Communication:

The word "communication" comes from the Latin word

communicare, which means "to impart", "to participate", or "to
transmit". Communicare comes from the root communis, which
means "to make common" or "to share".
According to Newman and Summer:
“Communication is an exchange of facts, ideas, opinions, or emotions
by two or more people”.
According to Peter Little:
“Communication is the process by which information is transmitted
between individuals or organizations so that understanding response
results”.
Communication is fundamental to the existence and survival of
humans as well as to an organization. It is a process of creating and
sharing ideas, information, views, facts, feelings from one place,
person or group to another. Communication is the key to the
Directing function of management.
A manager may be highly qualified and skilled but if he does not
possess good communication skills, all his ability becomes irrelevant.
A manager must communicate his directions effectively to the
subordinates to get the work done from them properly.

Some characteristics of
communication:
 It is a continuous process.
 It is a dyadic process (two way).
 It is inevitable (unavoidable).
 It is pervasive: it is required everywhere and at every level.
 It helps to remove any kind of misunderstanding as well as it
improves any relationship.
Process of Communication:
Communications is a continuous process that mainly involves three
elements viz. sender, message, and receiver. The elements involved
in the communication process are explained below in detail:

1. Sender
The sender or the communicator generates the message and
conveys it to the receiver. He is the source and the one who starts
the communication.
2. Encoding
The message generated by the sender is encoded symbolically such
as in the form of words, pictures, gestures, etc. before it is being
conveyed.
3. Message
It is the idea, information, view, fact, feeling, etc. that is generated
by the sender and is then intended to be communicated further.
4. Channel
It is the manner in which the encoded message is transmitted. The
message may be transmitted orally or in writing. The medium of
communication includes telephone, internet, post, fax, e-mail, etc.
The choice of medium is decided by the sender.
5. Receiver
He is the person for whom the message is sent by the sender. Once
the receiver receives the message and understands it in proper
perspective and acts according to the message, only then the
purpose of communication is successful.
6. Decoding
It is the process of converting the symbols encoded by the sender.
After decoding the message is received by the receiver.
7. Feedback
Once the receiver confirms to the sender that he has received the
message and understood it, the process of communication is
complete.
8. Noise
It refers to any disturbance that is caused by the sender, message or
receiver during the process of communication. For example, bad
telephone connection, faulty encoding, faulty decoding, inattentive
receiver, poor understanding of message due to prejudice or
inappropriate gestures, etc.
 Types of Communication
 Verbal Communication:
Verbal communication is the communication between people using
oral and written words. In verbal communication message is
transferred from the sender to the receiver through an oral or
written channel of communication. For example: When someone
asks you to do something you don’t want to do, then you directly say
“no”, this is verbal communication.
Oral:
Oral communication is the most common and popular mode of
communication. It is the communication through spoken words. It
can involve face to face interaction, telephonic conversation or
communication through video conferencing. It can be formal as well
informal. When we are communicating at our workplace or with the
social crowd then it becomes formal communication. When we are
communicating with our loved ones, friends and family then it
becomes informal type of communication.
Written:
When the communication is in the form of message through
letters, manuals, reports, emails, handbooks, books, circulars etc.
then it is written communication.

 Nonverbal Communication:
Non-Verbal Communication is the type of communication in which
the message is conveyed without the use of written or spoken words.
Non-verbal communication refers to any communication between
two or more people that involves the use of facial expressions, hand
motions, body language, postures, and gestures.
Non-vocal elements such as unspoken symbols, signs, gestures, body
language, eye contact, physical appearance etc, express meaning are
examples of non-verbal communication.
Non-verbal communication can be visual and auditory in nature.
When it comes to visual then, when we see the red traffic signal we
come to know that we need to stop. Similarly, the signs on the side
of the roads convey the message that you cannot go beyond the
speed of 50. When it comes to auditory, the bells rings in school at
lunch break and at the end of class, without saying any word we
come to know that it is time for lunch and to go home.
Some important types of non-verbal communication are as follows.

 KINESICS: Art of body language

Kinesics is the study of body’s physical movements, i.e.,
communicating by body movement. It is a non-verbal form of
communication. Kinesic communication is one of the many ways we
can communicate non-verbally. In this type of communication, we
communicate by using various movements of body like movements
of hands, facial expression, eye contact etc.
For example: nodding the head communicates as an acceptance or
denial by the receiver.

Examples of Kinesics:
 Facial Expressions: The Window to Our Emotions
Facial expressions are an incredible part of kinesics, allowing us to
convey a wide range of emotions. For example, a genuine smile can
indicate happiness, while a furrowed brow might imply confusion or
concern. By paying attention to facial expressions, you can better
understand someone’s feelings and connect with them on a deeper
level. Facial expressions indicate a lot about our emotions and what
we are trying to say. From a young age, we learn to interpret the
communication of others based on what their face is saying.
Examples:
 As you meet a new coworker, you smile as you greet them,
indicating a warm welcome.
 During a frustrating meeting, you furrow your brow, indicating
to others that you are unhappy with the outcome.

 Physical Appearances:
By looking at a person, by his physical aspects such as
clothes, hairstyle, accessories like watch or the type of perfume
we come to know about that person.
For example: By seeing the stethoscope in a person’s neck we
come to know that he is a doctor. Similarly, by looking at the
gun at the waist and uniform we come to know that the person
is a policeman.

 Gestures: Amplifying our words

Gestures play a crucial role in kinesic communication, including
nonverbal and body language. Generally, they are used to reinforce
verbal messages or to substitute words when they cannot be
expressed. Gestures can also be used alone to communicate an
entire message without the need for words.
There are two general types of gestures which are commonly used in
communication: illustrative gestures, which are used to show us
what the speaker is talking about, and affective gestures, which
convey the speaker's emotional state.
Illustrative gestures are intended to reinforce the meaning of our
words and can make our communication more effective. Examples
can include pointing, using hand motions or props, or miming.
Affective gestures often involve movements of the hands or face that
express a range of emotions such as sadness, anger, or happiness.
They can help to convey our mood or emotions even when we
cannot find the words to express them, and also help others
understand us better.
Regardless of whether they are illustrative or affective in nature,
body movements play an important role in nonverbal
communication, and should be understood and used appropriately
to enhance our ability to communicate effectively with others.
Examples:
 When asking why a project deadline has not been met, your
team lead holds their arms up in a shrug.
 While your coworker gives a presentation, you give them a
quick thumbs up to show your support.

 Posture and body movement

The way we stand or sit can convey a lot about how we're feeling.
For example, standing with your arms crossed might convey that
you're feeling defensive or closed off, it also shows a bit of attitude
while listening to somebody. While leaning forward and making eye
contact might show that you're interested and engaged. Additionally,
movement like slouching (lean, bend) could demonstrate, a lack of
confidence.
It is important to be aware of your own physical stance and to pay
attention to the posture of others. Without speaking actual words,
posture often reveals a person's emotions or intentions, and
understanding these cues can help us to communicate more
effectively and to build stronger bonds with friends and family
members.
Examples:
 During a conversation, your boss is unhappy with your request.
They cross their arms while listening.
 When discussing a project, you are excited about, you lean
forward.

 Eye contact
Research has shown that eye contact is the fastest way a person can
communicate nonverbally, which can influence the way that we
perceive others and the way that they perceive us.
One study found that people who make strong, sustained eye
contact are perceived as more confident, trustworthy, and likable.
On the other hand, people who avoid eye contact are often
perceived as lacking emotion, untrustworthy or uncomfortable.
Other nonverbal studies found that people who make eye contact
are more likely to be remembered and that eye contact can increase
the effectiveness of communication. This is because eye contact
helps to establish a connection between the speaker and the listener
and can help to convey interest and attentiveness.
Overall, research suggests that eye contact is an important aspect of
communication and can have a significant impact on how we
perceive and interact with others. Understanding and being aware of
the role of eye contact in kinesic communication can help us to
communicate more effectively and to build stronger relationships
with others.
Examples:
 When negotiating your salary, you are nervous and stare down
at your hands.
 During an interview, you make direct eye contact while telling a
story about previous work experience, indicating confidence.

VOCALICS:
Vocalics, also referred to as paralanguage, includes the way you
speak, such as your tone of voice. No matter what you might say, the
way you say it can communicate more than the words you choose.

Besides tone, vocalics might include the volume and pitch of your
voice. For example, if you feel uncomfortable in a situation, you
might naturally speak quietly to draw less attention to yourself.
Conversely, speaking too loudly can make the person you are talking
to feel you are trying to speak over them or overpower their opinion.

Sarcasm is also an example of nonverbal communication because it

involves saying words in a tone that conveys the opposite meaning.
For example, if you are being sarcastically enthusiastic about a
situation, you might say “Oh, great” in a sarcastic tone. Although the
words show a positive response, the way you say them shows
otherwise.

CHRONEMICS:
It is a vital component of nonverbal
communication. It explains the function of time in the
communicative process. Thomas J. Bruneau, was the first
person to use the term Chronemics. It includes
understanding the significance of timing, punctuality, and
the pacing of conversations. Chronemics offers insights
into cultural norms and personal attitudes towards time,
revealing how these factors influence communication.
Grasping the concept of Chronemics is key to decoding the
subtle messages conveyed in our daily interactions.
classic example of Chronemics in nonverbal
communication is the varied interpretation of punctuality
across cultures. In some cultures, being on time is seen as
a sign of respect and professionalism, while in others, a
more relaxed approach to time is common. This cultural
variation in time perception significantly impacts
interpersonal and professional interactions. Understanding
Chronemics helps navigate these differences, ensuring
effective communication across diverse settings. Another
example is the use of pauses and silence in speech, which
can convey emphasis, hesitation, or create space for
reflection, altering the message’s impact.
 Punctuality in Meetings: Arriving on time shows respect
and commitment. For instance, saying, “I ensure to be
punctual to demonstrate my professionalism and
respect for others’ time.”
 Pausing Before Responding: A thoughtful pause can
indicate careful consideration. Example: “I pause briefly
before answering to show I am contemplating your
question seriously.”
 Rapid Responses in Conversations: Quick replies can
signal eagerness or impatience. “I respond swiftly to
show my enthusiasm for the topic.”
 Timing of Nods During a Conversation: Nodding at
appropriate times shows agreement and understanding.
“I nod while listening to show I follow and agree with
your points.”
 Duration of Handshakes: A long handshake can be seen
as warm and inviting. “I give a slightly extended
handshake to convey friendliness.”
 Speed of Walking in Entrances: Walking speed can
reflect confidence or urgency. “I walk briskly (fast) into
the meeting room to exhibit confidence.”
 Timing of Smiles in Conversation: Smiling at the right
moment can enhance connection. “I smile when
discussing positive outcomes, reinforcing the good
news.”
 Timely Interruptions in Discussions: Interrupting at the
right moment can show engagement or assertiveness. “I
interrupt politely to offer a critical point, showing my
active involvement.”
 Waiting Before Entering Personal Space: Respecting
personal space and timing entry shows consideration. “I
pause before entering someone’s personal space as a
sign of respect.”
 Timing of Laughter in Conversations: Laughter at
appropriate moments builds rapport. “I laugh timely
during conversations to create a friendly atmosphere.”
HAPTICS:
Haptics is a form of non- verbal communication using a
sense of touch. Some forms of Haptics communication are
Handshake, or a gentle pat on back, or a high five. The sense
of touch allows one to experience different sensations.
Haptics can be categorized into five types:
 Functional/Professional
 Social/ Polite
 Friendship/Warmth
 Love/Intimacy
 Sexual/Arousal
Managers and co-workers should know the effectiveness of
using touch while communicating to their sub-ordinates, but
need to be cautious and understand how touch can be
misunderstood.
A hand on shoulder may supportive for one person whereas
for other person it may be negative for another.
We use handshake to gain trust and introduce ourself.
Haptics rules changes according to different cultures, context
and status of relationships.
In US the main form of greeting is handshake, though with
friends they may hug each other. In Japan people bow (lean
forward) at each other upon meeting and touching is rather
considered rude.
In Latin America kissing either on one or both cheeks is
considered as form of greeting.
  Handshakes: A handshake is a common example of
haptic nonverbal communication.
 Hugs and kisses: Hugs and kisses are also examples of
haptic nonverbal communication.
 Touch feedback: Touch feedback from devices can also
be considered haptic communication, and can include
vibrations, taps, and sensations of pressing and
releasing.
Communicating through non-verbal haptics
involves handshake, pat, kiss, slap, hug, massage, hit, kick,
embrace, tickle etc. Each touch communicates a unique
message like fear, disgust, love, encouragement, gratitude,
sympathy, anger, sex, pain, violence etc.
PROXEMICS:
Proxemics is the study of the physical space between individuals. it is
the study of what people express by standing closer or farther apart.
It deals with the necessary space/distance between people during a
process of communication.
Edward T. Hall has divided the space between people during an
interaction into four zones depending on the relationships people
share with each other. The four zones are Intimate, Personal, Social
and, Public.
 Intimate space:
It is the shortest distance two people have in between.
The distance extends to 45cm (1.5 feet). This type of
distance is shared by close family members like parents,
spouses, and relatives. For example: A hug shows the love
for a person, a pat on the back shows that you are proud
 of that person, sitting in close proximity shows affection
for that person.
This is the intimate space given by Edward Hall.

 Personal Space:
Personal space is the space with the approximate distance
of 46cm (4 feet). This type of space is shared between
good friends, colleagues, classmates and some close
acquaintances. This type of space shows a certain level of
familiarity between two people. It is shared in
professional carrier, with the people you work as well as
family members, the people who are elder than you.

 Social Space:
Social space is mostly considered as a formal an official space. The
distance in this space is about 1.21 meters (4 feet) and ends at 3.60
meters (12 feet). Mostly this space is followed when we have an
interaction with the people in official capacity, newly formed school
or office groups, and strangers. For example: interaction with a
complete stranger to ask for directions or in an interview. Another
example is backing away from someone when we feel our personal
space is being violated.
classic example of Proxemics in Nonverbal Communication can be
observed in different social settings. For instance, the distance
maintained between two people during a casual conversation versus
a formal meeting varies significantly. In casual settings, people tend
to stand closer, indicating comfort and familiarity. In contrast, formal
or professional interactions often involve more significant physical
distances, signifying formality and a professional boundary. This use
of space, whether intentional or subconscious, sends strong signals
about the nature of the relationship and the context of the
interaction, making it a pivotal aspect of Nonverbal Communication.

 Public speaking:
This type of space is related to communication in a public
sphere and starts at 3.61 meters (12 feet) and may end at
7.5 meters (25 feet) or to the range of eyesight or
hearing. We see this type of space in classroom lectures,
seminars, training sessions etc. another example is an
address by the president or prime minister of a country
on Independence Day, Republic Day or on any other
occasion.

Barriers of Communication:
The communication barriers may prevent communication or carry
incorrect meaning due to which misunderstandings may be created.
Therefore, it is essential for a manager to identify such barriers and
take appropriate measures to overcome them. The barriers to
communication in organizations can be broadly grouped as follows:
1. Semantic Barriers:
These are concerned with the problems and obstructions in the
process of encoding and decoding of a message into words or
impressions. Normally, such barriers result due to the use of
wrong words, faulty translations, different interpretations, etc.
For example, a manager has to communicate with workers who
have no knowledge of the English language and on the other side,
he is not well conversant with the Hindi language. Here, language
is a barrier to communication as the manager may not be able to
communicate properly with the workers.
 Homonyms Wrong expressions

Semantic
Faulty Ambiguity
Translations barriers

Choice of words Jargons

 Homonyms: (homonyms are those words that have the same

spelling or pronunciation but completely different meanings
and functions.)
There are several words that carry different meanings and
often people get confused with these words and interpret
them differently due to the difference in their educational
and social backgrounds. Such as, the word “Crane” has
different meaning in different contexts as shown in the
sentences below:
Examples: The bird sanctuary is full of cranes.
The builder used a crane to lift heavy steel
rods.
The girl has to crane her neck to watch the
movie.
 Wrong expressions:
Many times, message is not formulated properly and the
language used is so difficult that it can be misinterpreted
by the recipient. The message is said to be wrongly
expressed if incorrect words are chosen, sentences are
not properly sequenced and punctuation marks are
wrongly used. Such messages consume a lot of time to
understand as it requires corrections and clarifications.
 Faulty translations:
Sometimes the sender translates the message as per
his/her level of understanding irrespective of the
recipient’s comprehension level. For example, a manager
collected information from his/her superiors and
subordinates and translated the same information to all
employees as per the understanding level of the
superiors. This may lead to misinterpretation of the
message. Thus, it is required to mould the message
according to the understanding levels of the employees to
have an intended response. The message has to be proper
words that are appropriate to the framework in which the
receiver operates it or it must be accompanied by an
interpretation which is understood by the receiver.
 Ambiguity:
Sometimes the sender makes assumptions about certain
things he/she feels the receiver must know and focus only
on the subject matter. But in the case of a special
message, if the assumptions are ambiguous and unclear
to the receiver then the communication might get
adversely affected. For example, many times doctors
write in the prescription ‘SOS’ means ‘use it if required’.
In this case, the doctor has made wrong assumption
about the patient’s level of knowledge.
 Jargons:
Jargons are the technical words used in communication.
Often people working in the technical groups such as
engineers, production managers. IT managers, etc use the
technical jargons in their communication which may be
quite difficult for the layman to understand. For example,
technical words used by professionals such as doctors,
lawyers, etc, are understood easily by people in the same
 profession. Words such as docket (a list of cases
scheduled to be heard in the court on a specific day or
week) is a jargon used by the lawyers, cellulitis (infected
tissue beneath the skin) – is a jargon used by the doctors.
People in similar profession understand the technical
words easily while it may be a barrier for others to
understand such technical words.
 Choice of words:
While describing something, appropriate choice of words
must be considered. The words used by a particular
person to show their agreement on something can be
taken as sarcasm which is negative in nature. Words with
two meanings, Homonyms, Homographs, Homophones
should always be avoided as it doesn’t send the proper
meaning and can be interpreted in any other way. So, the
message will not be sent as intended which acts as a type
of language barrier in communication. The semantic
barriers lead to misunderstanding of the information and
the objective of communication for which it was
intended, gets disrupted.
2. Psychological Barriers
Emotional or psychological factors also act as barriers to
communication. The state of mind of both sender and receiver of
communication reflects in the effective communication. A worried
person cannot communicate properly and an angry recipient cannot
understand the message properly.
Thus, at the time of communication, both the sender and the
receiver need to be psychologically sound. Also, they should trust
each other. If they do not believe each other, they cannot
understand each other’s message in its original sense.

Psychological barriers
 Lack of Premature Poor retention Distrust Emotions Perception
attention evaluation

 Lack of attention:
It becomes very difficult to convey message to the passive
listeners when they are disinterested or bored. Lack of
attention can occur due to various reasons. When a
person is fearful, anxious (worried, nervous) , elated (very
happy, ecstatically happy), angry or preoccupied with
different thoughts, he/she is not able to focus on the
conveyed message, frame questions, focus on the matter,
interpret a message, etc.
 Premature evaluation:
Many times, a speaker is judged even before he/she
opens his/her mouth. Many people form opinion about
the speakers and jump to conclusions even without
knowing them when the listener evaluates the speaker on
the basis of his/her past behaviour or opinion of others,
he/she is not able to grasp the message, creating barrier
to communication.
 Poor retention:
Retention of information is the capacity of brain to store
information. Brain does not store all the information it
comes across, but only the ones it considers useful for
future. So, half of the information is lost in the retention
process. Similarly, brain also loses information that is old
and is not used for long time. Extracting the information,
the fragments of which have already been lost. For
example, you were told, in advance, about a person
 coming to meet you and had been given the person’s
name, address, phone number, etc. now, you have to
communicate the information to somebody else. At the
time of communication you may remember the name and
address and forget the phone number. In this way poor
retention acts as a barrier to communication.
 Distrust:
Communication is successful when the communicators
trust each other. If there is a lack of trust between them,
the receiver will always derive an opposite meaning from
the message and may ignore it. Because of this,
communication becomes meaningless. The receiver does
not trust the speaker when he/she tries to force his/her
own ideas and opinions on the receiver.
 Emotions:
The emotional state of a person of a particular point of
time affects his/her communication with others as it has
an impact on the body language. Emotions are our
feelings about the world around us. Emotions such as joy,
sorrow, fear, excitement, anxiety, tension, etc. may create
emotional barriers. Emotionally excited communicator is
unable to organise his/her message properly. The
perplexed, nervous and excited state of mind never
allows smooth flow of communication.
 Perception:
It is a fact that we all see the world differently. Two
persons can think differently at a particular situation, for a
particular person and in a particular time. How we
perceive ideas might be different from the one with
whom we communicate. How and what a person
perceives internally about what is going on externally is
difficult to detect. This affects how we communicate with
others and how we receive messages communicated by
 others. Perceptual barriers, like most other barriers to
communication, act as filters to how we interpret
messages.

3. Organizational Barriers
In an organization with a highly centralized pattern, people may not
be encouraged to have free communication. Organizational barriers
refer to the hindrances in the flow of information among the
employees that might result in a commercial failure of an
organization. Some of the major organizational constraints are as
follows:

Rules and policies

Hierarchical
positions

Organizational
facilities
Organizational
barriers Complex
Organizational
structure

Too many transfer

stations

 Rules and policies:

Some organizations follow rules and policies very strictly.
This may restrict employees from sending any messages.
For example, if it is the organization’s policy that every
communication should be written, it delays the
transmission of the message and hence decision making.
Observance of rigid rules and regulations relating to
communication causes late delivery of message and
 discourages employees in conveying their creative and
innovative ideas. On the other hand, organizations where
such rules and regulations are flexible and communication
is free, employees feel encouraged and motivated to
come up with new ideas and options.
 Hierarchical positions:
The employees of such organization are divided into
several categories based on the level of their
organization. The communication between people
occupying the topmost position of hierarchy and the
lower level occupants is mostly formal. This formal
communication can often act as a barrier to effective
communication. For example, a lower level employee may
be reluctant to send a message to the higher authority
due to fear of sending a faulty or incorrect message. The
greater the difference in hierarchical position, the greater
is the communication gap between employees and
executives.
 Organizational facilities:
Organizational facilities include telephones, stationary,
internet, Wi-fi, fax, etc. provided to facilitate the
communication of the employees. On the other hand, the
lack of such facilities can adversely affect communication.
 Complex organizational structure:
Communication is affected when the organization has a
large number of management levels. With more levels.
With more levels, communication is delayed and he
message may change before reaching the intended
receiver, particularly in upward direction. Thus,
communication as well as the overall quality of
communication.
 Too many transfer stations:
 Sometimes in big organizations, message gets transferred
from one person to another and then to another person
in the form of a chain. The longer the communication
chain, the greater are the chances of miscommunication.
this is because at every station, the message gets
distorted because of poor listening skills and lack of
concentration. Apart from this the message gets filtered
out at every station as per the assumption of the sender
and the receiver.

4. Language barriers:
language is needed for any kind of communication. Even
people with speech impairments communicate with sign
language and braille. Communication becomes difficult in
situations where people don’t understand each other’s
language. The inability to communicate using a language is
known as language barrier. Language barriers are the most
common communication barriers which cause
misunderstandings and misinterpretation between people.
These barriers arise due to variety of reasons as listed below.

Difference in languages

Regional accents and

dialects
Language
barriers Linguistic Ability

Grammar and spelling

 Difference in language:
Difference in language is the most obvious barrier to
communication as two people speaking two different
 languages cannot communicate with each other
effectively. If the speaker and the receiver do not use the
same language and words, then the communication
becomes ineffective, by using the words which the other
person doesn’t understand makes the communication
ineffective and prevents message from being conveyed.
 Regional accents and dialects:
The accent and dialect (use of words) of people belonging
to different places differ even if their language is same.
Though the language are technically same but when used
with different dialects and accents; the meaning,
implication and interpretation of words become different,
which may lead to various kinds of conflicts.
 Linguistic ability:
Linguistic ability is the expertise of a person in a particular
language. If a person with high vocabulary and linguistic
ability talks with another with low ability, the receiver will
not understand the sender’s message. Hence too much
difference in linguistic ability leads to failure of
communication.
 Grammar and spelling:
Grammar and spelling become a barrier in
communication as people from different parts of the
world use it differently. Grammar and spelling mistakes
create barrier in written communication. For example,
there may be typing error when the typist types ‘don’ in
place of ‘done’. The spelling and grammar checker does
not label it as wrong as ‘don’ is also a correct word. But
the word can change the complete meaning of the
sentence or make the sentence ambiguous.
5. Mechanical barriers:
 Technical sources of interference in the communication
process such as noisy communication, machines or instruments,
absence of means of communication instruments, transmission
interruption and power failure are generally referred to as
mechanical communication barriers. This is not just limited to media
such as radio and television; it also includes machines used by people
with hearing or speech impairments.

Mechanical Barriers

Transmission
Noise Power failure
interruption

 Noise:
Mechanical instruments and machines require constant
maintenance. Due to wear and tear, passage of time and
with regular use, their ability to function properly breaks
down. Noisy reception interferes with their use as
communication tools. Defects in the machinery may also
cause noise that creates a communication barrier.
 Transmission interruption:
There are many forms of transmitted communication;
email, fax machines, pagers, cell phones, radio, etc. All of
these operate by receiving transmitted signals. For any
reason if there is an interruption in receiving the signal,
there also exist an interruption in the service. The
duration and frequency of interruptions are based on the
source of the signal, there also exist an interruption in the
service. The duration and frequency of interruptions are
 based on the source of the signal. These interruptions are
mechanical communication barriers.
 Power failure:
Electronic devices used in communication are only useful
if there is a steady source of power. Western countries
often take electricity for granted; however, the isolated
locations and underdeveloped countries may depend on
electricity that is generated by a single source. Power
failures cause a mechanical communication barrier.

METHODS TO OVERCOME THE BARRIERS OF

COMMUNICATION:
Communication is not always successful. Miscommunication
can originate at any level – transmitter, medium or receiver. A
proper recognition of these communication barriers and the
methods of overcoming them are essential for proper
communication flow, it is essential to overcome these
communication barriers so as to ensure smooth and effective
communication. The speaker should ensure that the process of
communication should be free from any kind of barriers. The speaker
should be familiar with several methods of overcoming
communication barriers which can be minimised through the
following ways:
 Maintain clarity of speech:
The speaker should be very clear about what he/she
intends to convey. He/she should know the objective of
the message and therefore should arrange thoughts in a
proper order.

 Be a fluent speaker:
 A fluent speaker can successfully complete a
communication process. The listeners are always
attracted towards a fluent speaker and pay attention to
what he/she says. The speaker needs to maintain his/her
rate of speaking along with clarity and brevity of speech.
 Be Confident:
Lack of confidence or shyness can become a big stumbling
block in a communication process. A speaker must remain
confident in the process of communication. A confident
speaker wins half the battle and can overcome the
barriers easily.
 Follow consistency in message:
The speaker should remain consistent with the message
he/she gives. The information should not be self-
contradictory. It should be in accordance with the
objectives, policies, programmes and techniques of the
organisation.
 Use right tone and voice modulation:
Harsh tone improper voice modulation may affect the
communication process. Hence the speaker should use
polite tone while delivering his/her message. The speaker
should be able to convey his/her message by suitable
voice modulation.
 Use suitable language:
To overcome language differences, the sender should use
the language which can be understood by the receiver.
The sender should explain meanings of unconventional or
technical terms and jargons used during communication.
Simple, direct and natural language should be used.
Paraphrasing technique can be used by the sender for
better communication.

 Make proper eye contact:

 Maintaining proper eye contact with the receiver shows
that the sender is paying attention to the other person. It
also indicates sender’s enthusiasm and interest in the
communication. Even the receivers cannot avoid the
speaker when proper eye contact is maintained.
 Use proper gestures, postures and facial expressions:
As non-verbal cues like proper gestures, postures and
facial expressions are highly important during
communication; the speaker should take care while using
them. In absence of proper non-verbal cues, the
communication can break or can become meaningless for
the receivers. On the other hand, balanced use of non-
verbal cues complements speaker’s message.
 Convey respect:
The speaker should convey respect for the listeners
through his/her body language. If the speaker respects
the listeners, they will also reciprocate the same and this
would ensure smooth communication process.
 Be a good listener:
It is essence of successful communication that both the
sender and the receiver should be good listeners. Both
should listen to each other’s point of view with attention,
patience and positive attitude. A sender can receive much
relevant and needed information by being a good listener.
 Ensure appropriate feedback from the receiver:
The purpose of feedback is to find out whether the
receiver has properly understood the meaning of the
information received. In face-to-face communication, it is
easy to get feedback from the reaction moments of the
receiver. But in case of written communication or some
other sort of communication, the sender should ensure
proper method of feedback. Feedbacks from the receivers
help the speaker to improve his/her delivery of the
message and direct him or her to adapt necessary
changes in his/her style of delivery.