Barriers of Effective Communication
Lynne Eubanks
CJA 363
March 5, 2012
Clark Nissen

Barriers of Effective Communication

Communication is defined by Merriam Webster as “a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior.” A barrier is defined by Merriam Webster as “something material or immaterial that blocks or impedes.” Barriers are obstacles that can prevent communication from being effective. According to Written and Interpersonal Communication, communication is a process involving several steps among two or more persons, for the primary purpose of exchanging information. The process of communication has five basic steps: first a person needs to transmit an idea, next the idea must be sent, the idea must be received, the idea must be understood, and last the receiver should give feedback to the sender. These components make up the communication process. It is a vital system in the criminal justice field in order for the system to operate correctly. Hearing and listening are often confused as being the same thing. It is simply not true. Anyone who is not deaf can hear, we are programmed to perceive sound by our ears. Listening is something that a person consciously chooses to do. Listening is a vital part of the communication process, for it is by listening that one can receive the needed information. Channels of information refer to the methods or avenues that by which information flows from one party to another. The direction of information indicates the way in which communication flows. There are two communication channels used in any organization, formal and informal. Formal channels are types of communication that usually follow the chain of command within the organization. This type of communication is typified by formal orders, directives, and written memorandums. While these types of orders provide a sense of security and order, they can be time consuming. The apparent advantage to this type of channel is the paper trail that it creates, which is ideal for criminal justice situations. Informal channels are unofficial routes of communication. They may not be officially sanctioned by the organization but are necessary to provide the linkage to the formal channels. Direction of communication also implies the different directions in which information flows. Information can travel in a number of ways within an organization, but the three most common directions are as follows: downward, upward and horizontal. The downward direction coincides with formal channels of communication. Downward communication is information that travels from mangers or supervisors to subordinates. There are usually three broad categories to this direction: orders, procedures and personnel information. Orders are downward communications that relate to a specific job assignment or performance. These are directed to individuals rather than at the whole group. Procedures are downward communications that are directed to a broad subject, flowing from the top to the bottom of the organization. Lastly personnel information is a broad area of communication that covers the entire spectrum of personnel issues, from personnel evaluations to time leave. In many instances, this type of communication has a substantial impact on the morale of the organization, along with the personal lives and families of the members of the organization. Upward communication is information from subordinates that travel from the bottom of the organization up to the managers. This type of communication can be divided into three major categories: performance communication, information and clarification. Performance communication is information that travels upward to managers from subordinates that informs of performance. Information is a form of upward communication that usually stems from a request from a supervisor and is a type of formalized feedback. Clarification is the final form of upward communication. It is a request from subordinates to the managers to make downward communication more understandable. Horizontal communication is the flow of communication within members of the same level of the organization. Horizontal communication may be divided into three categories: coordination, social issues and problem solving. Horizontal coordination communication is an attempt by several parties to ensure the proper order between various levels of the organization. Social issues are communications that allow members of a group to have contact with their peers and friends within the group. Problem solving is the form of communication that concerns the ability of peers to discuss and solve common problems. The channels and directions of communications are vital to understanding how information passes from the sender to the receiver. Formal channels are easiest to recognize, while the informal channels are just as necessary in order to link information from both channels. Several barriers to communication exist; they range from emotional feelings to physical obstacles that prevent the free flow of communication. Along with emotional feelings and physical obstacles there is semantic barriers and ineffective listening. Emotional barriers can be present in either the sender or the receiver. People base their encoding or transmitting of information on their personal experience or expectations. In order to improve this type of barrier, sometimes departments implement peer support groups. These programs are designed to intervene in situations before they become a crisis. Physical barriers are the aspects of an environment that make communication more difficult. Semantic barriers are the inabilities to agree on the meaning of certain terms with a result of the loss of ability to effectively communicate. Ineffective listening is the failure to hear or receive information that the other party is transmitting. The general cause of ineffective listening is habit, and relates to ones earlier life where the habits are formed. There are four general variables to listening. First the listener must have the ability on the basis of education, oral proficiency, and experience to absorb what is heard. Second is the speaker’s ability to transmit the message effectively, as this affects the listener’s attention span. Third is the message being transmitted must be of interest to the receiver/listener. Last, the environment in which communication occurs affects the listener’s ability to receive the information. To improve these barriers, it is important that each individual know how to effectively communicate. Effective communication is vital in the criminal justice system. It starts at the police department and is needed all the way to the court system. Ineffective communication can lead to misinformation and create havoc on any given case. Any and all roles in the criminal justice system must have proper communication in order for the system to work correctly and effectively.

References:

Written and Interpersonal Communication. Methods for Law Enforcement, Fourth Edition

ISBN: 9780131597198 Author: Harvey Wallace J.D., Cliff Roberson L.L.M. copyright © 2009 Pearson Education