This communication will fail, as
may all future communications between this sender and receiver.

The Problem of Word Selection

We live in a "verbal" environment. Words constitute the most frequently used tool for
communicating. Words usually facilitate communication; however, their careless, improper use in
a given situation can create a communication barrier. Arthur Kudner, an advertising executive,
once told his son: "All big things have little names such as life and death, peace and war, or dawn,
day, night, hope, love, and home. Learn to use little words in a big way. It is hard to do, but they
say what you mean. When you don't know what you mean - use big words; they often fool little
people."

The words we use should be selected carefully. Dr. Rudolph Flesch, a specialist in words and
communication, suggests a way to break through the word barrier:

 Use familiar words in place of the unfamiliar

 Use concrete words in place of the abstract
 Use short words in place of long
 Use single words in place of several
 Unfortunately, almost every commonly used word has more than one meaning. Also
words have regional meanings or derive new meanings as a result of the development of new
industries or fields. The meaning conveyed by the sender's words depends upon the experience
and attitude of the receiver. Therefore, one way to penetrate the word barrier is for the sender to
strive to speak or write in terms of the receiver's experience and attitude. The better able he is
to do this, the more successful the communication will be. Dr. S. E. Hayakawa, a U.S. Senator
from California, expressed it very well when he said, "The meanings of words are not in the
words; they are in us."

The Time and Space Barriers

 Both time and space (the physical separation between the sender and the receiver) may
serve as barriers to effective communication.
 You, as a manager, may often feel pressed by time constraints. You may feel there aren't
enough hours to accomplish all tasks. One executive puts it this way, "If I can't get the work
done in a 24-hour day, I have to work evenings." Caught in the network of your own problems,
you may even assume that your subordinates know what you want them to do, and they will
proceed to do it. Actually, this may not be the case. Because of your failure to communicate,
you may not receive the end product you were expecting.
 This same problem may occur when you geographically separate departments or
functions of an organization. Quick eye-to-eye communication becomes difficult. The telephone
may not provide the answer. The line may be busy when the call is placed, or the person being
called may be out of the office.
 Memoranda sometime provide the answer to the space barrier. However, this might turn
out to be a one-way communication of directions or information. If the recipient of a
memorandum doesn't understand the message, or if he mistakenly thinks he understands, the
communication process fails.

Empathy and Other Relationships

 Lack of empathy can create a barrier between the sender and receiver. Empathy, as
defined in the Dictionary, is "understanding so intimate that the feelings, thoughts, and motives
of one are readily comprehended by another." You can transmit a better message if you can put
yourself in the receiver's place and analyze the message from his viewpoint. The same holds
true for the receiver. He must be able to empathize with you. That is, the sender, as well as the
receiver, must try to project himself into the other's personality if he wants to increase his
potential for effective communication.
 The ability to empathize with someone else may not be easy. If you are to see things
from another's viewpoint, you have to put aside your own prejudices and preconceptions. The
receiver may be of a different race, creed, educational background, from a different section of
the country, or have a different specialty or rank within the organization. Under these
circumstances, the task of empathizing with the other member of the communication link is
difficult. The task is further complicated if you believe that understanding another's viewpoint
may pose a threat to your own.
 To better communicate, we must try to see ourselves through the eyes of others in the
communication link. By developing some empathy with the people to whom we will be directing
messages, we might recognize the need to modify our messages from time to time before
sending them.
 Douglas McGregor, one of the leading authorities on management practices, has said: "It
is a fairly safe generalization that difficulties in communication within an organization are more
often than not, mere symptoms of underlying difficulties in relationships between parties
involved. When communication is ineffective, one needs to look first at the nature of these
relationships rather than at ways of improving communication".
 The relationship between the people involved in any communication process may form a
greater barrier to the effectiveness of the communication between them than any other barrier
discussed here. If the relationship between the people participating in the communication is
good, the communication has a greater chance for success. This is true whether the
communication takes place in oral or written form.
 The quality of the relationship between the sender and receiver determines to a great
extent the ability of the person transmitting the message to penetrate the communication
barrier.

Final Observations
 We have examined the principal barriers to effective communication. We have seen all
around us the problems resulting from the inability of people in today's working environment to
penetrate these barriers. What are you going to do about it? Can you let the barriers to effective
communication in your organization continue to block the path to effective management? If you
and the persons with whom you communicate do your part to reduce these barriers, some of
them may be eliminated. As a result, management of your organization will be enhanced. Why
not take such action today?