Barriers to

Communication
Vuyani Mkololo
Communication problems

• Noise is defined as any unplanned interference in the

communication environment, which affects the transmission of the
message.
• Noise can be classified as channel and semantic.
• Channel noise – any interference in the mechanics of the medium
used to send a message.
• Semantic noise – the connotative meaning a word may have that
the sender associates with the word, either positive or negative.
Steps to solving communication problems

1. Identify the problem

2. Find out what caused the problem.
3. Explore possible solutions.
Classification of barriers

Barriers prevent effective communication as they only allow part of

the message to be delivered/understood.
Three types of barriers exist:
1. Intrapersonal
2. Interpersonal
3. Organisational
Intrapersonal barriers

• NB to know is that all people are unique.

• Each of us has our own perceptions, values, experiences, culture
and education.
• Each person will interpret information differently as our thinking
varies.
• Most common intrapersonal barriers are: wrong assumptions,
varied perceptions, mindset, frame of reference, differing
backgrounds, wrong inferences, blocked categories and categorical
thinking.
Wrong assumptions

• Wrong assumptions are made as the sender or the receiver does

not have adequate knowledge of the other person’s background.
Varied perceptions

• People in the same organization may interpret

information/message differently from one another.
• This all depends on their level of thinking as well as their ability to
understand texts.
• The best way to overcome his barrier is to step back and take a
wider, unbiased perspective of the issue.
Mindset

• Mindset refers to a person’s mental attitude towards something that

determines how he/she interprets and responds to different situations.
• A person with an open mindset will be open to growth and change and will
likely respond positively towards new suggestions or suggestions.
• A person who has a fixed/closed mindset is less likely to accept new
suggestions/change.
• Present your arguments clearly and briefly.
• Listen to the feedback provided to your suggestions and ideas.
• The more you repeat your argument while adding solid proof and
substantial evidence, the more convincing it will become.
Frame of reference

• Refers to a person’s life experiences and how they influence

interpretations of verbal and non – verbal communication.
• Combination of past experiences and future expectations.
• Two people may hear the same word correctly but each one will
interpret it differently based on own perception and past
experience.
Differing backgrounds

• Know the background of the audience.

• Construct your message according to the background of the
audience.
• Backgrounds differ in terms of culture, religion, education,
financial status and environment.
Tips on effective writing or speaking

• Think of your audience. How well do you understand their language

and how much do they know about your logic?
• Select your words with care, especially technical terms.
• Try to explain difficult words as best you can.
• Do not over simplify your language. This can put your audience off
and you can be accused of unprofessional conduct.
• Ask your audience for feedback to ensure the message is understood.
• Never use words merely to impress even if you have an extensive
vocabulary. Rather use language as clear as possible.
Blocked categories

• We tend to react positively to information only when it is in line

with our own views and attitudes.
• We reject a message or new information when it differs from our
habits, beliefs, views and even opinions.
• Rejection, distortion and avoidance are three common and
undesirable negative reactions to unfavorable information.
• One example is the rapid development of communication. Many
people are not able to adapt to the changing world of
communication and in reaction, they reject and criticize this
change.
Categorical thinking

• People who feel that they “know it all” are called pansophists.
• These type of people feel they know everything there is to know
about a particular subject.
• They refuse to accept new suggestions or innovations as they
believe it is not necessary as they already know all about the topic.
• People who work like this are not open to development and will not
be able to adapt easily.
• They will use words such as; all, always, everybody, everything,
every time and even opposites such as never, , nobody and nothing.
Good communicators should

• Be non–judgemental
• Be empathetic
• Not assume anything
• Stick to the subject
• Listen, and above all, paraphrase
Interpersonal Barriers

• Intrapersonal barriers stem from a person’s habits or attitudes.

• Interpersonal barriers occur due to the inappropriate transaction
of words between two or more people.
• Two broad categories into which these barriers can be classified:
• Inefficient communication skills and
• Negative aspect nurturing, which refers to a situation in which
only negative tendencies are nurtured by people and the effect
this has on other people. Negativity and the formulation of
negative thoughts will then be the result.
Limited vocabulary

• Inadequate vocabulary can be a major hindrance in communication.

• Searching for the correct word to describe an action or situation
can sometimes be time consuming and may result in people
questioning your credibility.
• During a speech, for example, when you are at a loss for words, the
communication process will be interrupted and will not be as
effective as you had hoped it to be.
• Having a wide vocabulary is of no use if the communicator does not
know how to use it.
Incompatibility of verbal and non –verbal
messages

• The words you utter and your facial expression differ from one
another.
• Say what you mean and mean what you say is an old English saying
that applies to this instance.
• Maintain your composure.
• Be on the lookout for non – verbal cues during communication.
• You may find it easier to understand a message by looking at the
non – verbal signs of a person during communication.
Emotional outburst

• Losing your temper during conversation/presentation.

• Emotions are an integral part of our being, whether in business or in
personal encounters.
• By sharpening self – awareness, intuition, and empathy, emotions can help
in developing an environment that is highly conducive to communication.
• A negative reaction may be seen as hostile or even defensive.
• Hostility can be considered as a move to counter attack the threat,
whereas defensiveness is resistance to it.
• Negative reactions are results the speaker detecting a threat.
• It is NB to maintain your composure in all kinds of communication.
Communication selectivity

• When the receiver in a communication process pays attention only

to a part of the message, he/she is imposing a barrier known as
communication selectivity.
• This happens because the person is interested only in that part of
the message.
• Communication selectivity may act as a barrier in written forms of
communication as well.
• When you read any document , if you read only the parts you
consider useful, you are imposing this barrier on yourself.
Poor listening skills

• This is a common obstacle to communication.

• Listening and hearing are not the same.
• Hearing is a passive exercise while listening requires careful
attention and accurate decoding of the signals received from the
speaker.
• Misunderstandings and conflict situations may be avoided if people
listen to the message with attention.
• Common causes to people not listening can be emotional
disturbances, indifference, aggression, and wandering attention.
Organisational barriers

• Communication barriers exist within entire organisations as well.

• Every organization has its own communication techniques while each technique
nurtures its own communication climate.
• In large organisations the flow of information is downward so feedback is not
always guaranteed.
• Organisations with a flat structure tend to have an intricately knit
communication network.
• All organisations have communication policies that describe the protocol to be
followed.
• Main organizational barriers are: too many transfer stations, negative tendencies,
information overload, fear of superiors, and use of inappropriate media.
Too many transfer stations

• The more links there are in a communication chain, the greater

the chances of miscommunication.
• The more people are involved during the communication process
the greater the chances are of misunderstandings taking place.
• Having too many transfer stations is always an obstacle to
effective communication and should be avoided.
Fear of superiors

• Fear or awe of superiors prevent subordinates from speaking

frankly.
• Supervisors need to create an open environment so subordinates
may feel safe and free to express themselves within reasonable
limits.
• Subordinates either avoid talking to their bosses or they clutter
their bosses with too much conversation and information.
• In terms of writing, reports and other formal writing aspects may be
over cluttered and it will cost the employer lots of time to work
through as there will be too much unnecessary detail.
Negative tendencies

• Many organisations create work groups either for work purposes or

recreational purposes.
• Members from different groups may have conflicting views and
opinions.
• This will create tension and may have a negative impact on the
communication process.
Use of inappropriate media

• The following media is commonly used in organisations:

• Telephones
• Facsimile machines
• Boards
• Email
• Films and slides
• Presentations
• Video conferencing
Use of inappropriate media

• When choosing the medium for a particular occasion, the

advantages and disadvantages as well as potential barriers to
communication must be considered.
• Consider the following factors:
• Time
• Type of message
• Cost
• Intended audience
Information overload

• This is one of the major problems that organisations face today as there is such a
vast amount of information available and the human brain sometimes fail to
grasp it all.
• Usual results of information overload are:
• Fatigue
• Disinterest
• Boredom
• Further communication is not possible under these circumstances
• Quality of information is much more NB than quantity as less important detail
may get mixed up with important facts or statistics and then the receiver ignores
them.
Tips on effective communication

• Always keep the receiver in mind

• Create an open communication environment
• Avoid having too many transfer stations (people to relay the message)
• Do not communicate when you are upset or not in control of your
emotions
• Be aware of diversity in culture, language and so on
• Use appropriate non – verbal cues
• Select the most suitable medium
• Analyse the feedback
Let’s hear your feedback!

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