Barriers to communication

Introduction Communication is the process by which the source transmit any messages, ideas, information to the receiver through a medium . Barriers of communication are the hindrances or difficulties involved in the process of communication which distort the message from being properly understood by the receiver. Status Organizational Barriers Complexity in organizational structure & Policies, rules positions & Fear of superiors Communication overload Wrong choice of medium regulations

Message should be clear and brief Avoid prejudice Open-mindedness Avoid Jargons Improving listening skills Being receptive to changes Use simple language Ways to overcome barriers Sharpening communication skills

Receive feedback Develop emotional stability Selection of proper channel Understanding receiver Build credibility 9. Contd.. Avoid fear

ORGANIZATIONAL BARRIERS: ORGANIZATIONAL BARRIERS Rigid, hierarchical structure usually restricts the flow of communication. This is because there are numerous transfer points and each of these points has the potential to distort, delay or lose the message. To obviate this, there should be a direct contact between sender and receiver with minimum transfer stations. Slide 23: ORGANIZATIONAL BARRIERS TOO MANY TARNSFER STATIONS: TOO MANY TARNSFER STATIONS When messages pass on from one person to another in a series of transmission they are likely to become less and less accurate. The message gets distorted at each level because of poor listening or lack of concentration. FEAR OF SUPERIORS: FEAR OF SUPERIORS In rigidly structured organization, fear or awe of the superiors prevents subordinates from speaking frankly. To avoid speaking directly to their boss, some employees may either shun all communication with their superiors or they may present all the information that they have.

FEAR OF SUPERIORS: FEAR OF SUPERIORS Sometimes out of fear employees do not communicate available information. It may result in sending partial information. Fear of full disclosure or non-disclosure misleads a superior. USE OF INAPPROPRIATE MEDIA: USE OF INAPPROPRIATE MEDIA Some of the common media used in organizations are graphs, charts, telephones, fax machines, computer presentations, e-mails, slides, teleconferencing and video-conferencing. While choosing the media you should therefore keep in mind the advantages, disadvantages and potential barriers to communication. INFORMATION OVERLOAD: INFORMATION OVERLOAD One of the major problems faced by organization today is the availability of huge amount of data which the receiver is unable to handle. Receiver should receive only that amount of facts and figures at one time that he/she can absorb. Major points should be highlighted, leaving out all irrelevant things. This kind of reducing can reduce the problem of information overload to a great extent. TIPS FOR EFFECTIVE COMMUNICATION: TIPS FOR EFFECTIVE COMMUNICATION Create an open communication environment. Always keep the receiver in mind Avoid having too many transfer stations Be aware of diversity in culture, language etc. Use appropriate non-verbal cues. Select the most suitable medium. Utilise feedback. Be specific.

here are four main factors or barriers, which will influence the effectiveness of organizational communication, namely :1. the formal channels of communication : it's basically due to the distances involved, especially for big diversified organizations and secondly between there are formal rules and regulations governing the flow of information within such organizations. 2. the authority structure : The content and accuracy of communication will be affected by the authority differences among individuals, eg a clerk will probably want to say a lot of things to the company president but when they actually meet and talk in an informal gather, probably neither will have anything other than strained politeness and formality. 3. job specialisation : it gives rise to another phenomena where communication differentiation will prevent members of differentiation will prevent members of different departments from communicating effectively. (those geeks just dont understand us.) 4. information ownerhsip : it is a form of power and individuals who possess certain specific information may not want to share this information with others because it will mean dilution of his power base.

n the process of communication there can be substantial difference between the information that is actually intended to be conveyed by the originator of communication and its recipient. Some part of the information may get not reach the recipient at all, and whatever reaches may be distorted, and may be interpreted by the receiver in a way not intended by the sender of information. Communication barrieris the collective name given to the causes of this loss and distortion of information during the process of communication. There are many types of communication barriers in an organization. Major ones of these are described below. Lack of Planning: What needs to be communicated, how, and when is not properly thought out and planned. Unclarified Assumptions: Leaving out relevant details in the communication assuming that receiver is already aware of it. Semantic Distortion: Same word or expression interpreted in different way. Poor Expression of Messages Communication Barriers in International Environment: The barriers as a result of different languages, culture, etc. Such barriers can exist within a country also. Poor Listening and Premature Evaluation: The receiver may not absorb or mentally receive the all information sent. One of the major reasons for poor listening is tendency of people to start evaluating the information received even as the other person is talking. Too Much Impersonal Communication: Frequently communications fail because the speaker is unable to establish personal bond with the listener. Distrust, Threat and Fear: Communication is a two way process, one gives information as well as receives information. If a person is distrusted or feared, people will avoid giving him too much or right information. Also they will have less credibility in information provided by him. Information Overload: Too much of information also results in poor communication. Useful information mixed with additional information requires additional effort to separate the two. In addition, right information can get mixed up with similar wrong information and cause confusion and errors. Other Communication Barriers: These include perception, which causes individuals to mentally filter out and distort information received. The perception itself is affected by any factors such as attitudes and emotions. Differences in status and power also affect willingness of the individuals to communicate and the nature of information communicated.