Barriers to Effective Communication
Tory Havellana
CJA/304
March 28, 2011
Hon. Timothy Walsh

Barriers to Effective Communication Have you ever tried to give a fellow co-worker constructive criticism to help them, only to meet their folded arms and defensive attitude? Do you think they are really listening to what you are saying, or hearing your suggestions? The body language suggests they are no longer listening, but feeling defensive, and this is an example of the barriers to effective communication. What can we do to improve our communication? What can we do to understand why we must improve our communication skills? In this paper, we will discuss the process of communication and its components, the differences between listening and hearing in communication, the formal and informal channels of communication in criminal justice organizations, the different barriers to effective communication, and finally the strategies that may be implemented to overcome communication barriers. Understanding these important components will improve the effectiveness of our communication. It is important to communicate effectively as effective communication leads to understanding. Sanchez, N. (n.d.), explains, “The communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver.” The communication process begins with the sender and ends with the receiver.” Each communication starts with the sender, and that sender is responsible for the success of the message. The sender must first use encoding to convey the right message, such as appropriate verbage, tone, and body language. Next, the sender must use the find the right path, or medium, in which to communicate the message. For example, the sender could use verbal or non-verbal paths, which may include telephone, in person, written communications such as letters, memos, emails, or text message. There are several ways communication can be relayed, but it is very important to choose the appropriate path, or medium, to take to convey effective communication. Next, it is up to the receiver to decode the message, which includes interpreting what the sender is trying to convey. If the receiver appropriately translates the sender’s message, the communication is successful and effective. (Sanchez, N., n.d.). Finally, the last component of this process is feedback. The receiver must give feedback in order for the sender to know that the message has been received. This may consist of a verbal or non-verbal response. Understanding the key components of effective communication is very important to ensure that the messages being conveyed are successful. Effective communication also involves listening. There is a big difference between listening and hearing in communication. The definition of hearing is “The sense by which sound is perceived; the capacity to hear.” (The Free Dictionary, 2011). However, the definition of is listening is “To make an effort to hear something.” (The Free Dictionary, 2011). While hearing means all sounds are being heard, listening means that “certain” sounds are being heard. If a person is listening to a conversation that he or she is disinterested in, or does not want to hear what is being said, they will tune out the conversation and not listen. That does not mean that they do not hear their voices, they are just not paying attention. In addition, a person may also be thinking of what they are going to say instead of listening to what the sender is saying, which also leads to the same result…not listening. Another example would also include listening to only select portions of the communication versus the entire communication, which is more commonly known as “selective hearing”, in which the person only hears what he or she wants to hear. As a matter of fact, unfortunately, that is how many people listen…selectively. Listening is essential in effective communication, however, as stated previously, many of us do not listen as we should, which causes barriers in effective communication. Effective communication is critical within criminal justice organizations. When communicating with criminals, witnesses, suspects, victims, attorneys, and law enforcement, it is imperative that effective communication is employed, because if not, it could change the life of other people. Criminal justice organizations utilize formal and informal channels that include verbal, non-verbal, and paraverbal communication. Law enforcement officers must be skilled in the art of communication; both oral and written. Much of law enforcements communication has to do with reporting. It is important that law enforcement officers skill include “the ability to read, write, and understand what is written, as well as orally transmit and receive information.” (Wallace, H. & Robertson, C., 2009) Informal channels of communication can come from morning roll call within a police department all the way to formal communications, such as written reports and testimony. However, both formal and informal communications must be effectively communicated to achieve success. The bottom line is that communication must be effective to achieve success, and one way to do that is to understand the barriers of effective communication. These barriers include “the use of an inappropriate medium (channel), incorrect grammar, inflammatory words, words that conflict with body language, and technical jargon. (Sanchez, N., n.d.). Another common barrier, according to Sanchez, N., (n.d.), is noise. Unintentionally, but nonetheless importantly, noise distracts us. We tend to listen to things around us; a horn beeping that makes us jump and interrupts our thought process; the cell phone breaking up, etc. For successful communication it is key that you choose an appropriate setting for the communication you are about to convey. So what are the strategies that may be implemented to overcome communication barriers? There are several ways for communication barriers to be overcome, including clear and concise messages that cannot be interpreted incorrectly. For example, when writing an email and the sender is using all capital letters along with exclamation points, this can be perceived as anger, when that is not the sender’s intent at all. Choosing the correct path, or medium, of communication is also important. For example, I had to tell my son that he could not break up with a girl via text as it shows a lack of maturity. Speaking to the girl would be the more appropriate medium. Also, stay away from stereotyping and jumping to conclusions; listen before interrupting or making a judgment. Try to think about the situation from the other person’s perspective so that it may be perceived as empathetic versus being disconnected. Another key strategy is to effectively listen. Make sure the communication takes place in an appropriate location so that distractions are kept to a minimum. In addition, listen to what the sender is conveying, even if it is information you do not want to hear or are disinterested in. As I have stated several times within this paper, effective communication will achieve success in all facets of personal and business life. While there are many who have many barriers within their communication skills, it is important for those who want to change that to make an effort to show those how to improve those skills in order for a successful relationship. Understanding the four key components of effective communication is significant, and must be shared: encoding, medium of transmission, decoding, and feedback. Making sure that these components are met will increase effective communication greatly. We also discussed hearing versus listening and the differences. When I am studying or completing an assignment, much of the time I am interrupted by my children. I can hear what they are doing in the living room, whether it is playing or fighting, the dog is barking, or sirens blaring as they pass by the nearby freeway. These are things that I hear around me, and while they are minimal, they are distracting. It is important for those distractions to be minimized when you need to conduct effective communication; the less distraction the better. While we all hear, we do not always listen. In the Criminal Justice system effective communication is vital. Communication makes or breaks a case, and can also make or break your career, so effective communication must be learned and mastered. I believe that effective communication is important in all parts of life, including your personal and marital relationships, as well. If you cannot communicate effectively, you may never get to the root of any problems or issues. We must be very conscious of the barriers of communication and attempt to reduce these barriers, and strive to see things from the other person’s perspective in order to break those barriers. As Sanchez, N., (n.d.), succinctly put it, “individuals that understand the communication process will blossom into more effective communicators, and effective communicators have a greater opportunity for becoming a success.”
References
Sanchez, N. (n.d.). Communication Process. Retrieved from http://web.njit.edu
The Free Dictionary. (2011). hearing. Retrieved from http://www.thefreedictionary.com
The Free Dictionary. (2011). listening. Retrieved from http://www.thefreedictionary.com
Wallace, H., & Robertson, C. (2009). Written and Interpersonal Communication: Methods for Law Enforcement (4th ed.). Upper Saddle River, NJ: Pearson Prentice Hall.