Barriers to communication

Barriers to communication

1.    Organizational barriers: these barriers are formed within the organization through organizational systems, rules, policy, and belief. Such barriers involve organizational policy, organizational rules and regulations, lengthy scalar chain, one way communication systems, and lack of confidence in subordinates.

2.  Physical barriers: internal structure of the organization and layout of the office machine and equipment’s also create barriers in the transformation of information. Some common physical barriers involve physical distance, hierarchy of structure, office design and noise etc.

3.   Psychological barriers: these barriers are generated due to human perception, lack of skill and negative thinking of top level managers, some common psychological barriers involve distrust of communicator, superiority complex, individual perception, premature evaluation, no attention etc

4.       Semantic barriers: these barriers are created due to use of difficult and insensitive language by the sender. In such cases, the receiver will not consider the message and due to which objective of information cannot be gained. Some common semantic barriers involve harsh language, vague language, misleading translation, and technical language etc.

5.       Language Barriers: Clearly, language and linguistic ability may act as a barrier to communication.  However, even when communicating in the same language, the terminology used in a message may act as a barrier if it is not fully understood by the receiver(s).  For example, a message that includes a lot of specialist jargon and abbreviations will not be understood by a receiver who is not familiar with the terminology used. Regional colloquialisms and expressions may be misinterpreted or even considered offensive.

6.   Cultural Barriers: Culture shapes the way we think and behave. It can be seen as both shaping and being shaped by our established patterns of communication. Cultural barrier to communication often arises when individuals in one social group have developed different norms, values, or behaviors to individuals associated with another group. Cultural difference leads to difference in interest, knowledge, value, and tradition. Therefore, people of different cultures will experience these culture factors as a barrier to communicate with each other.

7.  Linguistic Barriers: Individual linguistic ability may sometimes become a barrier to communication. The use of difficult or inappropriate words in communication can prevent the people from understanding the message. Poorly explained or misunderstood messages can also result in confusion. The linguistic differences between the people can also lead to communication breakdown. The same word may mean differently to different individuals. For example, consider a word “face.”

• He is facing a problem
• What is the face value of this share bond?
• Your face is oval shape

“Face” means differently in different sentences. Communication breakdown occurs if there is wrong perception of the meaning of the message by the receiver.

Communication models:

Communication models:

 In an organization, on the basis of requirement and effectiveness in performance, communication of information can be done in different ways. Generally, following are the common types of communication systems

Internal communication: 

 Internal communication is the exchange of information between employees of an organization. In other words, Communications that occur inside the organization are all internal communications. Effective internal communication is a vital mean of addressing organizational concerns which may help to increase job satisfaction, safety, productivity, and profits and decrease grievances and turnover. It may be informal or a formal function or department providing communication in various forms to employees.

Formal communications:

 When an organization communication occurs by following the prescribed or official or predetermined rules, policy and regulation of the organization is called formal communication. Formal communication is governed by the established chain of command. Internal information exchanged form one to another following the conventional rules. In other words, Formal communication is the flow of information that is dictated by the organization’s official structure. The various forms of formal communication are explained below:

1.   Horizontal communication: it is the flow of information among the employees having the equal level of authority. In such a communication system. Employees of the same level exchange their ideas, view, experience, and knowledge among each other. This form of communication is essential to exchange information of common interest and to develop feeling of teamwork among the employees. This is helpful to maintain understanding and self-coordination among the managers of the same level, which is ultimately helpful to gain organizational goals.

2.   Vertical communication: it is the flow of information from superior to subordinates and again from subordinates to superiors on the basis of requirement. Vertical communication maybe of two types as downward communication and upward communication.

Downward communication: the flow of information from superiors to subordinates in the management hierarchy is known as downward communication. Basically, information of instruction, plans, policies and direction formally flow from the upper level to the lower level. Such information is essential to maintain regular operation of the enterprise and to meet planned objectives.

Upward communication: the flow of information from subordinates to superiors in an organization is known as upward communication. Generally, information of achievement of work done, problems faced in performance, suggestions, grievance etc. are communicated from lower level to the upper level. Such information enables the management to know what is actually happening in all the departments of the organization. it helps the manager to maintain effective control over organizational performance and helps to take necessary steps which is a must to complete managerial job. The concept of decentralization and delegation cannot be fruitful without true and factual upward information from subordinates. Therefore, in every organization there should be a proper channel for upward.

3.  Diagonal communication: the flow of information from superior of one department to subordinate of another department of the organization is known as diagonal communication. For example, when production manager communicates information to subordinate of marketing department it is known as diagonal communication. Generally, such communication system violates formal line of authority and the practice of unity of command. In some cases it may create conflict among the managers. However, on the basis of requirement for the benefits of the organization it is also practiced in organization.

Informal communication:
the most popular informal communication network is grapevine. in the grapevine system,information flows through the networks of friends and acquaintances. This is unstructured communication formed and maintained by social relations rather than defined by a formal organizational structure..  

External communication: external communication takes place between the institution and the outside world, which is made up of clients, suppliers and creditors, government agencies, etc. The exchange of information and messages between an organization and other organizations, groups, or individuals outside its formal structure. The goals of external communication are to facilitate cooperation with groups such as suppliers, investors, and shareholders, and to present a favorable image of an organization and its products or services to potential and actual customers and to society at large. A variety of channels may be used for external communication, including face-to-face meetings, print or broadcast media, and electronic communication technologies such as the Internet. External communication includes the fields Of PR, media relations, advertising, and marketing management.