Barriers of Communication in Business

Any organization can have serious problems due to a communication gap. These gaps are
formed by specific barriers which are thus the major causes of unsuccessful business
communication. Exchange of information over a long distance faces various challenges. In the
case of complex information, the potential barriers to business communication must be
overcome to achieve successful communication between two parties. Both the sender and the
receiver of communications must understand and gauge the potential threat to communication
and ensure that the barriers are overcome.
These potential barriers may be of two kinds:
✓ Barriers found within the receiver or the sender (internal influences)
✓ Barriers resulting from external influences.

Barriers caused by problems within the two parties (sender and receiver)

1. Distortion: It is imperative for the sender of a communication to ensure zero distortion caused by the
lack of clarity or incorrect framing of a message. Every communication must consider the
audience/reader first. Distortion may also occur when the recipient is not focusing on the information.
Due to poor reading/listening skills, a major error may occur in communication. The recipient therefore
must acknowledge fault and clarify any gap in communication.

2. Inadequate communication skills: A major communication barrier is created when the sender works
with incorrect or zero communication skills. Necessary communication skills are mandatory for effective
communication. Incorrect message, or wrong medium of communication, can negatively affect
communication.

3. Defective equipment: Both parties involved in communication must ensure proper functioning of the
device being used for communication. One must ensure that the phone is receiving a signal for an
effective call, that the fax machine has enough ink, or that the organization has an internet connection
for an email to be sent on time. These issues do not occur in direct/face-to-face communication.

4. Incorrect timing or place: The sender must be aware that a receiver may not be prepared to receive
information. It is imperative to understand what a suitable time could be to send a piece of information.
The lunch hour, or right before the receiver ends a day, is perhaps not the right time to communicate.
Again, for verbal communication, it is always preferred to find a quiet place where noise is not an
intrusion. The easiest way to ensure that the receiver can focus on the piece of information is to send it
in a written format. It enables the receiver to choose the time and place to read the information and
understand it, thereby leading to effective business communication.

5. Insufficient adjustment period: A receiver may require more time to respond to communication. The
absence of sufficient time to respond to a query or information may lead to a communication It may
happen that the receiver, in a rush, responds in affirmative and regrets the decision later. It is the
responsibility of the sender to understand such gaps caused by a rushed response and offer more time
to the receiver to react and respond to information.

6. Physical barriers: Physical barriers are major causes of disruption in open communication. Any object
that comes between the sender and the receiver of the communication is a physical barrier. Take for
example closed-door. A receiver inside a room with the door shut can make the sender less confident to
speak. Receivers hiding behind computer screens, stacks of paper, files or newspapers are not open to
communication, or that is how it is perceived by a sender.

7. Psychological noise: Psychological noise is not tangible. These are basically feelings and prejudices
that mar the sense of judgment or interpretation of a message. Let’s focus on the various psychological
noise: