The Top Internal Communication Mistakes Hurting Your Company’s Productivity

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In a workplace full of unique personalities, misunderstandings and communication breakdowns are inevitable. We’re all humans, after all, with emotions that can sometimes get in the way of effective communication.

But here’s the thing: Investing time and effort into improving workplace communication skills can pay off big time. Not only will it prevent hurt feelings and resentment from simmering under the surface, but it can also boost productivity and employee satisfaction levels. And who doesn’t want a happy, productive team that gets the job done?

Unfortunately, according to a study by Clear Company, a whopping 86% of employees and executives blame a lack of collaboration or ineffective communication for workplace failures. So clearly, something’s not working. 

The good news is that there are some common communication pitfalls that can be addressed in order to help your team work at their absolute best. Are you ready to dive in and find out what they are? Let’s go!

Failure to Establish a Foundation for Workplace Relationships

Picture this: an employee who doesn’t trust their co-workers or, worse, their boss. When problems arise, they keep their lips sealed, leading to bigger issues down the line. And let’s be real, trust isn’t something that can be built overnight. It takes time and effort to establish a solid foundation for workplace relationships.

But here’s the kicker: Many employers fail to connect with their employees on a personal level. They remain distant and unapproachable, leaving their staff to rely on the office grapevine for information. Not exactly the most trustworthy source, right?

The good news is that building trust doesn’t have to be rocket science. It can start with something as simple as an informal lunch, where both sides can get to know each other without any work-related stress. In just one hour, the trust-building process can begin in earnest, and before you know it, your team will be stronger than ever before.

Failing to Prove Trustworthiness with Your Actions 

Let’s talk about trust – or lack thereof. Did you know that a quarter of employees don’t trust their employers, especially when it comes to delivering on promises? That’s a pretty alarming statistic, and it’s not something you want to be a part of.

Sure, building rapport with your team is important, but it won’t mean anything if you can’t prove your trustworthiness through your actions. Your employees need to know that you’ll follow through on your word, lead with confidence during crises, and effectively solve any issues that arise.

And let’s be real, actions speak louder than words. You can talk the talk all you want, but if you don’t walk the walk, your team won’t trust you. 

Jumping to Conclusions 

So, imagine this scenario: Sally has been struggling to get her work done on time, or maybe she just seems to be taking longer than her colleagues. Now, it’s easy to jump to conclusions and assume that Sally isn’t cut out for the job, despite her amazing resume and a promising start. Or, maybe you think that Sally just doesn’t care enough to put in the effort.

But here’s the thing: rushing to conclusions like that isn’t fair to anyone. What if Sally is facing some difficulties that she hasn’t talked about yet? Maybe all she needs is a little support to get back on track. It could be as simple as having a private, non-judgmental chat to figure out what’s really going on.

If you don’t take the time to have that conversation, you could be losing a fantastic employee who just needed a little nudge in the right direction. And let’s be honest, that would be a shame for everyone involved. So, make sure you give Sally the benefit of the doubt and offering the support she needs to succeed. 

Failing to Define Team Roles 

To achieve success, a team needs to have clear role definitions for each team member. If roles are not defined, chaos or even failure may ensue. It’s vital that everyone understands their responsibilities from the outset, including who the troubleshooters are, who makes the decisions, and the specific channels that the project must go through to reach completion. 

Clarity from the beginning ensures that everyone can work together towards the common goal without confusion or uncertainty.

Failure to Maintain Transparent Workflows

This next point is closely linked to the previous one. In order for a project to be successful, everyone on the team must understand how the work is supposed to flow. Who is responsible for passing the baton from Frank to Bob once the initial design is complete? Who is in the approval chain? What is the timeline for getting the work to the next person in line? If these workflows aren’t crystal clear, it’s easy for misunderstandings, panic, and even arguments to arise.

But don’t worry, there’s an easy solution. By simply creating an Excel sheet or some other tool that defines the process, everyone can stay in the loop and on track. So, if you want to avoid unnecessary drama and keep things running smoothly, make sure that workflows are clearly defined and that everyone knows what their role is in the process.

Failure to Account for Communication Preferences 

In today’s digital age, there are countless ways for team members to communicate with each other on a daily basis. However, what works for one person may not be ideal for another. Some team members swear by Slack, finding it to be the best thing since sliced bread. Yet others are frustrated by its constant pings and nudges, and prefer the simplicity of communicating via email.

It’s important to take note of these individual preferences and try to accommodate them whenever possible. By doing so, you can greatly improve the quality of communication within your team. So, whether it’s through Slack, email, or some other platform, make sure that everyone is on the same page and comfortable with the chosen method of communication.

Failing to Offer Constructive Criticism 

No employee is perfect, and sometimes there is a need for constructive feedback. However, using the word “criticism” can be too negative and hinder team communication and cooperation.

To ensure a positive outcome, it’s important to focus on the issue at hand and phrase feedback constructively. Unfortunately, such conversations can often take a negative turn. The boss may be overworked, tired, and frustrated, leading to shouting and aggression. Past issues or personal attacks may be brought up, creating defensiveness and disappointment in the employee.

This breakdown in communication can lead to a blown-out-of-proportion situation, making it difficult for either side to find a resolution. To avoid this, it’s essential to plan out any conversations that involve constructive feedback. 

Schedule a face-to-face meeting with the employee and ensure that the feedback offered is constructive, not accusatory or hostile. It’s also important to give the employee a chance to tell their side of the story. By doing so, you can create a positive and productive environment for all parties involved.

Failing to Show Appreciation in an Appropriate Way 

Who doesn’t love a pat on the back for a job well done? But not all recognition is created equal. Simply copying everyone in an email and calling it a day can come across as fake and impersonal. Singling out a few star performers in front of the whole team is a recipe for hurt feelings and resentment.

So how do you make sure your team feels truly appreciated? One word: celebration. Gather everyone together for a final meeting to reflect on the project’s success and recognize everyone’s contributions. A little gratitude goes a long way in boosting morale and motivating your team for the next big challenge.

In conclusion, effective internal communication is vital for any organization’s success. By identifying and addressing the factors that are hindering productivity, companies can create a more cohesive and efficient workplace. 

If you’re interested in improving your organization’s internal communication and talent development strategies, consider reaching out to our talent development consulting team. With their expertise and experience, they can provide customized solutions to help your team thrive. Don’t let poor communication hold your company back—take action today and see the results for yourself!