7 tips for overcoming language barriers to communication

Language barriers to communication are a common challenge here at Nulab, as they are with many international companies. With Nulab offices in Japan and the US, we’re often working on new and better ways to understand one another, bridge communication gaps, and improve company-wide collaboration.

More than half of us speak Japanese, some only speak English, and a growing majority are learning to speak both. In light of globalization, we’re bound to see more companies face these same challenges.

In this article, we’ll look at what language barriers actually are, how they show up in different forms (from dialects to technical jargon to company-specific lingo), and the challenges they can create for teams.

We’ll also share examples from real workplaces and walk through a few practical ways to overcome these hurdles — so whether you’re working across offices, departments, or cultures, you can find better ways to connect.

What is a language barrier?

No matter which communication channels we use, our biggest obstacle is the ability (or inability) to understand what others are saying. Every conversation, email, report, and memo will be unproductive if the words don’t make sense to others. You won’t be able to execute ideas well as a team because there isn’t a clear agreement on what to do or how to do it.

A language barrier is any linguistic limitation that creates confusion or prevents comprehension. A barrier could refer to national and cultural languages but may also include specialized knowledge or speech impairments.

Whatever the source of the problem, it’s crucial to identify language barriers and manage them. When people don’t share a common language, they must develop techniques to clarify their ideas and ensure others are on the same page.

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.

5 types of language barriers

1. Spoken languages and dialects

The most obvious language barrier is when people simply don’t share the same native language. But even when they technically do, dialects can create gaps in understanding. For example, India has over 22 major languages, written in 13 different scripts, and more than 700 dialects. That’s a lot of room for mix-ups—even between people who believe they’re speaking “the same” language.

Why this is a problem: When people can’t fully understand one another, ideas get lost in translation. Imagine a team where half the members think a deadline is “next week” while the others interpret it as “the following week” because of how the phrase is used in their region. Suddenly, a simple misinterpretation derails the entire project timeline.

2. Technical languages

Sometimes the barrier isn’t about native tongue — it’s about jargon. Every field has its own shorthand, acronyms, and technical language that can feel like another dialect. At Nulab, for example, our development team often has to explain projects in plain terms so marketing, sales, and leadership know what’s happening. Without that effort, it’s easy for departments to drift out of sync.

Why this is a problem: If teams only “speak their own language,” silos form fast. Picture a developer saying, “The API isn’t idempotent, so the POST calls need a different handler.” A marketing colleague might hear nothing but gibberish. Without translation into everyday terms, collaboration stalls and people make decisions based on partial or misunderstood information.

3. Language disabilities

Not all barriers come from culture or industry. Some people experience language disabilities such as stuttering, dysphonia, or hearing loss. These challenges don’t affect intelligence or skill, but they can make conversations more difficult — especially if colleagues aren’t patient or thoughtful in their responses.

Why this is a problem: If organizations don’t make space for different communication needs, talented people risk being left out of discussions. For instance, someone with hearing loss might miss key details in a fast-moving video call if captions aren’t provided. That gap can affect not just their work, but the whole team’s output.

4. Written communications

The advice, “Write how you speak,” doesn’t always work in real life. Our gestures, surroundings, and visual cues add context to the conversation in person. It’s much easier to clear up misunderstandings when you can point to things or mime actions to reflect your thinking.

However, in writing, the words, abbreviations, punctuation, and phrasing we choose can often be interpreted in more than one way. A classic example comes from P.T. Barnum’s famous attraction: many visitors thought they were seeing a giant man-eating chicken, when in reality it was just a six-foot-tall man eating a chicken. The phrasing completely changed how people understood what they were seeing.

Why this is a problem: In the workplace, the same kind of confusion can happen when written messages aren’t specific enough. For example, a manager might write, “Please review the attached report with the client.” One employee thinks this means reviewing it together with the client during the meeting, while another thinks it means reviewing it on their own before sending it to the client. Both are technically “reviewing the report,” but the lack of clarity can lead to missteps, duplicated effort, or even sending incomplete work to the client.

5. Company-specific language

Every workplace develops its own jargon — unique acronyms, nicknames for projects, or shorthand for processes. For longtime employees, this language becomes second nature. But for new hires or external partners, it can feel like stepping into a conversation midstream without the script.

When niche language is frequently used in company communications, recruits may struggle to understand the company’s goals or what’s personally expected of them. With so many ways language can impede our ability to collaborate, it’s crucial to have strategies for connecting everyone. We have seven tips to get you started.

Why this is a problem: If people don’t understand the lingo, they can’t contribute effectively. For example, someone might be asked to “check the Jira tickets for the Sakura rollout.” A new hire unfamiliar with the project name might have no idea that “Sakura” refers to a recent feature launch, or even which tickets they need to focus on. Until they learn the company-specific terms, they risk doing the wrong work, asking clarifying questions constantly, or staying silent — slowing down collaboration and onboarding.

Overcoming language barriers

Here are a few things you can do to overcome language barriers in the workplace.

1. Use plain language

Whether you’re working with someone whose native language is different or trying to explain a technical problem to non-technical co-workers, everyone should get in the habit of using plain language whenever possible.

While many people use large words to make themselves sound intelligent or good at their jobs, they’re not doing anyone any favors. Jargon or esoteric vocabulary only creates the opportunity for miscommunication and makes people feel bad that they can’t understand what you’re saying. The key is to create a workplace culture of speaking simply and explaining all issues as straightforwardly as possible.

For example: if a developer tells marketing, “We need to refactor the API endpoints to ensure idempotency,” marketing might have no clue what that means. Rephrasing it as, “We need to adjust how our system handles repeated requests so it doesn’t cause errors,” makes the idea clear to everyone.

2. Find a reliable translation service

If you’re working across international offices, enlist the help of a qualified translator or find a translation service that meets your needs. Every document deemed important to the entire company should be translated into the primary language of your other offices.

Be careful when finding a service, and vet their qualifications. Several free websites claim to translate text from one language to another, but they may not account for different dialects. And sometimes, words have different usages in different cultures.

For example: if your product documentation is only in English, a Japanese office might misinterpret key features or instructions. Using a vetted translation service ensures that important documents — like onboarding guides, client-facing materials, or policy updates — are accurately understood in every office.

3. Enlist interpreters

Whether you have existing bilingual employees or hire one, use trusted interpreters to ensure these team members don’t miss any information or instruction due to a language barrier.

For example: during a quarterly all-hands meeting, an interpreter could ensure that questions from a Japanese-speaking team are understood by English-speaking leadership and vice versa. Without that help, some team members might miss critical instructions or feel excluded from decision-making.

4. Provide classes for your employees

If you’re working in a highly technical environment, like a SaaS company, include a crash course on your jargon during initial job training. Then, consider ongoing learning classes later on. The sales team needs to understand the ins and outs of any product they sell. Marketing needs to understand why their products are important. And everyone needs to be able to speak a common language to plan for the company’s future.

For example: if you’re an international company, offer free classes for learning the language of another office. Here at Nulab, our Japan office takes weekly English classes. Many of our staff have become conversational or fluent because of these classes. This has opened up opportunities for our English-speaking teams to communicate better with our Japanese offices.

5. Use visual methods of communication

Words often fail us, and when they do, showing can be much more effective than telling. Use visuals and diagrams to explain complicated concepts. Visual cues are invaluable for getting everyone on the same page, not to mention for thinking more creatively about new solutions.

Creating a database of company resources can also help your team independently seek more information on topics they don’t understand. If your written communications are primarily through email or chat apps, get in the habit of attaching these resources to better explain company initiatives and answer common questions.

For example: explaining a multi-step workflow in a diagram can help teams across different languages follow the same process without repeated back-and-forth questions. Creating a shared library of visuals also allows employees to reference materials independently when questions come up.

6. Use repetition

Language barrier or not, people often need to hear something more than once to understand and remember it. Don’t expect anyone to remember something you said once. If it’s important, make it a regular part of your communication.

For example: if a manager sends a task update over chat, following up verbally during a meeting — or repeating key points in a recap email — can ensure nothing is misunderstood. This is especially helpful when instructions cross language or department lines.

7. Be respectful

Language barriers, like all communication barriers, can be frustrating. They require patience, understanding, and conscientiousness. Ensure that you never raise your voice or over-enunciate when you or your team struggles to communicate.

Talk slower instead of louder, clearly instead of forcefully. And remember, when someone is working through a language hurdle, it has nothing to do with their intelligence or ability to grasp the concept behind what you’re trying to say. Continue to speak proper English as you search for common ground, so they can learn how to understand correctly.

For example: instead of saying, “Why don’t you understand this?” try, “Let me explain it another way.” Respecting the process helps everyone stay engaged and reduces the risk of miscommunication being mistaken for incompetence.

Language barrier examples

Real-life examples provide valuable insights into how language barriers manifest and impact day-to-day operations in diverse workplaces. Here are a few scenarios based on experiences at Nulab and other international companies:

1. Multilingual meetings

In multinational companies, language barriers often surface during meetings where team members from different linguistic backgrounds come together. For instance, misunderstandings may arise when discussing project requirements, timelines, or deliverables, leading to delays or misaligned expectations.

2. Cross-cultural collaboration

When teams collaborate across different time zones and cultures, language barriers can complicate communication and coordination efforts. For example, cultural differences in communication styles and decision-making processes may contribute to misunderstandings or conflicts among team members.

3. Customer support challenges

In customer-facing roles, language barriers can pose significant challenges when assisting clients or resolving inquiries. For instance, support agents may struggle to understand and address customer issues effectively, resulting in dissatisfaction or escalation of complaints.

4. Product localization

During the localization of products or services for international markets, language barriers become apparent in translation and adaptation processes. Issues such as mistranslations, cultural insensitivity, or ambiguity in messaging can undermine the effectiveness of marketing campaigns or user experiences.

By sharing these real-life examples, organizations can identify common challenges associated with language barriers and develop targeted strategies to address them effectively.

How leaders can help bridge language barriers

Effective leadership and communication play a pivotal role in overcoming language barriers and fostering a culture of inclusivity and collaboration. Here are key principles and practices for leaders to consider:

1. Clear communication

Leaders should prioritize clear and concise communication to ensure messages are understood by all team members, regardless of their language proficiency. Avoiding jargon, using visual aids, and providing context can enhance comprehension and reduce misunderstandings.

For example, during a global product launch, a project manager might provide both a written step-by-step plan and a visual flowchart showing timelines and responsibilities. This ensures that even team members with varying language skills can follow along and know exactly what is expected of them.

2. Active listening

Leaders should practice active listening to understand the perspectives and concerns of team members from diverse linguistic backgrounds. Encourage open dialogue, ask clarifying questions, and validate the experiences of individuals impacted by language barriers.

For example, in a team meeting, a leader notices a non-native speaker hesitating to answer. Instead of moving on, the leader asks follow-up questions and paraphrases their points to make sure they’re being understood correctly, creating a space where everyone feels heard.

3. Empathy and respect

Cultivate empathy and respect for cultural differences and language challenges within the team. Acknowledge the efforts of employees to communicate effectively in a non-native language and create a supportive environment where everyone feels valued and heard.

For example: Take time to understand the languages, dialects, and communication styles your team members grew up with. Even small gestures —like remembering a few key words in a colleague’s language — can signal genuine respect.

4. Language training and development

Invest in language training and development programs to support employees in improving their language skills. Offer resources, such as language classes, tutoring sessions, or online learning platforms, to help individuals overcome language barriers and enhance their professional growth.

For example: a company might provide weekly English conversation classes for its Japan office. Over time, employees can participate more actively in international meetings, ask questions directly, and collaborate more effectively with colleagues abroad.

5. Conflict resolution

Develop effective strategies for resolving conflicts and addressing misunderstandings that may arise due to language barriers. Encourage open communication, mediate disputes impartially, and promote a culture of collaboration and mutual respect among team members.

By demonstrating leadership and fostering effective communication practices, leaders can mitigate the impact of language barriers and create an inclusive work environment where all employees can thrive.

For example: if a misunderstanding arises because an instruction was misinterpreted, a leader might facilitate a discussion where each party explains their perspective. This clears up confusion, ensures expectations are aligned, and prevents similar issues in the future.

How continuous improvement can improve communication

Continuous improvement is essential for organizations to adapt to evolving language-related challenges and enhance communication effectiveness over time. Here are strategies for promoting continuous improvement in language diversity and inclusivity:

• Feedback mechanisms: Implement feedback mechanisms to solicit input from employees on language-related issues and areas for improvement. Conduct surveys, focus groups, or one-on-one discussions to gather insights and identify actionable steps for enhancing communication processes.
• Training evaluation: Regularly evaluate the effectiveness of language training and development initiatives to assess their impact on employee proficiency and performance. Monitor participation rates, learning outcomes, and feedback from participants to refine training programs and address emerging needs.
• Cross-functional collaboration: Encourage cross-functional collaboration and knowledge sharing to leverage diverse perspectives and expertise in addressing language barriers. Facilitate interdisciplinary workshops, team-building activities, or peer learning opportunities to foster collaboration and innovation.
• Benchmarking and best practices: Benchmark language diversity and inclusivity practices against industry standards and best practices. Stay informed about emerging trends, technologies, and research findings related to language diversity and incorporate promising strategies into organizational initiatives.
• Celebrating progress: Recognize and celebrate progress in overcoming language barriers and promoting multilingualism within the organization. Highlight success stories, showcase employee achievements, and reinforce the importance of diversity and inclusion in achieving organizational goals.

By embracing a culture of continuous improvement, organizations can adapt to linguistic diversity, enhance communication effectiveness, and create a more inclusive workplace for all employees.

Final thoughts

Language barriers can be challenging, but working with people of different cultures and backgrounds drives innovation, creativity, and success. Don’t let language barriers stand in the way of embracing everything a diverse workplace offers.

In addition to the strategies discussed earlier, leveraging specialized software tools can further facilitate language diversity and inclusivity within the organization.

Backlog, our project management and collaboration tool, offers features designed to streamline communication and enhance transparency in multilingual environments. Alternatively, Cacoo, a diagramming and visual collaboration platform, empowers teams to communicate complex ideas and concepts visually, transcending language barriers with ease.

Language barriers can feel like a roadblock in the workplace, but they don’t have to hold teams back. By being patient, listening carefully, and finding ways to communicate clearly — whether through simple language, visuals, asking clarifying questions, or using the right software — we can make sure everyone’s voice is heard.

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

This post was originally published on November 28, 2016, and updated most recently on September 12, 2025.