Any factor that impedes the exchange of information between the sender and the receiver is a barrier to communication. These barriers may be overt and physical or covert and psychological or personal. The occurrence of noise in a machine-room is a physical barrier at that place and may be easily overcome by closing the machine or by moving it to another place. On the other hand, poor language or understanding on the part of the receiver is a personal barrier and fear complex in him is a psychological barrier. The former can be got over by improving the language skills land comprehension of the subordinate (by training), the latter is much more difficult to understand the overcome. Since a manager is all the time communicating-with his subordinates, colleagues, peers, clients – it is absolutely essential for him to understand what are the barriers to effective communication and what are the methods to overcome them or at least how to mitigate their severity.
Barriers to Effective Communication
We will first discuss barriers to inter-personal communication and then their remedies:
- Differing Perceptions. The most common barrier to effective communication is the individual variations in the perception of the same event. Let us take the example of a superior who wants to increase efficiency of his workers by praising the genuine good work of one of them. The workers, on their part take it to mean that the particular worker may be buttering the boss and they may eventually start harassing him. Sometimes the communication has a different meaning in different environments. For example, a perfectly healthy difference of opinion expressed in a meeting of Board of Directors will be regarded as down right foolish if aired in a meeting of the shareholders.
- Language differences are closely related to the differences in perceptions. It is absolutely essential for effective communication that the words used by sender carry the same meaning for both the sender and the receiver. This is often not the case. If the manager writes to his subordinates that they should accomplish their task early, it may mean different thing to different persons. For one subordinate early way mean a week, to the other it may mean one month. It is also known that many different meanings can be assigned to the same words. For example 500 most common English words have an average of 28 meanings each. Great care has to be taken to ensure that the receiver gets the message which the sender intended to send. Another difficulty, which is related to the language differences, may be caused by the use of jargons. Many specialists start using jargon relating to their speciality without realising that others do not understand its special meaning.
- Noise is any factor that disturbs, confuses or otherwise interferes with communication. However, totally noise-free communication does not appear to be possible. It may be noted that sometimes even relevant information is dismissed as noise alongwith other irrelevant information.
- Emotionality. Our emotions-love, affection, hatred, jealousy, fear etc. tend to influence our reaction towards the communication we receive. The meaning tends to get tainted by these emotions to some extent. For example in an atmosphere of fear, our reactions may not be normal, but may be over- aggressive or over-defensive. However, as long as human beings are there, emotions cannot be completely eliminated from the process of communication.
- Inconsistent verbal and non-verbal communication may create a lot of confusion in the mind of receiver. Even praising the subordinate with a poker face will not convince him that superior means well. If at all, the gesture will confuse him.
- Distrust. The credibility of message depends to a large extent on the credibility of the sender in the mind of the receiver. This credibility of the sender in turn depends on many factors such as:
- Rapport between the sender and the receiver;
- Perceived qualities of the sender – Credibility is high if the sender is perceived by the receiver as a sincere, knowledgeable and honest person;
- Past experience of the receiver with regard to similar communications from the sender;
- Peculiarities of the situation – For example in labour management negotiations, the labour tends to view the claims of the management with distrust.
Overcoming Barriers to International Communication
This will involve two steps:
- To recognise the various types of barriers existing in any given situation;
- To take action to overcome these barriers specific remedies may have to be thought of to overcome these barriers in different specific situations.
However, some general solutions to the general problems will be discussed here.
- Overcoming differing perceptions will require that the message should be properly explained so that it can be understood by those with different views and experiences. It may be of help to visualise the background of those to whom the communication is addressed and to couch it in a language they can understand.
- Overcoming language differences will require that the meaning of technical terms and jargon should be fully explained. Simple language should be used as far as possible. If necessary the subordinates may be asked to restate the meaning of important communication to make sure they have understood it.
- Overcoming noise will require removing its cause or increasing the strength of the communication.
- Overcoming emotionality. First step is to become aware of the emotional problem and to know what is the likely emotional reaction of an employee so that the others may be prepared to deal with the emotional encounter. The second aspect is to study ones own behaviour and its impact on the emotional state of others. This may help in modifying one’s own behaviour. The general solution is to create a supportive atmosphere in the organisation and to prevent the development of negative and hostile emotions.
- Overcoming inconsistent verbal and non-verbal Communication. This will require that the sender should be aware of them and should attempt to avoid sending false messages. Gestures, postures, facial expressions, nod or wave of hand all must agree with the message. One may learn this by observing this kind of behaviour in others.
- Overcoming distrust. This can be done only by sincerely and honestly trying to create trust. There are no shortcuts. In the long term honesty, integrity and fair mindedness are recognised by the people.
- Redundancy means repeating the message or restating it in a different form. It reduces uncertainty in the message. Optimum amount of redundancy depends on the circumstances. For a simple message communicated in a permanent form (writing, printed material, disc. Etc. ) much redundancy is not required. However, for communication send orally or in other perishable form or for complex communication (even in writings) more redundancy may be desirable. However redundancy should not be overdone, otherwise it becomes a noise. Moreover, there are other limitations like money, space, time, etc.
- Feedback. A culture of feedback should be created in the organisation. This helps the sender in making corrections in the earlier communication and helps the receiver in getting any clarifications he might be needing.
So these were the common barriers to effective communication and their proven solutions. If you want to share anything with us please comment below.