Communication has four key parts:

• Sender

• Receiver

• Medium (channel used)

• Feedback

If any one of these does not function properly, communication fails. This failure is called a communication barrier, and it can cause misunderstandings and serious organisational problems.

1️⃣ Problems with the Sender

🔹 How Barriers Arise

• Uses language that is too difficult, technical, or full of jargon.

• Speaks too quickly or unclearly.

• Sends the message to the wrong person.

• Gives too much information, hiding the main points.

✅ How to Reduce or Remove

• Use simple, clear language.

• Avoid unnecessary technical terms.

• Speak clearly and at a suitable pace.

• Ensure the correct person receives the message.

• Keep the message short and focused.

• Ask for feedback to confirm understanding.

2️⃣ Problems with the Medium (Channel Used)

🔹 How Barriers Arise

• Message gets lost (e.g., email not seen).

• Wrong channel chosen (e.g., important message written on a noticeboard).

• Message passed through too many people, causing distortion.

• No feedback received.

• Technical breakdown (e.g., computer or postal failure).

✅ How to Reduce or Remove

• Choose the most appropriate communication method.

• Use the shortest and most direct channel.

• Insist on feedback.

• Use alternative communication methods if necessary.

• Have backup systems in case of technical failure.

3️⃣ Problems with the Receiver

🔹 How Barriers Arise

• Not listening or paying attention.

• Does not trust or like the sender.

• Misinterprets the message.

✅ How to Reduce or Remove

• Emphasise the importance of listening.

• Encourage questions and feedback.

• Build trust and mutual respect.

• If necessary, use a respected third person to deliver the message.

4️⃣ Problems with Feedback

🔹 How Barriers Arise

• No feedback given.

• Feedback delayed or distorted.

• Communication method does not allow easy feedback.

✅ How to Reduce or Remove

• Always request feedback.

• Use communication methods that allow quick response.

• Encourage direct communication, especially between managers and staff.