12 Types of Communication Barriers & How to Overcome Them

Communication in our daily lives

Communication is all around us. It requires constant interaction. It happens when we order coffee or hail a jeepney. It happens when we write an important memo, or greet people.

Communication is the transfer of information in any form. Without it, we wouldn’t be able to convey our thoughts and our messages to another person. When we tell the barista the kind of coffee we like, or tell someone how much they mean to us, we are communicating.

There are many parts in communication. There’s a sender and the message. There’s the medium, the receiver, and feedback.

The general goal of communication is to create understanding. We achieve shared meaning when one party receives the message the way the sender intended, and responds. Research shows that some relationships effectively rely on effective communication.

• What are communication barriers?
• What causes communication barriers?
• 12 types of communication barriers and their examples
• How to overcome communication barriers
• Communication barriers in specific contexts
• The effect of Technology on communication barriers
• The Role of Technology in overcoming communication barriers
• FAQs

What are communication barriers?

Even the best communicators have been misunderstood at some point. This happens when the message is not delivered the way the sender meant to.

For example, you failed to wave your hand at a jeepney driver to signal that you wish to ride. Because of this, you miss the ride. You don’t get to your destination on time. Or you send a memo to your staff and don’t get the response you were hoping for. These are examples of miscommunication.

Communication barriers cause miscommunication. They prevent us from understanding messages as the senders intend. Not enough information and a lack of empathy could also lead to miscommunication. Sometimes, not having good communication skills can cause these problems.

What causes communication barriers?

Differences in language and culture

Miscommunication can happen when we don’t know much about the other person’s background. Language and cultural differences are common communication barriers.

If a foreigner needs to ask for directions from someone who doesn't speak the same language, there could be misunderstanding. In fact, a study found that 10% of adults don’t travel because of language barriers.

Language barriers, adaptability, and cultural values also play roles in business communication. They affect how employees negotiate and interact.

Barriers of the physical environment

Your location can also pose problems with how you communicate with someone. Two employees on different floors might find it challenging to collaborate on a project because of their location.

In his proposed rule, anthropologist and researcher Edward Hall said the ideal distance for effective workplace interactions is between 1.2 to 3.6 meters. Beyond that, communication might be ineffective.

Emotional and psychological conditions

If you're not feeling well or have a health problem, it can affect how well you can communicate. You’ll find it hard to send or receive information.

Even in ordinary situations, strong emotions can create communication barriers. Emotions such as anger, fear, or pride can affect your decision making. When you are calm and relaxed, you’ll be able to communicate better.

Attitude

Our attitude can be another communication barrier. We can miscommunicate when we make assumptions and use stereotypes based on our limited or inaccurate knowledge.

When a company hires a staff member with a disability, some employees might avoid talking to them. Sometimes, they worry about hurting their feelings.

A lack of clarity can cause misunderstanding. Employees should be trained to communicate effectively with people with disabilities.

Differences in perception

Perception barriers, like attitudes, can affect communication. Having different beliefs and experiences are examples of a perception barrier. If your office manager constantly disagrees with you or rejects your suggestions, it may be because they don't like you. To avoid confusion and misunderstanding, ask your manager directly about the reason behind it.

12 types of communication barriers and their examples

Understand the causes of communication barriers to communicate effectively in any situation. This will help you identify the different types of barriers and find ways to overcome them.

Below are common examples of communication barriers.

Verbal barriers

1. Language barriers - Linguistic limitations happen when people can’t understand each other because they speak different languages. It’s a common barrier to verbal communication.
2. Lack of clarity and conciseness - Despite speaking the same language, people can find it hard to understand each other. This is because of unclear speech. Factors include nervousness or even medical conditions.
3. Use of jargon and technical terms - Using words that require a higher or specific level of understanding can lead to the person not receiving the message well. This can happen even within the same language.
4. Tone and style - The way we deliver words can mean different things. It can affect how other people understand what we want to say.

Non-verbal barriers

1. Body language and gestures - Without saying anything, we show our feelings and intentions through our movements. Fidgeting or constant movement can signal that someone may be lying. This can lead to conflicts in relationships.
2. Facial expressions - Our faces show our emotions better than any language. Lowering the brow, for example, can mean you’re angry or in a bad mood. This can make others avoid talking to you.
3. Eye contact - We look at someone’s eyes to show confidence. We may be paying attention, but this may also seem threatening. But avoiding eye contact may mean discomfort, disrespect, or shyness.
4. Distance and physical space - The farther we are from the person receiving our message, the harder we can communicate. This is because there are fewer available platforms. Speaking directly with others is the best way to communicate.

Written barriers

1. Poor grammar and spelling - Having a common language doesn’t guarantee understanding. The wrong words and phrasing can also lead to misunderstanding. This is why it’s also important to use proper language, despite your culture.
2. Incorrect use of punctuation - Text symbols, from commas to exclamation points, give different  meanings. The wrong use of symbols can prevent the receiver from understanding a message.
3. Lack of organization and coherence - Clear, organized sentences are important in effective communication. Make your messages logical and flowing. This makes messages easier to understand than those that lack structure.
4. Poor handwriting or typewriting -  Write in a clear, readable manner to avoid confusion. A lot of effective communication depends on how well writing tools and materials are used.

How to overcome communication barriers

You can overcome communication barriers even though it might not seem possible. Consider the condition of the sender, receiver, location, and timing of communication. Use strategies that reduce or avoid these barriers. Using the right strategy is important.

Improve language and cultural competence

Many communication barriers exist because of differences in cultural background. Solve this by working on growing your knowledge of different cultures. Watch documentaries and films about other cultures. Take language classes, stay updated on global news, or befriend people from different countries.

Expose yourself to different languages and cultures, so you can eventually expand your communication skills. It won't happen instantly, so be patient.

Choose appropriate communication channels

According to communication expert Marshall McLuhan, the "medium is the message.” This principle shows how the platform we use to deliver messages influences how others interpret them.

Rather than speaking directly to someone you have a conflict with, we can write down our message. This way, you can delay our response and adjust our wording. Try your best to sound neutral. You can avoid making the situation worse.

You should also adjust our tone and language when posting on Facebook, as opposed to posting on LinkedIn. The former tends to be more casual and candid. The latter uses a more professional approach.

Use clear and concise language

On top of learning languages, you can also improve your communication by enhancing your existing knowledge. To grab someone's attention, use specific terms or precise words to make yourself appear more intelligent. You can create more impact this way.

Note, however, that this can sometimes lead to miscommunication. This is because you are trying to distort or conceal the thoughts that you really want to share.

To avoid this, simplify the way you speak by using everyday words and sentences. Instead of “egocentric,” say “selfish.” Instead of “a dime a dozen,” just say “common.” It is better when you say it simpler.

Be mindful of non-verbal cues

Remember the old saying that actions speak louder than words? This holds true up to this day. Even employers use non-verbal cues to assess job seekers during interviews. Non-verbal cues are still important, even in the age of online communication platforms. Don’t underestimate the  significance of non-verbal communication. .

Study who you are speaking to. It is the best way to avoid barriers caused by the misuse of these cues. Gain firsthand understanding by immersing yourself in diverse groups and cultures. Ask questions to confirm that you’re conveying or receiving the correct message.

Be an active listener

Active listening is one of the best ways to improve communication. Pay close attention to what someone is saying, so you can choose the best ways to respond to them. This allows you to reach mutual understanding.

Showing that you make an effort to listen and truly comprehend someone’s message also shows that you value his or her time. Doing this achieves more trust, transparency, and respect between you and other people. These values are essential in building strong personal and professional relationships.

Practice empathy

Empathy is the ability to share and understand another person’s feelings and emotions. When talking to a coworker going through personal challenges, be more sensitive by adjusting your approach. Be calm instead of aggressive. Use phrases like "I'm sorry you feel this way.”

Learn to observe, listen, and set aside your own biases on a situation. You can ask questions to attain clarity and understanding. This will help you become more empathetic, and will help you communicate better.

Clarify and confirm understanding

Asking questions is one of the first steps in preventing communication barriers. You gain a better understanding of what the message sender is trying to say. In turn, the sender will know if their intended message was correctly received by the other party.

Besides studying non-verbal cues and listening, asking questions is an important part of overcoming communication barriers. It means being curious, keeping an open mind, and askin questions to avoid misunderstanding.

Communication barriers in specific contexts

Communication barriers happen anytime and anywhere. Depending on the context or environment, these barriers can have a unique impact on everyone involved. When you know how to overcome communication barriers, you will know how the barriers work in different settings. This will help you find out the best ways to work and communicate. .

Here are some examples:

Workplace communication barriers

Communication barriers in the workplace often stem from differences in social status, job roles, gender, or language. Additionally, poorly designed offices, malfunctioning equipment, and inadequate lighting and ventilation add to these barriers. If not addressed, these barriers lead to conflicts, slow down productivity and efficiency, and impact overall performance.

Intercultural communication barriers

Cultural differences create communication challenges. Ethnic stereotypes can hinder intercultural understanding. These barriers can lead to harmful misunderstanding.

Family communication barriers

Like groups of workers, families are made up of multiple personalities, preferences, and ages and genders. These differences can present many challenges among family members who spend much of their time together.

In the Philippines, we are taught not to talk back to our parents when they reprimand us for something we did wrong. This is considered rude. But this impedes communication. We often fail to share our side. This prevents them from understanding us more.. This also brings about a serious communication challenge in a family setting.

Healthcare communication barriers

Communication barriers are also common in the medical field. Patients with serious conditions tend to have limited ability to convey their feelings or requests to their doctors and nurses. Some patients also have a hard time understanding instructions from their healthcare provider. To overcome these barriers, hospitals resort to certain machines and other aids. A study shows that more than 50% of patients in ventilators require assistive communication tools and speech-language therapy.

Education communication barriers

Language challenges create communication barriers that affect student growth and teachers' efficiency. Studies also show that struggles in the vocabulary, grammar, and pronunciation in young students affect their academic performance.

In Philippine schools, 9 out of 10 young Filipino students struggle to understand learning materials. This affects their academic work.

The effect of Technology on communication barriers

Mobile phones, computers, and the internet have made communication easier. Over 70% of Filipinos rely on social media to connect with others more effectively. In a world where technology is required to communicate, we must understand how to use it effectively.

The Role of Technology in overcoming communication barriers

Technology enables global connections regardless of location, language, or platform. It goes beyond traditional communication devices.

As remote work becomes more common, technology provides tools for meetings, reports, and data organization, regardless of location or physical limitations. Applications like Microsoft Teams, Zoom, Google Drive, and language translation tools enhance collaboration.

Technology can create new communication barriers

Issues with signal, internet, and phone features can create challenges in communication. These limit our ability to communicate effectively.

Technology hinders our ability to interpret messages accurately, especially online, where there are no nonverbal cues. We can misread messages through body language, facial expressions, and eye contact. Misunderstanding arises because of the lack of visual communication media. The way people utilize technology can also create misunderstanding.

Balancing technology with face-to-face communication

As the sender or receiver of a message, you can choose to rely on technology. This is especially useful if you want to deliver messages speedily. The same is true when you want to have a lot of communication channels at your disposal.

Prioritize authenticity and accuracy. Choose in-person communication over relying on speed and variety.

When you understand how to use your way to communicate, you can maximize your resources. You have a wide selection of channels. You can deliver your intended message exactly the way you want it. You can choose when, where, and to whom you want it delivered.

There are different types of communication barriers. These are the challenges or obstacles people meet when sharing information. These barriers, whether verbal (e.g. language), non-verbal (e.g. gestures), written (e.g. grammar), or even technological (e.g. digital tools), affect your ability to communicate effectively. Of course, this all depends on your environment.

You can overcome most communication barriers. That is when you employ different strategies to make sure your message is delivered in the best possible way. Successfully addressing these barriers helps you avoid conflicts and miscommunication. You minimize the inability to communicate with the other person.

Do you want to #SEEKBetter ways to improve your communication? Enhance your relevant skills by overcoming common barriers to communication. Learn more techniques with JobStreet by downloading the JobStreet app on Google Play or App Store. For more related tips, visit Career Resources.

FAQs

1. What are the most common communication barriers?
   ⁠The most common communication barriers are: 1) Verbal (e.g. language barriers, lack of clarity and conciseness, use of jargon, or tone and inflection); 2) Non-verbal (e.g. body language and gestures, facial expressions, eye contact, or distance and physical space); and, 3) Written (e.g. poor grammar and spelling, incorrect punctuation, poor sentence structure, or lack of coherence).
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2. How can communication barriers be overcome in the workplace?
   ⁠Encourage team-building activities, and create a collaborative office environment\
   
3. What are the best strategies for overcoming language barriers in communication?Improve language skills, cultural understanding, and use clear communication to overcome language barriers.
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4. How can emotional barriers be addressed in communication?
   ⁠There are different ways to manage emotional communication barriers. However, you can simply focus on enhancing the way you empathize with others and the way you listen. Both solutions will help you be more understanding of what other people think or experience. In time, this will help you communicate with them properly.
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5. How do communication barriers affect personal relationships?
   ⁠Not listening attentively and making false assumptions can make others see you as indifferent and stereotypical. When this happens, it would be hard to gain someone’s trust and confidence. After all, these are essential in nurturing relationships with family members, friends, and workmates, to name a few.
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6. What role does active listening play in overcoming communication barriers?
   ⁠Active listening helps overcome communication barriers by allowing you to send or receive messages from a bigger perspective. Meaning, you don’t just rely on what you hear, but also on what you see and feel from other people. When you consider these things, you can gain a more well-rounded interpretation of a message to help you give the most suitable feedback.
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7. How does technology impact communication barriers in today's society?
   ⁠Technology impacts communication barriers in two main ways: it can either minimize them or worsen them. It can minimize them by helping bridge geographical barriers to provide faster and more flexible communication. Technology can both minimize geographical barriers and worsen communication by compromising message authenticity and accuracy, which is better conveyed in person.