Physical Barriers

Physical barriers include noise that is independent of the individuals communicating. This creates distraction. Examples of physical barriers to communication include road construction, loud music, texting while conversing, poorly arranged desks and uncomfortable meeting places. Physical barriers also affect written communication; for example, a written letter that is smudged or faded.

Language and Semantic Barriers Semantics is related to meanings of words. To be more exact, it is related to connotative and denotative meanings of words and its study. Every word has a direct meaning called the denotative meaning. Connotations are understood based only on an individuals experience. If the encoder and decoder do not share the some connotative meaning for a word, miscommunication occurs. examine the word cheap as an adjective. You will enjoy a cheap holiday because you spend less than the real cost. Industries desire cheap labour to reduce the over all cost of production. These connotations of cheap as an adjective are different from the connotations in expressions like cheap popularity and cheap joke. Additional instances of semantic barriers occur when the use of jargon that is terminology-specific to a certain field or use of colloquial words or statements which can be specific to a region. For example, a doctor explaining a diagnosis to a patient will deliver the message less effectively if he relies solely on medical terminology.Example : ll groups develop their favorite languages, either in a sense of fun or out of necessity.A groups slang terms, for example, are part of what makes its members feel cohesive. Youre probably part of a group that uses shorthand language (slang). When Kentucky Fried Chicken entered the Chinese market, to their horror they discovered that their slogan "finger lickin' good" came out as "eat your fingers off" Cu;tural barriers Language and culture are closely related. Religion, social customs, traditions, food, clothes, manners are some cultural parameters. Cultures provide people with ways of thinking-ways of seeing, hearing, and interpreting the world. Thus the same words can mean different things to people from different cultures, even when they talk the "same" language. When the languages are different, and translation has to be used to communicate, the potential for misunderstandings increases. Most of the problems caused by cross-cultural clashes are usually the result of the failure by some or all parties involved to recognize and account for differences in culturally-based communication styles. They assume that all peoples communicate using the same set of modes and rules (many of which, like body language styles, are unconsciously held). For example, numerous professionals from the US make the mistake of assuming that all

people want to be spoken to informally, just as they assume that simple body gestures strike the same chord in any culture, or the notion that an openly frank style of negotiating is most appreciated. "We should first realize that there is no such thing as a universal form of communication. Take the simple gesture of a smile. It is not unusual for Americans to exchange smiles with complete strangers. We smile at people on the street, at the airport, in restaurants, shopping malls and so on. We consider it a friendly gesture. However, in other cultures a smile can take on a completely different meaning. A smile can be considered insulting or it can signal embarrassment. Many Americans fail to realize that common gestures such as shrugging one's shoulders or scratching one's forehead can be completely misinterpreted by someone from another country. Cultural differences with regard to eye contact, when it is acceptable to smile, and name protocol for addressing foreign counterparts are all qualities that dramatically impact all angles of negotiation and interpersonal communication. For example, the word "no" is a response that the Japanese tend to avoid altogether. As strange as it may seem, if they are not optimistic about a given proposal, rather than tell you in so many words, they may choose to make a counter inquiry, they may avoid eye contact with you, or they may simply choose to walk away. Their answer is for all practical purposes spelled out in their behavior. Obviously, this can be very frustrating to American negotiators who are used to a straight forward "yes" or "no." "Each culture has its own rules of communication. A French executive would probably be offended if a new acquaintance were to address him by his first name. Giving the "thumbs up" signal in Australia is impolite. Examples : Handshakes, namaste, touching the feet, hugs, space distancing, sitting separately, etc Cultural awareness training offers participants with two types of training. One looks at a specific country or culture and how to do business with them. For example if a company is planning to start a relationship with China, a China cultural awareness training course will introduce them to areas such as using intermediaries, building relationships, gift giving etiquette, how to entertain, etc. The second type of training is a more general overview of the importance of cultural skills, i.e. developing what is called 'cultural competence'. Cultural competence is about widening horizons and implementing skills such as selfawareness, flexibility, open mindedness and cultural knowledge that can be applied across cultures.

Interpersonal Emotional or psychological barriers:

Interpersonal communication barriers negatively impact how effectively we are able to communicate at work, with our friends, and in our family life. People tend to use emotions and personal values such as attitudes, judgments, etc. during communication. These qualities may hinder clear communication and may even offend the receiver, and cause

miscommunication. These are termed as Emotional or psychological barriers Premature evaluation: One of the greatest barriers to communication is stereotyping. A stereotype is defined as "A pre-conceived opinion, or image" When an individual has a preconception about another individual, he views the other with bias and prejudice leading to a breakdown in communication. Within stereotyping there are many facets in which one hold's bias views to another individuals message. Bias and prejudice lead us to make unjust assumptions about others leading to superior- inferiority complex. Of these there are stereotypes for race, religion, and gender. Racial stereotyping is an extremely detrimental facet of stereotyping. It can very well pave the road to out right racism. Racial stereotyping can create communication barriers on a multitude of levels. This may involve misunderstanding due to jumping to conclusions too quickly instead of taking time to evaluate the communicated message.Defensiveness, making excuses abnd rationalizing is a common form of defending our ego. Change is the only thing permanent in life. We must anticipate, prepare and accept changes with respect to ourselves and others in order to foster effective communication. Overcoming Barriers 1. Use Simple Words to Convey the Message. To have an effective process of interpersonal communication, you have to simplify language. Say simple structure sentences that will be easy to understand. Everyone hates to decipher spoken words, reserve the deciphering to the writing and when speaking, keep it simple and easy to understand. In a work environment, teammates can use word jargons to be able to understand each other using simple words or acronyms. Aside from this, the use of specialized acronyms will create a special bond that only the team will be able to understand. 2. Learn the Art of Listening The process of interpersonal communication requires one to learn the [tag]art of listening[/tag]. We say art because not everyone can do this. A person will always try to get his opinions across first before listening to the other persons point of view. To master the art of listening, try these tips: a. Listen Attentively Listening does not mean hearing what the other person has to say. Hearing is not the same as listening. When we say listen, we mean to hear and understand. The speaker will know if the person he is speaking to is listening or not by randomly asking indirect questions about what he just said. But if he learns that the receiver was able to understand what he has just conveyed, then the process of interpersonal communication is a success. b. Listen Proactively Listening is actually a two-way [tag]communication[/tag] and not one way as others believe or perceive to be. When two persons are communicating with each other, an effective process of interpersonal communication will require the use of asking questions while the other person is speaking. This will make the conversation richer and more interesting. Also, asking questions will keep the conversation in the right direction. 3. Keeping Composure While Communicating The process of interpersonal communication is more effective if emotions are kept at bay. Keeping your composure while talking or negotiating with a business partner will maintain a mysterious air while at the same time keep you on the right track towards your goal.

When you are in a casual conversation, however, showing some emotions can be helpful to build rapport to the one you are talking to. Showing emotions will let the other person know that you have sympathy and compassion towards him and definitely are signs of genuine interest. 4. Constructive Criticism is Important Feedback is perhaps the best sign that you are communicating with the other person on a more personal level. Both the sender and receiver of communications may use feedback for effective interpersonal communication. If used by the sender, it will be in the form of a question such as "Did you understand what I have just said?" While when used by the receiver, it can be in the form of a remark or a statement such as, "What a wonderful speech!" When making a constructive criticism, be sure to say it only within the earshot of your subject. Remember, a constructive criticism for you can be misconstrued as a negative feedback. Eliminating differences in perception: The organization should ensure that it is recruiting right individuals on the job. Its the responsibility of the interviewer to ensure that the interviewee has command over the written and spoken language. There should be proper Induction program so that the policies of the company are clear to all the employees. There should be proper trainings conducted for required employees (for eg: Voice and Accent training). Use of Simple Language: Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided. Reduction and elimination of noise levels: Noise is the main communication barrier which must be overcome on priority basis. It is essential to identify the source of noise and then eliminate that source. Active Listening: Listen attentively and carefully. There is a difference between listening and hearing. Active listening means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether his/her message is understood or not by the receiver in the same terms as intended by the speaker. Emotional State: During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered. For example, if the conveyer of the message is in a bad mood then the receiver might think that the information being delivered is not good. Simple Organizational Structure: The organizational structure should not be complex. The number of hierarchical levels should be optimum. There should be a ideal span of control within the organization. Simpler the organizational structure, more effective will be the communication. Avoid Information Overload: The managers should know how to prioritize their work. They should not overload themselves with the work. They should spend quality time with their subordinates and should listen to their problems and feedbacks actively. Give Constructive Feedback: Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate. Proper Media Selection: The managers should properly select the medium of communication. Simple messages should be conveyed orally, like: face to face interaction

or meetings. Use of written means of communication should be encouraged for delivering complex messages. For significant messages reminders can be given by using written means of communication such as : Memos, Notices etc. 5. Flexibility in meeting the targets: For effective communication in an organization the managers should ensure that the individuals are meeting their targets timely without skipping the formal channels of communication. There should not be much pressure on employees to meet their targets.

Send Your Message Effectively: Effectively send your message as an individual with genuine interest in the individual you are engaged with. You must convey that you simply want to communicate effectively. Your messages, thoughts, feelings, and ideas must be genuine. Educating and addressing interpersonal communication barriers with blame, sarcasm, and anger are sure to multiply the number of barriers exponentially. Here is a simple process to send your message effectively when breaking down communication barriers. 1. - Acknowledge the Root Cause 2. - Explain How it Makes You Feel 3. - Describe the Impact on You Work Example 1. (You and a coworker (Jessica) are responsible for a presentation. You are discussing the outline and your counter part is running the meeting and basically telling you what material you will be covering. When you try to discuss it, she simply will not listen and moves on.) "Jessica, I understand you have many great ideas for this presentation. When you are unreceptive to any of my ideas it frustrates me. Since I am also responsible for this presentation, I would like to discuss my ideas with you." Personal Example 2. (You come home and your child (Maggie) is clearly upset. When you ask her why, she simply gets angry and tell you "Nothing".) "Maggie, I understand that you are upset. When you won't talk to me about it, it frustrates me because I feel helpless. I really want to help you, but I need to know why you are angry to help."

Breaking down interpersonal communication barriers requires patients, self control, and determination. Remember there are no rules to this game, and everyone is different. It is the most frustrating and rewarding work as you develop your interpersonal relations. Simply being conscious of barriers to communication will make you a more effective communicator at work, and in your personal life. Take the time to develop your awareness and control when you are communicating. You just might find less stress at work, and more enjoyable time with your family.