Chapter 2

BARRIERS TO COMMUNICATION

SOME POINTS..

Communication is effective only if it

creates the desired impact on the
receiver.
Problems while Communicating
Disturbanc
e/Noise
Either not put
properly

Message is not
proper
Or not meant for
that audience

STEPS TO RESOLVE COMMUNICATION FAILURE

1.
2.
3.
4.
5.

Identify the problem

Find the cause
Work on alternative solutions
Opt for the best solution
Follow up religiously

Example:- Bimonthly example

WHAT IS NOISE

Any interference in the message sent and

received leads to the production of noise.
Noise here does not mean
cacophony(harsh sounds) but it refers to a
break in the communication process.
It is like a barrier in the communication.
This barrier acts like a sieve that filters only
part of the message thus causing
undesired response.

CLASSIFICATION OF BARRIERS

1. INTRAPERSONAL

2.INTERPERSONAL

Stems from a persons attitude, behaviour,

knowledge, education and personality
Stems from inappropriate transaction of
words between two or more people.

3. ORGANIZATIONAL

Refers to barriers in organizational

communication

INTRAPERSONAL BARRIERS

All individuals are unique as we have

different personalities, attitudes,
values, knowledge etc
We react differently to different
situations as our thinking varies.
Lets explore the causes that lead to
intrapersonal barriers:-

CAUSES OF INTRAPERSONAL BARRIERS

Lets explore the causes that lead to

intrapersonal barriers:1. Wrong assumptions
2. Varied perceptions
3. Differing background
4. Wrong inferences
5. Impervious categories
6. Categorical thinking

WRONG ASSUMPTIONS

Wrong assumptions occur when sender

and receiver does not have adequate
knowledge about each others
background.
Sometimes speaker does not realize the
background, education etc of the
receiver.
To be a good communicator try to put
yourself in the shoes of the receiver..
Example Doctor and Patient

VARIED PERCEPTIONS

Individuals perceive situations in

different ways
Best way is to step back and take a
wider perspective of the whole
situation.
Example: Elephant
and six blind men

DIFFERING BACKGROUNDS

Our background plays a very important role in

how we interpret the message.
To be a good communicator , the speaker
should know about the background of the
audience.
Example:- A computer company
representative explaining about hardware
details about the hospital management
system he plans to install to
groups of doctors

WRONG INFERENCES

Wrong Inference is when we assume

something without knowing the whole
truth.
They are more dramatic than facts and
can cause gossip and rumors.
Inference should always be supported
by facts.
When presenting inferences you should
always some evidences or facts behind
it.

INTRAPERSONAL BARRIERS

Wrong assumptions
Varied Perceptions
Differing Background
Wrong Inferences
Impervious Categories
Categorical Thinking

INTRAPERSONAL BARRIERS
Impervious categories

People with a closed mind attitude are called

misoneists. They are against any kind of change
or innovation. They do not agree to any kind of
deviation from their thinking and ideas.
These people might feel difficulty in
communicating freely.
People with a open mind would react positively to
information.
Example:- People being against computerization
in their job.

CATEGORICAL THINKING

People who feel they know it all called

pansophists. These people think they
know everything about a subject and
refuse to accept any further
information.
Example:- You do not to listen in your
orientation programme as you think
you know it all!!!

TO SUM UP

Good Communication should be:

Non judgmental
Be empathetic
Dont assume anything
Stick to the subject
Listen and above all paraphrase ( to
explain something in other words)

INTERPERSONAL BARRIERS

These barriers occur due to

inappropriate transaction of words
between two or more people.
Two broad categories
Inefficiency in communication skills

COMMON REASONS FOR INTERPERSONAL BARRIERS

1.
2.

3.
4.
5.
6.

Limited Vocabulary
Incongruity ( mismatch) of Verbal or
Non-verbal message
Emotional outburst
Communication selectivity
Cultural variations
Poor listening skills

LIMITED VOCABULARY
If in your speech or writing,
you are at a loss of words,
your communication will be very
ineffective.
On the other hand, if you have a good
vocabulary and know how to use it
properly, you would be a good
communicator

Interpersonal_Barriers_1

INCONGRUITY OF VERBAL AND NON-VERBAL

MESSAGES

The difference between verbal and nonverbal message can confuse the
listener.
Non-verbal communication enhances
verbal communication.
Actions speaks louder than words
One very important aspect o non-verbal
communication is physical appearance
Interpersonal_Barriers_2

GUIDELINES TO IMPROVE
APPEARANCE

Dress according to the

occasion
Wear neat and clean clothes
Choose an appropriate
hairstyle
Wear clean and polished shoes
Interpersonal_Barriers_3

EMOTIONAL OUTBURST

Excessive emotional involvement is

harmful to communication.
Example:- extreme anger can create an
emotionally charged environment an
rational discussion is not possible.
Messages can be misinterpreted,
ignored or overreacted to by people
displaying such behaviour.
Interpersonal_Barriers_4

GUIDELINES FOR AVOIDING EMOTIONAL OUTBURST

It is important to maintain ones

composure in all kinds of communication
Viewing issues from different perspectives
helps to develop rational thinking
If confronted such negative thinking, it is
important that you do not retaliate( react).
Usually in emotional outburst situation,
volume increases so it is good to keep the
volume in check.

COMMUNICATION SELECTIVITY

If you are a receiver in any

communication and you listen /pay
attention to only a part of the
messages, you are imposing a barrier
known as Communication Selectivity.
Here receiver is at fault and not the
sender.
This can also be part of written
Interpersonal_Barriers_5
communication.

CULTURAL VARIATION

Business practices, social customs and

etiquettes of a particular country
should be taken into consideration
when communicating with people
across the globe.
This has become very important as
nowadays businesses are happening
across national boundaries.

POOR LISTENING SKILLS

We should just not HEAR but LISTEN

when we are the receiver in a
communication process.
Listening requires careful attention and
accurate decoding of the message.

Interpersonal_Barriers_6

NOISE IN THE CHANNEL

Noise is any unwanted signal which acts as

a hindrance in the flow of communication.
Example- Disturbance in telephone lines,
dim typescripts, illegible handwriting, noisy
place etc

Interpersonal_Barriers_7

ORGANIZATIONAL BARRIERS

Every organization has its

communication techniques and
communication climate.
Irrespective of its size, all
organizations have communication
policies.
These policies are referred as
PROTOCOL.
The complexity and structure of this
protocol can cause communication

MAIN ORGANIZATIONAL BARRIERS

1.
2.
3.
4.

Too many Transfer points

Fear of Superiors
Negative Tendencies
Information Overload

TRANSFER STATIONS/
POINTS

Transfer stations are points at

which communication is passed.
More the transfer stations, more is the
likelihood of message being distorted or lost
For effective communication, we should have
less transfer points.
In organizations, having rigid hierarchy, transfer
points are more.
To have less transfer points, there should be
direct contact between sender and receiver.

OrganizationalBarrie
rs_1

WHY DO MESSAGES GET DISTORTED AT TRANSFER

POINTS?

1. Poor Listening
Lack of concentration
Persons tendency to leave out part of
the message

OrganizationalBarrie
rs_1

FEAR OF SUPERIORS

In rigidly structured organization,

subordinates would be fearful of the
superiors and would not talk frankly.
On the other hand, in an open
environment people will speak freely
and will have active participation
during meetings with their seniors.

OrganizationalBarrie
rs_2

FEAR OF SUPERIORS

In written Communication

Rigid Environment Employees might give

all information that they have in fear and
end up giving too bulky reports.
Such unfocussed reports can be a wastage
of time.
Open Environment Communication will
flow effectively in the organization.
OrganizationalBarrie
rs_2

NEGATIVE TENDENCIES

Negative tendencies can arise due to improper

management of groups in an organization.
Groups can be formal or informal.
There can be conflict of ideas between group
members and non-group members.
Example:- Extra-curricular activities group in
class being opposed by others.
But good managers can use these groups for
the effective working of the organization.
OrganizationalBarrie
rs_3

USE OF INAPPROPRIATE MEDIA

What are the different types of media

that can be used in an organization for
communication?

Graphs and Charts, email, telephone,

presentations, teleconferencing, videoconferencing etc
Some factors to consider while choosing a
medium:

time, cost, type of message, intended audience

OrganizationalBarrie
rs_4

WHEN TO USE WHAT?

What would you choose??

1.
2.
3.
4.

Conveying confidential information

Declaring company outing
Giving offer letter to a candidate
Applying for leave

OrganizationalBarrie
rs_4

INFORMATION OVERLOAD

Availability of huge amounts of data

which the receiver is unable to handle.
Results in

Fatigue
Disinterest/Boredom
Vital information can get lost
Quality of information goes down

OrganizationalBarrie
rs_5

INFORMATION OVERLOAD

What can be done to avoid information

overload?

Screening of information
Major points to be highlighted
Information should be directed only to
those who are affected by it.
Example:- Calendar of events for students
should not include teachers department
meeting schedule!!
OrganizationalBarrie
rs_4

EFFECTIVE COMMUNICATION
1.
2.
3.
4.

5.
6.
7.
8.

Open environment
Keep receiver in mind
Avoid too many transfer points
Do not communicate when emotionally
disturbed
Be aware of cultural diversity
Use appropriate non-verbal cues
Select suitable medium
Analyze feedback