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Business and Technology · Communicating in business

Communication Process and Barriers in Business

Updated 11 October 2026 · Fact-checked

The communication process is a loop: a sender encodes a message, sends it through a channel, the receiver decodes it, and feedback confirms understanding. Barriers such as noise, jargon, poor channel choice and bias distort the message at any stage. To answer questions, find the stage that failed and name the fix.

Understand Communication Process and Barriers

Communication is the transfer of information and meaning from one party to another. In business it only works if the receiver understands the message as the sender intended. Sending is not enough.

The process has clear stages. The sender has an idea and encodes it into words, numbers, images or tone. The message travels through a channel such as email, a meeting, a phone call or a report. The receiver gets it and decodes it, which means turning it back into meaning. The receiver then gives feedback, which tells the sender whether the message was understood. Feedback turns a one-way transmission into a two-way loop.

The Shannon-Weaver model is a simple early version of this idea. It shows a source, a transmitter, a channel, a receiver and a destination, with noise interfering along the way. Noise is anything that distorts or blocks the message. Do not think only of loud sound. Noise can be technical (a poor phone line), physical (a busy office) or psychological (stress, bias or distraction). The original model is one-way. Later models added feedback.

Barriers are the things that cause the message received to differ from the message sent. Common ones are:

  • Jargon and technical language the receiver does not know.
  • Poor channel choice, such as sending sensitive news by text message.
  • Noise and distractions.
  • Information overload, where too much detail hides the key point.
  • Cultural and language differences, including different meanings of gestures or words.
  • Perception and bias, where the receiver hears what they expect to hear.
  • Status and attitude, where staff hold back bad news from senior managers.
  • Lack of feedback, so errors go unnoticed.

To overcome barriers, you match the fix to the barrier. Use plain language, choose the right channel, check understanding through feedback, keep messages short and structured, and train staff in listening and cultural awareness.

Key formulas to remember

Stages of the communication process
Sender → Encoding → Message and channel → Receiver → Decoding → Feedback
Noise can interfere at any point. Feedback closes the loop.
Shannon-Weaver components
Source → Transmitter → Channel (+ Noise) → Receiver → Destination
Original model is linear and has no feedback. Noise is the key addition.
Effective communication test
Message received = Message intended
If they differ, a barrier has occurred. Identify where.

How to solve Communication Process and Barriers questions

Use this method for scenario questions on communication failures and for questions asking you to recall the process.

  1. 1Read the scenario and identify who the sender and receiver are.
  2. 2Find what went wrong: was the message unclear, delayed, misunderstood or not received?
  3. 3Match the problem to a stage: encoding, channel, decoding or feedback.
  4. 4Name the barrier precisely, for example jargon, noise, overload or wrong channel.
  5. 5Decide whether the barrier is physical, language-based, psychological, cultural or organisational.
  6. 6Choose the fix that directly removes that barrier, such as plain wording, a better channel or a feedback check.
  7. 7For multiple response questions, select exactly the stated number of options and check each against the scenario.

Quickest way: Stage, barrier, fix in ten seconds

When to use it: Use for Section A questions where you have about a minute per mark pair and the scenario is short.

  1. Underline the one detail that shows the failure, such as a technical term, a text message or no reply.
  2. Link it to a keyword: jargon, channel, noise, overload or feedback.
  3. Eliminate options that describe a different stage.
  4. Pick the option that fixes that exact keyword.

Common mistakes in Communication Process and Barriers

  • Treating noise as only physical sound.

    The everyday meaning of noise is loud sound.

    Fix: Remember noise is any distortion: technical, physical or psychological.

  • Leaving out feedback from the process.

    Students remember the model as send and receive only.

    Fix: Always finish with feedback. It confirms the message was understood.

  • Confusing encoding with decoding.

    Both words sound technical and similar.

    Fix: The sender encodes. The receiver decodes.

  • Suggesting a fix that does not match the barrier.

    Students give generic answers like 'communicate better'.

    Fix: Name the barrier first, then give its specific remedy, such as plain language for jargon.

  • Blaming only the receiver for a failed message.

    It feels natural to say they did not listen.

    Fix: The sender is responsible for clear encoding and a suitable channel.

  • Assuming the written channel is always best.

    Written records seem more professional.

    Fix: Choose the channel to suit urgency, complexity, sensitivity and need for a record.

Worked examples

Example 1

A finance manager emails a new accounts assistant: 'Please accrue the WIP and reverse the prepayments before the TB.' The assistant, who is new to the company, does nothing and does not reply. Identify the main barrier and one way to overcome it.

Show the solution
  1. Sender is the finance manager and receiver is the new assistant.
  2. The message uses abbreviations and technical terms the assistant may not know.
  3. This is a decoding failure caused by jargon.
  4. The assistant also gave no feedback, so the manager did not learn of the problem.
  5. Fix: use plain language, explain terms, and ask the assistant to confirm or restate the task.

Answer: The main barrier is jargon, which stopped the assistant decoding the message. Overcome it by using plain, explained wording and by asking for feedback to confirm understanding.

Example 2

A company announces redundancies by sending a short text message to affected staff. Staff are angry and confused. Explain the communication problem and recommend a better approach.

Show the solution
  1. The message is sensitive and emotional, and it needs explanation and discussion.
  2. A text message is a poor channel choice because it is impersonal, brief and allows no immediate feedback.
  3. It creates psychological noise: shock and distrust make staff misread the message.
  4. A better approach is a face-to-face meeting with each employee, followed by a written confirmation.
  5. This allows questions, shows respect and gives a record.

Answer: The barrier is poor channel choice, which adds psychological noise. Use face-to-face meetings with written follow-up so that feedback is possible and the message is understood.

Exam tips

  • Learn the stages in order and be ready to place a scenario at one of them.
  • Always name the barrier in the exact term the exam uses, such as jargon, noise or channel.
  • In multiple response questions, select only the stated number and avoid generic options.
  • Remember Shannon-Weaver is linear with noise. Feedback belongs to later, two-way models.
  • For channel choice, think about complexity, sensitivity, speed and need for a record.

Practice questions from Communicating in business

Communication Process and Barriers in other exams

The same ground in other exams, if you are preparing for more than one or want another angle on it.

Communication Process and Barriers: frequently asked questions

What are the stages of the communication process?

The stages are sender, encoding, message through a channel, receiver, decoding and feedback. Noise can disrupt any stage. Feedback completes the loop.

What is noise in the Shannon-Weaver model?

Noise is anything that distorts or interferes with the message between source and destination. It can be technical, physical or psychological. It explains why the message received can differ from the one sent.

How can organisations overcome barriers to communication?

Match the fix to the barrier. Use plain language for jargon, pick a suitable channel, keep messages concise, and encourage feedback. Training in listening and cultural awareness also helps.

Does the Shannon-Weaver model include feedback?

The original model does not. It is a one-way model with noise. Later models added feedback to show communication as a two-way process.