BARRIERS TO COMMUNICATION AND MISCOMMUNICATION

Dr.Rachanaa Datey

For any kind of communication to be successful, it is essential that the receiver

attributes the same meaning to the message as intended by the sender of the
message. But all acts of communication are not perfect or successful. At times,
some meaning is lost as the message encounters various barriers along its
passage between the sender and the receiver. Such barriers may arise at any of
the stages through which a message passes during the process of
communication. This is also called miscommunication.

Some of the common problems that lead to the failure of communication are:
noise, cultural differences, complexity of subject matter, personal biases,
semantic problems, socio-psychological barriers, filtering, information
overload, poor retention, poor listening, goal conflicts, slanting, inferring, etc.
Barriers to communication can be classified as follows on the basis of the stage
of the communication process during which the problem/s arise:

1. Sender-oriented barriers: lack of planning, lack of clarity about the

purpose of communication, improper choice of words resulting in a badly
encoded message, difference in perception, wrong choice of the channel,
unjustified presumptions, etc.

2. Receiver-oriented barriers: poor listening, lack of interest, difference in

perception, biased attitude, etc.

3. Channel-oriented barriers: noise, wrong selection of medium, technical

defects in the address system or the medium of communication chosen by
the sender, time and distance, etc.

We may define communication as a psycho-semantic process. Therefore, the

barriers that affect the effectiveness of communication are mostly of social-
psychological-linguistic nature. These factors may act upon any or all of the
elements of the process of communication, that is, the sender or the receiver or
the channel. And a common barrier for both the sender and receiver can be the
absence of a common frame of reference which often leads to the breakdown of
communication in a specific situation.

A common frame of reference is the context in which communication takes

place. A well-defined context helps the sender and the receiver to comprehend
the content of the message in a similar way, with regard to its implications and
meaning. Many of the barriers listed above are easy to understand. But a few of
them may require a detailed explanation.

DIFFERENT TYPES OF BARRIERS

The various barriers to communication can be classified into the following

broad categories:

1) Semantic or language barriers,

2) Physical barriers,

3) Personal barriers,

4) Emotional or perceptional barriers,

5) Socio-psychological barriers,

6) Cultural barriers

7) Organizational barriers.

SEMANTIC/LANGUAGE BARRIERS

Semantics is the systematic study of the meaning of words. Thus, the semantic
barriers are barriers related to language. Such barriers are problems that arise
during the process of encoding and/or decoding the message into words and
ideas respectively. Both the oral and the written communication are based on
words/symbols which are ambiguous in nature. Words/ symbols may be used in
several ways and may have several meanings. Unless the receiver knows the
context, he may interpret the word/symbol according to his own level of
understanding and may thus misinterpret the message. The most common
semantic barriers are listed as under:

Misinterpretation of Words Semantic problems often arise because of the gap

between the meaning as intended by the sender and that as understood by the
receiver. This happens when the receiver does not assign the same meaning to
the word/symbol as the transmitter had intended. Words are capable of
expressing a variety of meanings depending upon their usage, i.e. in the context
in which they are used. The association between the word/symbol and the
meaning assigned to it is of arbitrary nature. For example, the word ‘yellow’
when used as an adjective can have multiple connotations depending upon its
usage. Words have two levels of meaning- literal (descriptive) and metaphorical
(qualitative). ‘Yellow’, besides being a primary colour, also stands for
‘freshness’, ‘beauty’, ‘sickness’, ‘decay’, etc. Hence, the receiver is free to
interpret it in any of these ways based on his own imagination and experience.
But for communication to be perfect, it is essential that he must assign to it the
same meaning which the sender had in his mind while encoding the message.
Therefore, there is always a possibility of misinterpretation of the messages.
Mostly, such problems arise when the sender does not use simple and clear
words that can convey the exact meaning to the receiver.

Use of Technical Language Technical or specialized language which is used by

people or professionals who work in the same field is known as jargon. Such
technical language can be a barrier to communication if the receiver of the
message is not familiar with it. For example, in the computer jargon, ‘to burn a
CD’ means ‘to copy the data on a CD’. To a layman, the word ‘burn’ may have
a very different connotation.
Ambiguity Ambiguity arises when the sender and the receiver of the message
attribute different meanings to the same words or use different words to convey
the same meaning. Sometimes, wrong and speculative assumptions also lead to
ambiguity. A sender often assumes that his audience would perceive the
situation as he does or have the same opinion about an issue or understand the
message as he understands it, and so on. All such assumptions may turn out to
be wrong and cause communication failure.

PHYSICAL/ENVIRONMENTAL BARRIERS

Physical barriers are those barriers which are caused due to some technical
defects in the media used for communication and/or due to certain disturbances
in the surrounding environment. Often, the term ‘noise’ is used as a blanket
term to refer to the physical barriers in general. But noise, in its literal sense, is
also one of the factors that give rise to the physical barriers during the process
communication. Besides noise, wrong selection of medium, lack of acoustics,
poor lighting, frequent movements of hands, fiddling with a pen, or even
serving of tea during an important conversation- all of these are also responsible
for creating physical barriers in the communication process.

Noise The first major barrier to communication is noise. Communication is

distorted by noise that crops up at the transmission level. The meaning
attributed to the word ‘noise’ in the field of Communication is derived from the
realm of Physics. In Physics, noise refers to “a disturbance, especially a random
and persistent disturbance, which obscures or reduces the clarity of a signal”.
The modern-day connotation of the word ‘noise’ is “irrelevant or meaningless
data” as is apparent from its usage in the field of Computer Science. For
example, the noise of the traffic around a school obstructs the smooth flow of
information between the teacher and the students. It makes oral communication
difficult. Similarly, poor signal or static while talking over the cell phone or
while using the public address system or while watching TV also distorts the
sound signals and disrupts communication. Bad weather conditions may also
sometimes interfere with the transmission of signals and may lead to breakdown
of the communication channels. As discussed above, noise is not only the
disruption of sound signals, but it also includes all the barriers that may arise at
any of the various stages of communication. In a broad sense, it denotes
semantic barriers, perceptional barriers as well as psychological barriers.

Time and Distance Time and distance also act as barriers to the smooth flow of
information. Today, because of technological advancements, we have faster
means of communication available to us and this in turn has made the world a
smaller place. But at times, these means of communication may not be easily
accessible because of unavailability or due to technical/technological problems.
This may lead not only to a physical but also a communication gap between the
transmitter and the receiver. Time differences between people living in two
different countries may affect communication between them. Even people
working in different shifts in the same organization may also face problems in
communicating effectively. Improper seating arrangement in a classroom or in a
conference hall may also act as a barrier to effective communication as it is
difficult to maintain eye contact with one’s audience. Thus, communication can
be successful only when the communicators manage to overcome the barriers
by minimizing the obstacles that crop up due to spatial and temporal factors.

Wrong Choice of Medium This can also create a barrier to effective

communication. For example, if an expert uses charts or graphs or PowerPoint
presentations to orient the illiterate workers or volunteers to a new method of
working, they are bound to be ill-equipped to infer any information or
instructions from such sophisticated presentations.

Surroundings Adverse weather conditions affect not only the means of

communication, but also have an impact on the sender and the receiver of the
message. When two people have to communicate with each other under extreme
weather conditions, whether too hot or too cold, their surroundings do have a
direct repercussion on the effectiveness of the exchange that takes place
between them. Thus, environmental factors determine people’s mood and also
influence their mental agility and thereby their capacity to communicate
effectively. Extreme heat and humidity make people either hyper or listless and
thus cause immense stress which in turn affects clear thinking and the attitude
of the communicator; whereas, extreme cold weather induces laziness and also
impedes the ability to think clearly and respond sharply, thereby causing
communication failure.

PERSONAL BARRIERS

Communication is interpersonal in nature. Thus, there are certain barriers that

are directly linked to the persons involved in the communication process, i.e.
the sender and the receiver, which influence the accurate transfer of the
message. These are called personal barriers. In any business organization, the
attitude of the superiors and the subordinates play a vital role in determining the
success of communication. If the superiors have a hostile attitude, then there are
chances that they may filter the information or manipulate the message,
sometimes intentionally, in order to achieve certain selfish motives. Many
superiors are not open to suggestions and feedback as they presume that their
subordinates are not capable of advising them. Also, they often tend to keep too
busy with work and do not pay much attention to communication. Due to this,
the downward flow of information within the organization is badly affected and
this in turn leads to poor performance. Besides, the superiors often exercise their
authority by insisting that the subordinates should approach them only through
proper formal channels of communication. If, under any circumstances, the
subordinates try to communicate to the superiors directly, then they may take
offense as they perceive such an attempt as a challenge to their position of
power. Such an attitude thus becomes a barrier to effective communication.
On the other hand, there are certain factors that influence the participation of the
subordinates in upward communication. Lack of confidence and fear are the
primary reasons why the subordinates fail to communicate openly and
comfortably with the superiors. If they feel that some information may, in some
way, harm their prospect/ interest in the organization, then they prefer to
conceal such information. In case, if that is not possible, then they filter the
information so that they cannot be held responsible for the same. Moreover,
when the superiors do not support the active involvement of the subordinates in
the functioning of the organization by encouraging them to exchange their ideas
and to give suggestions that would contribute to the success of the organization,
the subordinates become indifferent to such reciprocity and this creates a barrier
to upward communication. If the subordinates feel that their ideas and
suggestions are of no value to the superiors, then they do not feel motivated to
convey the same. Therefore, on the basis of the above discussion, we may
conclude that personal barriers have their origin in the attitude of the sender as
well as the receiver. Personal barriers often lead to distortion, filtering, and
omission of information and thus have an adverse effect on the fidelity of
communication.

EMOTIONAL OR PERCEPTIONAL BARRIERS

Emotional or perceptional barriers are closely associated with personal barriers.

Personal barriers arise from motives and attitudes (as seen above), whereas
emotional or perceptional barriers have an added dimension that includes
sentiments and emotions as well. If the receiver does not evaluate the
information with an open mind, i.e. objectively, his judgment/evaluation would
be colored by his biases and/or his emotions, thus inducing him to read too
much into a message. This would interfere with the exact transfer of
information and cause misinterpretation. Such a barrier may also emerge at the
time of encoding the message. Over-enthusiasm on the part of the sender may
lead him to invest his message with meaning/s which he may actually not have
intended to. Besides, too much aggression or passivity on the part of either the
sender or the receiver, while communicating, also has an adverse effect on the
success of communication. Also, too much of emotion thwarts reason and
sometimes, the communicator, blinded by his own sentiments, makes impulsive
judgments or illogical decisions. This also results in the breakdown of
communication.

Indolence, apathy, or the tendency to procrastinate, either on the part of the

sender or the receiver, also lead to withholding of important information thus
creating a barrier. Extreme emotions like euphoria, excitement, anger, stress,
depression, etc. also get in the way of effective communication. All these
factors may create biases in the mind of the sender and/or the receiver.
Therefore, the sender and the receiver may encode and decode the message
respectively as per their own perceptions, background, needs, experience, etc.
And this leads to a distinct kind of exchange of ideas and feedback as well.
They tend to obfuscate the reality and see what they want to see. This is also
one kind of filtering that takes place during the communication process.

SOCIO-PSYCHOLOGICAL BARRIERS

Socio-psychological barriers can also be considered as one of the offshoots of

the personal barriers, akin to the perceptional barriers. We need to study it as a
subcategory of personal barriers because a person’s attitude is shaped not only
by his instincts and emotions, but also by his approach towards and his
interaction with the people around him, and hence the need for this fine
distinction between the personal, the perceptional and the socio-psychological
barriers. To begin with, the consciousness of one’s position in an organization
has an effect on the two-way flow of communication. A vertical channel of
communication is present in every organization, but its efficacy is heavily
influenced by the relationship between the superiors and the subordinates.
Though many organizations are now becoming accustomed to the open door
policy, the psychological distance between the superiors and the subordinates
still prevails. Status consciousness is thus one of the major barriers to successful
communication.

Moreover, in a communication situation, the communicators have to deal with

two aspects of the reality- the one as they see it and the other as they perceive it.
The mind filters the message i.e. the words/symbols/signs and attributes
meaning to them, according to individual perception. Each individual has his
own distinctive filter, formed by his/her experiences, emotional makeup,
knowledge, and mindset which s/he has attained over a period of time. Because
of this difference in perceptions, different individuals respond to the same
word/symbol/sign based on their own understanding of the situation and ascribe
meaning to it on the basis of their unique filter. At times, his difference in
perception causes the communication gap, i.e. distortion, in the message. In
face-to-face communication, this gap can be easily eliminated as there is
immediate feedback. But in written communication, the semantic gap between
the intended meaning and the interpreted meaning remains unidentified, as the
feedback is delayed or sometimes there is no feedback at all.

Besides, a person with deeply ingrained prejudices is very difficult to

communicate with. He is not responsive to discussion or to new ideas,
information, viewpoints and opinions. He has a closed mind and tends to react
antagonistically, thus ruling out all possibility of communication. An
unreceptive mind can, hence, be a great barrier in communication. To overcome
this barrier, people should be receptive of new ideas and must learn to listen
considerately with an open mind. Also, sometimes the listener maybe too much
in awe of or may completely distrust the speaker. In both these situations, the
chances of success of the communication are very less. Furthermore,
information overload leads to poor retention and causes information loss. So,
whenever there is some important information to be conveyed, the
communicators must use the written channel of communication.

On the basis of the above discussion, we may thus conclude that the socio-
psychological factors do have a profound impact on the effectiveness of
communication.

CULTURAL BARRIERS

Culture is “the totality of socially transmitted behavior patterns, arts, beliefs,

institutions, and all other products of human work and thought. Culture is
learned and shared within social groups and is transmitted by non-genetic
means.” (American Heritage Dictionary, 2005) From this definition, we can
infer that culture is the sum total of ideas, customs, arts, rituals, skills, etc. of a
group of people which is handed down from generation to generation. Simply
put, culture is “the shared ways in which groups of people understand and
interpret the world.” (F. Trompenaars, Riding the Waves of Culture:
Understanding Diversity in Global Business; 1994) Each group, categorized on
the basis of nationality, ethnicity, race, religion, etc. has its own distinctive
culture. Thus, there are varied subcultures that exist within a major culture.
Such immense cultural diversity plays a very crucial role in communication as it
has an extensive influence on both verbal and non-verbal communication and
may therefore create barriers to effective communication.

MECHANICAL BARRIERS

Mechanical communication barriers are technical sources of interference in the

communication process. A mechanical barrier stems from a problem in
machinery or instruments used to transmit the message. This is not limited to
media forms such as radio and television; it also includes machines used by
those with hearing or speech impairments. Examples of mechanical
communication barriers are noisy communication machines or instruments,
absence of means of communication instruments, transmission interruption and
power failure.

Noise

Mechanical instruments and machines require constant maintenance. Over time

and with regular use, their ability to properly function breaks down. Noisy
reception interferes with their use as communication tools. Defects in the
machinery may also cause noise that creates a mechanical communication
barrier.

Transmission Interruption

There are many forms of transmitted communication, email, fax machines,

pagers, cell phones, citizen band radios, single sideband radio, VHF radios and
satellite communication. All of these operate by receiving a transmitted signal.
If for any reason, there is an interruption in receiving the signal. there is also an
interruption in the service. The duration and frequency of interruptions are
based on the source of the signal. These interruptions are mechanical
communication barriers.

Absence of Means

Often poverty causes an absence of means to vital instruments and machines

used as tools in communication. Sometimes these tools are for mass
communication, such as televisions, radios, and telephones. Other times these
tools are used for personal communication, such as hearing aids, amplifiers,
signaling devices, Braille and special needs telephones, magnifiers, and TTY
(Text Telephone) or TDD (Telecommunication Device for the Deaf) machines.
Without these tools there is a mechanical communication barrier.

Power Failure
Electrically generated devices used in communication are only useful tools if
there is a steady source of power. Western countries often take electricity for
granted. Isolated locations and underdeveloped countries may depend on
electricity that is generated by a single source. Power failures may mean a
longer period without communication in areas such as these. Any power failure
may cause a mechanical communication barrier.

Few more Common Communication Barriers And ways To Overcome

Them

The first step in resolving communication issues is to find the barriers to

communication. Knowing the obstacles will allow you to find the root cause of
most problems and deal with them more effectively. Some of the commonly
encountered communication barriers are:

 Stress

 Attitude

 Language barriers

 Excessive Information

 Abbreviations and acronyms

 Cultural differences

 Geographical barriers

Stress

In any interpersonal interaction, the speakers' emotional states dictate how the

conversation will continue. For example, if someone is stressed or anxious, they
may get distracted easily. If someone is worried about personal problems, they
might not be able to concentrate on your message. Anger also causes people to
misinterpret one another and regret the consequences later.
In addition to the state of mind, the personality of a person also changes the
effectiveness of communication. For example, a shy person is often intimidated
by the prospect of saying something important to avoid being hurt or to prevent
themselves from hurting someone else. Similarly, assertive people can often
appear dominant.

Modifying your approach in these situations can change the conversation into a
more positive experience. It requires tolerance and compassion to talk with
people under stress. Here's what you can do to ease the tension:

1. Listen to what the other person says carefully and understand it instead of
just hearing them.

2. Avoid distracting yourself.

3. Avoid interrupting that person unnecessarily.

4. Provide visible cues, make eye contact and nod when appropriate to
indicate your involvement.

5. If the other person interrupts you, use a polite but assertive tone to stop
them. Mention the reason why they must hear what you have to say.

This approach reduces negative emotions, and the person you interact with is
likely to become more receptive to your message. It's a successful method
employed by leadership in workplaces to manage people effectively. You can
use this technique outside the workplace, too.

Attitude

Attitude is another prime example of a barrier to communication. The

perspective of a person in a conversation depends on their opinions, conflicts,
motivations and prejudices. It also depends on your interpersonal relationship.
For example, people may have strong opinions on some issues or behave with
prejudice, which causes disagreements. These disagreements can aggravate
people and become conflicts if not resolved quickly.

A positive attitude also depends on motivation. A highly motivated individual

can be more positive in a conversation and give enhanced results. Someone with
low enthusiasm is less likely to listen to other people, resulting in decreased
productivity and difficulties in training.

However, there is a way to change this attitude:

1. Acknowledge the opinion of the other person, even if your opinion is

different, to prevent that disagreement from becoming a conflict.

2. When dealing with people who are prejudiced, you must discard any bias
of your own. This gives the other person a reason to leave their
preconceived notions behind. Reaching out to find the root cause of their
perceived bias will make it easier for that person to work with you.

3. Increase motivation among your colleagues or trainees by appreciating an

excellent performance. Avoid blaming or shaming people for mistakes.
Instead, show them how to avoid those errors. Creating an atmosphere of
support will ensure that people notice your knowledge, which will
encourage them to listen to you of their own accord.

Language barriers

Language plays a critical role in any conversation. If you're fluent in a language

and the other person is not, the use of unknown words or phrases can lead to
confusion and misunderstanding. The tone and pace of your speech can also
affect that person's ability to understand you. Speaking too fast with an
inaudible or muffled voice will result in repeated questions or loss of interest.
When you are in charge of training new people on account of your specialised
knowledge, this distorted speech can make it challenging to explain complicated
concepts. These problems prevent some talented individuals from performing to
the best of their ability.

You need to think from the listeners' viewpoint to understand why they have
problems in understanding what you speak. Here are some additional tips to
solve this problem:

1. Use simple language with an informal tone.

2. Make complicated concepts easy to understand. Start with the basics and
check for gaps in knowledge along the way.

3. Break down detailed ideas into manageable sections of information.

4. Use examples or demonstrations to put the information in context.

5. Speak clearly and with a steady, slow pace.

6. Make sure to follow up and confirm if your target audience has

understood the message clearly.

Excessive information

When you possess specialised knowledge, it can be tempting to demonstrate as

much of it as possible. Providing too much information is a common pitfall in
pitch meetings, presentations or customer-facing roles. It leads to disorientation
and loss of interest.

Use the following tips to improve your judgment in offering the right amount of
information:

1. At first, provide only the required amount of data to gauge the level of
comprehension among your listeners. Provide additional information
when they raise questions or don't understand something.
 2. When you are giving presentations, use bullet points and graphics instead
of typing large blocks of text. Then expand on those bullet points verbally
to keep engagement levels high and to keep the attention of your audience
focused on you.

3. Reserve some time for questions at the end of your presentation or pitch.
You can use this time to provide any extra details which add value to
your efforts.

4. When showcasing a product to customers, highlight the characteristics

that make the product stand out. If they ask more questions, you can
provide the relevant information and keep them interested enough to
convert them into leads.

Abbreviations and acronyms

Short forms and jargon are useful in shortening sentences and conversations.
Usually, most people learn these technical terms during their education in a
particular industry or from their professional experience.

However, people who are switching careers often experience difficulty in

understanding or memorising the terminology of the target sector. For instance,
a mechanical engineer transitioning into sales may find the terms CRM and
ERP confusing. Experienced professionals working in the sales industry know
that CRM means Customer Relationship Management and ERP means
Enterprise Resource Planning, as well as the difference between the two.

Explaining such complicated jargon in your conversations allows new

colleagues to get accustomed to the way of communication in your sector,
increases their participation and makes them feel more included.

Cultural differences
Communication and interaction vary significantly among different cultures.
Cultural background dictates accent, tone and style of speech in addition to the
gestures and body movements in day-to-day interaction.

For example, many colleagues call each other on a first-name basis in the west.
However, in some countries, colleagues still address people in higher positions
with the title ‘sir' as a sign of respect and authority. When a crossover happens,
some people in senior roles might feel awkward when addressed in such a
manner. Conversely, some of them may feel insulted when a colleague calls
them using their first name.

You can avoid such instances by knowing the internal working ethic of an
organisation before starting work. If that's not possible, you can observe how
people behave around each other and adapt your behaviour accordingly over
time.

Geographical barriers

Communication barriers are not always rooted in physical interaction. In a

global workplace, people connect with their coworkers through technological
means such as phones, email and social media. This indirect form of
communication gives you more control over your thoughts and words.
However, you cannot use facial expressions or gestures to express your ideas
effectively unless you are in a video conference.

In this situation, use your etiquette and take time to express your thoughts
concisely. When accessing text-based channels, you can reword your content,
include appropriate greetings and direct the flow to maximise the impact of your
message. If you are on the phone, you need to account for connectivity issues
which force you to speak with a louder volume and at a slower pace.

Individual Barriers to Communication

Effective communication in the workplace is one of the foundations of efficient
teamwork and accurate results. However, there are a number of barriers to
communication that employees experience on an individual level, whether it has
to do with perceptions of their own skills and abilities or a reaction to the
personalities and values of those around them.

Language

There are obvious difficulties when communicating with someone of a different

nationality who does not have a good grasp of the common language spoken in
the workplace. Overcoming this can be difficult and often affected through the
use of drawings or signing. It is the responsibility of employers to hire workers
who have a high level of linguistic ability.

Religion

Different religions hold different beliefs, and these can often clash in a
workplace environment, as two colleagues with opposing views descend into
debate and argument. This can negatively affect your ability to communicate
with the person you are in conflict with, as you may distance yourself from him
in order to avoid confrontation.

Ethnicity

Some people are, unfortunately, racist, and this can affect the way they
communicate with colleagues who are of a different ethnic origin. However, a
more common barrier to communication originates from the different cultures
that ethnic colleagues bring. This can separate them from the rest of the team, as
co-workers may struggle to forge a working and personal relationship due to a
lack of understanding regarding these cultures.

Authority
Some employees, no matter where they sit in the hierarchy, will be unwilling to
speak to their superiors. This is often through fear of being dismissed or
patronized, the unfortunate result of a poor manager who does not create a
culture of being approachable. This fear can prevent initiative from being
displayed in the form of creative and interesting suggestions on how to improve
business procedures.

Ability

Some workers may feel inadequate enough to prevent them from voicing
opinions and providing feedback. They may also feel that they do not have the
ability to communicate their feelings and thoughts in a coherent manner, and
this prevents them from conveying them at all.

Emotion

This barrier relates to an individual's state of mind when she is communicating.

If you are in a bad mood, your communication skills are compromised, and you
may be unable or unwilling to respond to a colleague or manager in an effective
manner.

Few more are

 Generation gap
 Understanding Level/Reputation
 Fear of judgement
 Confidence Level
 Tone/Voice /Pitch
 Individual Perception
 Knowledge/ Content