Session 5: Barriers to Effective Communication

1. What is Effective Communication?

Definition: Effective communication is not just about sending a message; it is about ensuring the message is received and understood by the receiver exactly as the sender intended.

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The 7 Cs of Effective Communication: For communication to be effective, it should follow these seven principles:

• Clear: The message should be easy to understand.
• Concise: It should be brief and to the point.
• Concrete: It should be specific and supported by facts.
• Correct: It should be grammatically correct and accurate.
• Coherent: The points should be logically connected.
• Complete: It should contain all the necessary information.
• Courteous: It should be polite, respectful, and friendly.

When any of these 7 Cs are missing, it can lead to miscommunication.

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2. What are Communication Barriers?

• Definition: A communication barrier is any obstacle or problem that prevents the sender from conveying their message clearly or stops the receiver from understanding it correctly.
• Impact: Barriers distort the message, lead to misunderstanding, and can create confusion and conflict.

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3. Types of Communication Barriers

There are several types of barriers that can disrupt the communication process.

1. Physical Barriers

• What they are: Obstacles present in the environment or physical space that make communication difficult.
• Examples:
  • Noise: Loud sounds from traffic, construction, or other people talking can make it hard to hear.
  • Distance: Being too far away from someone makes it difficult to see their expressions or hear them clearly.
  • Closed Doors/Bad Seating: Physical separations can block communication flow.
  • Technology Problems: A poor internet connection during a video call or a faulty microphone are physical barriers.
• Why they are barriers: They disrupt the channel of communication, making the message hard to send or receive.

2. Linguistic Barriers (Language Barriers)

• What they are: Difficulties in communication that arise due to differences in language and vocabulary.
• Examples:
  • Different Languages: Two people who do not speak the same language cannot communicate effectively without a translator.
  • Jargon: Using highly technical or specialized words that the receiver doesn't understand. (e.g., A doctor using complex medical terms with a patient).
  • Slang or Regional Dialects: Using informal words or phrases that are only understood by a specific group or in a certain region.
  • Poorly Expressed Message: Using incorrect grammar or confusing sentence structures.
• Why they are barriers: They create misunderstanding because the meaning of the words is lost or misinterpreted.

3. Interpersonal Barriers

• What they are: Obstacles related to the personalities, attitudes, and relationships of the people involved in the communication.
• Examples:
  • Stage Fright/Fear: Being too nervous or shy to speak clearly.
  • Lack of Trust: If you don't trust the sender, you might doubt their message.
  • Personal Differences/Prejudice: Disliking someone or having a preconceived notion about them can make you unwilling to listen.
  • Bad Habits: Not paying attention, interrupting the speaker, or focusing on your phone during a conversation.
  • Low Confidence: Feeling that your opinion doesn't matter can stop you from speaking up.
• Why they are barriers: They affect the willingness of the sender and receiver to communicate openly and honestly.

4. Organisational Barriers

• What they are: Obstacles related to the structure, rules, and environment of an organization (like a school or a company).
• Examples:
  • Strict Rules and Policies: Rules that prevent open communication or make it a very long process to get a message approved.
  • Hierarchy: In a very hierarchical structure, a junior student might feel intimidated to speak directly to the principal.
  • Unclear Roles: If people don't know who to report to, they won't know where to send their message.
  • Lack of Communication Channels: Not having a system for feedback or suggestions.
• Why they are barriers: They block the free flow of information within a group or organization.

5. Cultural Barriers

• What they are: Misunderstandings that occur because people from different cultures have different norms, values, beliefs, and social customs.
• Examples:
  • Non-verbal Cues: A gesture that is polite in one culture might be rude in another (e.g., the 'thumbs-up' sign).
  • Social Norms: In some cultures, direct eye contact is a sign of respect, while in others it can be seen as aggressive.
  • Stereotypes: Assuming things about a person based on their culture can lead to prejudice and block communication.
  • Body Language: Different cultures have different ideas about personal space and appropriate touch.
• Why they are barriers: They cause people to misinterpret actions and intentions based on their own cultural background.

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4. How to Overcome Communication Barriers

While barriers exist, we can use simple strategies to minimize their impact.

• Use Simple Language: Avoid jargon and complex words. Keep your message clear and easy to understand.
• Be Respectful of Others' Opinions: Listen actively and try to understand their perspective, even if you disagree.
• Do Not Make Assumptions: Don't assume things based on a person's culture, religion, or background. Treat everyone as an individual.
• Use Visuals: When language is a barrier, use pictures, diagrams, or gestures to help explain your point.
• Try to Communicate in Person: Face-to-face communication is often the best way to resolve misunderstandings because you can see non-verbal cues.
• Take Help from a Translator: If there is a major language difference, a translator can bridge the gap.
• Be an Active Listener: Pay full attention to the speaker and ask questions to clarify any doubts. This prevents many misunderstandings before they start.