CHAPTER TEN

BARRIERS TO EFFECTIVE COMMUNICATION IN
HUMAN RELATIONS

Barriers in Communication

Barriers are all things that constitute problem to communication process. They are

1. Physiological barrier

This may result from receiver’s physiological state for instance a receiver who has hearing impairment.

2. Physical barriers

This refers to any physical obstruction or distance that affects communication process negatively. E.g. barrier wall, distance between the sender and the receiver etc.

3. Language barrier

This refers to problems associated with language that cause negative effect to communication. E.g. improper terminology, poor language background etc.

Barriers to effective communication in Human relations

Many scholars have classified barriers to effective communication according to their own view. Out of many few are considered in this text as follows:

1. Theo Haimann (2009) has classified the main barriers to effective communication in human relations into four major groups. These are

a. Barriers cause by organization structure

b. Barriers causes by status or positions

c. Barriers cause by language

d. Barriers resulting from general inclination to resist change

2. McFarland (2008) has classified the effective communication barriers into the following four groups:

a. Unsound objective

b. Organization blocks

c. Semantic blocks

d. Human relations problem

3. Ricky and Griffin (1999) have classified the effective communication barriers into two broad groups

a. Individual barriers

b. Organizational barriers

4. Pederson (2009) classified Barriers to effective communication in human relations into the following:

a. Limited comprehending of people

b. Creditability of the sender and mixed signals

c. One-way communication

d. Emotion and attitudes

e. Communication overload

f. Poor communication skills

g. Lack of attention

h. Distrust

For convenience of reading, we have classified the barriers to effective communication in human relations into the following: six broad groups:

§ Language barriers

§ Psychological barriers

§ Physiological barriers

§ Physical barriers

§ Systematic barriers

§ Cultural barriers

(1) Language Barriers: Language and Linguistic ability man act as a barrier to effective communication in human relations. However, even when communicating in the same language, the terminology used in a message man act as a barrier if it is not fully understood by the receiver(s).

(2) Psychological Barriers: The psychological state of the communications will influence how the message is sent, received and perceived. For instance, if someone is stressed may be preoccupied by personal concerns and not as receptive to the message as if they were not stressed. Stress management is an important personal skill that affects our interpersonal relationships. Anger is another instance of a psychological barrier to effective communication in human relations, when we are anger it is easy to say things that we may later regret and also to misinterpret what others are saying. More generally people with low self-esteem may be less assertive and thus may not feel comfortable communicating. They may feel shy about saying how they really feel or read negative sub-texts into messages they hear.

(3) Physiological Barriers: Physiological barriers may result from the receiver’s physical state. For instance, a receiver with reduced hearing may not grasp to entirety of a spoken conversation especially if there is significant background noise.

(4) Physical Barriers: An instance of a physical barrier to effective communication in human relations is geographic distance between the sender and receiver(s). Communication is generally easier over shorter distances as more communication channels are available and less technology is required. Although modern technology often serves to reduce the impact of physical barriers, the advantages and disadvantages of each communication channel should be understood so that an appropriate channel can be used to overcome the physical barriers.

(5) Systematic Barriers: Systematic barriers to effective communication in human relations may exist in structures and organizations where there are inefficient or in appropriate information systems and communication channels or where there is a lack of comprehending of the roles and responsibilities for communication. In such organizations, individual may be unclear of their role in the communication process and thus not know what is expected of them.

(6) Cultural Barriers: These may result from the cultural differences of communities around the world, within an individual, country (Tribal/regional differences, dialects etc.), between religions groups and in organization or at an organization level where firms, teams and units may have different expectations, norms and idiolects. Families and family groups may also experience the effect of cultural barriers to communication within and between different family members or groups. For instance: Words, Colours and Symbols have different meaning in different cultures. In most parts of the world nodding your head means agreement, shaking your head means no, except in some parts of the world. Some of the classified barrier to effective communication in human relations are as follows:

(A) Limited comprehending of people: Communication will often break down if you misread people and their needs. Limited comprehending can also take the form of making false assumptions about the receiver, thus creating a communication roadblock. Differences interpretation of words by the receiver if the receiver makes another interpretation of a key word than intended, the message may not get through.

(B) Creditability of the sender and mixed signals: The more the creditability of the sender of the message, the more the probability that the message will get through clearly. A disconnect can also occur from mixed signal-sending different message about the same topic to different audiences. A mixed signal also refers to desired behaviour, yet behaving in another way yourself.

(C) One-way communication: Effective communication proceeds back and forth-face to face communication helps to clarify meaning instant messaging helps overcome the one-way barrier because the receiver reacts immediately to your message.

(D) Emotion and attitude: When people are emotionally aroused, they are not likely to receive message clearly, and they may say things they would not say if they were calm. It is best to calm down when sending and receiving message.

(E) Communication overload: Being bombarded with information is a major communication barrier. Communication overload occurs when people are so overloaded with information that they cannot respond effectively to message. As a result, they experience work stress.

(F) Improper timing: - Many messages do not get through to people because they are poorly timed you have to know how to deliver a message, but you must also know when to deliver it.

(G) Poor communication skills: - Poor communication skills in both sending and receiving messages are a substantial communication roadblock. A common deficiency in sending messages is to communicate with low conviction by using wimpy words, back pedaling, and qualifying for instance: I think I might be able to finish this project by the end of the week. A strong regional accent can create communication problems.

(H) Lack of attention: When the receiver is preoccupied with some important work, he/she does not listen to the message attentively. For instance, a staff 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.

(I) Distrust: For Successful communication the transmitter and the receiver must trust each other. If there is a lack of trust between them, the receiver will always derive an opposite meaning from the message. Because of this, communication will become meaningless. (Peterson, 2009)

Improving communication skill for effective communication in human relations

With determination and awareness that barriers to effective communication exist, people can become more effective communicators.

A. Appeal to human needs and time your message: Effective communication target their audience by appealing to their needs. If you deliver a message at the right time, you are taking into account the person’s mental conditions at the moment wait for the person to be in the right frame of mind to listen.

B. Repeat your message, using more than one channel: Repeat your message several times, but not necessary in the same way, improves the chances of it being received accurately. A general effective way of repeating a message is to use more than one communication channel.

C. Have an empowered attitude and be persuasive: A person’s communication effectiveness is directly proportional to his or her attitude. Empowerment is involved here because the person takes charge of his or her own attitude.

D. Check for comprehension and feelings: Ask receivers their comprehending or interpretation of what you said. Also use nonverbal indicators to gauge how well your message has been delivered. Another consideration is to check for feelings in addition to conveying the facts.

E. Combat info overload: You can decrease the chances of suffering from communication overload by such measures as carefully organized and sorting information before plunging ahead with reading. Being selective about your e-mail and internet reading is a decent technique.

F. Establishing rapport: To build rapport you need to empathize and think from the mind of another person.

Factors that enhance effective communication

§ Active listening.

§ Simplicity.

§ Straight forwardness.

§ Feedback.

§ Speaking clearly/articulation.

§ Knowledge of the receiver / audience.

§ Speed and sequence of speech.

Relationship between the sender and the receiver.

1. Pre-thinking
Pre-thinking about the message is an important quality of effective communication. Pre-thinking enables the sender to develop a creative message and to transmit it efficiently.

2. Specific Objective
Communication occurs with specific objectives. Thus, the communicator must know the objective of communication and must arrange the message accordingly.

3. Timeliness
Usefulness of any message depends on its timely transmission. If the message is not transmitted in appropriate time, its utility is lost. So the communicator should consider the time of communication.

4. Conciseness
Another important quality of effective communication is that the message should be concise. The concise message is one that contains only relevant and necessary facts, avoids repetition, and organizes properly.

5. Completeness
Effective communication transmits a complete message so that the receiver can comprehend the full meaning of the message. The sender should not sacrifice completeness to attain conciseness.

6. Correctness
The effective communication contains only the correct messages. False, manipulated, and exaggerated information irritates the receiver and makes the communication ineffective.

7. Persuasiveness
Persuasiveness is an important quality of Effective communication. It helps to develop a positive attitude of thy receiver towards the message.

8. Concreteness
Business communication becomes effective- when it excludes irrelevant facts. Concreteness is essential to express the communicator’s view to the receiver unambiguously.

9. Feedback
Effective communication always keeps the provision of feedback. Feedback ensures that the message has reached to the intended receiver.

10. Mutual Interest
When communication considers the interest of both sender and receiver, it is treated as effective communication. If the message ignores the interest of the receiver, communication may fail to attain its goal.

11. Use of Appropriate Language
Effective communication always uses appropriate language. Appropriate language avoids ambiguous and complex words, misleading non-verbal cues, technical jargons, poetic words etc.

12. Considering the Receiver
A effective communicator thinks about the receiver’s knowledge, ability, interest, origin etc. This rises the utility and acceptability of communication.

13. Use of Appropriate Media
Selecting suitable media is essential for successful communication. The sender should select the written or oral media depending on the nature and importance of the message, availability of time, cost, receiver’s ability etc.

14. Emphasizing on Informal Relationship
The communicator requires giving attention to establishing informal relationships with the receiver along with formal relationship as it ensures the success of communication.

Effective Listening

The communicator is also an effective listener. He has to listen attentively the response of the receiver. Thus, the sender should possess the ability to hear the receiver’s response attentively with due patience. Selecting the correct channel for communication is crucial, as using the wrong channel can hinder the communication process. In any situation, one medium may work better than another, although sometimes a combination of media will be the most useful. Simple messages can usually be transmitted orally, while more complex messages should be transmitted orally and in writing.

The language chosen is also vital to effective communication. Using exclusionary language such as jargon, slang and abbreviations can be a major obstacle in the communication process. Similarly, the level of language used must be chosen carefully. The level of education and knowledge of the intended audience must be considered, as must their social and cultural background.

Non-verbal communication

About 55% of the meaning of a message is communicated through non-verbal interaction. This includes posture, gestures, facial expression, tone and pitch of voice, style of dress, eye gaze and proximity (personal space). However, non-verbal cues can be ambiguous and their meaning can vary with respect to culture, context and intention. Random gestures can be interpreted to have some significance when none was intended. Style of dress can also have a huge influence on non-verbal communication as this can affect people’s perceptions and stereotypes.

The different types of barriers to effective communication can all reinforce each other, leading to vicious cycles. By anticipating potential barriers and attempting to avoid them wherever possible, the impact of communication can become greatly rise. Overcoming Barriers to Effective Communication: Noise and Physical Barriers and Overcoming Barriers to Effective Communication: Mental Attitude

Selecting the correct channel for communication is crucial, as using the wrong channel can hinder the communication process. In any situation, one medium may work better than another, although sometimes a combination of media will be the most useful. Simple messages can usually be transmitted orally, while more complex messages should be transmitted orally and in writing.

References

Patrick J. (1996). Fundamentals of Human relations: Application for life and work.

Berlo, D. K. (1960). The process of communication. New York: Holt, Rinehert, and Wintson.

Mehrabian, A. (1972). Non-Verbal Communication.Transaction publishers.

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