Communication Barriers
Communication, according to Rani (2016), is the mechanism by which a person, entity, or firm (sender) transmits some information or message to the recipient. Communication is complicated in every organization and good communication leads to proper cooperation in internal business matters. Nonetheless, many businesses face connectivity challenges that must be resolved as they emerge. Personal, method, semantic, and physical barriers are the four main communication barriers. As an effective boss, you must conquer the obstacles listed below.
Process Barriers of Communication
Communication is the process of exchanging information and common understanding from one individual to another (Orey, 2014). The process can be broken down into various phases, where every step is significant for effective communication. Apparently, blocking any of these stages hinders effective communication. According to Lunenburg, 2010, the practical way to overcome the process barriers of communication is to ensure that all the steps of in communication are conducted efficiently, starting from the sender of the information to the encoder, the encoder to the decoder, and finally to the final recipient. Again, the spoken language should be easily understood by every individual. Nevertheless, clarity, purpose and adequate planning are vital to reduce or eliminate the process barriers in communication. The end point of this procedure is the receiver to react or respond to the message sent to him/her, which is called feedback and is the determinant of how effective the communication was or was not.
Physical Barriers
Every kind of physical distraction can interfere with the effectiveness of the communication. The examples of these physical distractions include the distance between the people and the walls, a phone call, drop-in visitors, static on the radio, noise, among others (Rani, 2016). The primary solution to eliminate these barriers as a manager is by removing some of them, such as the phone rings by issuing clear instructions. However, not all these distractions are removable; hence, managers need to employ some other techniques. One of the strategies is collaborative communication, which incorporates a discussion of the office layout or plan, how to purposefully design the workplaces around an office, where an individual get assigned to his dedicated workstation in a distinct office.
Another strategy is the use of emails. In the current world, emails have become one of the most used forms of communication (Berge, 2013). Apparently, firms are adopting new technologies, which support messaging apps such a Gmail among others. These technological-based channels cannot be interrupted by physical barriers. Finally, use of video conferencing, where firms install video conferencing tools to support face to face communication. All these strategies will eliminate or reduce physical communication barriers.
Semantic Barriers
These barriers arise from the difference in language, culture, or education. For instance, if the sender is speaking English and the recipient doesn't understand English, there will be no communication. However, even if the originator and the receiver both express themselves and knows English, they may not speak the same dialect. They can use some words which may not mean the same thing. Some messages may also be unclear or faulty, with poorly chosen and empty words, phrases, in appropriate vocabulary among other common faults. There are two types of semantic barriers namely denotive and conative. Denotive barriers arise due to the use of similar words that have a different meaning (Rani, 2016). On the other hand, connotative barrier refers to the difference of meaning due to different contexts, actions, situations, or feelings (Rani, 2016).
However, managers may introduce some strategies, which can overcome some of this communication barriers. The first technique is to train their subordinates on avoiding the use of jargon words in their speeches. In fact, most of the speakers use jargon or insider language, which may not be readily understood by some listeners. Avoiding jargon terminologies may go hand in hand with using words that are familiar to the receiver in the interpretation that an individual desire to give to the listeners. Again, managers can introduce the concept of acknowledging and being aware of the cultural differences. As asserted by Rani, 2016, currently, people from different culture, race, and regions work together in the same environment. The management can introduce a common language that all the workers are conversant with to avoid miscommunication. Faulty translation is another solution, where messages get translated into languages that all individuals will understand. For instance, a Chinese citizen may be working with people from the United States, with such a case, a translator will be useful. Finally, introduce a culture of the use of body languages and gestures when delivering important messages.
Personal Barriers
The communication process is interpersonal with several obstacles linked to the individuals involved in the process. Apparently, these hindrances relate to the factors that are individualistic or personal to the originator and the receiver, which include attitudes, emotions, life experiences, among others. However, overcoming these hindrances is more on the personal decision rather than the management responsibility. Nevertheless, managers may advocate the use of simple words to deliver messages. But, deciding on using simple terms with no complexity is more of a personal initiative. Learning the art of listening is also another strategy to overcome personal barriers A manager may provide communication skills training where the stakeholders get a substantial education on proper listening skills. Lastly, make use of constructive criticism. Perhaps, constructive criticism is the best sign of showing that one is communicating with another individual on a more personal level. Managers should introduce a constructive cultural criticism to any speaker who delivers any message to the given audiences. Nevertheless, this will also enable the receivers of the information to keep their mind open when listening to any communication.
References
Berge, Z. L. (2013). Barriers to Communication in Distance Education. Turkish Online Journal of Distance Education, 14(1), 374-388.
Lunenburg, F. C. (2010). Communication: The process, barriers, and improving effectiveness. Schooling, 1(1), 1-11.
Orey, M. (2014). Communication skills training. American Society for Training and Development.
Rani, K. U. (2016). Communication barriers. Journal of English Language and Literature. Veda's Publication. Vol.3, Spl.Issue 2.
