252. AEC 151:I.4- Barriers and Strategies of Communication (2)

1. What are the barriers to effective communication?

A:- Communication is defined as the process by which information is exchanged between individuals through a system of signs, symbols. The concept of communication involves a sender, a message and a recipient.

The sender sends the message and the recipient is the receiver of the message. The process of communication is never smooth as it is affected by the barriers of communication.

Barriers to effective communication can result in confusion which can lead to incorrect information being conveyed or miscommunication which can lead to loss of business.

Following are some of the barriers to effective communication:

1. Semantic barriers

2. Psychological barriers

3. Organisational barriers

4. Cultural barriers

5. Physical barriers

6. Physiological barriers

The various types of barriers to effective communication are-

Semantic barriers: Semantic barriers are also known as language barriers. These barriers are caused due to improper communication between the sender and the receiver. The following instances of semantic barriers can be witnessed in communication.

Poor quality of message: Message when communicated should be precise and easy to understand, that makes it easy for the receiver to grasp the information conveyed.

Sometimes, due to the lack of clarity or complexity of the way of providing information from the sender, there can be a case of semantic barriers.

For e.g. A manager is conversing in English to a group of workers who understand and speak Bengali. It will create confusion among workers as they will not be able to understand what is being conveyed by the manager.

Technical language: Language barriers also arise when the sender of the message is speaking in technical terms while the receiver is unaware of the terms. It creates confusion and misunderstanding between the sender and receiver by acting as a barrier to effective communication.

Psychological Barriers: Psychological barriers play an important role in interpersonal communication as the state of the mind of the sender or the receiver can make it difficult to understand the information that is conveyed, which often leads to misunderstanding.

The psychological barriers to communication can be seen as-

1. Premature evaluation of information by the receiver even before it is transmitted can lead to barriers in communication, as it will create premature conclusion to the message, which withholds the original message.

2. Inadequate attention from the receiver’s end at the time of communication can lead to barriers of communication as the information conveyed by the sender is not properly received by the receiver.

3. When information is passed within multiple sources, the final information is distorted as the receivers of the message are not able to retain everything that was conveyed. This can cause communication barriers.

Organisational barriers: Organisational barriers are those barriers that are caused due to the structure, rules and regulations present in the organisation. The various types of barriers that can be encountered due to superior subordinate relationships where the free flow of communication is not possible.

Sometimes the complexity of organisational structure and multiple managers make it difficult to convey information properly, and the information gets distorted leading to miscommunication.

Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the different cultures across the world. A term that can be harmless in one culture can be regarded as a slang in another culture. Moreover, various beliefs can differ from one culture to another.

Physical barriers: Physical barriers to communication are those that arise due to certain factors like faulty equipment, noise, closed doors and cabins that cause the information sent from sender to receiver to become distorted, which results in improper communication.

Physiological barriers: Physiological barriers arise when a sender or the receiver of the communication is not in a position to express or receive the message with clarity due to some physiological issues like dyslexia, or nerve disorders that interfere with speech or hearing.

2. What are the strategies to effective communication?

A:- 12 Effective Communication Strategies are-

1. Non-Verbal cues-

Body language, facial expressions and other nonverbal cues can play a large role in effective communication. Take note of your nonverbal cues when communicating and adjust if cues are not supporting what you are trying to communicate.

2. Eye contact

Maintaining eye contact shows that you are paying attention to the other person and are an active part of the conversation.

3. Request and provide feedback

Offering and asking for feedback shows that you care about what the other person is saying as well as their opinions on the topic being discussed.

4. Small verbal comments

When taking part in a conversation, use small verbal comments such as "uh-huh." This can encourage the speaker to continue and lets them know that you are listening.

5. Dont interrupt

Refrain from interrupting when another person is speaking to show respect and that you are listening to what they are saying.

6. Give attention to others

Paying attention is the key to effective communication. When another person is speaking, give them all of your attention and acknowledge that you are hearing their message.

7. Limit communication

Communication is much more effective when there are little to no distractions. When communicating, put away your mobile device, shut off your computer and limit any other distractions that may prohibit you from being present during a conversation.

8. Public speaking :- Taking speech classes can build confidence.

9. Acknowledge others
When having a conversation with someone, acknowledge what they are saying by nodding, using facial expressions and participating in the conversation when appropriate.

10. Voice tone
Your tone of voice can have a significant impact on how others interpret what you’re saying. For example, if you are discussing a serious topic, your tone should be confident and firm rather than playful or unsure.

11. Grammar and spellings 
Avoid using abbreviations, slang, jargon and other forms of language that may not be understood by others. Spell out words and ensure proper spelling and grammar.

12. Proofreading and editing
Before sending an email, text or other written form of communication, take the time to proofread and make any necessary edits. This ensures your written communication is professional and conveys your message as accurately as possible.