Communication is the process of transmitting the information, where the receiver understands

the message and gives the feedback. In organisations most of the communication fails to convey the
meaning or develop an understanding to the receiver. According to Peter Drucker, “We have more
attempts at communication today, that is, more attempts to talk to others, and a surfeit of
communication media... yet communication has proved as elusive as the unicorn. The noise level has
gone up so fast that no one can really listen any more to all that babble about communications. But
clearly there is less and less of communicating. The communication gap within institutions and between
groups in society has been widening steadily – to the point where it threatens to become an
unbridgeable gulf of total misunderstanding”.
The biggest problem in communication is to identity whether actual communication has taken
place or not. In an organisation much of energy and money is used to develop its communication
system. But it is surprising fact that only fifty-fifty chances are of letting the communication being
understood by the receiver, to the degree the sender wished. This has been proved through lots of
experiments and observations, by communication specialists. This can be tested by analyzing
ourselves. If we try to recollect the news items of the previous evening’s news telecast or broadcast,
it only fifty percent that can be recalled.
This helps us know that most of the communication transmitted is lost. It is not only that the
communication is sent but it is important to know whether it has been understood by the receiver.
When an understanding is not created in receiver, no change is noticed in the behaviour of the
receiver. It causes a failure of communication.
The failure in communication arises due to certain blockages or barriers that come in the path of
communication i.e. between the sender and the receiver. In order to make communication effective,
it must be ensured that there is no barrier in the process. One has to find an answer to the question –
what are the barriers that interfere with the effectiveness of communication? Here we shall discuss
various reasons which either prevent the communication to reach the receiver or distort the
message in such a manner that it leads to miscommunication or non-communication. For effective
business communication, the sender has to minimize the barriers while communicating.
The barriers that are frequently noticed while communicating which interfere the
understanding of the message, can be categorised in following categories-
(1) Semantic barriers.
(2) Physical barriers.
(3) Psychological barriers.
(4) Organisational barriers.
Semantic Barriers
(i) Interpretation of symbols- It is noticed that the difficulty in communication arises most of
the time because the same symbol means different to different individuals. For e.g. in our country
red flag indicates danger, whereas in South Korea white flag is used for the same purpose. Another
example is that for some religions white colour which is a symbol of plenty is worn at the time of
wedding like in Christian religion, whereas white is never worn by hindus at wedding as this colour
is worn by widows. One more example can be the format of writing the date, some organisations
follow DD/MM/YY form at whereas others follows MM/DD/YY format, and it may create confusion
in the mind of the receiver. Suppose a date is written on an order letter as 12/05/2007 which in
general sense means twelfth day of May two thousand and seven, but for some it may be
interpretated as to December fifth two thousand and seven. This can utterly cause confusion.
(ii) Interpretation of words- Words, that are in reality symbols representing a thing, an action
or a feeling, can have various meanings. Words that represent concrete things like pen or hut, are
understood in the same way, whereas abstract words like responsibility or merit can be interpreted
differently by different people. Like the word ‘run’ has seventy one meanings as a verb, thirty five as
a noun, and four as an adjective, so if this word is used, the receiver is at liberty to interpret it in one
hundred and ten senses.
Semantic difficulty can also arise due to unfamiliarity with words, suppose, a word of foreign
origin or language is used in communication and the receiver has no knowledge of it. Even a
technical word can be responsible for semantic barrier if it is communicated to non-technical
receiver.
(iii) Lack of vocabulary
To communicate verbally, one important necessity is of a language. The sender while
transmitting the message should use a language which he is expert in and it is also known well by
the receiver. It is a general tendency or we can say a common habit of almost all speakers, while
delivering the speech if one lacks in vocabulary, he uses a word of his native language which means
the same. It can act as barrier if the receiver does not know that language and the meaning of the
spoken word.
Therefore both the sender and the receiver should have sound knowledge of the language that is
being used in communication.
(iv) Language variation
It has also been noticed that the speaker generally uses proverbs and phrases of his native
language while orating in some other language. If the receiver is not aware of the language of which
phrases and proverbs are used, it will act as a semantic barrier.
Thus the sender should not use varieties of language in communication. The language that is
known to the receiver should only be used to make the communication effective.
(v) Use of denotative and connotative words
Words generally have two types of meaning – denotative and connotative
The literal meaning of a word is known as denotative meaning. It just gives exact meaning to all
receivers without any positive or negative qualities. Some of denotative words are chair, table, fan
etc.
Some of the other words are connotative words which can have favourable and unfavourable
qualities. Favourable connotative words are like honest, polite, sincere and punctual; whereas
unfavourable connotative words are like coward, negligent, etc.
There are some words which are trouble causing, they act as favourable connotative in one
context and unfavourable connotative in some other context. For example the word ‘cheap’.
We bought this chair at a cheap rate.
She gave me a cheap sauce.
Here the first sentence refers ‘cheap’ as positive connotative as it shows profit, whereas ‘cheap’
in second sentence shows negative connotative meaning.
(vi) Misunderstanding of directions
In business organisations, directions are always passed to subordinates, who have to abide
them. If the directions are not upto the mark as far as formation of the sentence is concerned, it may
act as a barrier in the process of communication, for the receiver will misunderstand it. For example
a manager asks the accountant not to waste money on purchasing unwanted materials. Here the
accountant is found in dilemma whether what to buy and what not and whether it is applicable to
particular department or to all the departments.
Methods to overcome semantic Barriers.
(i) Use of familiar and appropriate words- In order to make communication effective, words
should be used which are appropriate to the environment and mental framework of the receiver.
This ensures the communication to be grasped properly and implemented effectively.
While communicating orally, the sender should once analyse his receiver and according to the
level of understanding of the receiver, the sender should select the vocabulary. It is also good if
instead of unfamiliar words, familiar words should be used, so that no confusion is created in the
mind of the receiver, and the receiver can comprehend the exact meaning of the message conveyed.
(ii) Clarity
The sender should pay attention towards the clarity of thought and clarity of language, while
communicating. If the sender uses familiar words and simple vocabulary and organizes his matter in
a sequence, his message surely will become clear.
 Thus the message should be logically arranged and simple vocabulary should be used of a
particular language, of which the receiver is aware.
(iii) Use of positive connotations
Always positive connotations should be used in business communication. To make the
communication effective negative connotative words should be avoided.
For example, a subordinate who did not complete the assigned task on time, it shows that he is
not sincere in his work. To make him understand his mistake and to let him know that he is————
—, he should use positive connotation. If he uses negative one, the receiver will feel ashamed and it
can demoralize him. The manager should say like-
• You are not able to complete your work on time; it shows that you are not sincere towards your
work.
It shouldn’t be said as–
• You are not able to complete your work on time, it shows your insincerity.
If the second sentence is used, the receiver can be demoralized or he would feel embarrassed.
Thus the sender should embalm it.
Physical barriers
(i) Noise- Noise is the sound that is not pleased to the ears. In communication, noise acts as a
physical barrier, as in factories people are not able to communicate with each other due to loud
noise of the machines. Even if the sender uses a telephone as the medium for communication, the
blurred sound of telephone acts as a barrier, as the receiver is not able to hear the complete
message.
We are in the habit of avoiding the barrier, sometimes, when we get a phone call and if we are
watching television at the same time, what we do? We first mute or lower down the volume of the
television and then receive the call. If we do not react in this manner, the voice of the television will
act as noise as it is not wanted/required at the time of receiving the call, and it will act as a physical
barrier.
(ii) Time- When we communicate verbally, we also use non-verbal communication to make our
communication effective, chronomics i.e. the time language is a non verbal form of communication.
For every businessman and every individual associated with business, time is a valuable factor. Thus
the sender has to transmit his message in minimum time, to be more effective.
If we look to the characteristics of good business letter, one of it is that the letter should be brief
and precise, this is directly associated with time, as the receiver does not have so much time to go
through lengthy letters. It shows that the sender has to be very brief while communicating.
Even for oral communication, one disadvantage is that lengthy messages cannot be conveyed. As
lengthy messages need more time to be communicated and the receiver cannot retain such long
messages. Here also it is revealed that the oral communication is effective if the message is conveyed
in minimum time.
(iii) Distance- Distance between the sender and the receiver should be such that by using
appropriate medium the message can be communicated effectively. If this distance is such increased
that no medium can reduce it to aid communication, then it will act as a barrier.
In large organisation, employees are seated at a distance from each other, therefore intercom is
used for communication or in other words communication is made possible only through intercom
in this condition. But if the sender or the receiver wishes to use non-verbal communication also for
more effectiveness, then, it acts as a barrier to communication.
(iv) Incomplete Information- The sender should always keep in mind, while communicating,
that he transmits the complete message. As, if the message is incomplete it will act as a physical
barrier, because he cannot get the response / feedback as desired.
For example: The Manager asks his subordinate – Submit your report.
Here the subordinate (receiver) does not know which report is to be submitted and when and
where to whom.
Therefore the sender before sending the message or in other words while encoding the
message, should ask following questions to evaluate his message as complete or incomplete.
 The interrogative sentences starting with What, When, Where, Why, How, Whom.
For effective communication, the message is to be complete.
Organisational barriers.
The barriers that are directly associated with the organisation, are known as organisational
barriers- They are of following types:
(i) Strict implementation of rules and regulations- All organisations have their own set of
rules and regulations, which are strictly implemented in some, whereas other organisations are very
liberal in their implementation. The organisations where they are strictly implemented, there is
found lack of communication, between employees and between subordinates and their superiors. It
is therefore necessary that these rules and regulations should not be strictly followed for smooth
and harmonious functioning of the organisation.
In an organisation, where these rules and regulations are strictly implemented, for example an
employee cannot avail his medical leave in the probation period of six months, if he is met with an
accident in the company itself and he has been asked to rest for a month by the doctors. Here if the
organisation does not provide him medical leave, how he can afford his treatment and livelihood
without money. In this condition if the strict implementation of rules and regulations becomes the
barrier to effective communication.
(ii) Status consciousness- In every business organisation, the communication flows either
upward or downward. In downward communication if superiors are too status conscious, they feel
that communicating to their subordinates is below their dignity. If this is the case then it acts as
barrier.
In upward communication, it has been deserved that filtering takes place at each level.
Dependency syndrome of the subordinate heightens the tendency filter information. In a superior-
subordinate relationship, the subordinate is, generally speaking, depending on the superior for his
advancement. Studies reveal the fact that the greater the dependency of the subordinate on the
superior for the satisfaction of his needs, the more his tendency to filter information of an
unfavourable kind. Therefore only positive aspects of performance are likely to be communicated
upwards.
It has also been noticed in Indian business organisation that the communication with persons of
higher or lower status is likely to be formal and reticent rather than informal and free. The distance
between the superior and the subordinate and the difficulty in free communication between them
tends to be heightened through status symbols which might be used to show the hierarchical status
of the person concerned. Status symbols in an organisation are in the form of separate bathrooms,
separate refreshment rooms, cabins with added facilities of air conditioner, carpets etc. Such
symbols accentuate the distance between the different hierarchical levels and tend to widen the
communication gap. Japanese style of management has one of the characteristic related to it, that is
the removal of status symbols. Under the Japanese system, there are no separate cabins for
managers, uniform for workers and managers are the same, they eat the same menu in the same
cafeteria. All these efforts are intended to reduce the distance between the workers and the
managers, and to bring about a better understanding of the problems of the organisation.
(iii) Absence of meetings- In every business organisation, meetings are frequently called, this
provides a platform for the employees to discuss the matter, and it also aids good and effective
communication. Generally meetings of each department are held separately, where the people of all
levels participate. Sometimes it is for one level employee of all departments, like of all managers.
Meetings help the employees to come near to each other, to know each other’s views and it also
reduces the barrier- status consciousness.
The organisations where meetings are not held regularly, the functioning of the organisation is
not proper and also communication gap between the employees is noticed. In one sense we can say
that it hinder the communication process.
(iv) Faulty Medium- For communication a medium is required. The sender selects the medium
on the basis of the message, the location and type of the receiver. The medium used has to be
appropriate or it will become a major barrier as the message will not be transmitted to the receiver.
 Suppose, the manager is annoyed with the behaviour of the subordinate, he sends an official
notice mentioning the incidence of his misbehaviour to him. Here he could have used face-to-face
communication, that could have been better. The medium the sender selected here acts as a barrier
to communication.
Psychological Barriers
(i) Opinions and attitude- In business organisations, where communication plays an important
role, people are in habit to form opinions about others. These opinions about an individual may act
as a barrier to communication. Suppose a sales executive has come to know that his boss is short
tempered, before joining the organisation. When he interacts with his boss at the work place, he
listens to him with the image of him, in his mind that has been formulated earlier. He will always
think twice, what and how to speak in such a manner that it does not irritate him.
Attitude is one’s view about things, and situations. It is an individual trait, and frame of mind.
Suppose if a subordinate’s work has been appreciated by his boss, he would perform more better to
get more appreciation. Here he will be framing positive attitude. But if we look it in reverse
condition, where the subordinate’s work has been ignored by his boss, he might be demoralised and
have negative opinion about his boss. Later he would not report his work to the boss as
enthusiastically as before.
This shows that opinions and attitude of a person can act as a barrier to communication.
(ii) Emotions- Emotion also play a vital role in the effective flow of communication. A person in
grief cannot convey a message of joy or delight. Here his emotions dominate his mind. The same is
with the receiver, he also is governed by his emotions, if he is afraid of his boss, he cannot even
receiver the message of praise from his boss. Here his emotions block his power to perceive the
message as was desired by the sender.
(iii) Limitations of sensory perception- In business communication, it is very much required
that the receiver uses very wisely all his five senses to perceive the message. This message will not
be perceived as was desired by the sender if the receiver does not use his required senses.
Suppose a subordinate is undergoing the tracima caused by an accident, being the superior, you
should console him by touching which gives an effective feedback.
(iv) Instant Assessment-The receiver should not assess the sender in first communication or in
other words immediately. The receiver should take time apply his experience and knowledge and
then should make a judgment of the sender. Suppose, you interact with your new boss for the first
time and you noticed that he is proved straightforward and short tempered. Being an individual you
will frame an image of your boss as you perceived in first meeting. It may fail you to understand him
correctly and also will hinder your communication with him as you would think twice before talking
to him. Even when we receive information about some work or person negatively, we should not
react in the same way, but we should first analyse the matter and then reach to the conclusion. Thus
instant assessment may also act as a barrier to effective communication.
(v) Inattentiveness- In communication process, the receiver has to be very attentive in the
sense he should be mentally aware to grasp the message fully and correctly. If the mind is diverted in
between the communication then the complete message is not received by the receiver and thus
desired feedback is not received by the sender, which is said to be distorted by the inattentiveness of
the receiver.
It is a common habit that people become inattentive when they hear a long message, message is
not of the receiver’s interest or he is prejudiced. Here, it should be kept in mind that if the receiver
becomes inattentive due to any reason, it will definitely cause hindrance in the communication
process.
(vi) Wrong comprehension- Sometimes the sender leaves the message on the discretion of the
receiver. Here the receiver has to comprehend the message according to his values, experience and
knowledge. The feedback is given in accordance to the comprehension; the feedback should fulfill
the requirements of the message, which is possible only if the message is correctly comprehended.
(vii) Negative attitude of the superiors- The attitude is the view point of the person regarding
an individual, thing or event. If the superiors have a negative attitude towards about a colleague or
subordinate, there will be lack of communication. In business organisation, the growth and proper
functioning is directly associated with internal and external communication.
For cordial relationship among the employees of various levels, proper, good and effective
communication is required. Also for proper functioning of a particular department, the superiors
should not be biased. Therefore if superiors have positive attitude towards their subordinates and
colleagues, no question of miscommunication and non-communication would arise.
(viii) Negative attitude of subordinates- Even the attitude of the subordinates towards their
superiors and colleagues should not be negative. If a subordinate has a negative attitude towards his
boss, he would never take his boss’s words positively even when they are necessary for his growth.
Rather he would never wish to communicate with his boss but here in this case the negative attitude
of the subordinate towards his boss/superior is acting as a barrier to effective communication.
(ix) Poor listening- For effective communication, it is important that the receiver listens the
message carefully. The biggest block to interpersonal communication is said to be due to inability to
listen the message intelligently, understandingly and skillfully. People generally tend to confuse
between hearing and listening. Hearing is a biological process, where there are ears, the voice will be
heard.
This poor listening may be due to the discrepancy in the speeds of speaking and listening. An
average person can speak at the rate of one hundred and fifty words per minute, and can listen and
think at the rate of five hundred words per minute. The difference obviously leaves idle time for the
mind to wonder about and lose some part of the message that is sought to be conveyed.
Thus for proper listening, the receiver should utilise his idle time in projecting himself into the
mind of the sender and understanding the factual and emotional content of the message, without
making an attempt at criticising, approving or disapproving until complete message is received.
(x) Egotism- Some of the superiors or subordinates are egoist, they are not able to grasp the
view of others. This personality type employees are very rigid and firm on their views and opinions
about the subject and do not wish to alter them and hence do not invite innovative ideas and have no
respect for other people’s views. Hence egotism also acts as a barrier to communication.