Barriers to Communication-Final - Copy

Barriers to Barriers to CommunicationCommunication

An IntroductionAn Introduction

Physical BarriersPhysical Barriers

1. Competing Stimulus or Noise:

• Speak our words, voice and tone stimulates the• receiver to respond.• Conversation may be interrupted by loud music,• aeroplanes, trains or traffic noise.

2. 2. Environmental Stress:

• Climate, temperature, humidity, heat, dust, rain, snow and thunder adversely affect communicators.

• Cyclones, tsunamis and floods can play havoc.

3.3. Subjective Stress:Subjective Stress:• When subjected to stress, or fearful, unhappy, unwell, When subjected to stress, or fearful, unhappy, unwell,

anxious or excited- Difficulty to speak, listen or interpret anxious or excited- Difficulty to speak, listen or interpret correctly.correctly.

• Fluctuating emotions or extreme feelings too hampers.Fluctuating emotions or extreme feelings too hampers.

4. 4. Ignorance of the Medium:Ignorance of the Medium:• If medium is unknown- Problems are inevitable.If medium is unknown- Problems are inevitable.• Written communication- Pose problems who do not know Written communication- Pose problems who do not know

how to read and write. Similarly- Oral communication how to read and write. Similarly- Oral communication (Language spoken).(Language spoken).

• Computer illiterate- Unable to send or receive messages on Computer illiterate- Unable to send or receive messages on the internet.the internet.

5. 5. Time and Distance:Time and Distance:• Due to lack of Eye contact and involvement.Due to lack of Eye contact and involvement.• Not being able to stick to a time schedule or being late for Not being able to stick to a time schedule or being late for

interviews and meetings causes problems and interviews and meetings causes problems and misunderstanding.misunderstanding.

• Increased expenditure.Increased expenditure.

Mechanical BarrierMechanical Barrier• Difficulty in reception, absence of communication facilities,

defective telephone, cross talk often heard over intercom link, failure of loud speakers, disturbance on radio, rolling of picture on tv etc.

• Environment sounds like traffic noise, other conversations, doors and window banging etc.

Organisational BarrierOrganisational Barrier1. Size of Organisation: Miscommunication and

misunderstanding is common.• Employees- Either in one location or spread over several

sites.• Communication between Senior and subordinates is

hampered.• As per the survey- Only 20% of the information is

received by the subordinates due to too much of written communication viz. notice, letters etc.

2. 2. Emphasis on SpecialisationEmphasis on Specialisation: : • Increase in function, departments and activities.Increase in function, departments and activities.• More people tend to focus on micro management- Their knowledge More people tend to focus on micro management- Their knowledge

base, exposure and experience becomes limited.base, exposure and experience becomes limited.

3.3. Hierarchy and Status:Hierarchy and Status:• Individuals occupy positions of authority by virtue of their Individuals occupy positions of authority by virtue of their

knowledge, experience and leadership skills- Prestige and Powerknowledge, experience and leadership skills- Prestige and Power• Cos. awards them separate cabins, personal assistants and car etc.- Cos. awards them separate cabins, personal assistants and car etc.-

Creates artificial barriers between seniors and subordinates.Creates artificial barriers between seniors and subordinates.• Status separates seniors and juniors physically and emotionally- Status separates seniors and juniors physically and emotionally-

Results in distrust, suspicion and misunderstanding.Results in distrust, suspicion and misunderstanding.

4.4. Channels used for communication:Channels used for communication:• Internal communication comprises of both-Formal and Informal.Internal communication comprises of both-Formal and Informal.• Too much emphasis on Vertical Comm– Neglecting meetings,Too much emphasis on Vertical Comm– Neglecting meetings,• conferences and consensus affects free flow of communication.conferences and consensus affects free flow of communication.• Horizontal Comm- Dilute authority and adversely affect day to day Horizontal Comm- Dilute authority and adversely affect day to day • Functioning of the organisation.Functioning of the organisation.

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Language/Linguistic Language/Linguistic BarrierBarrier

Language used depends on the background, culture, experience,Language used depends on the background, culture, experience,

attitudes and location. Often usage is also faulty.attitudes and location. Often usage is also faulty.

1.1. Mismatch between Meaning and Expression:Mismatch between Meaning and Expression:• We often express what we mean and we sometimes don’t mean We often express what we mean and we sometimes don’t mean

what we say. We say yes when we want to say no and vice what we say. We say yes when we want to say no and vice versa.versa.

• We expect that people will understand what we are thinking and We expect that people will understand what we are thinking and fail to express ourselves clearly.fail to express ourselves clearly.

2.2. Use of Unfamiliar Language and Idiom:Use of Unfamiliar Language and Idiom:• Knowledge of language, its grammar and idiomatic expression Knowledge of language, its grammar and idiomatic expression

differs from person to person.differs from person to person.• American English differs from British English- Spelling, American English differs from British English- Spelling,

pronunciation, vocabulary etc.pronunciation, vocabulary etc.

3. 3. Speaking at the wrong moment:Speaking at the wrong moment:• Interruptions and interjections impede smooth flow of thought Interruptions and interjections impede smooth flow of thought

as well as speech.as well as speech.• Wrong emphasis on words or phrases and stressing the wrong Wrong emphasis on words or phrases and stressing the wrong

part of a message confuses the receiver, E.g. Ads on part of a message confuses the receiver, E.g. Ads on cigarettes.cigarettes.

4. 4. Interpretations and Connotations:Interpretations and Connotations:• Words posses different associations and meanings for differentWords posses different associations and meanings for different

people.people.• E.g. ‘capitalist’ and ‘communist’ or ‘terrorist’ and ‘freedom E.g. ‘capitalist’ and ‘communist’ or ‘terrorist’ and ‘freedom

fighter’.fighter’.

5. 5. Error in Judgement:Error in Judgement:• Significant gap between what has actually been said and what Significant gap between what has actually been said and what

people believe has been said because we often hear only what people believe has been said because we often hear only what we wish to hear. we wish to hear.

• Imagination and different perceptions cause many a slip Imagination and different perceptions cause many a slip between the cup and the lip!between the cup and the lip!

• Use simple, direct and jargon-free language and be brief.Use simple, direct and jargon-free language and be brief.

Cultural BarrierCultural Barrier

• Language and culture are closely related. Language and culture are closely related. • Language itself becomes a barrier, words are mere symbols Language itself becomes a barrier, words are mere symbols

and frequently convey more than one meaning both in the and frequently convey more than one meaning both in the minds of sender and receiver.minds of sender and receiver.

• Symbols represent subjective and objective meaning. Symbols represent subjective and objective meaning. Favourable and unfavourable arrangement of words Favourable and unfavourable arrangement of words depends upon the content in which it is used.depends upon the content in which it is used.

• Communication difficulties arises when-Communication difficulties arises when-

i.i. One doesn’t express what one means;One doesn’t express what one means;

ii.ii. One uses the language, idioms, phrases, etc. one doesn’t One uses the language, idioms, phrases, etc. one doesn’t means for it;means for it;

iii.iii. One speaks at a wrong moment;One speaks at a wrong moment;

iv.iv. Words carry different meaning for different people.Words carry different meaning for different people.

v.v. E.g in Middle East, Far East and European countries etc.E.g in Middle East, Far East and European countries etc.

• Language- In Japan ‘Yes’ means I am listening and in USA ‘Yes’ Language- In Japan ‘Yes’ means I am listening and in USA ‘Yes’ means I agree.means I agree.

• Values (East and West),norms of behaviour, social relationships, Values (East and West),norms of behaviour, social relationships, concepts of time, concept of space (respect given to countries concepts of time, concept of space (respect given to countries while standing and not being too close).while standing and not being too close).

• Thinking process (Strict, logical, practical or holistic and Thinking process (Strict, logical, practical or holistic and emotional).emotional).

• Non-verbal communication- In India body language is used most Non-verbal communication- In India body language is used most of the times where as in Britain and in Japan it is less.of the times where as in Britain and in Japan it is less.

• Perceptions, paralanguage (E.g. voice, volume, pitch, speed, Perceptions, paralanguage (E.g. voice, volume, pitch, speed, pronunciation, accent, tone, stress, non-fluencies).pronunciation, accent, tone, stress, non-fluencies).

• Appearance- Skin, hair, colour, shape, size, etc. E.g. Formal Appearance- Skin, hair, colour, shape, size, etc. E.g. Formal dressing in Canada and Informal dressing sense in India.dressing in Canada and Informal dressing sense in India.

Semantic BarriersSemantic Barriers

• Paralanguage- Voice, volume, pitch (scale), speed, Paralanguage- Voice, volume, pitch (scale), speed, pronunciation, accent, tone, stress, non-fluencies.pronunciation, accent, tone, stress, non-fluencies.

• Words which confuses or sounds alike.Words which confuses or sounds alike.• ‘‘Record’ as verb or noun, ‘site’ or ‘cite’, ‘flour’ or ‘flower’.Record’ as verb or noun, ‘site’ or ‘cite’, ‘flour’ or ‘flower’.• Also, fast, far, few, early, easy, charge, spring, check, suit, Also, fast, far, few, early, easy, charge, spring, check, suit,

ring etc.ring etc.

Psychological BarriersPsychological Barriers• As human beings we are victims of bias and prejudice, As human beings we are victims of bias and prejudice,

suffer from anger, fear, joy and sorrow.suffer from anger, fear, joy and sorrow.• Our emotions and attitudes affect the sending and Our emotions and attitudes affect the sending and

receiving of messages creating psychological barriers in the receiving of messages creating psychological barriers in the process.process.

1.1. Self Image and Pre-conceived Notions/ Self Concept: Self Image and Pre-conceived Notions/ Self Concept: • Each of us looks at himself or herself in a particular way. Each of us looks at himself or herself in a particular way. • They interpret messages and see reality according to their They interpret messages and see reality according to their

preconceived notions accepting only those messages that preconceived notions accepting only those messages that boost their self image and rejecting others. boost their self image and rejecting others.

• This results in communication selectivity. This results in communication selectivity.

2.2. Abstracting:Abstracting: • Communication selectivity means that we are selective Communication selectivity means that we are selective

about sending, receiving and remembering messages. about sending, receiving and remembering messages. • We focus and omit the rest.We focus and omit the rest.

3. 3. Slanting/ Pre-Judgement:Slanting/ Pre-Judgement: • Bias and prejudice often colour our judegement and Bias and prejudice often colour our judegement and

influence our perception and subsequent communication. influence our perception and subsequent communication.

44. . Filtering:Filtering: • Another form of slanting is filtering of information. Another form of slanting is filtering of information.

It takes place mostly during upward communication.It takes place mostly during upward communication.• Juniors wanting to enhance their image and chances of Juniors wanting to enhance their image and chances of

promotion suppress “bad news” and pass on to the boos promotion suppress “bad news” and pass on to the boos only what he/she wants to hear. only what he/she wants to hear.

• Also, when messages have to travel long distances upwards Also, when messages have to travel long distances upwards in the organisational hierarchy, loss of information and in the organisational hierarchy, loss of information and distortion is likely.distortion is likely.

5. 5. Closed Mind:Closed Mind: • A narrow vision, such a person rejects any other point of A narrow vision, such a person rejects any other point of

view.view.• Such a person ends up with inadequate, incomplete and Such a person ends up with inadequate, incomplete and

usually incorrect information. usually incorrect information.

66. . Allness/ Generalisation: Allness/ Generalisation: • Attitude of people with closed minds believe that they know Attitude of people with closed minds believe that they know

everything. Such people refuse to believe that they could be everything. Such people refuse to believe that they could be mistaken. mistaken.

• They are dogmatic and rigid in their opinions and attitudes.They are dogmatic and rigid in their opinions and attitudes.

• We make generalisations about foreigners, communities, We make generalisations about foreigners, communities, professions etc., often with negative overstones. For eg. All professions etc., often with negative overstones. For eg. All lawyers are liars and all women are weak.lawyers are liars and all women are weak.

7. 7. Unjust Assumption:Unjust Assumption: • These are personal inferences made by the speaker and not These are personal inferences made by the speaker and not

factual statements.factual statements.• Our bias, prejudice and opinions prompt us to make unjust or Our bias, prejudice and opinions prompt us to make unjust or

unfair assumptions about others which creates superiority unfair assumptions about others which creates superiority complex and ensures that all others are assumed to be inferior complex and ensures that all others are assumed to be inferior in every possible way. in every possible way.

8. 8. Either or Orientation, Polarisation: Either or Orientation, Polarisation: • People and events are viewed in absolute terms. People are People and events are viewed in absolute terms. People are

seen in extremely negative or positive terms. seen in extremely negative or positive terms.

9.9. Halo Effect: Halo Effect: • When we like or admire some people we believe that they can When we like or admire some people we believe that they can

do no wrong and accept whatever they have to say as correct do no wrong and accept whatever they have to say as correct or valid.or valid.

• Conversely, we condemn those we dislike and do not pay any Conversely, we condemn those we dislike and do not pay any attention to their views or opinions.attention to their views or opinions.

10.10. Snap Reactions/Premature Evaluation: Snap Reactions/Premature Evaluation: • Poor listeners jump to conclusions and respond prematurely to Poor listeners jump to conclusions and respond prematurely to

the message being conveyed and in their haste tend to miss the message being conveyed and in their haste tend to miss out on important details.out on important details.

• Their evaluation will then be based on incomplete and Their evaluation will then be based on incomplete and insufficient data leading to incorrect information.insufficient data leading to incorrect information.

11. 11. Tendency to Evaluate: Tendency to Evaluate: • Since we are both judge and jury the evaluation is invariably Since we are both judge and jury the evaluation is invariably

from our own point of view and is terribly one sided.from our own point of view and is terribly one sided.

12. 12. Resistance to Change:Resistance to Change:• Since change is inevitable we must anticipate it and prepare Since change is inevitable we must anticipate it and prepare

ourselves and others for it. Changes must be introduced ourselves and others for it. Changes must be introduced gradually to b acceptable.gradually to b acceptable.

13. 13. Defensiveness:Defensiveness:• Making excuses and rationalising our mistakes is a common Making excuses and rationalising our mistakes is a common

form of defending our ego.form of defending our ego.

14. 14. Redundant phrases:Redundant phrases:• ““It is wellknown” or “It goes without saying”. Wrongly It is wellknown” or “It goes without saying”. Wrongly

presumed statements. presumed statements.

15.15. Group Identification: Group Identification: • Opinions formed due to group, neighbours, colleagues, locality, Opinions formed due to group, neighbours, colleagues, locality,

city, religion, economic background etc. E.g. Person who goes city, religion, economic background etc. E.g. Person who goes on strike. (An idea of group is given importance to).on strike. (An idea of group is given importance to).

16.16.Poor Communication Skills:Poor Communication Skills:• Inefficiency in writing and speaking prevents the speaker in Inefficiency in writing and speaking prevents the speaker in

encoding his ideas properly and to attract listeners.encoding his ideas properly and to attract listeners.• Poor reading habits and faulty listening are psychological Poor reading habits and faulty listening are psychological

barriers or shortcomings.barriers or shortcomings.

17. 17. State of Health:State of Health:• Ill health, lack of energy. This may therefore let the person Ill health, lack of energy. This may therefore let the person

refuse to communicate. refuse to communicate.

18. 18. Status Block: Status Block: • Person may develop a feeling that he knows everything about Person may develop a feeling that he knows everything about

running a business. Subordinates may also be having useful running a business. Subordinates may also be having useful ideas to contribute. So, adopt open door policy.ideas to contribute. So, adopt open door policy.

External/Poor Listening External/Poor Listening As A Barrier As A Barrier

• As listening is a mix of physical and mental activity it may be As listening is a mix of physical and mental activity it may be obstructed by physical and psychological barriers.obstructed by physical and psychological barriers.

1.1. Prejudice:Prejudice: • Preconceived notions about the speaker or the topic makes one Preconceived notions about the speaker or the topic makes one

an indifferent listener. an indifferent listener. • One either does not pay attention at all or if one does, one’s One either does not pay attention at all or if one does, one’s

focus is on the flaws and faults of either the message or the focus is on the flaws and faults of either the message or the speaker or both.speaker or both.

2.2. External Factors:External Factors: • The venue and time may not be comfortable to the listener. The The venue and time may not be comfortable to the listener. The

venue may have noisy fans, faulty sound systems, poor or venue may have noisy fans, faulty sound systems, poor or glaring lights and so on.glaring lights and so on.

• The speaker’s non verbal cues like untidy dressing, stammer, The speaker’s non verbal cues like untidy dressing, stammer, poor and monotonous speech delivery etc. could create a poor and monotonous speech delivery etc. could create a disinterested receiver.disinterested receiver.

3. 3. Thinking Speed:Thinking Speed:• We think faster than we speak. While the speaker conveys the We think faster than we speak. While the speaker conveys the

message our thinking process is almost done and so the mind message our thinking process is almost done and so the mind tends to wander.tends to wander.

• So, one ends up missing important information.So, one ends up missing important information.

4. 4. Selective Listening:Selective Listening:• Some word or phrase initiates a different line of thought and Some word or phrase initiates a different line of thought and

one starts following that path. one starts following that path. • One may find it difficult to resume listening as one cannot One may find it difficult to resume listening as one cannot

follow what the speaker is talking about.follow what the speaker is talking about.