Business Communication | Barriers of Communication

BARRIERS OF COMMUNICATION

An activity as complex as communication is bound to suffer from setbacks if conditions contrary to the smooth functioning of the process emerge . They are referred to as barriers because they create impediments in the progress  of the interaction . Identification of these barriers is extremely important . According to the role observed by the two participants, let us categorize the barrier as:

.  Sender – oriented

. Receiver -oriented

SENDER-ORIENTED BARRIERS

Sender-oriented barriers could be voluntary or involuntary . At any cost ,effort should be made on the part of the sender to identify or remove them . As  the sender is the originator of communication , he should be extremely careful not to erect barriers .If his interaction gives rise to or indicates that there are barriers , the communication comes to a grinding halt . Some of the barriers that are sender –oriented are as follows :

1.     BADLY EXPRESSED MESSAGE . – CONCRETE IDEAS & WELL – STRUCTURED MESSAGE

Not being well versed in the topic under discussion can create problem of this nature. The sender may not be able to structure his ideas accurately and efficiently .What he wishes to say and what he finally imparts may not be the same. The discrepancy emerges as soon as the words are uttered. If fact, one of the important criteria at the time of initializing a piece of communication is that ideas should be concrete and the message should be well structured . The receiver should not feel that the interaction is a waste of time. The moment this feeling crop up , the listener totally communication.

2.     LOSS IN TRANSMISSION . – CORRECT CHOICE OF MEDIUM\CHANNEL

This is a very minor issue but one that gains in magnitude when it leads to inability in transmitting the actual message . Once again , if the choice of the channel or medium is not right , the impact of the message is lost .This is mostly a physical noise . However , the responsibility lies with the sender , as he should ensure that all channels are free of noise before commencing communication.

3.     SEMANTIC PROBLEM . – IMPEL WORDS AND ACCURATE UNDERSTANDING OF INTENTION

  High and big sounding words definitely look and sound impressive . But if the receiver is not able to compared the impact of these words ,or if they sound “Greek “ or “ Latin” to him the entire exercise proves futile . This problem could arise in the interpretation of the word or overall meaning of the message . It is also related to the understanding of the intention behind a particular statement . For the receiver , e.g . , the sanctity associated with the word “while “ might be violated when the receiver uses it in a careless fashion . The idiosyncrasies of the receiver should be well understood by the sender if he does not wish these barriers to crop up at the time of communication . The look on the face of the listener should be sufficient to warn the sender that he has overstepped his limits or he has been misunderstood.

4.     OVER/UNDER-COMMUNICATION . – QUANTUM OF INFORMATION SHOULD BE RIGHT

The quantum of communication should be just right , neither should   there be excess information not should it be too scanty . Excess information would make him grope for the actual intent of the message . The sender should , as far as possible , try to get the profile of the receiver so that at the time of communication he knows how much material is needed and how much can be done away with . Suppose he starts with some information that the receiver already possesses , the later might lose  interest as it a mere repetition of what he already knows . So by the time he  arrives at the core of the matter , he has already lost the attention of the receiver.

5.     ‘I’ ATTITUDE .- AVOID “I” ATTITUDE

Starting any piece of communication with a bias or know – it – all attitude can prove to be quite detrimental to the growth of communication process . Through it is easier said than done , still , when communication commences , all sorts of prejudices should be done away with, and the mind should be free of bias . This would enable the sender to formulate his message , keeping only the receiver and his needs in minds . Thoughts like “Last time he said this…. “ or “ Last time he did this…” or “He belongs to this group …” can  totally warp the formulation of the message . This barrier can also be extended to the  receiver . If  the respondent starts with prejudices in mind , he too would be unable to listen to the intent of the message . His understanding of the message is going to be warped . The message are going to be understood in relation to the prejudices  that a receiver harbors against the sender.

RULES FOR OVERCOMING SENDER – ORIENTED BARRIERS:

These barrier are not insurmountable . Care and constant practice on the part of the sender can remove these barriers . some of the rules for overcoming sender-oriented barriers are as follows :

1.     PLANS AND CLARIFIES IDEAS . – TEST THINKING , DISCUSS, COLLATE AND PRE-PLAN

Ideas should be carefully formulated/through out before beginning any kind of communication ; this can be done by following a few steps . Primary among them is to test thinking by communicating with peers and colleagues . It is said that two mind are always better than one . Ideas, when discussed aloud with another person , necessarily take on a shape and form . Errors of logic, if any get sorted out . In this process the concept of others can also be collated and incorpated to make the communication richer and more fruitful . As these steps require preplaning and extra time, the sender should be  highly motivated . Unless he is sufficiently motivated , he will not spend extra hours in planning the message and clarifying it by facilitating discussion with other members in the organization.

2.     CREATE A CLIMATE OF TRUST AND CONFIDENCE . – EMPATHIZE

In order to win the trust and confidence of the receiver , the sender ahs to put in extra effort through which he is able to win the trust and the confidence of the recipient . This is what we normally refer to as establishing sender credibility .If the receiver is convinced that the sender has his best interest at heart , he would be willing to pay attention to all that is being said and try to grasp the import of the message ion the  manner in which it is intented.

3.     TIME YOUR MESSAGE CAREFULLY . – KEEP THE WHERE AND WHEN IN MIND

 Different occasion and different hours necessitate a change in the encoding of the message . The sender has to be careful of the time when and the place where he makes his statement . As all communication is situation bound, a statement made at an incorrect moment , or a wrong place can stimulate and undesired response . The most prudent step is to measure the import of the message in relation to the situation and then impart it.

4.     REINFORCE WORD WITH ACTION . – HARMONIZE WORDS AND ACTIONS

Whatever statement are made should be reinforced by action on the part of the sender . The receiver should not feel that there are two codes at play, one for transmittal and the other for mentally at peace , for this grasp is more accurate and through.

5.     COMMUNICATE EFFICIENTLY. – SOLCIT FEEDBACK

The sender can only ascertain whether communication has been effective when he confirms with feedback.  The receiver on his part is also wary, as he knows that he would be requested for feedback. Soliciting and receive feedback is the simplest and the surest way of removing any barriers that might crop up in the course of communication as a result of either over communication or a semantic problem.

Once all barriers to communication have been overcome , communication , it said , has been meaningful purposeful.

RECEIVER – ORIENTED BARRIERS

The receiver too can be guilty of erecting barriers  in the course of the interaction . Although   his role in the initial phase is passive , he becomes active when he starts assimilating and absorbing the information . He is equally  to blame if the situation goes awry and communication comes to a stop ,or there is miscommunication . Some of the barriers emanating form the side of the receiver is as follows:

1.     POOR RETENTION . – JOT DOWN POINTS

Retention is extremely important during interaction . If the receiver has poor retention capability, he would probably get lost in the course of the proceedings . There would be no connection between . what was said initially and what is being said now . He might counter statement instead of seeking clarification that might lead to clamping on the part of the sender . If the decoder feels that his retention capacities are not good , a judicious strategy for him would be to jot down points . It does not portray him in a poor light . On the contrary , it shows how conscientious he is to get the message right .

2.     INATTENTIVE LISTENING . – IMPROVES CONCENTRATION

The mind has its own way of functioning . It is very difficult to exercise control over the changes of ones mind . Listening is more an exercise in controlling the mind and exercising it to assimilate messages . The errors in listening arise primarily because the receiver is either not interested in what is being said, or has other things to concentrate on . The art of listening is an exercise in concentration .If this skill can be honed , barriers to communication would not be erected.

3.     TENDENCY TO EVALUATE .- DELAY EVALUATION

Being judgment and evaluative are both the starting points for miscommunication . Remember, the mind cannot perform two activities at the same time . If it is evaluating , listening cannot take place . Evaluation should always be a sequel to the listening process . It cannot be done simultaneously with listening . The minute the sender opens his mouth ,if the listener starts mentally pronouncing judgment concerning his style or content , he has actually missed out on a major part of what has been said . His responses naturally are then going to be incorrect or expose his misunderstanding.

4.    INTEREST AND ATTITUDES . – DEVELOPS INTEREST

“I am not interested in what you are saying’’  or “My interest lies in other areas . ‘’ Starting any piece of communication with this kind of indifferent can thwart any attempts at communication . Fixed notions of this kind should be dispensed with. It is not possible to be interest in all  that is being said. But to start any communication with this notion is hazardous.

5.     CONFLICTING INFORMATION .- CONFIRM WITH FEED BACK, CLARITY

Dichotomy in the information that the receiver possess and that which is being transmitted can create confusion  and result in miscommunication  . Conflict between the existing information and fresh on result in elimination of the later unless and until the receiver is cautions and verifies with the sender the reliability and validity of the message . The sender should convince the receiver that whatever is now being said is correct and relevant to further proceedings.

6.        DIFERRENT STATUS AND POSITION .- ENCOURAGE Juniors To Come Up With Ideas And Listen

Position in the organization hierarchy is no criterion to determine the strength of ideas and issues. Rejecting the proposal of a subordinate or harboring a misconception that a junior cannot come up with a “eureka’’ concept is not right . In fact, many companies have started encouraging youngster to come up with ideas/ solution to a particular problem . These ideas are then discussed among the senior managers and their validity is ascertained keeping the working and the constraints of the company in mind . The basic purpose of this upward traversing pf ideas is that fresh and the innovative in a particular company for some years , it is natural that his mind gets conditioned in a particular manner. Challenging newcomers to innovate as a part of company policy takes care of ego problems that may arise if this is not the accepted norm.

7.     RESISTANCE TO CHANGE .- FLEXIBLE

Fixed ideas , coupled with an unwillingness to change or discuss , hamper listening and result in miscommunication . Novae concepts that require discussion before they can really materialize . If rebuked , fall flat. The onus lies directly on the receiver who is unreceptive and unwilling to change . People  with dogmatic opinions and views prove to be very poor communicators and erect maximum number of barriers .

8.     REFUTATION AND ARGUMENT . – ENTER INTO HEALTHY DISCUSSIONS

Refutation and argument are negative . Trying to communicate with the sender on the premise that refutation and argument can yield truthful results would prove to be futile. Communication is a process is which the sender and the receiver are the same level. The minute refutation or argument begin; there is shift in balance between the two participants, after which the receiver moves to a conceived that need to be resolved discussion is the right way to approach . Listening to the views of the order , trying to understand or at least  showing thatb there has been understanding , appreciating and finally, positing own views should be the sequence to be followed . The strategy adopted should not make the sender feel small or slighted.

Posted in: Barriers of Communication