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Communication Barriers

Exam code: 7115
Written by: Ashika|Reviewed by: Caroline Carroll|Updated 2 July 2026

Introducing communication barriers

Introducing communication barriers

  • Barriers to communication hinder the flow of information, leading to potential misunderstandings, conflicts and inefficiency

Main barriers to communication

Diagram showing barriers to communication: language, noise, poor timing, information overload, technology, lack of feedback, wrong method.
Barriers to communication include noise and distraction, technology problems and information overload

Problems caused by communication barriers

Problems caused by communication barriers

Language or terminology

  • When employees use complex or technical language that others do not understand, the message can be misunderstood or ignored

    • For example, a manager sends an email with financial jargon that non-finance staff cannot follow, leading to confusion about budget limits

Poor timing

  • Messages sent at the wrong time can be missed or cause stress

    • For example, telling employees about a major change at the end of a busy shift may lead to frustration or lack of attention

Information overload

  • If people are given too many messages at once, they may ignore or forget important details

    • For example, a long email covering ten topics may result in staff missing a key update about health and safety

Noise and distractions

  • Background noise or interruptions make it difficult to focus on the message

    • For example, announcements made in a loud factory might not be heard clearly by workers.

Technology problems

  • Delays or failures in communication systems can stop messages from being delivered or received

    • For example, an important video meeting is missed because the link didn’t work or the internet connection failed

Lack of feedback

  • If no feedback is given, the sender cannot be sure the message was understood correctly

    • For example, a team leader sends a task by email but receives no reply, leading to delays in completing the work

Wrong method chosen

  • Using the wrong communication method for the message or audience can cause misunderstandings

    • For example, posting a notice about a sudden meeting change may not reach all employees in time

How communication barriers can be reduced or removed

How can communication barriers be reduced or removed?

Barrier

Solution

Language or terminology

  • Use simple, clear language and avoid jargon unless everyone understands it

Poor timing

  • Send messages at suitable times when people are more likely to focus

Information overload

  • Break messages into smaller parts or prioritise the most important points

Noise and distractions

  • Choose a quiet time or location to communicate, or repeat key messages

Technology problems

  • Use backup methods (e.g. phone call if video fails) and test systems in advance

Lack of feedback

  • Encourage two-way communication by asking questions or confirming receipt

Wrong method chosen

  • Match the method to the message and audience (e.g. email for updates, meetings for discussion)

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