Overcoming Communication Barriers: Strategies for Leaders

Communication is essential for effective business relationships. Yet, body language misinterpretations, cultural nuances and tonal changes can sometimes obstruct the true meaning of a person’s message.

Our guide will highlight common communication barriers and explore how to overcome communication challenges in your workplace.

Body Language Misinterpretations

The 7-38-55 rule indicates that communication is just 7% verbal, while tone and body language make up 38% and 55%, respectively. While this rule has been misapplied since its origin in 1967—it specifically applies to the communication of feelings and attitudes—there’s no question that nonverbal communication is essential in a business setting.

We rely on body language and other nonverbal cues to gain understanding during conversations. People sometimes misinterpret body language, leading to confusion. For example, people may view someone crossing their arms as being guarded and disinterested—yet the person could be doing this for extra warmth in an overly air-conditioned office. Cultures also perceive gestures in different ways, possibly resulting in further misunderstandings.

One way of overcoming these communication barriers is by training staff to incorporate the following body language tactics:

Prioritize eye contact: Looking at a person—or at the camera in remote meetings—conveys confidence. It’s essential to find a good ratio of eye contact during a meeting to ensure everyone feels comfortable.
Consider your posture: Sitting up straight with your shoulders back indicates your interest in the conversation. Similarly, keeping your arms at your side gives the impression of approachability.
Use affirmative signals: Nonverbal cues show you’re listening without interrupting. For example, you could nod or smile occasionally to show you’re engaged in the conversation.

Tone Misalignments

Your tone of voice encompasses the pace, volume and pitch at which you speak. People can adapt their tone to convey further meaning to the listener. However, communication challenges arise when employees interpret tone differently. Someone speaking quickly with a high-pitched voice may assume they’re showing excitement—yet employees could perceive them as impatient.

Leaders can demonstrate assertiveness by maintaining a constant pace, even in stressful situations. In addition, they can vary their pitch to indicate moments when employees should respond. This encourages team members to join the conversation and share their feedback.

Since approximately 35% of American employees who have jobs that can be done from home are working remotely full-time, many conversations take place online. Leaders can minimize miscommunication by striving for the right tone in emails and messages. Using positive language and, at times, emojis can help convey your message.

Multitasking Challenges

Multitasking has become a badge of honor in our fast-paced world. However, taking on multiple tasks during conversions has the opposite effect. Leaders who check their email inboxes or file away documents during meetings may come across as uncaring or disinterested. Instead, they can use one of these strategies:

Create time blocks: Setting aside time in your schedule helps develop a present mindset from the get-go. Other people who have access to your schedule can also avoid disturbing you during this time.
Silencing notifications: Putting your phone on silent and muting computer notifications helps to create a distraction-free environment. It also shows you respect the person and they have your full attention.
Take intentional breaks: Make time to recharge before an important meeting so that you have peak mental focus. Try taking a quick stroll or short coffee break to put you in the best mental space to receive information.

Timing Issues

When employees are tired or overwhelmed with their to-do lists, they may be less receptive to information. By making time to get to know your team members, you can determine if they are most energized in the morning or later in the day. Structuring meetings when they are more mentally focused will help to ensure better outcomes.

If you’re meeting with remote workers, consider their time zones when scheduling a call. Choosing a time within their working hours will prevent meetings from clashing with family dinners or other commitments.

Information Overload

From sharing company updates to suggesting ways for personal improvement, there’s often a lot of information to pack into a meeting. However, sharing too many details can lead to an information overload. Leaders can overcome this communication barrier by setting one clear objective for each meetup. In addition, using concise language and visual aids will help to articulate the message.

Other methods to prevent employees from becoming overwhelmed and experiencing burnout include planning regular one-on-ones. Leaders can use these conversations to learn what life stressors—such as moving to a new home or helping a sick parent—may impact their team members’ current attention levels. By taking note of outside pressures, leaders can work with employees to find ways to overcome potential obstacles.

Addressing Fear

Change drives growth—yet many employees fear the unknown and may even resist transitions. Leaders can encourage a more progressive work environment by understanding how fear impacts communication flow and seeking tactics to overcome these obstacles. Some ideas include:

Communicating the meeting purpose: Articulating the meeting topic ahead of its scheduled time helps minimize anxiety. Allowing employees to ask questions beforehand and clarify anything unfamiliar helps ensure greater peace of mind.
Create a comfortable and professional environment: Choosing a private environment allows employees to feel safe expressing concerns. In addition, adding soft furnishings or providing basic refreshments helps teams feel more comfortable during in-person meetings.
Provide post-meeting feedback options: Employees may need time to process their feelings after a big announcement. Providing ways for them to offer feedback after the event better ensures a more authentic response.

Best Communication Practices

While being mindful of communication obstacles is instrumental in addressing them, there are some other practices to consider for greater cohesion in diverse workforces. Leaders can learn how to overcome the barriers in communication by doing the following:

Encourage questions: By encouraging an environment in which employees feel free to ask questions, you can instantly debunk miscommunications regarding tone and body language. Encourage staff to clarify meaning whenever they are uncertain.
Consider cultural differences: Diverse workforces bring many benefits to organizations. Take the time to learn communication differences to ensure a respectful environment.
Adapt your communication style: While some employees benefit from concise conversations, others require further elaboration. Adjusting your communication style fosters better responses.

Improve Communication With The Center for Leadership Studies

Effective communication involves various factors, such as body language, tone and timing. Understanding that employees may experience information overload or fear when receiving new information further helps leaders in overcoming communication challenges.

If you’re interested in learning strategies for overcoming communication barriers within your teams, consider signing up for the Communicating Effectively course offered by The Center for Leadership Studies. This training will enable you to engage with peers and put your skills into practice, helping you master the communication techniques you need to lead your employees to excellence. Contact our professional team today, and we’ll help you outline the next steps to improve communication and boost organizational success!