Open Education Resource-OER Barriers to Communication Made By Mrs Neetu Shrivas(Team Leader) Mrs Jyoti Jaiswal Mr Rajendra Singh Chouhan MS Rachana Bairagi

Synopsis Definition Types of Barriers Overcoming Barriers.

Definition Communication is effective if it flows freely in a communication loop between the sender(s) and receiver(s). Free flow means uninterrupted transmission of the information / the message through an appropriate medium, correct comprehension of the message by the receiver and a relevant and appropriate feedback from him. Misunderstanding, Irrelevant response and undesirable reactions are the consequences of a failed communication exercise. Failure of effective communication results in loss of valuable time, resource, material and even life.

Flow Chart of Barriers to Communication.

Types of Barriers Semantic Barriers There is always a possibility of misunderstanding the feelings of the sender of the message or getting a wrong meaning of it. The words, signs, and figures used in the communication are explained by the receiver in the light of his experience which creates doubtful situations. This happens because the information is not sent in simple language.

Types(cont….) (i) Premature Evaluation: Psychological or Emotional Barriers The importance of communication depends on the mental condition of both the parties. A mentally disturbed party can be a hindrance in communication. Following are the emotional barriers in the way of communication: (i) Premature Evaluation: Sometimes the receiver of information tries to dig out meaning without much thinking at the time of receiving or even before receiving information, which can be wrong. This type of evaluation is a hindrance in the exchange of information and the enthusiasm of the sender gets dampened.

Types(Cont..) (ii) Lack of Attention: When the receiver is preoccupied with some important work he/she does not listen to the message attentively. For example, an employee is talking to his boss when the latter is busy in some important conversation. In such a situation the boss may not pay any attention to what subordinate is saying. Thus, there arises psychological hurdle in the communication.

Types(cont…) (3) Organizational Barriers (i) Organizational Policies: Organizational structure greatly affects the capability of the employees as far as the communication is concerned. Some major organizational hindrances in the way of communication are the following: (i) Organizational Policies: Organizational policies determine the relationship among all the persons working in the enterprise. For example, it can be the policy of the organization that communication will be in the written form. In such a situation anything that could be conveyed in a few words shall have to be communicated in the written form. Consequently, work gets delayed.

Types(cont….) (iii) Status: (ii) Rules and Regulations: Organisational rules become barriers in communication by determining the subject-matter, medium, etc. of communication. Troubled by the definite rules, the senders do not send some of the messages. (iii) Status: Under organizing all the employees are divided into many categories on the basis of their level. This formal division acts as a barrier in communication especially when the communication moves from the bottom to the top.

(4) Personal Barriers The above-mentioned organisational barriers are important in themselves but there are some barriers which are directly connected with the sender and the receiver. They are called personal barriers. From the point of view of convenience, they have been divided into two parts: (a) Barriers Related to Superiors: These barriers are as follows:

(i) Fear of Challenge of Authority: Everybody desires to occupy a high office in the organisation. In this hope the officers try to conceal their weaknesses by not communicating their ideas. There is a fear in their mind that in case the reality comes to light they may have to move to the lower level. (ii) Lack of Confidence in Subordinates: Top-level superiors think that the lower- level employees are less capable and, therefore, they ignore the information or suggestions sent by them. They deliberately ignore the communication from their subordinates in order to increase their own importance. Consequently, the self-confidence of the employees is lowered.

(b) Barriers Related to Subordinates: Subordinates-related barriers are the following: (i) Unwillingness to Communicate: Sometimes the subordinates do not want to send any information to their superiors. When the subordinates feel that the information is of negative nature and will adversely affect them, an effort is made to conceal that information.

(ii) Lack of Proper Incentive: Lack of incentive to the subordinates creates a hindrance in communication. The lack of incentive to the subordinates is because of the fact that their suggestions or ideas are not given any importance. If the superiors ignore the subordinates, they become indifferent towards any exchange of ideas in future.

Overcoming Barriers 1) Understand others see things differently to you. Try to predict the feelings and attitude of the receiver. What will their expectation be? What about their state of mind when you are communicating? What prejudices might they have? If you know these things before communicating, you reduce the risk if misinterpretation. 2) Get feedback from the receiver. Don’t just ask, ‘Do you Understand?’. They will more often than not say ‘yes’ because they see things in the way they want to understand it. Ask instead what is their understanding of the message, and how they see it. 3) As often as possible, speak face-to-face. This will allow for questions and, most importantly, allow you to see the body language, which will convey much more meaning than over the phone or through email.