Explain the barriers for effective communication. How they can be minimized?
Barriers to Effective Communication
There are several barriers that distort the communication process. These barriers generate confusion and misunderstanding in the organizations by creating bottlenecks, delays and distortions of the information. Several organizational problems relating to smooth working and human relations exist today due to these Barriers: Some of the key classification of such barriers are explained below:
1. Human barriers: Barriers related with the human that are part of communication process is termed as human barriers. Also known as personal Barriers they arise from social values, emotions, judgements and lead to a psychological distance.
2. Semantic barriers: One of the most common communication Barriers is semantic Barriers. Semantic refers to that branch of science that deals with the study of communication symbols. In this regard, semantic Barriers arise when there is discrepancy in meanings which different people attach to different things.
For example,
round: shaped like a ball
round: related to time, 'as round as clock'
Hence, a word round could be understood in two different way which creates distort.
3. Organizational Barriers: In many cases organizational system and belief itself creates problems in the flow of information. Some of the key organizational Barriers are listed as follows:
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- Organizational policy
- Organizational rules and regulations.
- Lengthy scalar chain
- One-way communication system
- Lack of confidence in subordinates.
4. Physical Barriers: Internal structure of the organization and layout of machine create Barriers in the communication process. Some of the key physical Barriers are enlisted as
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- Physical distance
- Hierarchy structure
- Office design
- Noise
5. Technological Barriers: Technological Barriers occur due to defect in technology used and overload in In these cases receiver cannot respond leading to communication problem. Some of the common technological Barriers are listed as follows:
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- Mechanical Barriers
- Loss of transmission
- Information overload
- Insufficient period allowed.
Overcoming Communication Barriers
Use of simple language: Experience suggests that complex language, technical terms, and jargon make communication difficult to understand and frustrating to the listener. It is not true that complex ideas require complex words to explain them. Hence, while preparing the communication message, its language should be relatively simple and the ability of the receiver to interpret the message accurately should be kept in view. Efforts should be made to explain abstract ideas and avoid the vague expressions.
Regulating the Flow of Communication: Priority of message to be communicated should be determined so that the managers may concentrate on more important messages of high priority. Similarly, the message received should be edited and condensed, to the extent possible, to reduce the chances of overlooking or ignoring important messages.
Give constructive feedback: Communication is complete when it receives feedback. Feedback may include the receivers response in terms of acceptance and understanding of the message, his/her action, and the result achieved. Thus a mechanism of providing constructive feedback helps to overcome communication Barriers.
Repetition: Repetition of message helps improve effectiveness of communication. It helps the listener interpret message that are ambiguous,unclear, or too difficult to understand the first time they are heard. Repetition also helps avoid the problem of forgetting. A popular strategy to help the managers remember the main points is "Tell them what you're going to tell them, then tell them what you've told them."
Restraint over emotions: Strong feelings and emotions on the part of either the sender oe receiver of the message distort the meaning of the message. One may, therefore defer the communication for sometime. He/She should respond to communication with a composed mind only.
Mutual trust and faith: Communication becomes effective having mutual and faith between the sender and receiver of the message. The honesty of the purpose is the best means breeding trust and faith between the two parties, i.e sender and receiver.
Active listening: Misunderstanding and confusion are often caused by the half-hearted attention to the communication. Therefore, a receiver listener needs to be patient mentally well composed, and avoid distractions while receiving the message. He/She should seek clarification, if necessary, on the message. At the same time, the sender of the message must also no be prepared to listen to what the receiver has to say, and respond to his questions, if any.
