According to research conducted by Gartner (1), poor communication is responsible for 70% of corporate errors. In a survey of 400 companies, made by Holmes (2), it was concluded that communication barriers cost an estimated $37 billion per year in lost productivity. Throughout my professional experience, communication issues have been present in every team I’ve been a part of. And 86% of employees and executives feel the same issue as me. They point out the lack of effective communication as the leading cause for errors in the workplace. (Study by leadership consultancy Fierce, Inc. (3)).
Based on what I have observed and experienced, I’ll expose some key takeaways to enhance communication within teams:
Find a common base and build empathy
Whoever is the person in front of you, you and them have something in common. Find those commonalities and use them as a foundation for understanding and communication. This shared ground creates a basis for mutual respect and aids in developing a common understanding. Remember your manager also has someone to report to. Your client also has deadlines to accomplish. That newcomer needs the same support you also needed before.
Be as clear as possible
Avoid ambiguity by being clear and concise in your communication. Don’t be afraid to be a bit redundant. Redundancy can be helpful, especially in meetings, to reinforce key points and ensure everyone is on the same page.
Use Your Words with Integrity and Honesty
Choose words carefully to foster a positive and constructive work environment. Integrity and honesty in communication contribute to a dynamic rooted in authenticity and personal integrity.
Do your best
Strive to do your best each day, understanding that your best may vary. Confidence in communication comes from being genuine and transparent. Embrace the learning process, acknowledging mistakes and continuously improving.
Listen actively
On meetings and calls, take notes, ask questions, share your opinions. Don’t hesitate to seek clarification if something is unclear. Actively engaging in discussions contributes to a clearer understanding for everyone involved. Don’t be afraid of being mistaken, you’ll learn much faster by actively committing mistakes than by just being passive.
Don’t make assumptions
Making assumptions about others’ intentions, motives, or interpretations can lead to misunderstandings and unnecessary waste of time and/or resources. Ask questions to clarify and prevent misinterpretations.
Write, write and write
Before meetings jot down your questions and ideas regarding the topic to be discussed. It will help you to play an active role on the talk. During the discussion take notes. Afterwards, organize those notes and outline the actions you have to take next.
Writing code, setting up tools, or defining processes? Document the steps and leave comments to help you and others to better understand or remember what was done and why.
Make sure that everyone has the same understanding
Most meetings should have someone responsible to take notes. If no one is designated, take on the responsibility yourself. After the meeting send your notes and conclusions to all the participants and ask them to confirm or correct what you wrote. This ensures alignment and understanding among team members. It also guarantees that everyone will be responsible for the correctness of those notes.
Don’t take anything personally
Maintain a resilient mindset and don’t let others’ actions affect your worth and professionalism.
Don’t be too defensive and foster a direct, transparent and honest communication. That will save everybody time and energy.
Diverse perspectives contribute to better understanding.
If You Are a Leader, Pay Attention to the Issues
Leaders play a pivotal role in facilitating effective communication. Actively listen to your team members and address communication challenges promptly. Be approachable and open to feedback, creating a culture where team members feel comfortable expressing concerns. Leadership involvement is crucial for setting the tone and promoting a communicative and supportive work atmosphere.
Reduce the Number of Communication Links
Streamline communication channels to prevent information overload and reduce the risk of miscommunication. Establish clear lines of communication to avoid confusion and ensure that important information reaches the relevant parties. Simplifying the communication structure contributes to a more efficient and effective flow of information within the team.
Extra Tip: Try to Learn a New Language
Learn a new language, not necessarily in the linguistic sense but in terms of adopting different communication styles. Learning to adapt communication methods to suit diverse perspectives can break down barriers and enhance understanding. This skill can be particularly beneficial in a global or culturally diverse team.
Effective communication, a significant factor in corporate inefficiency, demands attention and proactive strategies by every team member. It is important to create an environment that values cooperation over competition, addresses issues promptly, simplifies communication channels, and encourages continuous learning. By integrating these principles and tips, I believe we can help our teams to cultivate a culture of transparent and adaptive communication, paving the way for better teamwork, higher efficiency and success.
1. https://www.apollotechnical.com/workplace-communication-statistics/ 2. https://www.inc.com/michael-schneider/the-extrovert-vs-introvert-dynamic-could-be-costing-your-organization-millions-heres-how-to-bridge-communication-gap.html 3. https://fierceinc.com/employees-cite-lack-of-collaboration-for-workplace-failures/#:~:text=86%20percent%20of%20respondents%20blame,will%20impact%20bottom%20line%20results 4. https://www.forbes.com/sites/alainhunkins/2022/09/15/the-1-obstacle-to-effective-communication/?sh=2bb9bac89fbc 5. https://www.provokemedia.com/latest/article/the-cost-of-poor-communications Ruiz, Don Miguel; Mills, Janet (7 November 1997). The Four Agreements: A Practical Guide to Personal Freedom (A Toltec Wisdom Book). Hay House. ISBN 1878424319 Gardener, Howard (1 September 2006). Changing Minds: The Art and Science of Changing Our Own and Other People's Minds (Leadership for the Common Good). Harvard Business Review Press. ISBN 1422103293
