BARRIERS TO EFFECTIVE COMMUNICATION
Physical Barriers
External obstacles can prevent messages from reaching intended
recipients. Defects in communication mediums like phones, postal
systems, or electronic media can delay, distort, or lose messages. Noise
like traffic or factory sounds disturbs face-to-face air communication.
Information overload blocks some messages in transit to audiences.
Semantic and Language Barriers
Words can have multiple meanings based on context. Identical sounding
words with different meanings like "minute" and "wind" create confusion.
Stress changes noun/verb meanings without spelling differences. Similar
sounding words like "flour" and "flower" are misunderstood. Descriptive
words mean different things to different people based on experience.
Technical terms are understood only within certain groups. New coined
words take time to gain common understanding. Most fundamentally,
words mean different things to different people based on age, education,
culture etc. Mixed verbal and nonverbal messages also cause semantic
problems.
Socio-psychological Barriers
Lack of communication skills in individuals creates barriers. Self-centered
attitudes prevent seeing others' perspectives. Strong group identification
makes it hard to accept contrary ideas. Desire to maintain a certain self-
image makes it hard to accept contrary feedback. Selective perception
according to one's own needs and interests distorts messages.
Defensiveness reduces understanding of threatening messages.
Information filtering alters aspects of messages relayed to others. Status
differences block willingness to accept suggestions or ideas from juniors.
Resistance to change hinders acceptance of new ideas. Closed-
mindedness limits ability to consider new ideas and appeals. Poor
communication skills in writing, speaking, reading, and listening are also
barriers. Ill-health reduces alertness, attention, and communication
abilities.
Organizational Barriers
Hierarchy and paperwork cause communication delays in organizations.
Information gets filtered and lost passing up and down levels. Too much
written communication goes unread. Internal rivalries between peers
impede lateral information sharing. Poor organizational communication
culture inhibits open information flow.
Intercultural Barriers
Cross-cultural communication faces barriers like differing national
character, appearance, language, nonverbal behavior, values, social
relationships, time concepts, thought patterns, and perceptions.
Understanding these varied influences of culture on communication style
and competence is key to effective cross-cultural communication in our
globalizing business world.
CONCEPT AND PRACTICE OF EFFECTIVE COMMUNICATION
Effective communication means communicating in a way that
accomplishes the intended goal and objective. The sender must have a
clear goal, use skills to formulate the message through language, non-
verbal means, and feedback. The sender must also know when to choose
the most suitable medium for conveying the message.
To prepare a message, the sender should organize their thoughts and
ideas into a suitable structure. Most business messages can follow a four-
point framework:
1. Opening/Introduction
2. Providing the required information
3. Requesting action/response from sender or recipient
4. Closing
First decide the content and note it down in logical order. The opening
needs 1-2 sentences, the main content several paragraphs, and the
ending (points 3 and 4) one sentence each. Carefully structure the main
content, putting the reader's interests and convenience first. Possibilities
include using the original message's order in a reply, chronological order
for events, or ascending/descending order of importance.
Tactful Use of Language
Effectiveness depends greatly on the sender's language use. Tactless,
inconsiderate language will not properly influence the receiver. When
insisting on action, refusing requests, or noting mistakes, tact is essential.
Ways to frame requests for action include polite routine forms, brisk direct
commands, formal "I/We request" forms, and indirect questions or
statements of appreciation if the request is granted. Each has a different
tone and influence.
Emphasize positives over negatives for better response. Avoid negative
words and associations. Express negatives positively by focusing on what
something IS rather than what it is NOT, what you/product/company CAN
do rather than CANNOT, starting with positive ACTION rather than
explanation/apology, and avoiding unpleasant words.
Support refusals with acceptable, explained reasons, apologies, and
alternative offers/suggestions. Skilful “no”s win reader goodwill.
Active and Passive Voice
Active voice is more direct, passive more indirect. Active emphasizes the
doer, passive the action. Use active for pleasant actions, taking
responsibility, improving image. Use passive for unpopular policies,
protecting information sources, general opinions, and describing
processes.
Discussing Errors
Discuss errors constructively, not accusingly. Passive voice avoids
mentioning the person who erred. It draws attention to the action rather
than the doer. Use passive to point out errors politely without blaming.
Emphasis Techniques
Emphasize points by placing first in sentence/paragraph/text, giving more
sentences, using sentence types that stress aspect you want, and
highlighting mechanically. But don't overdo mechanical emphasis.
