The Types of Communication

Dr. Radhika Kapur

Abstract
The main objective of this research paper is to understand the
types of communication. It is apparent that when
communication takes place among individuals, belonging to
various categories and backgrounds, they put into operation
various types of communication. These are, the formal types of
communication, informal types of communication, oral
communication (face-to-face), oral communication (distance),
written communication, non-verbal type of communication,
grapevine communication, feedback communication, visual
communication and active listening. Sign languages are the
languages of the deaf community. When the individuals suffer
from speech disabilities and hearing impairments, they make use
of sign languages in communicating. While communicating, it is
necessary for the individuals to keep normal facial expressions.
The individuals need to be well-aware in terms of types of
communication. Furthermore, they need to be aware that what
types of communication will be appropriate and suitable in
various settings and environments. The types of communication
that is put into operation is dependent upon the needs and
requirements of the individuals and the purposes that need to be
acquired through implementation of types of communication.
The main areas that have been taken into account in this
research paper include, understanding the meaning of types of
communication, types of communication, communication
through sign languages and communicating through facial
expressions.
Keywords: Communication, Facial Expressions, Formal,
Informal, Information, Individuals, Sign Languages
The individuals are constantly communicating with each other
through various forms, gestures, expressions and channels.
Communication is not all the time conscious. In some cases, it is
voluntary as well. There are cases, when the individuals are
communicating with each other information, which is
misinterpreted and even enable them to form false expressions
of their own-selves. If one can stay aware on a regular basis in
terms of the types of communication, they are able to understand
that types of communication will render a significant
contribution in enabling the individuals to communicate in a
well-organized and suitable manner. Clear communication is
regarded as indispensable. When the individuals need to ensure
that they are able to convey the necessary ideas, perspectives,
viewpoints and information to the individuals in an appropriate
manner, which can be easily understood and one would be able
to implement the tasks and functions successfully, they will
augment their knowledge and understanding in terms of types of
communication.
The understanding of the types of communication enable the
individuals to develop communication skills. Communication
skills are regarded as indispensable for leading to success of any
business. The individuals are different from each other in terms
of ways of communication. All the individuals have different
traits which have an impact upon the communication processes.
In some cases, one may willingly communicate with others,
whereas, there are cases, when individuals possess an introvert
nature and do not depict interest and enthusiasm in
communicating with others. In accordance to the research
studies, subordinates usually communicate with their superiors
willingly. Whereas, superiors in some cases may not
communicate with their subordinates willingly. The major cause
is, their busy schedules. Therefore, the job duties, routine and
mood of the individuals are also vital factors that have an
influence upon the communication processes and the types of
communication. All types of communication initiates with the
generation of information and the information is put into the
data or medium of transmission towards the intended audience
(Types of Communication, n.d.).
Understanding the Meaning of Types of
Communication
When understanding the meaning of different types of
communication, it is vital to understand that communication is
the key to the success of any organization. Furthermore, the
individuals are able to enrich their lives when they augment their
communication skills. The two essential forms of
communication are internal and external. External
communication is the communication that reaches out to the
customers, clients and other individuals outside the organization.
It is the job duty of the employees to impart information to the
customers in terms of benefits of products and services, so they
are able to increase productivity and profitability. This type of
communication includes, brochures, various forms of
advertising, contact letters, telephone calls, websites, pamphlets
and so forth. In external communication, image is regarded to be
of utmost significance. Logo is vital in representing the
organization, letterhead is regarded as the selling tool and how
the individuals communicate with each other face-to-face or
over the phone should reflect professionalism. Furthermore,
formal as well as informal contacts with the outsiders is also
regarded as an important feature of external communication
(Unit: 1 Communication. n.d.).
Internal communication is the communication that takes place
among individuals within the organizations. When individuals
are recruited within the organizations, it is apparent that they
need to possess adequate information in terms of their job
duties. Apart from possessing suitable information in terms of
one’s job duties, they need to communicate effectively with the
other members of the organizations. These include, superiors,
subordinates and colleagues. Internal communication involves
motivating and stimulating the mind-sets of the individuals
towards learning and achievement of organizational goals. The
internal communication takes place through meetings,
organization of seminars and workshops, giving of rewards,
notices, emails, newsletters and so forth. This communication
can be formal as well as informal. When the superiors are
communicating with their subordinates with the purpose of
guiding, leading and motivating the employees, they need to
ensure they make provision of help and assistance to them to
achieve organizational goals and enhance the structure of the
organizations. Furthermore, there should be proper grievance
redresser procedures as well, which would enable the employees
to redress their grievances. Therefore, these aspects signify the
meaning and significance of internal communication.
The formal communication network is regarded as the official
structure of the organization. It is shown in the organization
chart. Information may travel up or down, up or across the
hierarchy of the organization (Unit: 1 Communication. n.d.). In
the present existence, it is vital for the individuals to augment
their skills and abilities in terms of English language. Within
various types of organizations and educational institutions at all
levels, it is essential for the individuals to be well-equipped with
English language. As when the individuals are implementing
written as well as oral communication, it is indispensable for
them to be well-equipped with English language. Research
studies have indicated that individuals, belonging to rural
communities and deprived, marginalized and socio-
economically backward sections of the society are not well-
equipped with English language. Therefore, they get enrolled in
educational institutions and training centres to improve their
knowledge and competencies. Effective communication is
facilitated through the utilization of tools and planning.
Therefore, it can be stated, in order to achieve personal and
professional goals and enhance one’s career prospects, it is vital
for the individuals, belonging to all categories and backgrounds
to be well-equipped with English language skills.
Types of Communication
The types of communication is classified into two categories,
first form of communication is based on the communication
channels, whereas, another form is based on the style and
purpose. Communication channels are referred to as the
medium, means, manner and methods through which
communication takes place between individuals. The senders of
information need to ensure that they make selection of the
suitable channels of communication, so the information gets
conveyed to the individuals satisfactorily. Another form of
communication is based on style and purpose. The individuals
put into operation, various types of communication, taking into
account the traits of style and purpose. Furthermore, the
communication based on the channels are non-verbal and verbal.
Verbal can be oral and written. Oral communication can take
place among the individuals face-to-face or when they are
located at a distance. Whereas, the communication types based
on style and purpose can be formal and informal (Types of
Communication, 2020). The other types of communication are
grapevine communication, feedback communication, visual
communication and active listening. These have been stated as
follows: (Types of Communication, 2020).
Formal Types of Communication
The formal types of communication is also known as official
communication. This type of communication is conducted
through the pre-determined channel. Within one’s profession,
the individuals need to communicate with number of
individuals. These include, employers, supervisors, colleagues,
clients etc. Formal communication forms the core of the
professional lives of the individuals. In the effective
implementation of this type of communication, there are various
factors, which need to be taken into account. These include,
purpose of communication, following the well-defined structure
of knowing one’s audience, keeping the tone open and
professional, taking into consideration the time limit and
thanking the audience for listening. When the individuals are
giving presentations or speechesb, then they need to thank their
audience for listening. Formal types of communication leads to
adequate performance of job duties. Therefore, it is vital for the
individuals to be well-aware of this type of communication in
order to augment their professionalism and achieve
organizational goals.
Informal Types of Communication
Informal communication is put into operation within the
organizations among colleagues as well as among superiors and
subordinates. This type of communication is also known as
unofficial or grapevine communication. The word-of-mouth
information is regarded as the primary characteristic of this type
of communication. The main features of this type of
communication are, it is spontaneous and free-flowing without
any formal protocol or structure. Hence, the level of accuracy
and reliability is less in this type of communication. The
individuals do not have to follow the rules or take into
consideration, the time limit. In most cases, it is carried out
orally and does not require document evidence. Informal
communication is considered user-friendly and is advantageous
to the individuals, when it is put into practice wisely. Within the
organizations, when the individuals are carrying out this form of
communication, they encourage positive ideas and expressions.
As a result, they develop motivation towards their work.
Therefore, informal types of communication are important in
creating an amiable and pleasant working environmental
conditions.
Oral Communication (Face-to-Face)
Oral communication that takes place face-to-face is regarded as
most common and recognized type of communication. When the
individuals are communicating with each other face-to-face,
they aim that through words, they are able to express directly to
others. This communication can be formal as well as informal.
The individuals communicate face-to-face within the
organizations with other members and outside the organizations,
it takes place with family members, friends, relatives,
community members etc. In face-to-face oral communication,
there are various factors, which need to be taken into account.
These include, maintaining eye contact, keep the tone and
expressions decent, they need to suit the message that needs to
be conveyed, one should not depict any negative feelings such
as, anger and frustration and develop confidence. When the
individuals are delivering lectures, speeches and presentations,
they need to be confident and not depict any kind of
vulnerability and apprehensiveness. When these factors are put
into operation, the individuals are able to hone their oral
communication skills, when communicating face-to-face.
Oral Communication (Distance)
Oral communication can take place among the individuals in an
appropriate manner, when they are located at a distance. This
communication is common and is an integral part of the lives of
the individuals. In communicating orally with individuals, who
are located at a distance, there are number of methods and
technologies, which are utilized. These include, mobile phones,
VOIP, video-conferencing, 2-way webinars and so forth. These
are regarded as modern and innovative methods, through which
oral communication can be promoted among individuals, when
they are located at a distance. In the effective implementation of
this type of communication, tone of voice and pace of delivery
are regarded as crucial. The important factors that need to be
taken into account in promoting oral communication at a
distance are, listening, speaking slowly, reiterating the
information that is understood and keeping the tone of voice
open and receptive. In some cases, when the individuals are
unable to understand the concepts and other information clearly
through oral communication, they may ask to send them through
email.
Written Communication
Written communication is the type of communication that takes
place in a written form. The common forms of written
communication are letters, notices, emails, messages,
advertisements and so forth. When the information is lengthy
and comprise of images, pictures, charts, graphs, statistical data
and so forth, then it cannot be imparted orally to the individuals.
In such cases, written communication is regarded as one of the
indispensable ways of imparting information. When the
individuals are to send documents and reports, then they simply
get them scanned and send them through email. When the
individuals are communicating with each other in a written
form, they need to take into account various factors, these
include, addressing appropriately, making use of decent words,
stating the information in a clear and understandable manner,
stating all the necessary concepts and concluding well by saying
thank you and putting the name and signatures. In order to
implement written communication in an effective manner, it is
vital for the individuals to up-grade their skills in terms of
various forms of technologies. When they are well-equipped in
terms of usage of computers, lap-tops, I pads and mobile
technologies, they will be able to carry out written
communication satisfactorily.
Non-Verbal Type of Communication
Non-verbal type of communication is more subtle. It takes place
in the daily lives of the individuals as well as within
organizational structures. In the implementation of this form of
communication, there are number of factors that need to be
taken into consideration. These include facial expressions,
gestures, body language, eye contact, touch, space and the
personality of the individuals. In this type of communication,
there are three important features, which need to be identified.
These are, what is said with words, what is shared with postures
and gestures and the feelings of the individuals influence the
messages and information that is imparted. The non-verbal
information cues, the way one looks, listens, moves and reacts
convey to the individuals that one is communicating with
whether or not they are concerned. Furthermore, it is vital for
the individuals to impart truthful information. The five roles of
non-verbal communication are, repetition, contradiction,
substitution, complementing and accenting (Nonverbal
Communication, 2019). In order to bring about improvements in
non-verbal type of communication, one of the significant aspects
is, the individuals need to curb the psychological problems of
anger, stress, frustration, depression and anxiety. Furthermore,
they need to form a constructive approach and possess an
approachable nature. When the individuals are able to augment
these factors, they are able to enhance non-verbal types of
communication.
Grapevine Communication
Grapevine is regarded as the form of informal communication. It
takes place both in the internal as well as external informal
channels, which lead to effective functioning and benefit of the
organization. Research has indicated that in various types of
organizations, the individuals do not follow any systematic
process of communication, but it takes place among individuals
without following any prescribed or predetermined rules.
Through the grapevine, information flows in different directions,
establishing connections between various aspects of the
organization. This type of communication is governed by social
and personal relationships, rather than any recognized rules and
formalities. Grapevine operates in internal and external informal
channels. Through this form of communication, the individuals
pass rumours, opinions and suspicions that generally do not
move through formal channels. Pleasant and amiable
environmental conditions within the organizations are essential
in developing the sense of belongingness among the individuals.
In this manner, they are able to work in collaboration with each
other, obtain support and assistance and incur the feeling of job
satisfaction. Within organizations, there are number of
situations, issues and concerns, regardless of their size and
nature. The presence of grapevine is more a product of the
situation than it is to the person (Grapevine Communication,
2017).
Feedback Communication
When the individuals, who are in leadership positions in
educational institutions and in various forms of organizations,
such as, instructors, supervisors, heads, directors, employers and
so forth, put into operation various types of assessment methods
to evaluate the performance of the individuals. After evaluating
the performance, they provide them feedback in terms of their
performance. Hence, the communication that takes place is
termed as feedback communication. The main objective of
feedback communication is to make provision of support and
assistance to the individuals to overcome the limitations and
bring about improvements. In the implementation of feedback
communication in an efficient manner, these individuals need to
take into account various factors, these include, inculcating the
traits of morality and ethics, being honest and truthful, following
the standards and principles and giving constructive criticism.
When the individuals experience set-backs in their performance,
then limitations need to be identified in a constructive manner.
Furthermore, the individuals, in leadership positions need to
make provision of help, support and assistance to their students
and employees to identify the inconsistencies and bring about
improvements. Therefore, within educational institutions at all
levels and various types of organizations, this type of
communication is regarded as crucial and beneficial.
Visual Communication
Visual communication is also the type of communication that is
common in the daily lives of the individuals. The main areas
through which visual communication takes place is through
televisions, radios, social networking and so forth. When the
individuals are watching television or listening to radio
programs, then also they are engaged in a form of
communication. In some cases, they are not only utilising these
for leisure and recreational purposes, but they are also
augmenting their knowledge and understanding in terms of
various aspects. When the individuals are communicating with
others, then in most cases, their objective is to enhance their
knowledge and understanding. Therefore, through some
television shows and radio programs as well, the individuals are
able to augment their knowledge and understanding. Facebook
is visual with the use of memes, videos, images and so forth.
Instagram is the only image platform, and the advertisers make
use of this platform to market their products (Five Types of
Communication, 2018). The images that are posted on social
media have the major purpose of conveying the meaning and
communicating the message. The individuals are engaged in
communications throughout the day. In other words, it takes
place on a continuous basis. Therefore, visual communication is
also one of the important types of communication.
Active Listening
Active listening is regarded as one of the types of
communication that is of utmost significance. It is regarded as
the type of communication and it is also an important
characteristic that needs to be put into operation in order to
make the communication processes effective and meaningful.
When the individuals are implementing this form of
communication, they are able to benefit in number of ways.
These include, acquiring an efficient understanding of the
concepts, providing solutions to problems that one experiences
in the implementation of job duties, clarifying doubts,
augmenting awareness, and able to achieve the desired goals. In
addition, when one actively listens to others, they are able to
create amiable terms and relationships with them and generate
the feelings of pleasure and contentment. Within educational
institutions, when the instructors are imparting information in
terms of lesson plans and academic concepts, when the
supervisors and managers are imparting information in terms of
job duties, when there are organization of workshops, seminars
and conferences and when the individuals are engaged in oral
communication, whether face-to-face or distance, then it is vital
for them to promote active listening. Therefore, it can be stated,
when one satisfactorily puts into operation this form of
communication, they are able to benefit in number of ways.
Communication through Sign Languages
Sign languages are the native languages of the deaf community
and make provision of complete access to communication.
Although, the sign languages are made use of in most cases by
the individuals, who suffer from hearing impairments. When
they cannot hear others, then communication takes place with
them through the use of sign languages. On the other hand, the
individuals, who are mute, they can hear but cannot speak also
make use of sign languages. In fact, there are about 138 to 300
different types of sign languages, used throughout the world.
New sign languages frequently evolve among the groups of deaf
children and adults. Sign languages are regarded as verbal as
they contain words and sentences. When the individuals are
making use of sign languages, they are communicating, just like
others, who use their voices to speak. When the individuals, who
suffer from hearing impairments and are mute make use of sign
languages, they are able to communicate efficiently with others.
Therefore, this language has been regarded as beneficial to these
individuals.
Sign languages are regarded as the visual means of
communication. These involve making use of gestures, hand
movements, body language and facial expressions to
communicate with other individuals. Through these traits, the
individuals give and receive information. When oral
communication is not possible or desirable, then the individuals
make use of sign languages in communicating. The practice of
using sign languages is older than speech. Sign languages may
be expressed as mere indicating or they may take into
consideration, combination of coded manual signals reinforced
by facial expressions and perhaps augmented by the words
spelled out in manual alphabets. Wherever, vocal
communication is not possible between the individuals, they
communicate with each other through sign languages. The main
objective of sign languages is to ensure that the individuals are
able to facilitate giving and receiving of information. The
individuals can communicate with each other through sign
languages, in which one observes and traces the mutually
understood characters in his or her palm (Sign Language, 2020).
The Indian sign language was codified by use into an explicit
vocabulary of gestures, representing or depicting objects, actions
and ideas, but it made an attempt to spell out or otherwise
represent the words that cannot be conveyed by gestures.
Several forms of sign languages were developed to enable the
individuals to spell out the words and sounds. In most cases,
these are regarded as complicated and flexible as compared to
spoken languages. National Sign Language, such as, ASL have
more in common with one another as compared to the spoken
languages of their country of origin. The signs represent the
concepts and not the words in any language, i.e. English,
Japanese, French, German and so forth. Members of the
religious orders, who have taken vows of silence, the other
individuals, who for the reasons of piety or humility have
forsworn speech, need to make use of sign languages. When the
individuals ask for something, it is common that they may point
to the objects and there is less use of sign languages (Sign
Language, 2020).
Communicating through Facial Expressions
The human face is expressive to a major extent. Through facial
expressions, one can express various kinds of feelings, without
saying a word. Unlike some forms of non-verbal
communication, facial expressions are universal. The facial
expressions for happiness, sadness, anger, worry, stress, anxiety,
fear and surprise are the same for all the individuals, irrespective
of their categories and backgrounds. A facial expression is
regarded as one or more emotions or positions of the muscles
beneath the skin of the face. These are regarded as the form of
non-verbal communication. They are regarded as the primary
means of conveying information among individuals. Apart from
human beings, facial expressions also occur in some animal
species. The individuals usually form their facial expressions
depending upon the situations that they are experiencing. It is
recommended and vital for the individuals to keep normal and
pleasant facial expressions, even when they are experiencing
unfavourable situations.
It is necessary for all individuals to generate information in
terms of aspects that need to be implemented to control one’s
facial expressions. These are, ensuring that the face is relaxed
and neutral, one should not possess any kinds of ill feelings
against anybody, one should form positive thinking and a
constructive approach towards life, when one is serious, one
should not frown, learn to control the feelings of anger and
frustration, possess an approachable nature, obtain feedback
from others regarding facial expressions, reinforce positive
aspects and eliminate limitations and negative aspects,
implement agreeable attitude and put into practice the traits that
are necessary to have normal facial expressions on a regular
basis. There are individuals, technologies and various kinds of
reading materials, through which individuals acquire
information in terms of aspects needed to control one’s facial
expressions. When the individuals learn to control facial
expressions, they will be able to communicate effectively.
Conclusion
The understanding of the types of communication enable the
individuals to develop communication skills. The types of
communication are, the formal types of communication,
informal types of communication, oral communication (face-to-
face), oral communication (distance), written communication,
non-verbal type of communication, grapevine communication,
feedback communication, visual communication and active
listening. Sign languages are the native languages of the deaf
community and make provision of complete access to
communication. Although, the sign languages are made use of in
most cases by the individuals, who suffer from hearing
impairments and the individuals, who are mute. The facial
expressions of the individuals influence the communication
processes to a major extent. Therefore, it is vital for the
individuals to develop positive thinking and keep normal and
pleasant facial expressions. Finally, it can be stated that it is
essential for the individuals to ensure they should not let any
negative viewpoints and perspectives to become barriers within
the course of all types of commonication
Communication is a very common concept in everyday
life and takes place in every setting, organization, area
or a place, no work or operation or function is carried
out without effective means of communication. Within
the process of communication, it is apparent that
barriers and obstacles do occur, which can be
avoidable and which cannot be avoidable; therefore an
individual should inculcate all the required skills,
attitudes and traits amongst himself so that he can
effectively overcome all the barriers to communication.
In this research manuscript, there have been various
crucial areas, kinds of barriers to effective
communication, barriers to effective communication
within an organization and procedures for overcoming
them, psychological barriers to effective
communication, content barriers to effective
communication and overcoming communication
barriers. The main emphasis has been laid upon the
barriers that arise within an organizational structure
and the problems that arise due to occurrence of these
barriers. This research manuscript makes provision of
pertinent information about the communication barriers
and what kinds of procedures should be adopted in
order to overcome them.
Keywords: Barriers, Effective Communication,
Organization, Content, Information, Factors
        Introduction
        Communication is stated to be one of the most
crucial systems, which is essential to develop in all
areas. It does not matter how good the communication
system is, how well formed and well developed it is,
barriers do occur within the communication systems,
whether it is an organization, communication between
the family members, social network, institution and so
forth. Barriers that take place within the
communication systems are very unfortunate and
unwanted, every individual wants that his functioning
should be implemented in a smooth manner without the
occurrence of barriers, for instance, when a person is
discussing a vital issue with somebody, or two friends
are having a friendly conversation and a door bell rings
or somebody enters then in most cases, it is
displeasing. There are number of reasons due to which
these barriers take place, most of the barriers carry a
reason, for instance, if some important task is going on
and a door bell rings and somebody enters
immediately, this might have occurred due to a
particular reason and there are also numerous factors
which can be physical barriers, such as faults that take
place in the telephonic system, internet not working or
any barriers which are random (Usman, n.d.).
      Kinds of Barriers to Effective Communication
      There are barriers to communication which are of
different kinds and possess various kinds of
characteristics: (Communication Theory, n.d.).
I Environmental and Physical Barriers – Under the
environmental and physical barriers, there have been
classification of barriers as follows:
a) Time – This is the barrier which is concerned with
developing quicker and speedy channels of
communication. For example, when communicating
with somebody, if the process is time consuming such
as mailing letters then it is a barrier, any kind of
communication whether, it is done in a formal or an
informal manner, if it is highly time consuming then it
proves to be a barrier and for efficient working,
individuals need to develop a faster means of
communication such as electronic mail instead of
sending letters by post.
b) Space – It is vital to eliminate the unwanted distance
within the communication system, if the condition
requires it, for example, it can occur in telephonic
communication. If two persons need to discuss an
important matter and one of them is in India, whereas
other one is in the United States of America, then
telephonic conversation may not prove to be very
effective, then they can send each other details through
the system of email.
c) Place – The area, the environment where the
communication is taking place should be clear and not
over-crowded. Noise pollution can be a barrier to
effective communication, this is obvious, where there
is noise, there a person cannot efficiently
communicate, therefore places and areas with lesser
people, proper ventilation is required for effective
communication.
d) Medium – The medium via which the process of
communication is taking place should be effective and
appropriate. Communication takes place in various
forms; it is oral, written, audio, video, formal, informal,
the medium used for the purpose of communicating
should be accurate, precise and understandable.
II Semantic Barriers – When communicating with the
other persons, no matter what kind of communication
means is utilized, whether it is formal or informal, it is
vital to make use of appropriate words, vocabulary and
language; all kinds of communication should reflect
decency. Language and vocabulary that is used in
communication should be understandable to the
persons; if a person speaks only English and a word is
used in Spanish then he may or may not understand the
word, for instance, if a person speaks only English,
then it could be a possibility that he might have studied
other languages such as Spanish or French. Two or
more persons when they are communicating with each
other should use a common language, so that everyone
can understand it well.
III Cultural Barriers – Communication also takes place
between people belonging to different nationalities,
religions, castes, creeds, races, ethnicities etc. in other
words, when two persons are communicating with each
other, there may be differences in their cultural
backgrounds. It is vital to overcome all the barriers that
might occur within the course of communication. It is
crucial to make people aware of ones own culture with
whom they are communicating. In the form of
communication, it is vital to form an understanding and
acceptance of another person’s culture.
IV Psychological Barriers – In the process of
communication, it is vital to understand each other’s
mindset and mental capacity; this applies in every case
whether it is a professor giving a lecture or a
conversation between the employer and an employee.
If someone is communicating with the other individual
or a group of individuals with an attitude of disinterest
or unwillingness then the process of communication
will not be effective. In this case, it would have
believed to be that attitude of the communicators is
inappropriate for the purpose of making the process of
communication effectual. It is therefore considered
crucial to overcome the psychological barriers.
V Perception of Reality – When communicating, it is
important to understand various perceptions of a
situation or of an issue or a problem. There are
different levels of perceptions that are involved when
communicating about a particular topic, condition,
problem, issue, situation, dilemma, stress or a concept.
Lacking understanding about different levels of
perceptions may prove to be a barrier. In order to
implement effective communication, it is vital to gain
the ‘perception of reality’ which means information
about facts, knowledge, figures, actuality and what is
true. While communicating, it is important to be open,
flexible and transparent.
Barriers to Effective Communication within an
Organization and Procedures for overcoming them
      Communication is known to be the key factor for
the success of any organization, within any kind of an
organizational structure, individuals have to work in
collaboration, they need to conduct meetings, discuss
with each other various issues regarding their functions
and activities; on the other hand, if they develop
amongst themselves strained relations and hard terms
then they will not be able to work effectively and incur
profitability, productivity and goodwill within the
organization. In concerning communication, there are
some barriers that every organization deals with;
individuals are of the viewpoint that the process of
communication is very simple and straightforward,
which is true but, what makes the process complicated,
difficult and tedious, the answer to this is barriers.
Barriers are the ones that make the process of
communication difficult. Within an organization, the
common barriers that are part of the communication
are: (Zaineb, 2010).
a) Perceptual Barriers – These are the barriers which
arise due to differences of opinion between two people,
differences of the viewpoints does prove to be a major
barrier, therefore these differences do generate a
requirement for effective communication; any kind of
disagreement between two persons is not healthy for
the functioning of the organization.
b) Emotional Barriers – At times it happens that people
do not develop interest in communicating with their
fellow employees due to the feelings of fear, mistrust,
anger or annoyance, that may arise within their minds
and these are stated to be emotional barriers.
c) Language Barriers – Language is the means which is
said to be the most effective means of communication
with others. The language provides understanding of
the content that an individual is willing to express or
communicate with the others. When two persons or
groups of people are involved in communicating with
each other and if a common language is used that is
understandable to all individuals then their objectives
will be fulfilled and the process of communication will
be made effective. Within an organization, it is vital to
develop a common language in order to communicate
appropriately. For example, when international
students come to study in India, they are not familiar
with the national language, hence English is considered
to be the common language that is understood by all
and utilized for the purpose of communication.
d) Cultural Barriers – Within an organization,
individuals belonging to different nationalities, regions,
cultures, religions, castes, creed and different status
groups are employed together. These people at times
do familiarize themselves with other people’s cultures
and backgrounds, whereas other times they are even
unaware. A cultural barrier occurs when people of
different cultures are unable to communicate with each
other efficiently and this inability may be due diverse
factors such as different backgrounds, languages,
customs, viewpoints, ideas, notions and so forth.
e) Physical Barriers – Within an organizational
structure, it is vital to have team spirit and individuals
should work in coordination with each other and be
cooperative towards each other. Formal and informal
means of communication occurs within an
organization. One of the crucial factors is proximity
within an organizational structure. There is a system of
hierarchy and those individuals who are placed at the
higher levels of the hierarchy have closed doors,
offices and cabins and are physically placed at the
distance; their subordinates are in this way unable to
communicate with them and this is a physical barrier to
effective communications.
         One of the ways to improve the process of
communication with an organization and to remove the
barriers to effective organizational communication is
by forming a positive attitude within the workplace. It
is vital to be considerate, respectful and polite with
ones colleagues, superiors and subordinates in order to
create an integrated working environment. Barriers
prove to be highly unproductive and will not lead to
goodwill of the organization. It is up to the individuals
to possess this responsibility of overcoming the
barriers, working in coordination with the co-workers,
efficiently supervising and managing the subordinates
and maintaining trustworthy relations with ones
employers and superiors.
Psychological Barriers to Effective Communication
         Communication is stated to be an ongoing
continuous process. Everyone is continuously
communicating with the people around them, such as
their family members, friends, helpers, neighbors,
relatives, workplace members, and when a person goes
out for shopping then too with the shopkeepers and
other people communication takes place.
Communication is also referred to as a skill that is
pertinent in ones daily life and an individual is required
to be competent in this skill by him self or via means of
observing others (Skills you need, 2011).
Psychological barriers to effective communication
have been classified into:
a) Marital Barriers – When an individual is married,
then also communication is considered to be one of the
most important factors in a relationship. Between
spouses there are psychological barriers to
communication that might develop; the reasons may be
due to irrelevant information, fear, insecurity or
misunderstandings; these reasons are not always
correct but when a marital barrier occurs then it is a
possibility that these reasons might be the cause. For
example, partners within the course of time may feel
that they are not happy with each other and the ultimate
outcome is divorce or separation; when the partners
have decided that they are going to get separated or
divorced then there is lack of communication between
them. These factors are indicated as psychological
barriers between the partners.
b) Academic Culture – In academic institutions such as
a university; there are different departments, each
department has a chairperson, professors, students and
other staff members. Communicating in an effective
manner is extremely crucial within the university or in
any other academic institution. For example, a
professor teaches a topic and some students within the
class may have differing viewpoints so that does not
mean that the professor will not instruct or
communicate with those students. Within the
university, there are different cultures, subcultures,
nationalities, traditions, norms, values etc; in one
classroom, it is a possibility that out of so many
students, there may be few Sikhs, Muslims, Christians
or Hindus, they all have to develop mutual ties and
communicate effectively with each other which is
essential in acquiring academic learning. A
psychological barrier that might arise in the case of an
academic institution are some students may face
difficulties in some programs, they may find some
concepts hard to understand, these are considered to be
psychological barriers because they are unable to
understand from a different perspective through a
logical viewpoint.
c) Communication Flow – In accordance with the
communication flow theory, individuals can
communicate only up to a certain extent; the reason for
this is that the knowledge they possess is limited.
Directly this means that people who are smart have
good communication skills as compared to people who
are not very knowledgeable; this also depends upon the
nature of the person, for instance, individuals who are
isolated, who do not have a large social network and
who do not inculcate themselves into communication
with others should not be hold responsible, the reason
being that they possess inadequate information that is
required for effective communication. It is the
individual himself who decides whether he/she
possesses efficient communication skills.
Content Barriers to Effective Communication
Content barriers are stated to be the factors that cause
hindrances, distractions, disturbances or obstacles
during the course of the communication
process; barriers that occur during the course of the
communication process tend to distort, block, alter or
misrepresent the information that is being exchanged
between the sender and the receiver. No matter what
place or area it is, whether it is a workplace, home,
recreation park, shopping complex etc. barriers tend to
take place within the course of communication
everywhere. What is important is the identification of
those barriers and adoption of measures in order to
overcome them. Content barriers have been identified
into the following categories: (Smith, 2015).  
a) Non-assertive Behavior – It is a barrier during the
course of communication, the reason being that this
kind of behavior on the part of somebody breaks down
the communication between the people; this kind of
behavior develops unwillingness to communicate with
indecisive people.
b) Anger or Frustration – It is a barrier, the reason
being that when an individual is angry or frustrated
than no one shows interest in communicating with
people with this kind of an attitude; the reason for
unwillingness to communicate with angry and
frustrated people is that in these kinds of approaches
people tend to communicate in an inappropriate
manner.
c) Personal Bias – When a person is personally biased
to one person rather than the other, then there is
breakdown of communication between people; for
instance, sometimes teachers tend to get biased for one
student in class rather then the other, when students
feel that a teacher is biased towards a particular
student, then they tend to develop some kind of
negativity and there is break down of communication
between them.
d) Team Diversity – As it has been understood, within
the organizational settings, educational institutions and
other places, individuals are from diverse backgrounds,
they have different religions, castes, cultures,
traditions, norms, beliefs, customs, ethnicity and
sometimes they even speak different languages; hence,
all these factors are stated to be barriers within the
course of effective communication.
e) Lack of Confidence – When two or more individuals
are involved in communication with each other, it is
vital that they are confident and possess the required
ability to communicate; when an individual lacks the
confidence, ability to communicate well or get
involved in an oral conversation or written with
another, then it is a barrier in the course of effective
communication. Feelings of nervousness, anxiety,
apprehension prove to be barriers within the course of
effective communication.
f) Inappropriate Priorities – Priority means the state or
quality of being earlier in time or occurrence; when a
certain priority arises which is inappropriate then it is a
barrier to effective communication. For example, if a
manager has a meeting or a group discussion with his
subordinates and all of a sudden a family emergency
comes up and he is required to hurry to his house and is
unable to go for the meeting, then a family emergency
is said to be an inappropriate priority during the course
of his work.
g) Organizational Structure – In some cases, an
organizational structure is formulated in a complicated
manner which proves to be a barrier to effective
communication, the structure should be simple and not
complex; for instance, if the structure is large and there
is lot of space, employees may not even see each other
and may not be able to communicate with each other
effectively, therefore, it is vital that within the
organizational structure, the employees should be well
familiar with each other.
h) Distractions and Interruptions – While
communicating, there are number of distractions that
occur for instance, in telephonic conversations,
disturbances in the line, when internet is not working,
some kind of noise in the background, people doing
their work and ringing of the door bell, people having a
meeting and somebody entering the room without
notifying etc.
i) Tunnel Vision – Tunnel vision means unable to
depict accuracy at the 100% level; when one is not
accurate and precise about the situation, case, concept
or a circumstance about which communication is
taking place, this is also a barrier to effective
communication.
j) Rank Differences – When there are differences in the
rank of individuals within an organizational setting,
then it is a barrier to effective communication; people
who are subordinates, in other words they are low in
rank do not tend to communicate effectively with
people of the higher rank; they may have a feeling of
disparity or would feel discriminated against. Not only
within the organizational structure but also
economically backward sections of the society do not
communicate in an effective manner with upper class,
wealthy individuals; therefore, rank differences prove
to be barriers to effective communication.
k) Task Preoccupation – In this case, for example, an
individual has to go for a very important formal
meeting with a client and when he is about to leave
another client enters in order to resolve some issues,
then it becomes his job duty that he should attend to
the issues of that client before leaving for the meeting;
in this case, a client coming up instantly without
informing proves to be a barrier to effective
communication.
Overcoming Communication Barriers
1. Eliminating Differences in Perception – Within the
organization when individuals are recruited, their
performance, qualifications, skills, abilities,
knowledge, attitude should be taken into consideration;
there should be proper training and development
programs, employee selection procedures and
individuals should possess effective communication
skills especially regarding the English language, they
should be fluent in English, in speaking as well as in
writing.
2. Use of Simple Language – While communicating no
matter what language, the use of words should be
understandable, clear and simple; usage of complicated
words might make an individual perplexed and such
words should be avoided.
3. Reduction and Elimination of Noise Levels – Noise
is the most common barrier which occurs everywhere,
for instance, when family members are communicating
at home, constant noise comes from busy
neighborhoods, or at the workplace too while working
on the computers, people may get engaged in informal
conversations, hence that leads to emergence of noise
levels. It is necessary to identify the sources of noise
and then formulating measures in order to eliminate
those sources.
4. Active Listening – The receiver should listen to the
speaker with awareness and in a considerate manner;
he/she should respond by asking questions, the speaker
should always be aware of the fact that the listener
understands everything that he is saying and this
overcomes the barrier to effective communication.
5. Emotional State – During communication, the
speaker is required to make effective use of body
language and not depict ones emotional state; for
example, if the speaker is upset due to some reason
than he should not portray his distress in his speech,
the listeners might misinterpret the information if it is
delivered by a speaker in a distressed mood.
6. Simple Organizational Structure – The hierarchical
levels within the organization should be optimum in
number; the operations and functions implemented
within the organization, the leadership skills, span of
control, authority, rules, policies should be organized
appropriately and put into operation in an effective
manner.
7. Avoid Information Overload – Employers as well as
the employees should not overload themselves with
work; they should manage their work for the day
accordingly, extended working hours should be
avoided and employees should also take out time
during their working hours to listen to the subordinates
and workers grievances; they should practice effective
time management skills.
8. Provide Constructive Feedback – While making
provision of feedback to the employees and
subordinates, negativity should be avoided and
feedback should always be delivered in a constructive
manner; negative feedback is stated to be a barrier to
effective communication. The content of the feedback
can be negative, if the superior feels that there have
been some misinterpretations, but it should be
communicated in a constructive manner with a positive
attitude.
9. Proper Media Selection – The medium of
communication should be proper; if it is a simple
message or just a minor notice, it can be delivered
either through a face to face conversation or through a
telephone; information which is complicated and
lengthy should be delivered in a written manner for
example, through letters, notices, newspapers or
electronic mail, therefore proper media selection also
leads to effective communication.
10Flexibility in Meeting the Targets – Employees
when they are employed within an organization, should
work towards accomplishing the desired goals and
objectives, they should not be put under pressure to
complete a particular assignment within a particular
time period, in other words, they should be allowed
sufficient time, especially when the task is extensive;
in accomplishing the organization’s goals and
objectives, it is essential to have effective means of
communication and flexibility should be allowed in
meeting of the targets.
Discussion and Summary
In the concluding part of this manuscript, it is vital to
highlight that effective communication is very essential
not only for the development and
progress of the organizational structure, educational
institution, academic learning or in implementation of
ones daily routine tasks but also for the individual as a
whole. There are number of barriers that do come
within the course of communication, these are
environmental and physical barriers, semantic barriers,
cultural barriers, psychological barriers and perception
of reality. Within an organizational structure, many
barriers arise and there have been formulation of
certain measures and procedures for overcoming them,
these are perceptual barriers, emotional barriers,