SESSION 3: COMMUNICATION BARRIERS

in the previous chapters, you have read about the importance of

communication in our daily lives and the different methods we use to
communicate. In this chapter, we will discuss about the barriers which hinder

communication.
A communication barrier is an obstacle that prevents the receiver from
receiving and understanding the message that has been sent by a sender. If a
message is not understood clearly, it may lead to communication gaps, causin8
confusion and misunderstanding.
t is therefore essential that the communicator seeks feedback to check that the message was clearly understood. These
barriers may be internal barriers (related to your thoughts and feelings) or external barriers.

ITYPES OF COMMUNICATION BARRIERS

here are many barriers that hinder our ability to communicate. We will now learn about each type of barrier and the
Various factors causing them.

BARRIERS RELATED TO THE FORMATION OF MESSAGE

These barriers occur due to problems in the composition or formation of the message itself.
Multiple factors cause these
barriers like lengthy messages, language problems, intonation issues, or the non-verbal communication used. For
example, if you are watching a Hollywood movie, the actors speak English in an American
accent, and sometimes you
may not be able to understand what they are saying. These types of problems are related to
the message that is being
Conveyed.
lengthy or complicated messages
Sometimes the vocabulary used in a conversation is too difficult and
complicated to understand or a sentence may be too
long for one to perceive its meaning. This factor can cause a communication
barrier.
inguistic isues
The interferences which occur due to accent,speech disorders, or symbols
having multiple, and often
completely different meanings, can affect the
communication process. Additionally, the lack of proficiency in the
affects the interpretation of the message as well. These issues are language
also known as
semantic issues.

Inconsistent tone or non-verbal communication

ou have readearlier that communication is both
verbal and non-verbal. If the body
language or tone used wnue
communicating is not correct, it will
create barriers. In verbal or oral
communication, our tone, pitch, pace.
contact, posture, facial expression, etc., enhance communication if gestue
not matched with the message. A simple message of 'Congratulations' applied
can well. They can also distort
be communicated communica
honestly or saraae
ically
depending on the facial
expressions or tone of the voice.

Learning
w Kips9
Computers with
 of the munes tom

mnd
iAme of tlitaront.
o, fferernt vlew
the p r e f u l e

on
INTERNAL BARRIERS tralls skI,

l n h e r e n t
l s t e n i n

s o m e

due to poor
occu
e m o t i o n s ,

bariers
i n t e n e

These hude
tarmters
in
nternal

a t t e n t i o n
when your
toachee
sks youte get
not ypay to gawitho.
petmiwmi
backgroum allowed

piente anddo may

n o t he

result, you
class
abouta Asa
very
eited plenie
ou a r e
for the

called' Intarnh
parents
pour Issus.
Ietor eom other
internal
sone

state of
mindor
Example our
r e l a t e d to
which a r e

These types ofbarriers, c o n v e r s a t i o n may n o t

he

excitement of
dlsinterest, or
or
the toplc s e n d e r Is stating.
Fatigue, tired, the
excited,
be too attentlon
to what
may
lack of
receiver
the
Sometimes,

result in a
receiver. This may
interesting
for the
1.e.,
Poor listening shills belng given
by the speaker,
information

carefully to all the language.

listeners do not attend
intonation
and body
Poor
non-verbal signals, including
verbaland
both

Emotional barriers Communication. For

For
example
emotions
approprlately during
their the message corrert
it difficult to express h
understand
Some people find
cannot
angry reciplent
properly, and an frame of mind psychologien
person
cannot
communicate

and the recelver need to be in the right gicaly

both the sender
time of communication,

Differences in perception
and viewpoint
This causes communie
same way as the person
who is communicating. nuniat
not look at things the
The receiver may
recelver.
between the sender and the
because there is a disagreement
Prejudice or Bias

Blas against a particular person may lead to false assumptions and

miscommunication. For example, if you do not like somebody personaly, er
saying something in your favour, you may not believe him. The mistrustthat
nst that person has caused a barrier between the two of you.
Cultural differences
Social interaction varies in different cultures. What
may seem like an appropriate gesture
in one culture
might be inappropriate in another. For
considered a good
example, making eye contact is
communication technique in the U.S, but in most Asian
aking eye contact with a senior person is
considered to be countries,
EXTERNAL BARRIERS disrespectful.
External barriers occur due to
factors we have
different time zones and distance,
no control over and
faulty communication are outside rslie
our body
preventing us from observing
general experience that while non-verbal equipments, or technologies, and mind.bilities,and
what your friend is you are
talking communication are some of the physicaldisa
on a cell
Learning
trying to convey. These types of phone and the
signal is
causes for this typ fbarie

barriers are called weak, it ficult your

CempuerswitaKips a0 'External barriers. becomes di
 Noise and other distractions
These prevent the message from being heard correctly. One may miss an important part of
the communication and misunderstand due tothese barriers.
Physical barriers between communicators

Technological problems with equipment used for communication is a physical barrier. For example, weak signals or a
faulty handset may prevent proper contact and cause dissatisfaction and irritation among the people communicating

Additionally, the distance between the sender and receiver, or different time zones can also create problems in

communication.
Physical disabilities

Disabilities such as hearing problems or speech difficulties can become a barrier to

communication.
Physical barriers to non-verbal communication
You cannot see the non-verbal gestures, posture, and general body language when you
are making Pphone calls or sending text messages. Hence, they are less effective than face-to-face communication.

These barriers keep the message from getting through. One needs to find ways to overcome these bariers. Let us know
about the measures that can be taken to overcome these barriers in the next topic.

MEASURES TO OVERCOME THE BARRIERS OF COMMUNICATION

Barriers become a root cause for many problems as they can hamper productive and effective communication. This
might lead to poor relationships, loss of trust, misunderstanding, waste of time and energy, and other such undesirable
outcomes. It is essential to overcome these barriers to ensure smooth and effective communication.
oVERCOMING BARRIERS RELATED TO THE FORMATION OF THE MESSAGE
To overcome the barriers formed due to problems with the formation of the message, one should ensure proper
encoding of the message being conveyed before it is sent. Some ofthese include:

Keep it simple
Messages should be simple and appropriate to serve the purpose of communication. Communication must be clear and
precise to ensure better understanding. One must avoid using complicated terminology during a discussion.

Using correct language

By using the appropriate language, the sender can ensure that the receiver correctly interprets the meaning of the
message being conveyed. We could use interpreters and translators, or digital language translators when it comes to
communicating in unknown or lesser-known languages.

Using appropriate body language

The sender should use correct gestures, facial expressions, and body posture
while talking. The receiver should use non-verbal signs which includesmiling
making eye contact, nodding at appropriate times, and avoiding distractions.
These non-verbal cues convey the message that you are interested in what the

speaker has to sayand that your attention is fully invested.

Learning
Computerswith Kips31
 OVERCOMING INTERNAL BARRIERS
Internal barriers are caused due to one's state of mind and some inbuilt characteristics or
personality. Hence, one has to make a conscious effort to overcome them.

Be sensitive and empathetic

of mind, and be
The sender must make sure that the receiver is in the right frame
confident of having the attention and interest of the receiver.

Develop good listening skills

without making any distractions,
Giving proper attention without interrupting the sender and
Skills that lead to effective communication. Active listening
is a skill that can be acquired and dev essental li
are

leveloped
esea.

v
and patience. It means fully cor
This skill can be difficult to master and command, and
therefore, takes time
of the speaker. Active listening involves listenir
entratine
what is being said rather than just 'hearing' the message

senses.

Develop trust
errors.

Mutual trust between the sender and the

receiver helps in reducing perception

Keep your emotions in check

Being in a balanced frame of mind while communicating, helpsor

to create trust.
Ifa receiver

become defensive but

s
should not overreact
responds with criticism, the sender
as possible.
instead, considerthe feedbackas purposeful
Do not assume
is necessary to be open-minded
is communicating. It
should not be held against a person who
Assumptions
communicating.
Be unbiased and fair

o r be judgemental
about people when communicating.
Do not hold prejudices

Respect other cultures

cultures especially while communicating in a diftee
should be developed towards other
Sensitivity and understanding
culturalenvironment.

oVERCOMING EXTERNAL BARRIERS

which includes the ue
barriers requires a change in the environment we are communicating in,
Overcoming external
or facilities.
appropriate equipment
communication channels
Use proper
that yo hane
infrastructure and equipment prevents noise and other distractions. For example, ensure
Using proper
or the telephone line that you are using is in working condition.
pen while writing message,
a
good
Find alternate means of communication to overcome physiological problems
Physical disabilities should be taken into consideration and handled sensitively.
Appropriate means of communication such as sign language, written

communication, or hearing aids should be used in such situations.

Learning
Computerswith KIPS
Use emojis while texting
overcome some of the
to
(emojis) to express feelings during messaging helps
Use of emoticons
imitations of texting.

Seeking Feedback
communication barriers is
common and effective way to overcome all the different types of
One
communicator must be aware of
the communication
seeking feedback from the receiver. A skilled sent,
the perception of the message
barriers and try to reduce their impact by continually checking
was delivered as intended.
the receivers to give appropriate feedback to ensure that the message
and by encouraging
and
a clear, appropriate,
can be overcome by maintaining
Most of the personal, professional, and social problems effective
identify and avoid the barriers to
effort on our part to
unambiguous communication. All that is needed is some
better.
communication, to make our lives and the lives of those around us

obstacle that prevents the receiver from receivin8

Recap A communication barrier is an

and understanding the message that has been sent by a sender.

confusion and
If a message is not understood clearly, it may lead to communication gaps, causing

misunderstanding.
Barriers related to the message that is being communicated occur due to problems in the composition or

formation of the message itself.

The factors that cause barriers related to the message being conveyed include lengthy messages, language
problems, intonation isues, or the non-verbal communication used.
Internal barriers occur due to some inherent traits or the frame of mind of the communicators.
Factors responsible for internal barriers include intense emotions, poor listening skills, prejudice, different
viewpoints, or different cultural backgrounds.
External barriers occur due to factors we have no control over and are outside our body and mind.
Factors like noise, different time zones and distance, faulty communication equipments or technologies,
physical disabilities, and physical barriers preventing us from observing non-verbal communication are some
of the causes of external barriers.

ASSESSMENT TIME
A. Multiple Choice Questions:

1. The communicator must seek . .*********** to check that the message was clearly understood.
a. Communication b. Favour c. Barrier d. Feedback
The linguistic issues are als0 known as. SSues.
2.

a. Verbal c. Semantic

b. Eternal d. Non-verbal

3. Being in a. ******** *************

frame of mind while communicating, helps in building trust.

a. Balanced b. Anxious c. Unbalanced d. None of these

Learning
ComputerswithKIPs 33
 communication?
9 Why is it important to be sensitive during make sure that the
AnS
he sender must be empathetic towards
the receiver
and must
of the receiver.
and interest
ecelver
rer.

S
n
h
trame of mind, so as to ensure the attention

10. What would heip while communicatng in a foreign language

transilators when it comes to c
Ans: We could use interpreters and translators, or digital
unknown or lesser-known languages.
language
communi
D. Answer the Following Questions-(UNSOLVED)
barriers along with an.
1. What are communication barriers? Explain any two ofthecommunication
communication.
Internal barriers during
2. Explain any two factors responsible for causing

3. How can prejudice cause miscommunication?

Not being In the correct frame of mind has an adverse effect on communication. Explain the statem.
4
example.
What does active listening involve? How does one bring active listening into practice to
5. Over
communication barriers?

6. Why is it important to overcome communication barriers?

7. What care should be taken while giving feedback?

8. What measures should be taken to overcome barriers related to thee message that is being conveyed?

9.What is a common and effective way to overcome all communication barriers?

10. Write whether the following statements are true or false, by giving reasons for your answers:

a. One must use lengthy sentences while communicating.

b. Non-verbal communication is not necessary during a face-to-face communication.

c.Cultural differences may affectcommunication.

E. Application Based Questions-(UNSOLVED)

1. Your friend Uma is going to France for a month as part of a student exchange program. She knows
French but is not familiar with their cuiture. What are the things she should take care of while
with people there?
communi
2. Rahul has a habit of interrupting others when he is talking in a
group, due to this habit his friends get a
with him. Suggest the skils he should practice to become a
better listener to overcome this issue.
3. Manju has written a lengthy project report with
heavy vocabulary
which she is going to present in the school
on environmental degradation
assembly. Do you think she will be able to
students effectively? What problems will she face? communicate
4. Vikas always distracted when the teacher conducts
is
disappointed with his grades. What will be your advice to lessons. He performs poorty
him to
in
his
improve his performance?
Learming
Cagspuders wit
ACTIVIY ZONE For Better Concept Clarity
A. Carry out the following activity with the class:
Information Overload
Ask the class to form
groups of 4. Ask them to number themselves 1,2, 3 and 4
Number 1 in every group will be the doer. Number 2 to the left of
Number 1 will ask him a simple math
question.
Number 4 to the of number 1 will ask him
right a general
knowledge question.
Number 3, who is facing number 1, will do some funny action
(scratch his head, jump, clap, etc.).
All these communications
should happen at the same time.
Number 1 will have to respond to 2 and 4 and imitate
3, all at the
same time. Number 1,
thus, experiences a lot of distractions.
One student or teacher will act as the referee who will monitor the
activity, making sure that instructions are being foliowed.
When the referee claps, the
becomes 4.
students will switch roles. 2 becomes 1,3 becomes 2, 4 becomes 3, and 1

They will again do the same drill. When the referee

claps, they will again switch roles as expiained
above
This will continue until all four members have
played ail the four roles.
This is a fun activity which shows how difficult it is to communicate when there are too many distractions.
B. Make a poster with a mind map showing9 different types of communication barriers and measures to
overcome them.

C. Divide the students of the class into pairs. Each pair should sit on two
chairs, placed such that the
partners are sitting back-to-back. The first partner A will dictate a
route from his house to school while partner B draws the route on a
paper. A cannot look at B's map while dictating. After that, the partners
will switch roles-B dictates his route to school, and A draws. After
both have finished drawing the route, each partner will check the
routes outlined. This will show how well have they have been able to
communicate. It wil also highlight the importance of non-verbal
communication, since the partners cannot see each other while
communicating.

GROUP DISCUSSION
Conduct a group discussion In your class on the following topics:

1. The types of communication barriers each of you faces in your day-to-daylife

2. Problems arising due to communication barriers.

Measures to overcome these communication barriers.

3.

Learning
Computerswith Kips37
 COMMUNICATION
EFFECTIVE
SESSION 4:
e a t ieaders and weli anown personaliies around the word ike
Mahatma Gendhi er Pelson Mandela. Mr Narendra Mod.
Oroh ratrey. Matala Tourafrai, and others have been
peratonal because of thew elfective communication shils We
r e r e n c e d by various roke models, family and friernds, who
ae good at enpressing their thoughts and ideas.

or written information,
thoughts, or ideas to
create an
understanding h s
Lom Aetion of
is a transfer
spoken
transmitted content has ceived and under
been rece
d e e c e i v e Eective communication implies that the
what want to say, what yo
y the e e v e r in a manner that wos intended by the sender. It
also means that you

what the receiver ineterprets, is consistent.

Letus see an example of eftective communication.

up, he asked the priest what it mean:
A king once dreamt that his teeth had fallen off. After waking
one after the other" The e
see all your relatives die,
priest said, "The dream m e a n s you are going to
The advisor saic
his advisor the same question.
king benished the priest from the city and asked
relatives." The king was extremely piease
dream nveans have a long life and will outlive all your
you
Exampe
he showered rewards on the advisor.

before him, but the advisor was

thing; the king's relatives would die
-
a

Both the priest and advisor meant the same

better constructed, and he understood the mindser
eective cormmunicator since the message he conveyed
was

ceiver,ie, the king. This story dearty indicates the power of effectivecommunication.

GOALS OF EFFECTIVE COMMUNICATION

behaviour, and acquiring information are
Establishing trust and understanding, changing
interferes with communication and
the goas of effective communication. Anything that
communication can influence
makes it ineffective can be referred to as 'noise'. Ineffective
our interpretation of messeges and affect our relations with others.

FACTORS OF EFFECTIVE COMMUNICATION

Effective communication is about conveying a message by clearly interpreting the emotions along with the informa.
The effective c o m m u n i c a t i o n
consists of the following key factors:

cONTENT
Ths refers to the language that has been used in the message. We allinterpret the meaning ofwords differently
t.
even simpie messages can be misunderstood. Some words have different meanings depending onthe conte

may confuse at times. To make communication efective, construct proper sentences and use the right words.

PROCESSs
t reters to the way the message is delivered-the non-verbal elements in the speech like the tone of voice, i
ice,gesture

Learatng wae Kips38

Computera
language, and the state of mind can be identified during communication We often subconsciously trust the accuracy of
non verbel behaviours more than verbal epressions Only 7% interpretation of spoken communication comes from
wores alone, Ssa comes from body language. and 38% comes from intonation. Hence, eftective communication
happens ony when the verbai message is consistent with the tone and body language.

cONTENT

tt refers to the situation or environment in which the message is delivered, inciuding the physical environment (e g.
noisy or quiet room, mal, hospital, ete.). cuftural factors (e g. internationalcultures, organisational cuftures, etc.) and
developmental factors (e g. the age of the speaker and the receiver) Communication should be adapted as per the
context to make it impressive

You have read briefly about the 7C'sof effective communication in your previous class. Let us learn more about them.

THE 7C'SOF EFFECTIVE COMMUNICATION Clear

The 7C' aso known as the seven principles of communication, help us to
focus our thoughts and ideas for effective communication. These Ceu7tseo Cemise
principles serve as a checklist to communicate more effectively and are
applicable for both verbal as well as non verbal communication. During
7 C's
verbal face-to-face communication, tone and body language of the
Complete CemaenécBtkan Conerelie
communicator also help in conveying the message. However, in written
communication, one needs to be extra careful due to the absence of non-
verbal communication.
CecsR
The intormation being conveyed through communication should be:

CLBAR

Constructing the message is the first step in any communication. It must be as transparent as possible. Clarity is aso
about avoiding the use of complex words, sentences, and confusing language.

The message can be conveyed effectively if the sender has clarity in his thoughts.

The message should be easily understood by thee recetver; this will happen when the purpose of communication is
ciear
The message shouid have a singie goal and not a mixture ofideas
cONCISE

Conciseness reters to explaining things in a briet yet comprehensive manner. Adding unnecessary detais make our
communication ineffective The fewer the words, the more impressive and effective is the communication. Avoid fillers
ike 'sort of, 'hke', 'basicaity' to make the speech impressive

The message must be precise and tothe point

Short and brief messages should be used to maintain the recever's attention

ivery word used should be meaningtul and of interest to the receiver

CONCRETE
Concreteness reters to communication that is betievable and credible, in order to reate trust between the
communicators Concrete communication is being speciftc and ciear, rather than beirng vague and generai
Legrnng
mgersiKips
 e raramvew ; mimg
eimurate s r y o
o u d t e s u o o n a d y tacms and fig.rn to
ndermaie

citatis, sr rekargncas t e
some
case f awrien commr
eatim,
credibity
CORRECT
igtr , *4
Acturacy is an moortane elemare ofomenaen e i d s musE
age the nmind oi the recever

Correct g e e . v a m m a r , ratrulary, and seneence

consarcticn shoGbe ndto emre
e wrerg torrect soelling and punctuatisnhode aoea

The factsand figures used shouid be xcune

COHERENNT
A COherene message is logjca and makes sense to te recerver. Al sentercs in e t e n t n e i r a

to the main topic. Coherence deais witn the fiencyA mmaic

s

Ccinected and be relevant

the recever ot the message will lose tracad what ou want to comes

To esure that your communicatien is toheret

Check ifthe message organsed ogjcay has a snecth fow and a p r e t

sequence
Check that ru have nat tried to cwrer tn mary n t s arnd non devared
from the main tope.

COMPLETE

Acomplete message wt have sil the indormatan the recavvet reeds to know To ensure that a message s
essertial to think of the questions the reterver mge hare wen he receves the mevage The message a
these quetions

we must enmure that a reievart indermatien is urveyedthroru the message

should answerai the qeresnthe mind cf the recervertoottan a tetter rescoe and urderardr

Uwally in fomal comimunikation, the erder s an reqired to tumvey what action needs to be tahen
2sa resk f the vonersion,

coURTEOUs
The message shoid onery respect for the reCAver

The feelings and views of the recehver alorg with his hedee, arperenne, and age,
respect for the recerer
mus be consie

The recerver shouid be addressedi a friendiy and turtens mannet

try useng respecttus
One mst be senitnve to the wture atd backgound tf the
erms B
from dsterent ethruites
reerver, especially vhern tomu
6oy disegree witn ttie recerver, * s
evertial tor you to
understand and rescect his poirt of e t
Leraing
, Kips
 BENEFTS OF EFFECTIVE COMMUNICATION
There are various benefts of effective communication:

EHectve communication reduces misunderstanding and prevents us from overtooking importat information. This
saves time as situations can be understood accuratey it can aso protect pecple from embarrassment or

awrwardness because of wrong assumptions

Eftective communkation creates a comfortable enmironment, where
pecple of same or differenm genders, reigions, and cultural backgrounds,
who behave and think differentiy, can share their thoughts, feelingS, and
ideas: feel respected and understood so that they can work together to http://
resolve conficts and make decisions.
Efective communication allows the people invoved to build trust and remove any negatve emotions This results in
a desire to work towards a common goal.

Effective communication skills increase our self-respect because we can deliver our message confidently and receive
the outcome we have hoped for.

However, the most significant benefit of using effective communication techniques is that it improves ou
relationship with others.

fwe master these skils, they enable us to handle difficult situations easily, without creating confict or decreasing the
trust. Thus, the primary purpose of any communication is to express one's views in front of other peopie. At the same
time, t is essential to listen to others patiently and understand their perspective. Such a communication enables its
participants to reach a conclusion, and consequently pushes them on the path of mutual growth and success.

Recap Effective communication implies that the transmitted content has been receivecd
and understood by the receiver in a manner that was intended by the sender.

Effective communication also means that what you want to say, what you say, and what the receiver interprets is
consistent.

Establishing trust and understanding, changing behaviour, and acquiring information are the goals of effective
communication.
The three important points to be considered in communication are content, process, and context.

The principles of communication are based on the 7Cs-Clear, Concise, Concrete, Correct, Coherent, Complete,
and Courteous.

Effective communication reduces misunderstandings and prevents us from overiooking important information.

it allows the people involved to build trust and remove any negative emotions
Effective communication skills increase our self-confidence.

The nost significant benefit of using effective communication techniques is that it improves our relationship
with others.

Compaters
LearingK i p s
 s e q u e

proper

coherent: and a in topic.

Ans To ensure is fiow main

that your m u n i c a t t o n

has a
s1mooth

d e v i a t e d
from
the

logicelty,
not
and
Check Ifthe messag
o r g a n i s e d

g e
points
nmeny
too
c o v e r

Check thet you have not

rmessage

nat ere he charactersstics ofa complete

are:

S. h e characteristics of a compete message

information.

includeallthe
reievant
I t shouid recelver
?
mind of the communication

in the
shoud answer all the queries r e c e i v e r
ofa of view
with the h i s / h e r point
it
disagree respect
when you and
What should be yourresponse
understand
to
essential
for you
It is
the r e c e i v e r ,
disagree with
Cven
f you communication
skills
situations
easiy,
without crea
mastering
What are the advantages of handle
difficult
0. to
enable us
will
c o m m u n i c a t i o n
skills, they
S. ir we master

the trust.
conflict or decreasing
Questions-(UNSOLVEDD)

D. Answer the Following

communication?
factors of effective Explain.
1. What are the key should be
clear.
communication
the
conveyed through
2 The i n f o r m a t i o n being
communication?
achieve conciseness in
3. How does one
communication?
features of correct
What are the

the completeness
of a message?
taken to ensure
5. What care should be

of a message important?
6. Why Is the content
communication?
effective
7. What are the benefits of

communication?
8. What are the 7 C's of
communication.
of
9. Write in detail about any 3 principles

communication result in saving time?

10. How does effective

E. Application Based Questions-(UNSOLVED)

'Earth Day' to be displayed in the class. There
are a lot of spellin
1. Poonam has made a chart and a poster on
effective? What advice will you give her??
mistakes in both. Wil her communication be

India's Space Programs", for which he has collecte

2. Deepak has done a project on "Developments in
information from the books and the Internet. How can he make sure that his project report is concrete a
credible?
3.
3. Ateam of student delegates from your school is going to interact with a team of students and teachers fro
abroad. What are the important points they should keep in mind to ensure that their behaviour towards th
guest team is courteous?

Learning
Computers withKips4