Barriers to communicationBarriers to communication

The word “barriers” means hindrances or The word “barriers” means hindrances or hurdles or difficulties or problems.hurdles or difficulties or problems.

Barriers are hurdles or problems on the way Barriers are hurdles or problems on the way which adversely affect the transmission of which adversely affect the transmission of information from sender to the receiver.information from sender to the receiver.

Barriers tend to distort the message and create Barriers tend to distort the message and create friction (roughness) among the organizational friction (roughness) among the organizational members and also adversely affect the morale of members and also adversely affect the morale of the employees as well as injurious to team work.the employees as well as injurious to team work.

The main barriers areThe main barriers are

I.I. Organizational barriers Organizational barriers II.II. Semantic barriersSemantic barriersIII.III. Personal barriersPersonal barriersIV.IV. Psychological barriersPsychological barriers

I.I. Organizational barriersOrganizational barriersThese barriers arise when duties and line These barriers arise when duties and line

of authority are not clearly defined.of authority are not clearly defined.They may arise on account of They may arise on account of Distance communicationDistance communication More layers of communication More layers of communication Lack of instructionLack of instruction Heavy communication load, etc.Heavy communication load, etc.

Types of organizational barriersTypes of organizational barriers

a.a. PolicyPolicyb.b. Rules and regulationsRules and regulationsc.c. Status and positionStatus and positiond.d. Complex organizationComplex organizatione.e. FacilitiesFacilities

a. Policy a. Policy Broad objectives and policies are laid Broad objectives and policies are laid

down by the top management.down by the top management.They are the broad guideline for everyone They are the broad guideline for everyone

in the organization to follow.in the organization to follow.Policy is generally in writing. If the policy is Policy is generally in writing. If the policy is

not supporting in the free flow of not supporting in the free flow of communication vertically and horizontally, communication vertically and horizontally, it acts as a hurdle in the smooth flow of it acts as a hurdle in the smooth flow of communication. communication.

b. Rules and regulations b. Rules and regulations Rules are so rigid (strict) and formal that Rules are so rigid (strict) and formal that

they restrict the free flow of they restrict the free flow of communication and results in delay in communication and results in delay in decision making processes and actions.decision making processes and actions.

c. Status and positionc. Status and position In managerial two way communication, In managerial two way communication,

status and position block the flow of status and position block the flow of communication particularly in upward communication particularly in upward flow.flow.

The reasons are:The reasons are:a.a. Non listening attitude of the superior.Non listening attitude of the superior.b.b. Non answering and interpreting as well Non answering and interpreting as well

as withholding information.as withholding information.

The superior subordinate relationship and The superior subordinate relationship and interaction is not always smooth. This acts interaction is not always smooth. This acts as a powerful barrier.as a powerful barrier.

d. Complex organizationd. Complex organization Complexity in organization structure is a Complexity in organization structure is a

serious problem in the smooth flow of serious problem in the smooth flow of communication.communication.

It involvesIt involvesa.a. Many layers of supervisionMany layers of supervisionb.b. Long distanceLong distancec.c. More linesMore linesd.d. Communication gapCommunication gape.e. Organizational distance between the workers Organizational distance between the workers

and the top management.and the top management.

e. Facilities e. Facilities Organizational facilities are indispensable Organizational facilities are indispensable

(essential) for the smooth, proper and (essential) for the smooth, proper and timely flow of communication.timely flow of communication.

Facilities like typing tool, media, Facilities like typing tool, media, mechanical instruments, communication mechanical instruments, communication carriers, costs, etc.carriers, costs, etc.

The purpose of the communication is The purpose of the communication is defeated if minimum facilities for defeated if minimum facilities for transmitting messages are not provided.transmitting messages are not provided.

II.II. Semantic barriers Semantic barriers Problems of language are called “semantic Problems of language are called “semantic

barriers”.barriers”.Linguistic barriers are present both in oral Linguistic barriers are present both in oral

and written communication.and written communication.Different individuals may have different Different individuals may have different

educational and literacy background.educational and literacy background. It is always a problem in communication It is always a problem in communication

between supervisors, executives, skilled, between supervisors, executives, skilled, semi-skilled, unskilled foreman, etc.semi-skilled, unskilled foreman, etc.

Perception (observation) capacity differs Perception (observation) capacity differs from person to person.from person to person.

A message may give a variety of A message may give a variety of meanings to different people according to meanings to different people according to their perceptual level.their perceptual level.

Types of semantic barriers Types of semantic barriers

a.a. Badly expressed messageBadly expressed messageb.b. Faulty translationsFaulty translationsc.c. Unclarified assumptionsUnclarified assumptionsd.d. Jargon languageJargon language

a. Badly expressed messagea. Badly expressed message The basic essential of an effective The basic essential of an effective

communication is clarity and precision communication is clarity and precision (accuracy).(accuracy).

The absence of clarity and precision in the The absence of clarity and precision in the subject matter of communication results in a subject matter of communication results in a badly expressed message.badly expressed message.

The common causes for lack of clarity and The common causes for lack of clarity and precision are using unfamiliar words and precision are using unfamiliar words and complex words, jargon, using superfluous words, complex words, jargon, using superfluous words, etc.etc.

b. Faulty translations:b. Faulty translations: The message is always an abstract (conceptual) The message is always an abstract (conceptual)

and intangible requires to use certain symbols.and intangible requires to use certain symbols. Encoding process translates ideas, facts, Encoding process translates ideas, facts,

opinions, feelings into words symbols, action, opinions, feelings into words symbols, action, pictures and audio-visual media.pictures and audio-visual media.

Every communicator receives various types of Every communicator receives various types of communication from superiors, peers, communication from superiors, peers, subordinates and translate the information to subordinates and translate the information to subordinates, peers, and superiors into a subordinates, peers, and superiors into a language suitable to each.language suitable to each.

Hence, the message should be encoded Hence, the message should be encoded into a set of symbols or words into a set of symbols or words understandable to each.understandable to each.

So, faulty translation is a barrier, in a way So, faulty translation is a barrier, in a way to effective communication.to effective communication.

c. Unclarified assumptionsc. Unclarified assumptionsAssumptions and propositions are bound Assumptions and propositions are bound

to be there in message transmission.to be there in message transmission.Certain implied things cannot be Certain implied things cannot be

interpreted by the receiver correctly. interpreted by the receiver correctly. Even though a message is specific, the Even though a message is specific, the unclarified assumptions may not be clear unclarified assumptions may not be clear to the receiver. It may lead to delay in to the receiver. It may lead to delay in decision-making, loss of goodwill and decision-making, loss of goodwill and taking no action.taking no action.

d. Jargon languaged. Jargon languageJargon is a language which is special to Jargon is a language which is special to

science, technology, law, commerce, etc.science, technology, law, commerce, etc.Special and technical personnel often use Special and technical personnel often use

technical language of their own.technical language of their own.This leads to isolation (separation) and This leads to isolation (separation) and

limited communication and acts as a limited communication and acts as a communication barrier.communication barrier.

Jargon is the language used by people Jargon is the language used by people who work in a particular area or who have who work in a particular area or who have a common interest: lawyers, computer a common interest: lawyers, computer programmers, etc.programmers, etc.

All have specialized terms and All have specialized terms and expressions that they use, many of which expressions that they use, many of which may not be comprehensible to the may not be comprehensible to the outsider.outsider.

Eg: Ad Advert = AdvertisementEg: Ad Advert = Advertisement Eg: Flu = InfluenzaEg: Flu = InfluenzaLaser is an Laser is an acronymacronym of of LLight ight AAmplification mplification

by by SStimulated timulated EEmission of mission of RRadiation.adiation.

C. Personal barriersC. Personal barriers

1.1. Barriers to superiorsBarriers to superiors2.2. Barriers in subordinatesBarriers in subordinates

1. Barriers to superiors1. Barriers to superiorsOrganizational structure creates a number Organizational structure creates a number

of status and position levels. They may of status and position levels. They may create hurdles in a two-way create hurdles in a two-way communication.communication.

The superior and subordinate relationship The superior and subordinate relationship in the formal organization structure restrict in the formal organization structure restrict the free flow of information and exchange the free flow of information and exchange of ideas, suggestions and questions.of ideas, suggestions and questions.

There are officers or executives who always try There are officers or executives who always try to maintain distance and status with the to maintain distance and status with the subordinates.subordinates.

Superiors may reluctant (unwilling) to listen to Superiors may reluctant (unwilling) to listen to their subordinates, admit errors, etc. as they their subordinates, admit errors, etc. as they may reflect adversely on their ability and may reflect adversely on their ability and intelligence.intelligence.

Their hierarchical status and position and Their hierarchical status and position and relationship with subordinates acts as barriers to relationship with subordinates acts as barriers to effective communication.effective communication.

The following are the various waysThe following are the various ways Regard and attitudeRegard and attitude To maintain authorityTo maintain authority Self-satisfactionSelf-satisfaction Principle of proper channelPrinciple of proper channel PrejudicePrejudice DistrustDistrust ‘‘yes’ superiorsyes’ superiors ComplexComplex Lack of timeLack of time Message overloadMessage overload

Regard and attitudeRegard and attitudeThe regards and attitudes of the superiors The regards and attitudes of the superiors

towards subordinates in connection with towards subordinates in connection with oral communication may adversely affect oral communication may adversely affect the flow of message both in vertical and the flow of message both in vertical and horizontal directions.horizontal directions.

It adversely affects in the case of oral It adversely affects in the case of oral communication.communication.

Non listening attitude of the superiors, Non listening attitude of the superiors, desire to keep or withhold message, etc.desire to keep or withhold message, etc.

To maintain authorityTo maintain authorityManagers underrate the understanding Managers underrate the understanding

and intelligence of the subordinates.and intelligence of the subordinates.They often withholding information partly They often withholding information partly

or wholly coming down the line or or wholly coming down the line or downward communication.downward communication.

Self satisfaction Self satisfaction Seniors often resist the smooth flow of Seniors often resist the smooth flow of

messages.messages.They withhold information and make the They withhold information and make the

subordinates to move round the subordinates to move round the information and derive satisfaction out of information and derive satisfaction out of it.it.

Principle of proper channelPrinciple of proper channel ““through proper channel” the essence of through proper channel” the essence of

formal communication.formal communication. It implies that all communications should It implies that all communications should

flow through the line superior.flow through the line superior.Sometimes, in order to avoid delay, Sometimes, in order to avoid delay,

communication may directly be sent to the communication may directly be sent to the concerned but superiors treat this as concerned but superiors treat this as overlooking them.overlooking them.

Prejudice (discrimination, Prejudice (discrimination, favoritism)favoritism)

Prejudice is a serious problem and a Prejudice is a serious problem and a barrier.barrier.

Prejudice creates a barrier for a proper Prejudice creates a barrier for a proper understanding in the organization.understanding in the organization.

Distrust (doubt)Distrust (doubt)Superiors often screen or filter the Superiors often screen or filter the

information.information.Distrust of the superior for any reason Distrust of the superior for any reason

restricts communication.restricts communication.

‘‘yes’ superiors yes’ superiors There are some superiors in all There are some superiors in all

organizations called “yes” men, who organizations called “yes” men, who always wish to remain neutral and non-always wish to remain neutral and non-committed.committed.

This takes the form of acting to please the This takes the form of acting to please the boss, not seeking clarification, not boss, not seeking clarification, not expressing opinions which may lead to expressing opinions which may lead to incur displeasure from boss, etc. incur displeasure from boss, etc.

Complex Complex Personal complexity inhibits Personal complexity inhibits

communication.communication.No superior likes to show his mistakes to No superior likes to show his mistakes to

someone else, especially to his someone else, especially to his subordinates.subordinates.

Lack of timeLack of time ““no time”, “lack of time” are the terms no time”, “lack of time” are the terms

frequently used by the superiors.frequently used by the superiors.They do not spare considerable time to They do not spare considerable time to

talk to their subordinates.talk to their subordinates.

Message overloadMessage overloadThe effect of overload may be omission of The effect of overload may be omission of

message, errors, delay, filtering and message, errors, delay, filtering and approximation (rough calculation, guess).approximation (rough calculation, guess).

Barriers in subordinatesBarriers in subordinatesThey dislike to show mistakes.They dislike to show mistakes.People generally resist new ideas.People generally resist new ideas.Unwillingness to communicate upward a Unwillingness to communicate upward a

message on personal grounds.message on personal grounds.Lack of incentives and encouragement.Lack of incentives and encouragement.They slant (incline) information relating to They slant (incline) information relating to

their failures.their failures.

4.Psychological barriers4.Psychological barriers

a.a. Distrust of communicationDistrust of communicationb.b. InattentionInattentionc.c. Premature evaluationPremature evaluationd.d. Failure of communicationFailure of communicatione.e. Loss by transmission and poor retention Loss by transmission and poor retention

(withholding)(withholding)f.f. Emphasis on written message.Emphasis on written message.

a. Distrust (doubt) of a. Distrust (doubt) of communicationcommunication

It occurs ill-considered judgments, It occurs ill-considered judgments, decisions not based on logic, screening decisions not based on logic, screening and filtering of information, etc.and filtering of information, etc.

b. Inattentionb. InattentionNot giving attention to read bulletins, Not giving attention to read bulletins,

notices, minutes and reports is also a notices, minutes and reports is also a barrier.barrier.

Poor listeningPoor listening

c. Premature evaluationc. Premature evaluation It is a barrier which takes the form of It is a barrier which takes the form of

prematurely evaluating communication.prematurely evaluating communication.Such evaluation stops the transfer of Such evaluation stops the transfer of

information.information.

d. Failure of communicationd. Failure of communicationManagers often fail to transmit the needed Managers often fail to transmit the needed

messages.messages.There are many reasons for failure such There are many reasons for failure such

as laziness on the part of the as laziness on the part of the communicator, assumption that “everyone communicator, assumption that “everyone knows”, “procrastination”, “deliberately”, knows”, “procrastination”, “deliberately”, etc. etc.

e. Loss by transmission and poor e. Loss by transmission and poor retentionretention

When a subject matter in a communication When a subject matter in a communication passes through various levels in the passes through various levels in the organization, successive transmission of the organization, successive transmission of the same message are decreasingly inaccurate.same message are decreasingly inaccurate.

Poor retention (withholding) of information is Poor retention (withholding) of information is also a barrier. some studies reveals that also a barrier. some studies reveals that employees retain about 50 percent of message employees retain about 50 percent of message and supervisors about 60 percent of information and supervisors about 60 percent of information only.only.

f. Emphasis on written messagef. Emphasis on written messageUndue reliance on written message is Undue reliance on written message is

equally serious in effective equally serious in effective communication.communication.

So management should not insist on So management should not insist on company’s view points and policies company’s view points and policies through slick (smooth), easy to read, well-through slick (smooth), easy to read, well-illustrated publications.illustrated publications.

Other barriersOther barriers

a.a. Resistance to changeResistance to changeb.b. PerceptionPerceptionc.c. Closed mindsClosed mindsd.d. FearFeare.e. Lack of ability to communicateLack of ability to communicate

a. Resistance to changea. Resistance to changeTo resist new ideas.To resist new ideas.When the matter is transmitted to convey When the matter is transmitted to convey

new idea, the listeners may not listen to it new idea, the listeners may not listen to it in spirit.in spirit.

Listeners may filter-in rejecting new ideas Listeners may filter-in rejecting new ideas or interprets them according to his own or interprets them according to his own convenience.convenience.

b. Perception b. Perception Different people may have different Different people may have different

perceptions depending upon their needs, perceptions depending upon their needs, social environment, level of education, etc.social environment, level of education, etc.

Lack of uniformity in perception or Lack of uniformity in perception or understanding is a great problem in understanding is a great problem in communication.communication.

c. Closed mindc. Closed mindThinking tendency of people that they Thinking tendency of people that they

know everything about the issue and know everything about the issue and inhibits communication.inhibits communication.

They do not open their minds to new ideas They do not open their minds to new ideas that are placed before him.that are placed before him.

d. Fear d. Fear Subordinates fear their superiors. Fear Subordinates fear their superiors. Fear

creates obstacles, it is out of fear that creates obstacles, it is out of fear that certain information though available, may certain information though available, may not be communicated upward.not be communicated upward.

It may result in sending partial information.It may result in sending partial information.

e. Lack of ability to communicatee. Lack of ability to communicate

All communicators do not have the same All communicators do not have the same skills to communicate.skills to communicate.

Oral communication needs special skills Oral communication needs special skills compared to written communication.compared to written communication.

f. Insufficient adjustment periodf. Insufficient adjustment periodChanges in positions, status, place of Changes in positions, status, place of

work, group affect the employees till they work, group affect the employees till they get adjusted to changes.get adjusted to changes.

Shifts in time, place, type, order of work, Shifts in time, place, type, order of work, skills needed, shift in batch, etc., are the skills needed, shift in batch, etc., are the common changes in the organization.common changes in the organization.

Sufficient adjustment time should be given Sufficient adjustment time should be given to think and understand the full meaning of to think and understand the full meaning of the message.the message.

g. Distance and timeg. Distance and timeThe case of written communication to far-The case of written communication to far-

off places, time and distance inhibit off places, time and distance inhibit communication.communication.