Lesson 1

The Communication Process,

Principles,
and Ethics
Barriers to effective communication
There are various problems and difficulties in the process of
communication which often result in the occurrence of the barriers
to communication. Communication barriers are interferences or
obstacles which affects not only the transmission of idea or
information but also the understanding and acceptance of it. It has
an effect on entirely preventing communication, filtering part of it, or
giving it an incorrect meaning.
The three main causes for the barriers in communication are due to:
1. The deficiencies of the sender
2. The deficiencies of the listener
3. Inappropriate means of communication
Types of Barriers
Barriers to communication can be classified as follows on the
basis of the stage of the communication process during which
the problem arise: a) Sender oriented barriers, which include lack
of planning, lack of clarity about the purpose of communication,
improper choice of words resulting in a badly encoded message,
difference in perception, wrong choice of channel, etc.
b) Receiver oriented barriers like poor listening, lack of interest,
difference in perception, biased attitude, etc.
c) Channel oriented barriers such as noise, wrong selection of
medium, technical defects, etc. The various barriers to the
process of communication are given as follows.
1.Physical or environmental barrier
Noise.
It is the first major barrier to communication. Communication gets disturbed by
noise that occurs at the transmission level. For example, the noise of traffic
around a school obstructs the flow of information between a student and a
teacher. Similarly poor signal while talking over cell phone or using public address
system or watching TV also disrupts communication. Bad weather conditions may
also sometimes cause barrier to communication.
Time and distance.
These may also obstruct the smooth flow of information. For example time
difference between two different countries may affect communication between
two people. Another example will be two people working in two different shifts
may face problems in communicating effectively. Improper seating arrangement
in a class also may act as a barrier to the process of communication.
Physical or environmental barrier
Wrong choice of medium.
This can cause a barrier to communication if the sender uses the wrong channel
for the transmission of the message with is improper for the audience. For
example, if an expert uses an power point presentation for the uneducated factory
workers then they will be unable to understand it.
Surroundings.
Adverse or extreme weather conditions like, too hot or too cold, their surroundings
do have a direct effect on the effectiveness of communication. As environment
causes a psychological effect like, too hot weather will cause restlessness and
humidity, whereas too cold weather makes a person feel lazy to communicate.
Physical or environmental barrier

Inadequacy of message design/Poorly expressed message.

No matter how clear the idea in the mind of the sender, it may still get affected
by use of poorly chosen words, long sentences, complex words, poor organization
of ideas, use of jargon
2. Physiological or Biological barriers
Physiological barriers are related to a person’s health and fitness.
These may arise due to disabilities that may affect the physical
capability of the sender or the receiver. Proper functioning of the
vocal chords, hands, fingers, eyes is necessary for effective
communication.
Example:
• Speaking can adversely affected by stammering, fumbling,
utterance of improper sounds due to defective vocal organ.
• Listening can be ineffective as a result of defective hearing
• Writing can be failed due to hand injury, numbness, etc.
• Reading can be affected due to poor eyesight.
3.Semantic barriers/ Language Barriers
The term ‘semantic’ refers to the systematic study of meaning of the words.
Semantic barriers are barriers related to language. They cause obstructions in
the process of receiving or understanding of the message during the process of
encoding or decoding ideas and words. The most common semantic barriers are
listed below:
Misinterpretation of words. Different people mean different meaning while
using the same word.
Use of technical language. It is often found that technical people use
technical language, which is related to their profession which is known as jargon.
Example: A manager handed over an important document to a new assistant
and told him to burn it (here burn means copy in another computer.) But the new
assistant took a different meaning to the word burn and literally burn it with a
match stick. Doctors, lawyers, etc. uses a language which a layman cannot
understand that, due to lack of knowledge of that language.
Semantic barriers/ Language Barriers
Vocabulary deficiency of both the sender and the receiver may cause semantic barrier to
communication.
Multiple meaning of the words in different context. Different words are used in different
ways as per the need/ message. For instance consider the word, ‘out’ in following sentences:
• Get out of here
• Something is out of order in my car
• The truth got out at last
• He really stands out in his class.
• The workers are going out on strike
Thus the word ‘out’ conveys a different meaning when used in different situations
and thus miscommunication occurs.
Connotative meaning. It differs dramatically from denotative meaning. Example: depart, go,
leave, get out, etc.
4. Personal barriers
Differences in personal and psychological makeup of individuals may create barrier
between people. They arise from judgments, emotions and social values of people. The
following are some of the most common personal barriers.

Attitudes and opinions.

Assumptions and negative feelings about the receiver, such as hostility may have an
effect on the message. In a typical superior subordinate relationship, a subordinator may
or may not ask questions, may even withhold information due to fear. Some supervisors
may not be open to suggestions and feedback as they presume that their subordinates
are not capable of advising them. This creates indifference between them and
subordinates do not feel motivated. Attitude thus becomes a barrier to communication.

Lack of self confidence.

Lack of self confidence either on the part of the sender or the receiver while
communicating may be a barrier to it.
5. Emotional Barriers
Emotional barriers are associated with sentiments and emotions.
Blocked mind.
Blocked mind considers only limited information and ignores or rejects additional
information. An individual who has a blocked mind is rigid and dogmatic. He resists all
contradictory communication and pays deaf ear to new ideas.
Bias and prejudice.
If closed minded people are asked for reasons for rejecting a message, they may reveal
prejudices. They react with anger and give a sharp rebuff who tries to argue with them.
This acts as a barrier in communication.
Emotions:
One’s state of mind plays an important role in act of communication. If the sender is
worried, excited, afraid, nervous, then he will not be able to organize his message
properly. Similarly if the receiver is not in a proper state of mind, he may misinterpret the
message.
6. Socio-psychological barriers
They are similar to perceptional barriers Selective perception: This means that
the receiver selectively see and hear based on their needs, motivations,
experience and expectations. In communication, this tendency means that they
hear what they want to hear and ignore other relevant information.
Status consciousness.
Differences in status and power between the sender and the receiver may
constitute another barrier. The subordinate feels very jittery, nervous in front of
the supervisor and the supervisors may be reluctant to pass complete
information.
Prejudices.
People who are not open to discussions, new ideas, viewpoints and have a closed
mind may be a great barrier to communication.
Socio-psychological barriers
Prejudices.
People who are not open to discussions, new ideas, viewpoints and have a closed mind
may be a great barrier to communication.

Halo Effect.
Sometimes the listener may be too much in awe of or completely distrust a speaker. When
there is a lack of sufficient trust, confidence and faith between the communicating parties,
selective listening takes place. In these situations several types of ‘noise’ enter the
communication process. Similarly things like distrust, threat, fear are vital barriers to
effective communication.

Physical appearance.
Receiver may not like the sender’s physical appearance, voice, pronunciation, accent, use
of grammar or mannerism. This may cause the receiver to discard the content.
Communicator’s mood also influences his capacity to communicate.
Example: he may be tired, sleepy, bored, etc.
Cultural Barriers
Culture shapes the way we think and behave. Each group categorized on the
basis of nationality, ethnicity, race, religion, etc. has its own distinctive culture.
Cultural differences often cause communication differences. It arises when
individuals in one social group have developed different norms, values, or
behaviors to individuals associated with another group.

The same category of word, phrases, symbols, actions colors mean different
things to different cultures.

Example: In western countries black color is associated with mourning, while in the
far east white is the color of mourning. In U.S people love to be called by their first
name, while in Britain, people are addressed by their last name.
 Organizational barriers
Complex organizational structure.
A complex org structure has long communication channels which subjects to
breakdown of communication. Too many levels in the organization: As the
message has to pass through many levels, there are chances of distortion,
delays or total failure of the message.
Time and timeliness.
Time pressures can be a serious obstacle as messages are hastily and
inadequately communicated by managers.