Communication
Communication is the sending and receiving of information and can be one-on-one or between
groups of people, and can be face-to-face or through communication devices.
Communication requires a sender, the person who initiates communication, to transfer their
thoughts or encode a message. This message is sent to the receiver, a person who receives the
message, and finally, the receiver must decode, or interpret the message.
Types of Communication
Communication ranges from non-verbal, such as a glance and raised eyebrows, to verbal, such
as a change in pitch and tone.
VERBAL COMMUNICATION
Verbal communication occurs when we engage in speaking with others. It can be face-to-face,
over the telephone, via Skype or Zoom, etc.
Some verbal engagements are informal, such as chatting with a friend over coffee or in the
office kitchen, while others are more formal, such as a scheduled meeting.
Regardless of the type, it is not just about the words, it is also about the caliber and complexity
of those words, how we string those words together to create an overarching message, as well
as the intonation (pitch, tone, cadence, etc.) used while speaking.
And when occurring face-to-face, while the words are important, they cannot be separated from
non-verbal communication.
NON-VERBAL COMMUNICATION
What we do while we speak often says more than the actual words. Non-verbal communication
includes facial expressions, posture, eye contact, hand movements, and touch.
WRITTEN COMMUNICATION
Whether it is an email, a memo, a report, a Facebook post, a Tweet, a contract, etc. all forms
of written communication have the same goal to disseminate information in a clear and concise
manner – though that objective is often not achieved.
COMMON BARRIERS TO EFFECTIVE
COMMUNICATION
Regardless of the type of communication: verbal, nonverbal, written, listening or visual,
if we don't communicate effectively, we put ourselves and others at risk. Besides
physical and technical barriers, there are six barriers to effective communication every
employee and manager should strive to eradicate.
Dissatisfaction or Disinterest With One’s Job
If you are unhappy or have lost interest in your job, you are far less likely to
communicate effectively – both on the giving and receiving ends. In other words, your
heart isn’t in it. This barrier, is perhaps the most difficult to overcome because it
involves changing a mindset, and thus it typically doesn’t change until the person
leaves.
Inability to Listen to Others
Active listening is an important aspect of effective communication. You cannot engage
with someone if you are not listening to them because you will tend to make
assumptions about their needs based on your perceptions versus reality.
Lack of Transparency & Trust
It is extremely difficult to communicate anything when there is a lack of transparency
and trust. For example, if your staff believes you are holding something back, they will
be anxious, some will speculate, and as a result, it will be more difficult for them to
process any attempt you make to communicate with them.
Communication Styles (when they differ)
Everyone has their own communication style. Some people are very direct while others
prefer a more indirect approach. Some use detailed data, while others rely on
generalities, and so forth. Occasionally, one person is so entrenched in their way of
communicating, they find it difficult to communicate with others who rely on a different
style. You might hear comments such as, “Mary never explains what she wants me to
do, she’s never specific” or “Bill gets so caught up in the weeds, that I lose focus on the
bigger picture.”
Conflicts in the Workplace
Conflict can happen for a variety of reasons and when it does, it becomes a barrier to
effective communication. The nature of the conflict is not necessarily important, what
is important is working to resolve the conflict. When conflict is not eradicated, it grows
and then people begin to take sides, which further impedes effective communication.
Cultural Differences & Language
It is important to understand the cultural differences in communication. But don’t just
think international as in remembering that in Japan one’s surname precedes their given
name. There can also be regional differences – for example, a northerner might not like
the term "y’all" or even understand the more comprehensive version, "all y’all." While
these examples may seem trivial, the point is that cultural differences can occur within
the boundaries of the US, and when one does not recognize cultural differences, they
risk offending the other person. It is in the offense that communication breaks down.
We all should actively engage in reflecting on our own communication skills. The above
list of communication barriers, is a great place to start. Reflection, empathy (putting
yourself into the other’s shows), and practice will help you hone your skills. However,
no one is perfect, so it is also important to recognize and acknowledge when you make
a mistake, which is the first step in keeping the doors to effective communication open.
• 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. Taboo or difficult
topics may include, but are not limited to, politics, religion, disabilities (mental and
physical), sexuality and sex, racism and any opinion that may be seen as unpopular.
Attitude Barriers
Certain people like to be left alone. They are the introverts or just people who are not very social. Others
like to be social or sometimes extra clingy! Both these cases could become a barrier to communication.
Some people have attitude issues, like huge ego and inconsiderate behaviours.
Perception Barriers
Different people perceive the same things differently. This is a fact which we must consider during the
communication process. Knowledge of the perception levels of the audience is crucial to effective
communication. All the messages or communique must be easy and clear. There shouldn’t be any room for
a diversified interpretational set.
Physiological Barriers
Certain disorders or diseases or other limitations could also prevent effective communication between the
various channels of an organization. The shrillness of voice, dyslexia, etc are some examples of
physiological barriers to effective communication. However, these are not crucial because they can easily
be compensated and removed.
Lack of eye contact
Not making eye contact is a sure way of raising doubt in listeners and losing their attention and making them
feel suspicious of you, not to mention invisible.
Lack of enthusiasm
If you don’t believe in your position, product, service, or whatever you’re trying to sell, they won’t believe
in it either.
How to overcome communication barriers
Be aware of language, message and tone
The sender should ensure that the message should be structured in clear and simple language. The tone of
the message should not harm the feelings of the receiver. As far as possible, the contents of the message
should be a concise and unnecessary use of technical words should be avoided.
Consult others before communication
When you’re planning the communication, suggestions should be invited from all the individuals concerned.
Its main benefit will be that all those people who are consulted at the time of preparing the communication
preparation will add to the success of the communication system.
Communicate according to the need of receiver
The sender of the communication should organize the formation of the message not according to his or her
level, but he or she should keep in mind the point of understanding or the surroundings of the receiver.
