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Chapter 3: Barriers to Communication

CHAPTER THREE: BARRIERS TO COMMUNICATION

1. Frame of reference:
Different individuals can interpret the same communication differently depending on their previous
experiences. This results in variations in the encoding and decoding process. As a result, distortion
often occurs because of differing frames of reference. People in various organizational functions
interpret the same situation differently. There are different positions in the positions in the
organization structure, and this influences their frames of reference. As a result, their needs, values,
attitudes and expectations will differ, and this difference will often result in unintentional distortion
of communication.

2. Selective listening:
This is a form of selective perception in which we tend to block out information, especially if it
conflicts with what we believe. When we receive information from management, we notice only
those things that real affirm our beliefs. Those things that conflict with our preconceived notices we
distort to confirm our preconceptions.

3. Value judgment:
Value judgment is made by the receiver in every communication situation. Basically this involves
assigning an overall worth to a message prior, to receiving the entire communication. Value
judgments may be based on the receiver’s evaluation of the communicator.

4. Source credibility:
Source credibility is the trust, confidence, faith that the receiver has on the words and actions of the
communicator. The level of credibility turn directly affects how the receiver views and reacts to
words, ideas and actions of the communicator. How subordinates view a communication from their
manager is affected by their evaluation of the manager.

5. In – group language:
Occupation, professions and social groups develop words or phrases that have level meaning only to
members such as doctors, lawyers etc. such special language can serve many useful purposes. It
provides and in many cases, self esteem. It does facilitate effective communication within the group.
The use of non-group language can however result in service communication breakdown when
outsiders or other groups are involved.

6. Status difference:
Organizations often express through a variety of symbols such as titles, offices etc. such status
difference can be perceived as threads by lower ranks in the hierarchy and this can prevent or
distort communication. A nurse may remain quiet even when she or he knows that the doctor is
wrong, express an opinion.

7. Relationships:
The effectiveness of any communication may depend on our relationships with the person giving the
message. If the relationship between people is not good, communication may fail to be effective or
may breakdown.

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Chapter 3: Barriers to Communication

8. Pre-judgment:
Most people in life their own principles and assumptions and so sometimes jump to conclusions or
close their minds to new information or anything that don’t go by their believes and values.

9. Selective listening:
Selective listening is listening whereby one select what to listen, they only tune out until the hear
something that attracts their attention and interest.

10. Selfishness:
Some people prefer not to listen but take control of conversations, it does matter whatever the
subject may be because they believe that they know more that speaker, and they set to prove it by
relating their own experiences and their problems.

11. Body Language:

The body gestures may send a wrong signal to the receiver of the message.

12. Sender breakdown:

too much information is being sent, so the recipient misses key points. Also, language can be difficult
to understand, as it can be too complex.

13. Method breakdown :

When information is very detailed or complicated, then written instructions are better than
messages which can be misinterpreted.

14. Recipient breakdown:

The recipient deliberately makes a choice to misinterpret the message because of their attitude to
either the sender or to the message at hand.

15. Emotional Stress:

Communication will be ineffective if the person involved in sending the message or receiving it will
be afraid, angry, and crying.

Other problems with communication could be:

 Long chain of command.

 Language - complex, and hard to understand.
 Vague purpose – not detailed enough, more explanation required
 Inappropriate medium (method used, e.g. written, electronically etc).
 Red tape – message gets passed on to many different people before finally reaching the
recipient making the process too long and the message changing. Also, actions can be
delayed as a result of a late arrival of the message.
 Location – distance of recipient or where message has to reach.
 Distraction – Communication channels breaking up.
 Inappropriate language
 Lack of feedback
 Selection of wrong medium
 Omission, errors, misspelling
 Educational levels
 Inconvenient time
 Cultural Clashes (Beliefs)
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Chapter 3: Barriers to Communication

 Inferiority complex
 Wrong methods of communication
 Poorly phrased messages
 Loss in transmission through poor retention by receiver
 Understated or incorrect assumptions
 Biased interpretation
 Lack of preparation and planning before communication
 Poor listening skills
 Mistrust and fear

Barriers to communication can be classified in six main categories

Problems of Information exchange
Problems of Psychological Distance
Problems of Attitudes in interaction
Problems of Strategies
Problems of Physical Distance
Problems of Communication Devices

STRATEGIES TO MINIMIZE BARRIERS TO COMMUNICATION

For communication to be effective apply the following guidelines:

 Read – expand your language by reading
 Listen attentively – before you speak listen
 Think and plan – before you speak or write plan your communication very carefully
 Use appropriate language – use simple and clear language
 Be open minded – do not make judgment before you hear the message
 Select the right media – select the right method you will use to communicate
 Time your communication – select the right time to communicate
 Use suitable language – use the right words to send the right meaning
 Get feedback – find out the message reached and it was understood
 Maintain standards – aim for quality language and presentation.

Summary
Communication involves giving, receiving information, ideas, through written sound, or visual means
from a sender to a receiver for particular purposes. There are a number of communication methods.
The method used is usually determined by cost, confidentiality, security, influence, urgency,
distance, time, resources, written record, Receiver of message. Miscommunication is a common
problem in personal or business lives. It has been a source of conflicts and waste. There are number
of strategies one can apply to minimize communication break down?

EXERCISE:
1. What is communication?
2. Want is the importance of communication in an enterprise?
3. What are the barriers communications? Give examples.
4. Suggest three strategies that can reduce barriers to
communication.
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Chapter 3: Barriers to Communication

EFFECTIVE COMMUNCATION (How can communication be improved?)

Follow – up:
This involves assuming that you are misunderstood and whenever possible attempting to determine
whether your intended meaning actually was received.

Utilizing feedback:
Feedback is an important element in effective communication. It provides a channel for receiver’s
response that enables the communicator to determine whether the message has been received and
produce the intended response.

Empathy:
Empathy requires communicators to replace themselves in the shoes of the receiver in order to
anticipate how the message is likely to be decoded. Empathy is the ability to put oneself on other
person’s role to assume that individuals view points and emotions.

INTERNATIONAL AND INTERCULTURAL COMMUNICATION

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