Types and Barriers to Effective Communication
Subject: Business Studies
Overview
Communication is the act of conveying the intended meaning to another entity through the use of mutually understood signs and semiotic rules. Many companies develop difficulties within their organization due to communication issues. There are five key barriers that can occur within a company: language, cultural diversity, gender differences, status differences, and physical separation.
Types and Barriers to Effective Communication
Types of Communication
Communication can be classified into the following types:-
Formal Communication
When the communication of the organization occurs by following prescribed or predetermined rules, policy and regulation of the organization then the communication is called formal communication. Formal communication is governed by the established chain of command. For example, employees may be given a presentation from the human resources department on new policies and procedures.
These forms of communication follow three distinct directions. They are:
- Vertical communication
Formal communication can move vertically in an organization. Any communication that flows downward from the manager to employees and upward from employees to a manager is known as vertical communication. Vertical communication channels are important because they provide employees with opportunities to have a say. For example, employees may be given a presentation from the human resources department on new policies and procedures. - Horizontal communication
Formal communication can also flow horizontally across the organization. Horizontal communication occurs between two parts of the organization at the same level. Communication takes place between or among different line managers. Horizontal communication helps to maintain mutual understanding, co-operation, and coordination among the same level of employees. For example, communication among finance managers, account manager, production manager, and marketing managers is horizontal communication. - Diagonal communication
Communication that crosses work areas and organizational levels are known as diagonal communication. Under this communication, any employee can communicate with any other employees without considering the hierarchy or level of employees. This communication crosses the formal network of communication and a chain of command. Diagonal communication is especially used by the expert group to communicate expert ideas to a different level of employees.
Informal Communication
Informal communication is about using channels that are in contrast with formal communication channels. It’s just casual talk. It is established for societal affiliations of members in an organization. It refers to face-to-face discussions. It happens among friends and family. The use of slang words, foul language is not restricted to informal communication. Usually, informal communication is done orally and using gestures.
Verbal Communication
Verbal communication is communication by using speech that is understood by all parties to the communication. In other words, it is about talking. We should keep in mind that we are talking about speech, not the written word. Written communication falls under its own category.
When we talk to others, we feel that others understand what we are saying because we only know what we are saying. Usually, people bring their own attitudes, perception, emotions, and thoughts about the topic. It creates a barrier in delivering the right meaning.
Verbal Communication is divided into:
- Oral Communication
Oral communication includes face-to-face conversations, speech, virtual conversation, video, radio, television, voice over the internet. It refers to spoken words. - Written Communication
Written communication is one of the most common types of communication being used in business. A message of written communication may be printed or handwritten. In written communication messages can be transmitted by email, letter, report, memo, etc.
Non-verbal Communication
Non-verbal communication is complicated communication among other communication. It is the process of sending a message without using words to convey its meaning. Different elements are included in non-verbal communication. This type of communication is the sending or receiving of wordless messages. It includes gestures, body language, posture, a tone of voice or facial expressions. Non-verbal communication is all about body language.
Barriers to Effective Communication
The communication is not successful in many cases. There are many obstacles to achieve effectiveness and efficiency. They are called barriers to effective communication. There are four key barriers that can occur within a company. The major barriers to effective communication are as follows:
- Physical Barriers
A physical barrier in an environment is the natural condition that acts as a barrier in communication in sending a message from the sender to the receiver. Communication is generally easier over shorter distances because more communication channels are available and less technology is required. Modern technology often serves to reduce the impact of physical barriers. An appropriate channel can be used to overcome the physical barriers so that the advantages and disadvantages of each communication channel should be understood. Physical barriers like doors, walls, distance, etc. don't let the communication become effective while sending the message by the sender. When the organization's units or branches are physically scattered in various places then the communication made to them will remain ineffective due to physical distance. - Psychological Barriers
The psychological barrier of communication is the influence of the psychological state of the communicators. The sender and receiver create an obstacle for effective communication. Psychological distance prevents the communication or filters part of it or causes misinterpretation. Lack of retention ability and inadequate attention to the message make communication less effective. Distrust, threat, fear, and lack of ability to communicate also cause an obstruction in the free flow of communication. For example, a receiver with reduced hearing may not grasp to an entirety of a spoken conversation especially if there is significant background noise. - Organizational Barriers
The effective organization largely depends upon the sound organizational structure. The classical organizational structure with the scalar chain of command restricts free and frequent communication. Each manager receives information only from one source and transmits the message to another single level. If there are too many levels in an organization then it is difficult to pass the correct information to the right person at the right time through the right medium. Organizational structure greatly affects the capabilities of the employees as far as communication is concerned. - Semantic Barriers
Semantics is the study of meaning, signs, and symbols used for communication. The word is derived from “sema”, a Greek word whose meaning is: signs. Semantic barriers to communication are the symbolic obstacles that distort to sent a message in some other way than intended, making the message difficult to understand. The words, signs, and figures used in the communication which is explained by the receiver in the light of his experience, also creates doubtful situations. This happens because the information is not sent in simple language. The people interpret the same information in different ways depending on their social background, knowledge, education, and experience.
Bibliography
BUSINESSSTOPIA. Copyright 2016. Electronic. 14 06 2016.https://www.businesstopia.net/communication/semantic-barriers-communication
Notes Desk, Your Academic Encyclopedia. 08 03 2009. Electronic. 14 06 2016.http://www.notesdesk.com/notes/business-communications/types-of-communication/
Skills you need, Helping you develop life skills. Electronic. 14 06 2016.http://www.skillsyouneed.com/ips/barriers-communication.html
Things to remember
- Formal communication involves utilizing the formal communication channels of an organization.
- Formal communication takes place through a chain of command.
- In Vertical communication, information is collected and flows up to the top levels of management for review and decision making.
- Horizontal communication occurs between two parts of the organization at the same level.
- The communication that flows from the top of the organization to the bottom of the organization through the formal lines of authority is known as Diagonal communication.
- Informal communication is communication between employees outside the formal communication structure of the company.
- There are five key barriers that can occur within a company: language, cultural diversity, gender differences, status differences, and physical separation.
- It includes every relationship which established among the people.
- There can be more than one community in a society. Community smaller than society.
- It is a network of social relationships which cannot see or touched.
- common interests and common objectives are not necessary for society.
Questions and Answers
What are the types of communication?
A. Formal communication
When the communication of the organization occurs by following prescribed or predetermined rules, policy and regulation of the organization are called formal communication. Formal communication is governed by the established chain of command.
These form of communication follow three distinct directions. They are
1. Vertical communication
Any communication that flows downward from the superior to subordinate and upward from subordinate to a superior is known as vertical communication. The main objective of vertical communication is to carry complaints, suggestions, intelligence, reports, innovative ideas, opinions and reactions from the subordinates. For example, Employees may give a presentation from the human resources department about new policies and procedures.
2. Horizontal communication
Horizontal communication refers to the flow of information among the departments or people of the same level in an organization. Horizontal communication helps to maintain mutual understanding, co-operation and co-ordination among the same level of employees. The two departments may be under the same superior or may have different heads. For example, communication among finance manager, account manager, production manager and marketing manager is horizontal communication.
3. Diagonal communication
Communication that crosses work areas and organizational level is known as diagonal communication. Under this communication, any employee can communicate to any other employees without considering the hierarchy or level of employees. This communication crosses the formal network of communication and a chain of command.
B. Informal communication
Informal communication is about using channels that are in contrast with formal communication channels. It is a casual form of information sharing typically used in personal conversation with family and friends. The use of slang words, foul language is not restricted to informal communication. Usually. informal communication is done orally and using gestures.
C. Verbal communication
Verbal communication is the process of exchanging message and information through words. Verbal communication takes place through face to face conversations, group discussion, counseling, interview, radio, television, notes etc. It exchanges the information or message between two or more persons through written or oral words. In other words, it is about talking.
Verbal Communication is divided into:
1. Oral Communication
Oral communication includes face-to-face conversations, speech, virtual conversation, video, radio, television, voice over the internet. It refers spoken words.
2. Written Communication
A message of written communication may be printed or hand written. In written communication message can be transmitted by email, letter, report, memo etc.
D. Non-verbal communication
Non-verbal communication is the exchange of information or message between two or more people through gestures, facial expressions eye contact, proximity, touching etc. and without using any spoken or written word. This type of communication is the sending or receiving of wordless messages. Non-verbal communication is all about the body language.
Explain the barriers to effective communication.
There are many obstacles to achieve its effectiveness and efficiency. They are called barriers to effective communication. The major barriers to effective communication are as follows:
- Physical Barriers
- Psychological Barriers
- Organizational Barriers
- Semantic Barriers
1. Physical Barriers
A physical barrier is a barrier due to internal structure and layout of the office machines and equipment. The modern technology often serves to reduce the impact of physical barriers. Physical barriers include distance, noise and physical arrangement. Communication is found obstructed in long distance. Physical barriers like doors, walls, distance, etc.donot let the communication become effective when sending the message by the sender.
2. Psychological Barriers
The psychological barrier of communication is barriers of effective communication created from the lack of interest of the people from whom the communication is meant. Pople do not pay attention to the communication which are not interested in them and which do not fulfill their want. Lack of retention ability and inadequate attention to the message make communication less effective. Distrust, threat, fear and lack of ability to communicate also cause obstruction in the free flow o f the communication.
3. Organizational Barriers
The organization barriers are raised from the organizational goals, regulations, structure, and culture. If there are too many levels in an organization then it is difficult to pass the correct information to the right person at the right time through the right medium. Organizational structure greatly affects the capabilities of the employees as far as the communication is concerned.
4. Semantic Barriers
Semantics is the study of meaning, signs and symbols used for communication. The word is derived from “sema”, a Greek word whose meaning signs. Semantic barriers to communication are the symbolic obstacles that distort to sent a message in some other way than intended, making the message difficult to understand. The technical language creates barriers to communication.
Explain the formal and informal communication?
The formal and informal communication are explained below:
A. Formal communication
When the communication of the organization occurs by following prescribed or predetermined rules, policy and regulation of the organization are called formal communication. Formal communication is governed by the established chain of command.
These form of communication follow three distinct directions. They are
1. Vertical communication
Any communication that flows downward from the superior to subordinate and upward from subordinate to a superior is known as vertical communication. The main objective of vertical communication is to carry complaints, suggestions, intelligence, reports, innovative ideas, opinions, and reactions from the subordinates. For example, Employees may give a presentation from the human resources department about new policies and procedures.
2. Horizontal communication
Horizontal communication refers to the flow of information among the departments or people of the same level in an organization. Horizontal communication helps to maintain mutual understanding, co-operation and co-ordination among the same level of employees. The two departments may be under the same superior or may have different heads. For example, communication among finance manager, account manager, production manager and marketing manager is horizontal communication.
3. Diagonal communication
Communication that crosses work areas and organizational level is known as diagonal communication. Under this communication, any employee can communicate to any other employees without considering the hierarchy or level of employees. This communication crosses the formal network of communication and a chain of command.
B. Informal communication
Informal communication is about using channels that are in contrast with formal communication channels. It is a casual form of information sharing typically used in personal conversation with family and friends. The use of slang words, foul language is not restricted to informal communication. Usually. informal communication is done orally and using gestures.
Explain verbal and non-verbal communication?
The verbal and non-verbal communication are explained below:
A. Verbal communication
Verbal communication is the process of exchanging message and information through words. Verbal communication takes place through face to face conversations, group discussion, counseling, interview, radio, television, notes etc. It exchanges the information or message between two or more persons through written or oral words. In other words, it is about talking.
Verbal Communication is divided into:
1. Oral Communication
Oral communication includes face-to-face conversations, speech, virtual conversation, video, radio, television, voice over the internet. It refers spoken words.
2. Written Communication
A message of written communication may be printed or hand written. In written communication message can be transmitted by email, letter, report, memo etc.
B. Non-verbal communication
Non-verbal communication is the exchange of information or message between two or more people through gestures, facial expressions eye contact, proximity, touching etc. and without using any spoken or written word. This type of communication is the sending or receiving of wordless messages. Non-verbal communication is all about the body language.
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