6 barriers to communication and how to overcome them

How to Communicate With Tact & Professionalism

Barriers to communication can present themselves to you in many diverse forms. Whether they are due to cultural, physical, emotional, ethical or moral differences, overcoming these communicative hurdles is important to making positive progressive steps in life. Becoming objective and goal oriented can help on your journey to overcoming communication barriers, but knowing where and how to begin making progress is half the battle.

Pinpoint problematic areas for improvement. Personal integrity and sincere honesty will have to work hand-in-hand in this portion of overcoming communication barriers, as you will have to resolutely identify problems. Note if communication is based on a sense of common misunderstanding, generalization or even lack of empathy. After identifying personal areas where improvement should be made, you can begin to eliminate barriers separating you from true understanding with others.

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Remove distractions when communicating. In the age of technology, devices that are meant for communication, such as cell phones and digital organizers, can actually be a distraction from it. Try to remove distraction from the presence of communication so that attention can be fully directed appropriately.

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Learn to effectively listen. Listening can mean more than just physically hearing what a communicator is saying, but actually empathizing and aligning your interest. Attentive observation after analyzing your own perception is key to effective listening. Direct all of your senses to those who are trying to communicate as if you were a sponge soaking in liquid data from others. Teach those who may have the same deficiencies to do the same.

Respect the boundaries of others. Remember to avoid interrupting others as they speak to remove some confusion. This will help dissolve tension that may be a barrier to communication through showing respect. Avoid jumping to conclusions or finishing other’s sentences and allow them to express their thoughts unmolested. Focusing on the issue at hand rather than the person can also help you overcome your own preconceptions than may hinder communicative progress.

Practice flexibility in communication. Presenting yourself as an equal rather than a superior can often help put others at ease. This will mean they are more likely to be comfortable sharing their ideas in a calm setting freely. Learn to adjust to separate situations by adapting as they unfold. By recognizing verbal and non-verbal signals, while adjusting your own behaviors, will allow you to adapt to changes in the communication environment more efficiently.

Ask questions during a session of communication to clarify a point rather than to manipulate a situation. Manipulation can often cause repression and frustration in the communication environment.

How to Communicate With Tact & Professionalism

For communication to occur, the listener must understand what the sender means — a process that’s easier said than done. Communication is muddied by a number of issues, including the misuse of words and nonverbal messages such as tone of voice and facial expression.

The complex, multilayered, dynamic communication process can be effective in conveying meaning if the sender recognizes the numerous barriers to communication and takes steps to overcome them. For example, the sender must understand that the listener’s interpretation of a message will depend on his personal frame of reference.

Recognize Perspective

Listeners view any discussion from their personal frame of reference, which includes their priorities, personal and cultural values and educational, professional and familial backgrounds. It’s up to the speaker to recognize this and create a message that the receiver can decipher effectively.

Avoid Stereotyping Your Audience

It’s necessary to consider the listener’s actual frame of reference, rather than what you assume it is based on your stereotype of him. Each person’s frame of reference is unique. Consequently, assuming the listener reflects a common stereotype due to his age, gender or culture is inappropriate and problematic.

Be Aware That Listeners May Receive a Different Message

When a listener hears a message that doesn’t coincide with his personal beliefs and assumptions, he’ll have trouble understanding it or taking action in response to it. Therefore, it’s important that a speaker repeat the message frequently and rephrase it when necessary.

Form a Relationship, and Then Communicate

If a listener doesn’t know a speaker or have confidence in her credentials or expertise, the listener is likely to ignore the message or minimize the probability that the message is valid. It’s a good idea for the speaker to attempt to form a relationship with a listener before she tries to persuade the listener to take any action.

Accept That Jargon May Be Negative Communication

People who aren’t familiar with or don’t use particular terms may consider the use of those terms insulting or believe the speaker is attempting to be deceptive. Use jargon only when you are confident it will be well understood by the listener. Otherwise, limit your speech to concise and clear language.

Time Your Message Appropriately

To ensure you’ll have a listener’s attention, convey your message when there’s little probability that her attention will be interrupted by other noise. Make sure she is paying attention to maximize the possibility that she will retain the information.

Practice Full Disclosure

An audience may be aware that a speaker is withholding certain information to avoid dealing with the possible negative effects of sharing it. Done often enough, withholding information destroys trust and damages relationships. It’s best to speak honestly and convey any bad news directly and uniformly to all listeners, regardless of their role in an organization.

Billie Nordmeyer works as a consultant advising small businesses and Fortune 500 companies on performance improvement initiatives, as well as SAP software selection and implementation. During her career, she has published business and technology-based articles and texts. Nordmeyer holds a Bachelor of Science in accounting, a Master of Arts in international management and a Master of Business Administration in finance.