Barriers in Communication

Barriers in communication are any factor that prevents, disables, or inhibits the transmission of messages between sender and receiver. Communication barriers prevent messages, ideas, and thoughts from being received or cause them to be misinterpreted.

Aspect	Explanation
Barriers in Communication	Communication barriers refer to factors or obstacles that hinder effective communication between individuals or within organizations. These barriers can impede the flow of information, leading to misunderstandings, misinterpretations, and communication breakdowns. Identifying and addressing these barriers is crucial for improving communication effectiveness.
Types of Barriers	Communication barriers can be categorized into several types: 1. Physical Barriers: These include distance, noise, and physical obstacles that disrupt communication. 2. Semantic Barriers: Language differences, jargon, and unclear messages fall under this category. 3. Psychological Barriers: These involve emotions, attitudes, and biases that affect how a message is received. 4. Cultural Barriers: Differences in customs, norms, and values can lead to misunderstandings. 5. Organizational Barriers: These pertain to issues within the organization, such as hierarchy, policies, and structure.
Importance of Addressing	Recognizing and addressing communication barriers is vital for effective interpersonal and organizational communication. Overcoming these barriers enhances collaboration, reduces conflicts, and ensures that messages are conveyed accurately and efficiently. Failure to address these barriers can lead to reduced productivity and hinder the achievement of organizational goals.
Examples	– Physical Barrier Example: In a noisy factory, employees may struggle to hear safety instructions. – Semantic Barrier Example: Using complex technical terms in a presentation may confuse non-technical team members. – Psychological Barrier Example: A team member’s negative attitude toward a project may hinder open discussion. – Cultural Barrier Example: Misunderstandings may arise when a diverse team interprets a gesture differently. – Organizational Barrier Example: A rigid hierarchy can deter lower-level employees from sharing ideas with higher-ups.
Communication Strategies	To overcome communication barriers, individuals and organizations can implement strategies such as active listening, choosing appropriate channels, using clear and concise language, providing feedback, and fostering an inclusive and open communication culture. Effective communication training and awareness-building also play a vital role in addressing these barriers.
Impact on Businesses	In a business context, communication barriers can result in decreased productivity, errors, missed opportunities, and strained relationships. Effective communication is essential for decision-making, innovation, customer satisfaction, and overall success. Organizations that proactively address these barriers tend to be more agile and competitive.

Table of Contents

Understanding barriers in communication

Buffer’s 2020 State of Remote Work Report found that communication was a major pain point for employees working remotely.

In fact, communication difficulty experienced by remote workers was rated as the most significant struggle next to loneliness.

In addition to remote work, communication barriers exist in many other forms across various person and professional contexts.

Thus, it should come as no surprise that awareness of these barriers is vital to successful interpersonal communication.

These barriers also wreak havoc at the organizational level, with a 2018 SHRM survey of over 400 companies finding that poor internal communication costs around $62 million per year.

Another study found that, even before the COVID-19 pandemic, almost 75% of employees felt they missed out on company news and information despite 85% claiming they were most motivated at work when kept in the loop.

The three core types of communication barriers

In workplaces, the three most common types of communication barriers are emotional, language, and physical. Let’s take a look at each.

Emotional

Some find it difficult to express their emotions and may be unable to communicate that they are stressed.

Others have become fatigued by the pandemic and the constant state of fear, anxiety, and uncertainty it has created.

Others simply find it hard to process emotions whatever the case.

Some employees in a performance review, for example, may be unable to receive constructive criticism or feedback without a negative emotional reaction.

Language

The inability to understand a different language is one of the more common barriers to communication – particularly for large or global teams.

Even those who speak the same language may find communication difficult if an employee uses buzzwords, expressions, or industry jargon someone else is unfamiliar with.

Physical

Physical barriers relate to the point earlier about problems with communication in remote work.

While most have access to video collaboration tools, there is nothing quite like face-to-face interaction for picking up on subtle body language, posture, and verbal cues.

Physical barriers may also include closed office doors, cubicles with office dividers, separate areas for different departments, and so-called “team territories” that others avoid.

Other types of communication barriers

Here are some less common (but no less critical) communication barriers:

Attitudinal

These barriers are mostly perceptual and arise from poor management, conflicts of personality, a lack of employee motivation, and a preference to maintain the status quo.

Intergenerational

From Traditionalists born before 1945 to Generation Z born after 1996, there are now five different generations in the workforce.

Each has its own communication preferences, values, norms, and expectations which can pose problems.

Organizational structure

Inflexible, hierarchical organizational structures tend to be the most ineffective for communication.

Aside from strict top-down control and formal adherence to processes, these structures do not promote information sharing or collaboration across the company.

Key takeaways

Communication barriers prevent messages, ideas, and thoughts from being received or cause them to be misinterpreted.
In workplaces, the three most common types of communication barriers are emotional, language, and physical.
However, other less prevalent forms have the same effect. These include barriers resulting from undesirable employee attitudes or interactions between employees from different generations. Hierarchical organizations also pose barriers to communication because of their structure.

Key Highlights

Communication Barriers: Communication barriers are factors that hinder the effective transmission of messages between senders and receivers, leading to misinterpretation or prevention of communication.
Remote Work Challenges: According to Buffer’s 2020 State of Remote Work Report, remote workers often face communication difficulties, which can be a significant challenge alongside feelings of loneliness.
Significance of Barriers: Communication barriers exist in various personal and professional contexts, impacting successful interpersonal communication and organizational effectiveness.
Organizational Costs: Poor internal communication can be costly for organizations. A survey by SHRM in 2018 found that inadequate communication costs companies around $62 million annually.
Emotional Barriers: Emotional barriers arise when individuals struggle to express their emotions, process them, or respond negatively to feedback. These barriers can hinder effective communication.
Language Barriers: Language barriers are common in diverse teams or global organizations. Buzzwords, jargon, or expressions unfamiliar to others can hinder communication.
Physical Barriers: Physical barriers, including remote work, closed office doors, and cubicles, limit face-to-face interaction and hinder nonverbal communication cues.
Other Barriers: Additional barriers include attitudinal barriers arising from poor management or conflicts, intergenerational barriers due to differences among generations’ communication preferences, and organizational structure barriers in rigid, hierarchical settings.
Inflexible Structures: Hierarchical organizational structures discourage effective communication by promoting top-down control and limiting information sharing and collaboration.
Key Considerations: Awareness of communication barriers is crucial for successful communication. Emotional, language, and physical barriers are common, but other factors like attitudes, generational differences, and organizational structure can also hinder effective communication.

Barriers in Communication Strategies

Scenario	Types	Application	Implication	Outcome
Multicultural Teams	Language Barriers:	In multicultural teams, language barriers can impede communication when team members have different native languages or varying language proficiency levels. Misunderstandings and misinterpretations may occur due to language limitations.	Miscommunication and reduced team cohesion.	Inefficient teamwork and potential project delays.
Remote Work Environments	Technological Barriers:	In remote work settings, technological barriers such as poor internet connectivity, technical glitches, or unfamiliar software can disrupt virtual communication. Technical issues may lead to communication breakdowns and hinder collaboration.	Disrupted virtual meetings and productivity.	Reduced remote team efficiency and project delays.
Team Diversity and Inclusion Initiatives	Resistance to Change:	When introducing diversity and inclusion initiatives, employees may resist change, leading to reluctance in adopting new communication practices, engaging in conversations about diversity, or embracing inclusive behaviors.	Impaired diversity and inclusion efforts.	Potential missed opportunities for diversity benefits.
Corporate Hierarchies	Hierarchical Barriers:	In organizations with rigid hierarchies, employees may hesitate to communicate freely with higher-ups due to fear of repercussions or perceived power imbalances. This can lead to a lack of open dialogue and honest feedback.	Reduced transparency and innovation.	Potential missed insights and stifled creativity.
Cross-Functional Collaboration	Departmental Silos:	Silos can develop when different departments within an organization operate independently and do not share information or collaborate effectively. This creates barriers to cross-functional communication and can hinder project coordination and knowledge sharing.	Impaired cross-functional teamwork and efficiency.	Missed opportunities for innovation and growth.
Performance Feedback	Negative Feedback Avoidance:	Managers or peers may avoid giving negative feedback to avoid confrontation or discomfort. This can lead to a lack of honest feedback, hindering personal and professional development and improvement.	Stunted growth and skill development.	Missed opportunities for improvement and growth.
Customer Complaint Handling	Defensive Communication:	In customer service interactions, employees may become defensive when faced with customer complaints or criticism. Defensive responses can escalate conflicts, hinder issue resolution, and damage customer relationships.	Customer dissatisfaction and attrition.	Impaired customer loyalty and brand reputation.
Change Management Communication	Lack of Clarity:	During change management communication, a lack of clarity in messages, goals, or expectations can create confusion and uncertainty among employees. Unclear communication can lead to resistance and hinder change implementation.	Resistance to change and uncertainty.	Slower change adoption and implementation challenges.
Email and Written Communication	Misinterpretation:	In written communication, misinterpretation can occur when email or text messages lack context or tone, leading to misunderstandings and miscommunication. Messages may be misconstrued, affecting relationships and decisions.	Miscommunication and strained relationships.	Reduced efficiency and potential conflicts.
Team Dynamics and Conflict Resolution	Avoidance of Difficult Conversations:	Team members may avoid difficult conversations or conflict resolution to maintain harmony, resulting in unresolved issues and tensions within the team. Avoidance can lead to long-term problems and hinder productivity.	Unresolved conflicts and tension within the team.	Reduced team morale and potential project setbacks.
Cross-Cultural Business Relations	Cultural Misunderstandings:	In global business interactions, cultural misunderstandings may arise when individuals from different cultures misinterpret gestures, non-verbal cues, or customs. These misunderstandings can lead to offense or confusion in business relationships.	Cross-cultural tensions and misalignment.	Impaired global business partnerships and collaboration.
Crisis Communication	Information Delays:	During crises, delays in communication can occur due to hesitation or uncertainty in delivering updates or important information. These delays can cause confusion and reduce the effectiveness of crisis response efforts.	Slower crisis response and decision-making.	Potential reputational damage and increased risks.
Virtual Team Building	Lack of Personal Connection:	In virtual team-building activities, a lack of personal connection can hinder team bonding and engagement. Participants may feel isolated, leading to reduced enthusiasm and limited team cohesion.	Weakened team relationships and morale.	Ineffective virtual team-building efforts.
Employee Feedback and Suggestions	Fear of Retaliation:	Employees may fear retaliation or negative consequences when providing feedback or suggestions. This fear can deter them from sharing valuable insights, leading to a lack of improvement opportunities and innovation.	Missed feedback and innovation potential.	Reduced employee engagement and growth.
Customer-Focused Marketing	Customer Data Privacy Concerns:	In customer-focused marketing, concerns about data privacy and security may arise when collecting and using customer data. These concerns can lead to customer mistrust and reluctance to engage with marketing efforts.	Reduced customer engagement and trust.	Negative impact on marketing effectiveness and ROI.