6 ways to overcome interpersonal communication barriers

We all know how tricky it can be to really connect with someone. Sometimes, even when you’re trying your best to be clear, things just don’t land the way you hoped. Maybe it’s tension between coworkers, personality clashes, or just a bad day that makes a conversation feel impossible. These challenges aren’t about being a “bad communicator” — they’re often the result of interpersonal communication barriers.

In simple terms, interpersonal barriers are negative patterns of behavior that make it hard for you to communicate — or discourage others from communicating with you. They can pop up in subtle ways, like crossed arms, a sigh, or a distracted tone of voice. Other times, they’re more obvious, like refusing to listen or shutting someone out completely.

In this article, we’ll break down what these barriers look like in real life, explore seven common types of interpersonal barriers, and share practical ways to overcome them.

You’ll learn how things like tone, body language, trust, and patience can make or break a conversation — and how to create a more open and effective way of connecting with the people around you.

Why are interpersonal communication skills important?

Whether we like it or not, the impressions we make when speaking to others set the tone for the rest of our interactions. Within a few moments, co-workers and clients often form lasting opinions about us based on how we communicate.

However, tone, attitude, energy levels, and body language vary from person to person and can change based on other factors, such as mood and environment.

Imagine coming to work after a stressful morning where everything went wrong. Those frustrations stay on your mind and affect your mood long after the initial events have passed.

You start the day with a meeting in which you’re distracted, and others mistake your stress for disinterest. When you check in with team members for progress reports, you cross your arms and tap your foot, appearing impatient. Then, when someone asks you for information, you sigh loudly and handle their requests at a slow pace.

All of these behaviors send a message to the people around you. You don’t enjoy what you’re doing. Helping them is bothersome, and you don’t have the energy to be positive and productive. An occasional bad day isn’t a big deal, but if it becomes a pattern, it will cause ongoing problems.

The people you communicate with will often reflect the same energy you received from them. So, it’s beneficial to be aware of the impression you make on others and put your best foot forward in all interactions.

What are interpersonal barriers to communication?

Interpersonal barriers are any negative patterns of behavior that hinder you from communicating or discourage others from communicating with you.

In many cases, miscommunication results from unintentional verbal or non-verbal cues. We may misinterpret someone’s facial expressions or choice of words and form opinions based on that misunderstanding. At other times, conflicts develop simply because people express themselves differently.

Barriers can also stem from the workplace culture and leadership, making it difficult for employees to voice their concerns or questions. In more detail, let’s look at a few types of interpersonal communication barriers.

What are the 7 barriers to effective communication?

So, you know how sometimes you’re talking to someone and it just feels like you’re both on completely different planets? That’s usually because of communication barriers. Basically, these are the little (or not so little) things that get in the way of a message being clearly understood. Let’s break down the classic seven:

1. Physical barriers: Think walls, doors, or even bad Wi-Fi. Anything that literally blocks or distorts the message.

2. Perceptual barriers: Everyone brings their own perspective. If you say “urgent,” your coworker might think “by next week” while you meant “right now.”

3. Emotional barriers: Ever tried having a calm chat with someone who’s already angry? Yeah, not easy. Emotions can totally color how we speak and listen.

4. Cultural barriers: Different backgrounds can mean different communication styles. A joke that lands well in one culture might fall flat (or even offend) in another.

5. Language barriers: Obvious, but worth calling out. If you don’t share the same language — or even the same jargon — it’s easy to get lost in translation.

6. Interpersonal barriers: Sometimes it’s not what you’re saying, it’s who’s saying it. If there’s tension, mistrust, or just clashing personalities, messages don’t land smoothly.

7. Gender barriers: Men and women (and honestly, individuals in general) may use or interpret words differently, which can cause misunderstandings without anyone meaning harm.

7 examples of interpersonal barriers

All of us have struggled to connect with others at some point, but this problem can be perpetual and destructive for some. Poor self-esteem, social anxiety, arrogance, and other issues can make it difficult for people to feel comfortable opening up to others.

As a result, they struggle to communicate their feelings accurately and interpret the feelings of others. You or your co-workers might experience these struggles in the following ways:

1. Lack of participation

One of the easiest ways communication breaks down is when someone simply isn’t participating. If a person consistently avoids contributing to discussions, dodges questions, or shrinks back when asked for input, it’s nearly impossible to have a meaningful conversation. Defensive body language — like crossed arms, avoiding eye contact, or sighing frequently — can make it clear they don’t want to engage.

Example: Imagine you’re in a project meeting, and your teammate never speaks up. You ask for their input, and they just nod or mumble something vague. You can’t tell if they agree, disagree, or even understand the discussion. Because they aren’t participating, the team can’t get the full picture, and decisions might be made without their perspective.

2. Lack of open-mindedness

Communication struggles when someone refuses to consider different viewpoints. A closed-minded person might dismiss new ideas immediately or insist that their way is the only “right” way to do things. This makes collaboration frustrating, because effective communication often requires flexibility and compromise.

Example: Let’s say you propose a new approach to a client project, but a colleague shoots it down instantly, without considering the potential benefits. Their refusal to entertain alternative ideas can stall progress, frustrate team members, and even create tension. Over time, people may stop trying to share suggestions with them altogether.

3. Lack of trust

Trust is the foundation of good communication. Without it, people feel guarded, and honest conversations become almost impossible. A lack of trust often shows up as micromanaging, questioning others’ work unnecessarily, or undermining ideas. When trust is missing, people are less likely to share thoughts, ask questions, or admit mistakes.

Example: Imagine a manager who constantly checks in on every small detail of your work, as if assuming you’ll mess it up. You might start withholding ideas or avoiding questions, fearing criticism. Without trust, the flow of communication slows, and collaboration suffers.

4. Lack of transparency

Closing off communication is the precursor to distrust. When we hold back information that others need, we create an unnecessary hardship for them. Being open and honest is the best way to build trust and empower others to make good decisions.

Closely tied to trust, lack of transparency occurs when someone intentionally or unintentionally withholds information that others need. This can create confusion, frustration, and missed opportunities. Clear, honest communication is key to teamwork and decision-making.

Example: Picture a team working on a marketing campaign. The project lead doesn’t share updated client feedback, thinking it’s “not important.” As a result, the team continues on a path that won’t meet the client’s expectations, wasting time and energy. Transparency could have prevented that misstep.

5. Lack of patience

Everyone works at a different pace, processes information differently, and approaches problems uniquely. Impatience can make conversations tense, block understanding, and even discourage people from sharing ideas. Being patient doesn’t mean you agree with everything — it just means you give people the time and space to communicate effectively.

Example: You’re training a new employee who struggles with your workflow. Instead of calmly explaining, you sigh, interrupt, or rush them. They start feeling anxious and hesitant to ask questions, and the learning process becomes more stressful than necessary. Your impatience becomes a barrier to clear communication.

6. Lack of organization

Disorganization can create interpersonal barriers without anyone intending to. If roles, responsibilities, or communication channels are unclear, people can’t get the information they need or know how to contribute effectively. Confusion leads to frustration and breakdowns in communication.

Example: Think about a team without a clear project plan. Everyone is emailing, messaging, and calling in different directions. Important updates get missed, questions go unanswered, and team members feel lost. Even though everyone wants to communicate, the disorganized environment makes it nearly impossible.

6 ways to overcome interpersonal barriers

Whether you’re struggling to reach out to others or you’re dealing with someone who seems difficult to connect with, there are many things you can practice to improve the situation.

1. Use simple language

When we’re having difficulty connecting, overly complex words and ideas might be the things standing in the way. Break down your conversation into its simplest parts and try again. We all have biases, backgrounds, and interpretations of the world, and it’s easy for two people to have entirely different views of the conversation. Leave as little up to interpretation as possible, and stick to the facts.

Example: Imagine you’re explaining a new software update to a teammate who isn’t tech-savvy. Instead of saying, “We need to leverage the API endpoints to optimize workflow integration,” you could say, “We’ll use this tool to help our systems talk to each other and save time.” Suddenly, they get it, and the conversation actually moves forward.

2. Practice active listening

When we’re struggling to communicate, we often spend too much time focusing on our own words and not enough time listening and responding. Next time you conflict with someone, try asking questions and actively listening to the answer. The goal isn’t to find new and different ways to restate your opinions or ‘win’ the argument. Don’t cut off your speaker, and ask follow-up questions. After all, listening is half of communication.

Example: During a disagreement with a coworker about deadlines, instead of interrupting or immediately defending your timeline, you say, “So you’re saying you feel the schedule is too tight for your tasks — did I get that right?” This small step shows you’re listening, which often lowers tension and opens up a real dialogue.

3. Stay calm

The hardest part of working through a communication barrier is checking your frustrations. Remember, you’re not going to get your point across any clearer by seeming annoyed. Stay calm, and most importantly, be patient. Give the conversation the time it needs.

Example: You’re giving feedback to a team member who made repeated errors. Instead of raising your voice or rolling your eyes, you calmly say, “I noticed these mistakes — let’s go through them together so we can prevent them next time.” Staying calm keeps the conversation constructive rather than confrontational.

4. Provide feedback

Giving and receiving feedback is one of the most powerful tools for improving communication. Constructive feedback helps others understand how their behavior affects interactions and provides a roadmap for improvement.

Example: After a group presentation, you tell a colleague, “I noticed you interrupted a few people during the Q&A. If you let them finish their thoughts, the audience will understand your points even better.” This kind of feedback is specific, actionable, and delivered without judgment.

5. Use collaboration tools

Sometimes, no matter how careful you are with your words, misunderstandings happen — especially in busy teams or remote workplaces. That’s where collaboration tools like Cacoo and Backlog can make a huge difference. They give everyone a shared space to track tasks, visualize ideas, and communicate clearly, so fewer things get lost in translation or misinterpreted.

Example: Imagine your team is working on a complex project with multiple steps. Instead of sending a dozen emails back and forth, you create a flowchart in Cacoo to map out the process. Everyone sees the same diagram, can leave comments, and knows exactly what’s expected. Meanwhile, Backlog lets you assign tasks, set deadlines, and share updates so everyone knows who’s doing what and when. Using these tools keeps the conversation focused, reduces confusion, and helps the whole team collaborate more smoothly.

6. Ask, don’t assume

When you don’t understand someone else’s perspective or method, don’t assume yours is the right one. Instead of trying to take over or undermine others, be honest and humble. Let them know you’re unfamiliar with their approach and genuinely want to know more. If the other person is making a mistake, they’re more likely to be receptive to your suggestions after you try to understand them.

Example: Your teammate submits a report in a format you don’t expect. Instead of thinking, “They don’t know how to do this properly,” you ask, “Can you walk me through your process here? I want to understand your approach.” This opens the door for learning and collaboration instead of conflict.

Final thoughts

Interpersonal barriers to communication can sneak into any workplace, even among the most skilled and well-meaning teams. From misunderstandings and lack of participation to impatience and poor organization, these barriers can slow down projects, frustrate colleagues, and make collaboration feel like an uphill battle.

The good news is that with awareness, patience, and a few practical strategies—like using simple language, actively listening, staying calm, providing feedback, and asking rather than assuming — you can break down these barriers and create a more inclusive, productive environment.

Collaboration tools like Backlog and Cacoo can make this even easier. Backlog keeps teams on the same page with clear task assignments, progress tracking, and easy ways to communicate updates, while Cacoo allows teams to visually collaborate on diagrams, workflows, and ideas in real time. By combining good interpersonal communication practices with tools that simplify collaboration, teams can reduce misunderstandings, stay organized, and actually enjoy working together.

When you’re intentional about both how you communicate and the tools you use, you’ll notice conversations flow more smoothly, projects move faster, and relationships at work become more positive and productive.

This article is part of our series The Seven Barriers of Communication. 

This post was originally published on January 9, 2017, and updated most recently on September 25, 2025.