COMMUNICATION

Communication Is The Art Of Transmitting Knowledge, Ideas,

Information And Thoughts From One Person To Another.

The Transfer Should Be Such That The Receiver Understands

The Meaning And The Intent Of The Message And Give Proper
Feedback.
 BARRIERS TO
COMMUNICATION

A communication barrier is anything that prevents you from

receiving and understanding the message others use to
convey their information, ideas and thoughts. These barriers
may be related to the message, internal barriers related to
thoughts and feelings, or external barriers.
 Barriers of
communication
Muddled message: effective communication start with a clear message. For e.g.,
contrast these two messages: “please be here about 7:00 tomorrow morning,” “Please be
here at 7:00 tomorrow morning.” The one word difference makes the first message muddled
and the second message clear.
Stereotyping: stereotyping causes us to typify a person, a group, an event or a thing
on oversimplified conceptions, belief or opinions. Thus, basketball players con be
stereotype as tall, Ford is better than Chevrolet. Stereotype can substitute for thinking,
analysis and open mindedness to a new situation.
Wrong channel: An oral channel for the message “Good Morning” is highly
appropriate. Writing “Good Morning” on a chalkboard is less effective than a warm oral
getting. These simple example illustrate how the wrong channel can be barrier to
communicate. Variation of channels helps the receiver understand the nature and
importance of a message.
Language: words are not reality. Words, as the sender understands them, are combined
with the perceptions of these words by the receiver. Language perceptions only part of the
whole.
Lack of feedback: feedback is mirror of communication. Feedback mirrors what
the sender has sent. Feedback is the receiver sending back to the sender the message as
perceived. Without feedback, communication is one-way.
Poor listening skills: listening is difficult. A usual speaker says about 125 words per
minute. The usual is listener can receive 400-600 words per minute. Thus, about 75% of
listening time is free time. The free time often side tracks to listener. The solution is to be an
active rather than passive listener. Providing feedback is the most important active listening
skill.
Interruptions: the interruptions in communication may be due to something more
pressing, rudeness, lack of privacy for discussion, an emergency or even the curiosity of
someone else wanting to know what two other people are saying.
Physical distractions: physical distractions are the physical elements that get in
the way of communication. E.g. of such things include the telephone, a pick-up truck door,
a desk, an uncomfortable meeting place and noise. These physical disturbance are common
on farms. Noise is a physical distraction simply because it is hard to concentrate on a
conversation if hearing is difficult.
 SEMANTIC BARRIERS
It refers to the misunderstanding between the sender
and receiver arising due to the different meanings of
words, and other symbols used in the communication.

The semantic barriers usually arise when the

information is not the simple language and contains
those words or symbols that have multiple meanings.
 WORDS HAVE
MULTIPLE
PROUNCIATION
SIMILAR
SOUNDING LANGUAGE
WORDS

WORDS HAVE DENOTATIVE

MULTIPLE AND
MEANINGS CONNOTATIONS
 SIMILAR SOUNDING
WORDS
These words are known as Homophones
Pronunciation
Spelling
Meaning

Examples:
• pale/pail
• alter/altar
• buy/bye/by
 WORDS HAVE MULTIPLE
PRONUNCIATIONS
These words are known as homographs
Spelling
Pronunciation
Meaning
Examples:
• We went to the park. My mom has to park the car.
• We turn on the light at night. A feather is very light.
• he used a saw to cut the board. I saw my friend after school.
 WORDS HAVE
MULTIPLE MEANING
These words are known as homonyms

Spelling
Pronunciations
Meaning

Examples:
• I left my phone on the left side of the room.
• Close the window before the bee gets too close
 DENOTATIONS AND
CONNOTATIONS
 Denotation: The literal meaning of a word
 Connotations: The emotions and associations connected to a word
 Favourable Connotation: ‘honest’, ‘noble’, ‘ sincere’
 Unfavourable Connotation: ‘cowardly’, ‘slow’, ‘incompetent’

Examples:
They gave us cheap stuff
At this shop, they sell things cheap
 LANGUAGE

• Different Languages

• No Clarity in Speech

• Using Jargons

• Not being specific

PHYSICAL BARRIERS

 Physical barrier is the environmental and natural

condition that act as a barrier in communication in
sending messages from sender to receiver.
 Organizational environment or interior workspace
design problems, technological problems and noise
are the parts of physical barriers
 NOISE
Any disturbance or interference that reduces the clarity
and effectiveness of communication is called noise.

It may be a:
• Physical noise (outside disturbance)
• Psychological noise (inattentiveness)
• Written noise (bad handwriting/typing)
• Visual noise (late arrival of employees)
 IMPROPER TIME

Improper timing of communication also hinders the process of

communication.

Example: an order at closing hour to execute an urgent work,

may cause resentment in the employee who has to catch train
for going back to his house.
 DISTANCE

The distance between the sender and receiver act as a barrier in

the communication process as the sender has to speak the
loudly to convey the message.
Example: in import-export transactions because of
distance of miles; communication may be ineffective if
proper use of fax, telephone is not made
 INFORMATION OVERLOAD

 Piling up of tasks due to improper time management.

 Excess number of people assigned for same task

 Work overload/information duplication

 PSYCHOLOGICAL
BARRIERS
 It is also known as Emotional barriers.
 It refers to a psychological state i.e. Opinions, attitudes, status
consciousness, etc. of a person that deeply affects the ability to
communicate.
 The communication largely depends on the mental condition of person,
if the person is not mentally or emotionally sound, then he cannot
communicate effectively either as a sender or a receiver.
 SELF POOR
CENTERED EMOTIONS
LISTENING
ATTIDUDES

PREMATURE
EGOTISM
EVALUATION
 SELF-CENTRED ATTITUDES

 We see and hear everything in the light of our own interest, needs
and desires.
 We pay attention to messages which are useful to us
 Self interest may prevents us from seeing the point of view of
others.
 If we look at everything from the point of our own interests and
desires, we miss some useful information and develop new ideas.
 PREMATURE EVALUATION

 It is human tendency to jump to the conclusions directly and

form judgements without considering all the aspects of
information.
 This is generally done by the people who are impatient and
resort to a selective listening.
 This premature evaluation of the information acts as a barrier.
 POOR LISTENING

 It is one of the psychological barriers in the effective communication.

 Most of the people just hear and do not listen alternatively.

 If they listen, they listen selectively; taking the desired part and
ignoring the undesired part of message.
 EGOTISM

 Egotism is diametrically opposite to transmission of

understanding-the most vital aspect of communication.
 The self-centred persons think that their own ideas are ore
important and others are wrong. Such people are bad
listeners.
 If a person wants other people to understand him he has to
understand them. Such level of understanding diminishes
with egotism and as a result, the communication process is
hindered.
 EMOTIONS

 The communication is greatly influenced by the

emotions of a person.
 Emotions like positive or may be negative.
 Positive emotions such as love, affectionate and
compassion smoothen the flow of communication.
 Negative emotions such as hatred, anger, anxiety
obstruct the communication process.
 It is effective communication requires a smoothen
heart and a silent mind.
 ORGANIZATIONAL BARRIERS

 This type of barrier which occurs is an organization when

there is communicate between the members of the
organization.
 These refers to the hindrances in the flow of information
among the employees such as prescribing various policies,
rules, regulations and procedures, instituting a reward and
punishment system.
 RULES AND
REGULATIONS

COMPLEX HIERARCHIAL
STRUCTURE MESSAGE

FACILITIES
 RULES AND REGULATIONS

 Organizations have a rule with respect to what message,

medium, and mode of communication should be selected.
 Similarly, the organization policy defines the relationship
between the employees and the way they shall communicate
with each other maintaining their levels of position in the
organization.
 such as, if the company policy is that all communication
should be done in writing, than even for a small message the
medium used should be written.
 HIERARCHICAL MESSAGE
 In every organization, the employees are divided into several
categories on the basis of their levels of the organization.
 The people occupying the upper echelons of the hierarchy are
superior to the ones occupying the lower levels, and thus, the
communication among them would be formal.
 This formal communication may often act as a barrier to the
effective communication.
 Such as the lower employee might be reluctant in sending a
message to his superior because of a fear in his mind of
sending the faulty or wrong message
 ORGANIZATIONAL
FACILITIES
 The organizational facilities mean the telephone,
stationary, translator, etc., which is being provided to
employees to facilitate the communication.
 When these facilities are adequately offered to the
employees, then the communication should be timely,
accurate and according to the need.
 COMPLEX ORGANIZATIONAL
STRUCTURE

 The communication gets affected if there are greater

number of management levels in the organization.

 With more levels, the communication gets delayed and
might change before reaching the intended receiver
 CROSS-CULTURAL BARRIERS

 Culture is a shared set of values and attributes of a group.

 It is so much involved in individual’s manner of talking,
behaving and thinking, that communication style and
competence are influenced by it.
 Cultural differences can arise among individuals of different
departments, social and religious communities, nations and
states.
LANGUAGE CULTURAL

PRESENTATION
STYLE
 LANGUAGE

 There are billion of people in the world who do not

understand English or cannot communicate in
English properly. Not speaking properly can cause
various misunderstandings and be a barrier of
communication.

 Different cultures have developed their own language

as a part of their heritage. People are comfortable
communicating to their own language whereas have
to work hard to learn new languages
 CULTURAL

 Every culture has different set of values, business ethics,

accepted behaviour and decorum- even different facial
expressions and gestures.
 It is important to understand these differences – to show
genuine respect for other cultural mores- when communicating
with professionals from other cultures.
 PRESENTATION
STYLE

 Believe it or not, culture influences how people in different

countries prefer to receive information

 For example, how interactive you should make your

presentation depends on the culture to which you present.
 METHODS TO OVERCOMING
COMMUNICATION
BARRIERS
 Effective communication is a good business and very essential
for the success of an organization. Communication takes place
when one person transfers information and undertaking to
another person. It is a two way process.
 We and our receiver must share similar meanings for words,
gestures, tone of voice, and other symbols. It may not be
possible to achieve perfect communication.
 The following steps may be taken to minimize barriers to
communication and making it more effective:
 Proper Language: to avoid semantic barrier, the message should
be expressed in simple, brief and clear language.
 Clarity and Completeness: the message to be conveyed must be
absolutely clear in the mind of the communicator because if you do
not understand an idea, you can never express it to someone.
 Orientation of employees: the employees should be oriented to
understand the objectives, rules, policies, authority relationships
and operation of enterprise.
 Use of grapevine: grapevine or the informal channels of
communication help to improve managerial decisions and make
communication more effective.
 Feedback: communication is not complete unless the response or
reaction of the receiver of the message is obtained by the
communicator.
 Gestures and tones: the way you say something is also very
important along with the message for gestures such as twinkle of an
eye, a smile or handshake etc.
 Choose the right medium, the right channel: there are three
media for communication-spoken, written and non-verbal. There are
several channels-face-to-face; one to one, face to face, one to many,
telephone, radio, television, letter, memos, e-mails, newspapers.
Choice of the wrong medium or a wrong channel or both can ruin
communication.
CONCLUSION
Communication is not always successful due to certain barriers.
Miscommunication can originate at the level of transmitter, of the
medium or the receiver. A proper recognition of these
communication barriers and the methods of overcoming them are