7 Ways to Overcome Barriers to Communication

Communication barriers exist all around us. Misinterpretations abound in our discussions with team members. We delete, distort and generalise information in every conversation. And yet we think we clearly understand what others are saying and why they are saying it.

These barriers exist because we put them there. There are many ways we interpret information given to us by others, and these cause us to have a mis-alignment of understanding. How can we reduce the barriers that effectively blind us to meaning and comprehension? Here are seven ways:

1) Understand others see things differently to you. Try to predict the feelings and attitude of the receiver. What will their expectation be? What about their state of mind when you are communicating? What prejudices might they have? If you know these things before communicating, you reduce the risk if misinterpretation.

2) Get feedback from the receiver. Don’t just ask, ‘Do you Understand?’. They will more often than not say ‘yes’ because they see things in the way they want to understand it. Ask instead what is their understanding of the message, and how they see it.

3) As often as possible, speak face-to-face. This will allow for questions and, most importantly, allow you to see the body language, which will convey much more meaning than over the phone or through email.

4) Use language that fits the audience. Don’t try to impress by using language and words that may be distorted by the listener(s). It simply makes them confused and inadequate. Plus, they won’t be listening to you while they try to work out what on earth you are on about.

5) Use the right communication channel. Don’t send an email if it’s quicker to pick up the phone or go and talk to the person. Use email for its proper purpose. We are rapidly losing the art of conversation…don’t add to that by using the wrong channel.

6) Have integrity and honesty in your communications. If you are seen as being someone who lacks integrity, this will immediately be noticed and even more barriers will be built up between you and the listener.

7) Make it easy for others to listen to you. Make your communication style that one of a conversationalist, one who is able to make a point quickly, succinctly and with conviction. If your key message is lost in the morass of a thousand words, people will wonder what you mean and what the purpose is. Clarity and brevity are the watchwords.

Be aware that barriers exist in every contact, and it may not be possible for you to ensure clarity every time, because others will have their own subconscious agenda. By following the above ideas you certainly reduce the risk of barriers interrupting the key messages you want to make.

Editor’s Note: As I watched the video contained in this article, my 7-year-old daughter peered over my shoulder and proclaimed “Dad, she’s doing bad stuff.”

True, but sad, since so many speakers perpetuate these communication barrier habits. I invited the video’s creator — Stacey Hanke — to share it with Six Minutes readers, and here is her article for you.

Most individuals are unaware of the static they create when they communicate. What do I mean by static? Static is created when what you say is inconsistent with how you say it.

For example, suppose you’re having a conversation and the other person says, in a boring, monotone voice, “I’m so excited to have this opportunity to work with you.” Their facial expressions are lifeless. They never look you in the eye while they’re fidgeting with a pen. Most likely you’d question their credibility and knowledge, and not take action on what they have to say.

This article will increase your awareness of the static you are creating for your listeners, and give you practical, immediate tips to have more impact and influence.

Barriers to Effective Communication Part of our: Communication Skills library. There are many reasons why interpersonal communications may fail. In many communications, the message (what is said) may not be received exactly the way the sender intended. It is, therefore, important that the communicator seeks feedback to check that their message is clearly understood. The skills of Active Listening, Clarification andReflection may help but the skilled communicator also needs to be aware of the barriers to effective communication and how to avoid or overcome them. There are many barriers to communication and these may occur at any stage in the communication process. Barriers may lead to your message becoming distorted and you therefore risk wasting both time and/or money by causing confusion and misunderstanding. Effective communication involves overcoming these barriers and conveying a clear and concise message.

Common Barriers to Effective Communication: The use of jargon. Over-complicated, unfamiliar and/or technical terms. Emotional barriers and taboos. Some people may find it difficult to express their emotions and some topics may be completely 'off-limits' or taboo. Lack of attention, interest, distractions, or irrelevance to the receiver. (See our page Barriers to Effective Listening for more information). Differences in perception and viewpoint.

Physical disabilities such as hearing problems or speech difficulties. Physical barriers to non-verbal communication. Not being able to see the non-verbal cues, gestures, posture and general body language can make communication less effective. Language differences and the difficulty in understanding unfamiliar accents. Expectations and prejudices which may lead to false assumptions or stereotyping. People often hear what they expect to hear rather than what is actually said and jump to incorrect conclusions. Cultural differences. The norms of social interaction vary greatly in different cultures, as do the way in which emotions are expressed. For example, the concept of personal space varies between cultures and between different social settings. A skilled communicator must be aware of these barriers and try to reduce their impact by continually checking understanding and by offering appropriate feedback.

Barriers to Effective Communication

Part of our: Communication Skills library.

There are many reasons why interpersonal communications may fail. In many communications, the message (what is said) may not be received exactly the way the sender intended. It is, therefore, important that the communicator seeks feedback to check that their message is clearly understood.

The skills of Active Listening, Clarification and Reflection may help but the skilled communicator also needs to be aware of the barriers to effective communication and how to avoid or overcome them.

There are many barriers to communication and these may occur at any stage in the communication process. Barriers may lead to your message becoming distorted and you therefore risk wasting both time and/or money by causing confusion and misunderstanding. Effective communication involves overcoming these barriers and conveying a clear and concise message.

Common Barriers to Effective Communication:

The use of jargon. Over-complicated, unfamiliar and/or technical terms. Emotional barriers and taboos. Some people may find it difficult to express their emotions and some topics may be completely 'off-limits' or taboo. Lack of attention, interest, distractions, or irrelevance to the receiver. (See our page Barriers to Effective Listening for more information). Differences in perception and viewpoint.

Physical disabilities such as hearing problems or speech difficulties. Physical barriers to non-verbal communication. Not being able to see the non-verbal cues, gestures, posture and general body language can make communication less effective. Language differences and the difficulty in understanding unfamiliar accents. Expectations and prejudices which may lead to false assumptions or stereotyping. People often hear what they expect to hear rather than what is actually said and jump to incorrect conclusions. Cultural differences. The norms of social interaction vary greatly in different cultures, as do the way in which emotions are expressed. For example, the concept of personal space varies between cultures and between different social settings. A skilled communicator must be aware of these barriers and try to reduce their impact by continually checking understanding and by offering appropriate feedback.

A Categorisation of Barriers to Communication

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. See our page: Effective Speaking for more information.

Psychological Barriers

The psychological state of the receiver will influence how the message is received. For example, if someone has personal worries and is stressed, they 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. See our pages Stress: Symptoms and Triggers and Avoiding Stress for more information.

Anger is another example of a psychological barrier to communication, when we are angry it is easy to say things that we may later regret and also to misinterpret what others are saying. See our pages: What is Anger?, Anger Management and Anger Management Therapy for more information. More generally people with low self-esteem may be less assertive and therefore may not feel comfortable communicating - they may feel shy about saying how they really feel or read negative sub-texts into messages they hear. Visit our pages on Improving Self-Esteem and Assertiveness for more information.

Physiological Barriers

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

Physical Barriers

An example of a physical barrier to communication 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.

Systematic Barriers

Systematic barriers to communication may exist in structures and organisations where there are inefficient or inappropriate information systems and communication channels, or where there is a lack of understanding of the roles and responsibilities for communication. In such organisations, individuals may be unclear of their role in the communication process and therefore not know what is expected of them.

Attitudinal Barriers

Attitudinal barriers are behaviours or perceptions that prevent people from communicating effectively. Attitudinal barriers to communication may result from personality conflicts, poor management, resistance to change or a lack of motivation. Effective receivers of messages should attempt to overcome their own attitudinal barriers to facilitate effective communication.