PROBLEMS IN COMMUNICATION OR BARRIERS TO COMMUNICATION

1)Physical Barrier: One of the major barriers to communication is the physical barrier. Physical barriers exist in the area surrounding the sender and the receiver.

There are three major types of physical barrier:

1)   Noise- Noise is a physical barrier to effective communication. Noise may have its origin from an external source or may exist even in the communication circle. It may be in the form of a sender, message, receiver, etc. The sender could be sending or transmitting the message in a noisy environment. The receiver could have got the message in the noisy environment. The message or the transmission/medium could be faulty like unmaintained phones, no network, radio, TV disturbances, loud speakers, no electricity, traffic noise, noise of the factory machines, etc.

2)   Time- Time plays an important role in a communication process. When differences in time due to change of time zones are not considered, barriers result. Time barriers also occur when adequate time is not available for communication.

3)  Distance- Distance sometimes acts as a barrier. Business communication today takes place across several places both in the country and abroad, this makes face to face communication difficult. Two people working in two different shifts or at two different locations can experience a gap in communication. The vertical communication is a long line communication. It often leads to distortion of messages and organisational distance between members.

2)Semantic/ Language Barrier: Language is the best medium of communication. When we communicate our main aim is to understand and be understood. Language helps us to convey meaning. But it is ambiguous by nature. Our use of language depends on our background, culture, experience, attitude and location. So, due to these variations, language becomes problem in proper understanding the communication.

Following things are responsible as language barriers:

1.  Absence of a Common Language- A very basic problem in communication is the absence of a common language. This problem occurs when two people do not share a common language at all. In the multi-state, multi-nation business world, this becomes a major barrier.

2.   Faulty Translation- Translation is a very difficult process. If the translator is not equally competent in both the Source and Target languages, then the quality of the translated message is poor.

3.   Use of Jargon- Jargon refers to specialised or technical language which is limited to a group of people working together. The jargon has a special meaning for the group but may have some other meaning to others. The use of jargon may confuse the receiver of the message as he is not familiar with such jargon. Therefore, use of jargon may be the barrier in proper communication.

4.  Register- Register is a variety of a language used for a particular purpose or in a particular social setting. Ex- If you want to greet your friend you can say, “Hi, how are you?” or simply “What’s up”. But in formal situation “Good morning sir, how are you?” is appropriate. If unable to know this difference problem occurs.

5.    Multiplicity of Meaning- The multiplicity of meaning may lead to miscommunication. It is possible that the receiver of the message may not attach the same meaning as intended by the sender. Ex- ‘Police killed a man with axe’- does it mean that the police used axe to kill a man or that the police killed a man who was having an axe?

6.   Features of Language- Language features such as stress, intonation and speed of speaking are culture specific to a large extent. Hence, across the world, different regional speakers use the language in their own way. Sometimes, sentences can convey entirely different meanings depending on how they are spoken. Ex- ‘What can I do for you?’ can give different meaning with every shift of emphasis from one word to another.

3)Socio-Cultural Barrier: Every major business house is connected internationally by this or that means. This makes it essential for a business man to know how to communicate at an international level. He must be able to appreciate and acknowledge the socio-cultural diversity in the business sector. We can see how socio-cultural differences cause barrier in effective communication as below-

1.    Differing Views of Time- One of the most important and troublesome difference that arises in this socio-cultural barrier is the concept of time. The oriental feel that time is circular, it will keep coming in, whereas the western concept of time is that it is linear. Time once lost is lost forever. For some culture, ‘time is money’ while for others ‘time is subordinate to relationships’. In India, arriving late for a session or an appointment is a normal thing. Western countries can take this as an offense.

2.    Differing Views of Space- The concept of space between two people varies from culture to culture. Most Americans feel uncomfortable if a stranger comes closer than 18 inches. Yet, in other cultures people who do not stand close to one another may appear to be cold. To have space between the speaker and the audience in some culture means giving respect to the speaker and keeping his position high, whereas in other culture, it could be that the speaker stands very close to the audience so as to be recognised as a part of the group.

In office space too, some organisations maintain hierarchies between people through partitions. Others maintain large open offices.

3.   Dress and Behaviour- Codes of conduct and dress vary from one culture to another. In America people wear tailored suits to work, whereas in tropical lands, the norm is long sleeved shirt and tie. In western countries, women wear suits as formal dress whereas in India saris are considered formal wear. Behaviour is again very much dependent on the social and cultural milieu. In Italy, people hug each other in greeting, but in Germany, they shake hands and in India a Namaste is well in order

4.    Decision Making- Decision making also varies from culture to culture. In America decision is taken quickly. In Japan, decision time is held beck because, as group consensus moves towards a decision, much time is spent in reaching an answer.

5. Beliefs and Values- Cultures vary in their views of good, bad, right, wrong, desirable, and undesirable. Some cultures place a lot of value on material wealth, whereas others not.

6.  Ethnocentrism- Ethnocentrism means thinking about our own culture, our group behaviour as the standard against all other groups. Multicultural team members face a lot of issues as a result of ethnocentrism.

4)Psychological Barrier: No two individuals are alike. Each of us has a unique personality which is shaped by our backgrounds, upbringing and past experiences. We look at the world, at people, events and situations from our own point of view, our frame of reference or value system. This system of values and standards define our actions, thought processes and interpersonal relationships. It is also responsible for making us perceive reality in different ways. As human being we are victims of bias and prejudice, suffer from anger, fear, joy and sorrow. Our emotions and attitudes affect the sending and receiving of messages creating psychological barriers.

1.    Different Perceptions- People have different perceptions which act as a barrier in communication. Perception is a way of looking at reality. It is a person specific. Ex- if half filled glass of water is on table – an optimist will say it is half filled, but a pessimist will say it is half empty.

2.   Closed Mind- A close-minded person has a narrow vision. Such person rejects any other point of view. His mind is always made up and no new facts or alternatives will be entertained. As a result, such a person ends up with inadequate, incomplete and usually incomplete information.

3.     Self Image- Self image is the image we have of ourselves. All of us have a positive image. Hence, we find it difficult to accept our faults. In business organisation, self image often becomes a source of barriers. An employee who believes that he is efficient and skilful, is highly motivated to do his work. If he is questioned by others, it takes it as criticism.

4.    Slanting- Bias and prejudice often colour our judgement and influence our perception and subsequent communication. We do not always present all the facts but allow our preferences to pick and choose. Thus our messages are slanted with intentional bias.

5.    Filtering- Filtering is another of form of slanting. Filtering is the process of reducing the details or aspects of the message. It takes place mostly in upward communication. If a junior wants to enhance his image and chances of promotion, he will pass on his message to the boss via supervisor. Supervisor will not pass the same but alter the message as favourable to the boss. Filtering also automatically takes place when messages have to travel long distances upward in the organisational hierarchy. Due to filtering, the receiver does not get proper information.

6. Wrong Assumption/Evaluation- Sometimes, people evaluate one another without properly understanding. For instance, a person may make an assumption of another to be lazy because he does not shave regularly. This may not be right assumption.

7.      Resistance to Change- This is a serious psychological barrier. Some people strongly resist new ideas which are against their established opinions or traditions or social customs. They may avoid new ideas because they feel insecure or afraid of change in methods or situations. People bound by traditions have their own emotions, attitudes, standards and convictions and do not accept anything that goes against their cherished ideas.

8.     Emotions- Intense mental feelings of fear, anger, joy, sorrow affect an individual’s behaviour towards others. If afraid, the sender sends an edited message to others. An angry sender may say/ do things that he may regret later. An angry receiver may not listen as carefully he would otherwise. Fearful receivers do not understand messages fully. These things causes psychological problems.