Perfect and complete communication does not take place many times due to certain obstacles which are known as barriers to communication. Following are the barriers to effective communication:
1. Physical barriers: Internal structure of the organization and layout of office machines and equipments creates physical barriers in communication.
Physical barriers include:
1. Distance
2. Noise
3. Physical arrangement
2. Semantic barriers: The use of difficult and multiple uses of languages, words, figures, and symbols create semantic barriers. Some semantic barriers are:
1. Language
2. Jargons.
3. Organisational barriers: These arise from the organizational goals, regulations, structure, and culture.
Organisational barriers include:
1. Poor planning
2. Structure complexities
3. Status differences
4. Organisational distance
5. Information overload
6. Timing
4. Psychological barriers: These are the barriers to effective communication created due to lack of interest in the people for whom the communication is meant. People do not pay attention to the communication in which they are not interested. Examples for psychological barriers are:
- Perception
- Filtering
- Distrust
- Emotions
- Viewpoint
Following are the ways to overcome barriers to effective communication:
1. Clarity of ideas: The problem to be communicated to subordinates should be clear in all aspects. The entire problem should be studied in depth, analysed and stated in such a manner that is clearly conveyed to subordinates.
2. Communicate according to the needs of receiver: The level of understanding of receiver should be crystal clear to the communicator. Manager should adjust his communication according to the education and understanding levels of subordinates.
3. Consult others before communicating: Before actually communicating the message, it is better to involve others in developing a plan for communication. Participation and involvement of subordinates may help to gain ready acceptance and willing cooperation of subordinates.
4. Be aware of languages, tone, and content of message: The contents of the message, tone, and language used, manner in which the message is to be communicated are the important aspects of effective communication. The language used should be understandable to the receiver and should not offend the sentiments of listeners.
5. Convey things of help and value to listeners: While conveying message to others, it is better to know the interests and needs of the people with whom you are communicating. If the message relates directly or indirectly to such interests and needs it certainly evokes response from communicate.
6. Ensure proper feedback: The communicator may ensure the success of communication by asking questions regarding the message conveyed. The receiver of communication may also be encouraged to respond to communication. The communication process may be improved by the feedback received to make it more responsive.
7. Communicate for present as well as future: Generally, communication is needed to meet the existing commitments to maintain consistency; the communication should aim at future goals of the enterprise also.
8. Follow up communications: There should be regular follow up and review on the instructions given to subordinates. Such follow up measures help in removing hurdles if any in implementiang the instructions.
9. Be a good listener: The manager should be a good listener. Patient and attentive listening solves half of the problems. Managers should also give indications of their interest in listening to their subordinates.
