Effective communication plays a fundamental role within an organization.
Ultimately, the success of any organization hinges on its team members’ ability to work together. Whether it’s a project involving a pair of individuals or an operation involving thousands, effective communication is essential for high-quality work.
On the other hand, poor communication can impede the flow of work. A communication breakdown can severely disrupt an organization’s functionality.
For example, if an organization fails to properly communicate upcoming changes to its compensation strategy, it can lead to dissatisfaction, lower morale, and decreased productivity. Additionally, if a project team isn’t adequately informed about changes in project timelines, deliverables, or their specific roles and responsibilities, then it could result in mass confusion, missed deadlines, and decreased efficiency.
To maintain a smooth operation and avoid the consequences of highly disruptive issues like these, it’s important to identify and eliminate any communication barriers whenever they emerge. Here are some strategies to identify and address them as quickly as possible.
What are barriers to communication? 6 types
When our communication skills fail, there’s usually some sort of barrier in the way. Clarity is the first casualty when communication starts to fail, leading to misunderstandings and missed opportunities. It can be a challenge to pinpoint what’s causing the miscommunication, especially when you’re trying to overcome it.
Unfortunately, there can be many root causes of a communication barrier, and they all have one thing in common by definition: They disrupt communication. We can easily define a communication barrier as an obstacle that prevents or disrupts effective communication between two parties. They can be verbal or non-verbal and exist between colleagues or at an organizational level.
Understanding the different types of communication barriers can help you respond quickly and efficiently when they pop up. Here are a few communication barriers that you should keep in mind:
1. Physical barriers
Physical communication barriers are obstacles that get in the way of clear messaging. These can range from noisy environments and physical walls to less obvious issues like faulty communication tools and software.
For instance, a glitch in payroll software could delay paychecks from being sent out at the appropriate time, or an incorrectly entered address could result in the check being sent to the wrong location.
Essentially, physical barriers are anything in the physical or digital world that disrupts your message from reaching its destination.
2. Emotional barriers
Emotional barriers arise from the emotional status or emotional intelligence of the parties involved in the communication process. Our emotions influence our non-verbal cues, which can inhibit our non-verbal communication with others. A lack of empathy toward others’ emotions or an inability to manage our own can interfere with effective communication and decision-making.
3. Cultural barriers
Our cultural background shapes the way we communicate. The subtle variations in communication styles between different cultures can lead to misunderstandings. Recognizing these cultural differences, whether they’re national, generational, or something else entirely, can help navigate the potential communication barriers that arise when interacting with diverse groups.
4. Language barriers
Language barriers are perhaps the most straightforward type of communication obstacle. These barriers occur when two people speak different languages, making mutual understanding extremely difficult. Overcoming language barriers usually requires a shared language that both parties can understand.
5. Psychological barriers
Psychological barriers to communication stem from our unique thought processes. These barriers could be influenced by our personal beliefs, mental states, or neurodivergent ways of thinking. While these barriers can be deeply ingrained, they can sometimes be mitigated with a conscientious effort from both communicating parties.
6. Organizational barriers
Organizational barriers are obstacles that originate from an organization’s structure. For example, communication issues between the Human Resources department and other departments might arise simply because they operate as separate units within the organization.
An unintended compensation discrepancy may arise between these departments that could dramatically influence morale and productivity by delaying payroll, not efficiently communicating employee desires regarding benefits packages, or misrepresenting the likelihood of a yearly raise.
Also, a rigid organizational hierarchy can create workplace communication barriers as the flow of information from top to bottom (and vice versa) is more challenging.
5 barriers to communication examples in organizations
Communication barriers can suddenly appear in a variety of settings. To help you recognize them when they do, let’s dive into some more detailed definitions of these communication hurdles. Although the specifics of each communication breakdown can vary greatly, there are some common scenarios to help you identify when you might be dealing with a communication barrier.
Let’s explore a few examples to help you spot when a communication barrier might be standing in your way and impeding your progress:
1. Communication styles
Different people have different ways of expressing themselves. Factors like cultural backgrounds and personalities can significantly influence our communication styles, whether it involves making too much eye contact in face-to-face conversations or providing an information overload of technical terms via written communication.
The more pronounced the differences in communication styles, the higher the likelihood of communication issues. Someone might find another person’s style challenging to respond to or understand. The key to overcoming these barriers is flexibility and a willingness to find common ground that works for everyone involved.
2. Organization structure
In some cases, the structure of an organization can unintentionally create communication barriers. These can stem from an unsuitable physical layout of the workspace, ineffective communication between management and staff, or an underperforming HR department.
For instance, if the structure of an organization means that information largely flows from top to bottom between management and employees without providing a direct way for entry-level employees to communicate with upper management, input from those entry-level employees may be filtered as it’s passed from their direct supervisors to upper management. This means that the needs of those entry-level employees — such as different benefits or changes in compensation — aren’t being properly communicated with their organization’s decision-makers.
The good news about this type of barrier is that while the organizational structure can cause the issue to arise, making a few adjustments, such as employee surveys or suggestion boxes, can often eliminate them.
3. Lack of trust
Trust is a cornerstone of any successful organization. If people don’t feel their voices are valued, they may choose to remain silent. This lack of trust can significantly impede interpersonal communication. This, in turn, can lead to team members feeling uncomfortable voicing concerns about compensation or benefits, providing innovative and actionable suggestions to improve daily processes, or contributing to the general culture. To overcome this barrier, management must work diligently to earn the trust of their team members.
4. Inadequate communications channels
Communication channels are the glue that holds an organization together. When these channels start to break down, the organization can often quickly follow. Ensuring channels are easily accessible and open to everyone is crucial; the specific type of communication channels that you choose should align with your organization’s needs and preferences.
5. Wrong communication technology
Different organizations have different needs when it comes to business communication technology.
In our increasingly remote work environment, there’s a plethora of good communication systems to choose from: Zoom has become a staple for virtual meetings, Slack provides a platform for instant messaging, and Trello can be used to track projects cohesively.
However, with so many options, it’s easy to feel overwhelmed. Choosing the right technology means properly evaluating your organization’s needs, structure, and communication channels.
Overcoming communication barriers: How to do it
Communication barriers can be difficult to properly navigate, but they’re not insurmountable. The key to finding the right solution lies in understanding the nature of your specific problem. Since there are many possible issues leading to communication barriers, it’s helpful to look at real examples where these barriers have been successfully overcome.
Let’s explore some instances of communication barriers and the various ways to address them:
Acknowledge generation gaps and differences
Ageism is a known phenomenon in the workplace. With technology changing at a breakneck pace, it’s all too easy to get left behind as tech advances. However, just because some people come from older generations doesn’t mean they aren’t capable in a tech-mediated environment.
Resolve business communication barriers that sometimes stem from generational gaps by taking the time to ensure that the workplace is a functional space for everyone. Age-related biases can sometimes appear within the workplace. Given the rapid advancements in technology, it’s easy for some to feel left behind. However, it’s important to remember that being from an older generation doesn’t equate to being ill-equipped for a tech-driven environment.
One way to address communication barriers stemming from generational gaps is to ensure that the workplace is accommodating and functional for everyone. If technology is an essential aspect of the workplace, then ongoing training for team members can help diminish the severity of the communication barrier.
Pay attention to the language, message, and tone
Studies suggest that the way we say something is often more impactful than the actual words we use. Our tone, language choice, and even body language provide vital context to our communication. Paying close attention to these elements can help ensure everyone feels adequately understood and equally valued.
Adapt your communication style to the needs of the receiver
Being willing to adjust your communication style to meet the needs of others can significantly help break down communication barriers. If you notice that your style isn’t integrating well with someone else’s, initiate a conversation about potential adjustments. Being adaptable and practicing active listening skills are essential steps towards becoming a more effective communicator.
Ensure consistency in message delivery
Consistency is vital in communication. Maintaining a steady, professional tone sets the standard for acceptable communication within the organization. Also, delivering messages consistently leaves less room for confusion or misunderstanding. By keeping your tone and message delivery consistent, your communication efforts become more clear and effective.
Leverage technology and data to improve communication
Communication technologies are continually evolving, offering a host of solutions to help organizations adapt to hybrid work models.
For instance, Microsoft Teams facilitates both real-time and asynchronous communication, Google Workspace accommodates an entire suite of apps for comprehensive collaboration, and Asana can be used to ensure everyone is on the same page and all deadlines are met.
Additionally, new analytics tools can assess the effectiveness of your organizational communication. Leveraging these tech advancements can significantly improve your capabilities for effective communication.
Value follow-ups
Communication doesn’t always consist of a one-and-done exchange. Being proactive in following up on previous communication efforts can foster open and more effective communication channels. Don’t hesitate to reach out or check-in, as this can help keep everyone engaged and facilitate a more effective two-way communication flow.
Give and receive feedback
Communication, like any other skill, can be improved with practice and feedback. As you work on enhancing your communication abilities, try to foster an environment where giving and receiving feedback is the standard. This open dialogue about communication can help iron out any issues and improve the overall communication process.
Overcoming communication barriers in the workplace
It’s a fairly straightforward reality that an organization that fails to communicate effectively is unlikely to succeed. Ensuring smooth communication can often seem like a borderline impossible task for many organizations, given the numerous ways communication can falter. However, the occasional communication breakdown is inevitable.
The key differentiator between successful organizations and those that struggle is their readiness to engage in open dialogue and take action to remove any communication barriers that may appear.
In conclusion, organizations that are proactive in maintaining open communication channels are less likely to encounter barrier. Instead they use communication as a way to engage employees and foster a stronger sense of collaboration within the organization. For specifics about how to communicate about compensation, check out these resources: Compensation communication: Fostering trust in the workplace and the Communicating with employees about pay eBook.
