Chapter 3:

Barriers to Effective Communication

 Lecture Topics

• What is Communication Barriers/Noise

• Common Barriers/Noise to Communication
– Semantic Barriers
– Physical Barriers
– Physiological Barriers
– Psychological Barriers
– Cultural Barriers
– Organizational Barriers
• Overcoming Barriers in Business Communication
• 7 Cs of Effective Communication
• Tips for Improving Communication Skills
 What is Communication Barrier (Noise)?
Communication barriers/noise [Barriers to communication] are anything
(items/events/situations/states) that can distort or prevent effective communication
[within an organization] or communication process so that the message may not
be received by the receiver as was intended by the sender. These barriers/noises
bar the effective communication process between sender and receiver(s).

Communication barriers/noises exist in all communication contexts, such as face-

to-face communication, interpersonal communication, group communication,
organizational communication and social communication. Communication
process will be more effective, productive, and interactive if there are no
communication barrier/noise.

Example of Communication Barrier/Noise:

Ela is very sick, and she is taking a rest at home. She calls her husband to bring some
medicines, and they interact on a mobile phone. At the same time, her daughter Elon is
watching television at a high volume. Therefore, Ela could not understand what her
husband said to her precisely. So, she asks her husband again to be confirmed.
Television sounds are physical barrier/noise, and her sickness is an example of
physiological barrier/noise.
Common Barriers to (Business) Communication
 Common Barriers to Communication
The major communication barrier/noises are as follows:
 Semantic Barriers/Noise: Semantic barrier/noise is the communication
barrier created from confusion over the meaning of words and symbols. It
comes from complex, technical, or grammatical errors in communication.
Semantic barriers occurred because of different meanings of the message
between the sender and receiver like wrong grammatical sentence that makes
the receiver unable to understand the meaning.
 Physical Barrier/Noise: Physical barrier is the external and unnecessary
sound that obstacle to effective communication. For example, raining sounds,
thunderstorms, horns, outside building sounds, sounds from fans, lights, and
windows are the best example of physical or environmental noise. Besides
loud music, barking dogs, noisy conflict nearby, vehicle sounds are also
examples of physical noise.
 Physiological Barriers/Noise: Physiological barrier is a bar created by the
communicator’s physical condition. Usually, physical illness and weakness
produce physical barrier and obstacle to effective communication. For
example, Ela is having headaches and can not concentrate in class. Here,
headache is a physical illness that barrier to listening process.
 Common Barriers to Communication
 Psychological Barrier/Noise: Psychological barrier is a communication
barrier created from the communicator’s psychological factors, for example,
values, beliefs, attitudes, status, and behaviors. This barrier interrupts people’s
minds to concentrate on listening. People don’t like to listen or talk about those
topics that make them down or not interesting. For example, Ela is a Muslim
girl, and she does not like to listen to any criticism of Islam. She became
distracted when her lecturer was talking about anti-Islam issues.
 Cultural Barriers/Noises: Cultural barriers is a communication barrier created
from the wrong explanation of another person’s behaviors. Actually, cultural
barrier/noise is produced due to the wrong meaning of messages due to
different cultural background, history, way of living, experiences etc. Cultural
barrier/noise is mainly created from the nonverbal communication of people
from different cultural backgrounds.
 Organizational Barriers: Organizational barriers are related to organization
structure, authority/power, rules & regulations, relationships, status etc. Other
includes information overloaded, message complexity, message competition
(phone rings when talking with a subordinate), wrong filters (In business,
filters between sender & receiver are: secretary, assistant, receptionist)
Overcoming Barriers in Communication
Overcoming Barriers in Communication
 Overcoming Communication Barriers in Business
Considering the importance of effective communication in successful functioning
of business organizations, it is essential on the part of the managers to overcome
the different barriers to communication. Though it may not be possible to
eliminate the communication barriers altogether, yet suitable managerial actions in
this direction can minimize their effect. The major ways to overcome the barriers:
Proper Organizational Policy: Organizational policy guides the employees of an
organization to do and not to do anything. Such policy will help the people of an
organization to understand who is to communicate with whom and how to do it. It
will reduce misunderstanding and communication gap among employees.
Employee Orientation: Organization can arrange orientation program for the
newly appointed employees. This program will help them to know organizational
environment, corporate culture, hierarchy of authority etc. and employees become
familiar with the communication system that increases communication efficiency.
Communication Training: Only bookish knowledge and environment cannot
teach communication skill to the employees. If organization arranges training
programs for people involved in communication channel or network, their skills
will be developed and communication barriers will be removed.
 Overcoming Communication Barriers in Business
 Full & Simple Information/Message: To make communication effective, the
sender must know completely and clearly what he/she intends to communicate.
Consistency in message and conveying message tone are also important.
 Appropriate Language: The language used for communication should be
easily comprehended by the receiver. Most popular symbols, clear and precise
language should be used for proper communication.
 Selection of Appropriate Channel: Effective communication heavily depends
on selecting the most appropriate channel for sending messages. A rich
channel such as F2F discussion or telephone should be used for complicated
message. On the other hand, memos, letters or electronic mail may be used to
send routine messages, because there is hardly any chance of
misunderstanding.
 Mutual Trust: Communication is intended for acceptance and desired action.
Such acceptance is, to a great extent, influenced by trust and confidence in the
motives and sincerity of the communicator. If trust is lacking, communication
will fall short of its expected results.
 Inter-Personal [Informal] Relationship: Good Inter-personal relationships
between superiors and subordinates ensures the latter feel free and frank to
transmit complete and correct information to the former. The superiors must
appreciate useful criticisms and beneficial suggestions of the subordinates.
 Overcoming Communication Barriers in Business
 Two-Way Communication/Feedback: Communication is a two-way process.
Two-way communication brings two minds together—which is the basic core of
any communication. It involves a continuous dialogue between the sender and
receiver of the message. Upward communication can become a reality in the
organization and effective if this fact is recognized.
 Examples and Visual Aids: Appropriate stories & experiences can be used to
express sender’s mind in case of complex concepts. Further, visual aids through
charts and diagrams, symbol, signs can be advantageously used to stress particular
points/ideas which are difficult to describe properly by words.
 Good Listening, Reading & Writing: Effective listening or reading or writing is
essential for both sender and receiver. For oral communication, both the parties
must be very much attentive while delivering the speech and listening the speech.
Again, if it is written communication both the parties should have proper reading
and writing skills so that they can understand each other well.
 Mutual Understanding/Understand Audience: Both senders and receivers must
understand each other’s perspective. By this, remarks can be classified, perceptions
understood, and objectivity maintained.
 Empathy in Communication: The sender should be sensitive towards the
receiver’s needs, feelings and perceptions. The manager convey the message in
such a way that the emotions and sentiments of the receiver are not hurt.
7 Cs of Effective Communication
 7 Cs of Effective Communication
 Completeness: Communication must be complete. Message should convey or
transmit all information/facts required by the receiver/audience. The sender
must take into consideration the receiver’s mindset, attitudes and convey the
message accordingly. Complete communication develops and enhances
reputation of an organization.

 Conciseness: Conciseness means communicating what the sender wants to

express in least possible words without skipping other C’s of communication.
Conciseness is a requirement for effective communication. It underlines and
highlights the main message as it avoids using excessive and needless words.

 Consideration: Consideration implies “stepping into the shoes of others”.

Effective communication must take the audience into consideration, i.e., the
audience’s viewpoints, background, mindset, education level, etc. Make an
effort to imagine your audience, their requirements, emotions as well as
problems. Ensure that the self-respect of the audience is maintained and their
emotions are not harmed. Alter your words in a message to suit the audience’s
needs while making your message complete.
 7 Cs of Effective Communication
 Clarity: Clarity implies stressing on a particular message or goal at a time,
rather than trying to achieve too much at once. It makes understanding easier.
Complete clarity of thoughts and ideas enhances the meaning of message.

 Concreteness: Concrete communication means being particular and clear

rather than fuzzy and general. Concreteness strengthens confidence. It is
supported with specific facts and figures. Concrete messages are not
misinterpreted.

 Courtesy: Courtesy in message entails the message should show the sender’s
expression as well as should respect the receiver, value his/her feelings. The
sender of the message should be sincerely polite, judicious, reflective and
keen. An important step in showing courtesy is saying, “Please, Excuse me,
Thank you, Welcome, Sorry etc.”

 Correctness: Correctness in communication means that there are no

grammatical errors in communication, specially in written communication. If
the communication is correct, it boosts up the confidence level.
 Tips for Improving Communication Skills
Here are some tips to consider to improve your communication skills and the
communication process overall:
 Simplify the message: In order to ensure the message is properly understood, one
should keep the language simple and to the point.
 Know the audience: It's also important to consider the audience that will receive the
message as well as their needs and interests.
 Be a good listener: As a communicator, it's important to actively listen to what those
around you are saying. This will ensure to send the right message.
 Ask questions: It's also important to ask good questions to keep the communication
flowing. Make sure the questions are insightful and engaging.
 Take the time to respond: When communicating, it's important to consider how you
might reply to a person to ensure what you want to say.
 Consider body language: If you are communicating through a different medium, it's
important to be mindful of the body language. In addition, be aware of the body
language of the person you are communicating with, as well.
 Maintain eye contact: It's also important to make contact with the person or group you
are communicating with.
 Clarify message if needed: If the recipient is unclear about what you're trying to say,
it's important to clarify your message. This will help them to better understand you.