The reason for writing this article was a real case when a failure in communication led to redoing a two-month work of the whole team. The company in which the emergency occurred eventually coped, but incurred losses.

We will tell you more about insufficient communication, its consequences, and ways to correct it.

Consequences of Communication Failures

It is well-documented that communication issues at all levels often result in:

– unclear task assignments;

– unnecessary and redundant work; 

– loss of important information;

– lack of accountability, etc.

Statistics indicate that 8 out of 10 people have likely experienced major or minor setbacks due to poor communication at some point in their careers.

Types of Communication

Internal communication within companies can be interpersonal and organizational. The sources of issues vary for each type. For example, organizational communication failures are often caused by technical problems, while interpersonal communication breakdowns are typically due to differences in personality, life experiences, or a lack of mutual understanding.

Interpersonal communication refers to exchanging information between employees, management, and clients, which can occur in person, over the phone, or through written correspondence.

Organizational communication focuses strictly on work-related information exchange, usually through written means such as messaging apps, emails, or task management platforms.

These types of communication can occur independently or be closely intertwined. Breakdowns can have consequences, from minor disagreements among colleagues to missed deadlines, reputation damage, or financial losses for the company.

A communication process involves four core components: sender, message, channel, and receiver. When any of these elements fail, it can result in a complete or partial misunderstanding.

For instance, a manager might send a task to a specialist via email. If the email goes to the spam folder, the employee might read it only at the end of the day and miss the deadline. This is an example of poor organization of information transmission.

Or consider a scenario where two employees do not get along. While working together, one of the performers had a question, but because of his resentment towards the colleague, he decided not to clarify it and did the task as he understood it. Finally, the task was completed correctly, but the result was unsynchronized with the other half of the project. This led to additional resource expenditure for rework. In this case, the problem is caused by poor interpersonal communication.

Breaking down communication into the four elements—sender, message, channel, and receiver—helps identify the nature of the problem and pinpoint the “weak link.” This makes it easier to find solutions. For example, in the case of the two colleagues, you could argue about poorly defined project requirements or the wrong choice of team members, but the core issue is the relationship between them.

How to Prevent Communication Failures within the Company

When assigning tasks, it is essential to set clear deadlines, even when there is no immediate urgency. This creates and maintains necessary discipline, ensuring tasks’ completion on time, and without last-minute chaos.

It’s important to have means of communication in the workplace. For example, if employees are used to receiving assignments through a work Telegram chat, they might miss important information sent via email, as this channel may not be seen as a formal communication method.

It’s beneficial to seek feedback from employees regularly. Everyone perceives tasks differently, so after assigning a task, it’s worth asking the employees how they understand the problem and what steps they plan to take. This can help to eliminate misunderstandings early on.

Employees should feel comfortable asking for clarification on assigned tasks. It’s best to address questions and problems through the same medium the assignment was given. Managers should be ready to provide clarifications if needed.

Non-work-related communication with the team can also be beneficial. Informal conversations, as long as they don’t cross boundaries, can help observe group dynamics, hear opinions, and resolve conflicts.

Tips for Resolving Communication Problems

Managing people is considered one of the most challenging types of work. Even the most experienced managers can make mistakes, leading to misunderstandings and conflicts within the team.

There are many solutions to prevent disagreements and resolve problems, but they all typically rely on honest dialogue between management and employees. If setting up a dialogue is challenging, or you feel something important is slipping through the cracks, consider using the 360 feedback. This method helps to understand how colleagues interact and discover “hidden” strengths and potential pitfalls in the organization.

In larger organizations, employees may struggle to stay informed about company developments and goals. It can lead to engagement and team effectiveness reduction.

To increase employee engagement, consider using an internal portal or corporate social network to share news, research results, announcements, and training sessions.

Regular assessments of communication effectiveness and adjustments as needed are essential. Surveys can help to gather feedback on the quality of communication, understanding of corporate information, accessibility of management, level of employee participation, and other communication aspects.

An atmosphere where employees can interact, share ideas, and solve problems can eliminate many issues. Collaborative projects and team tasks contribute to better communication between employees and management.

Feedback from clients and partners can quickly identify an issue and improve communication internally and externally.

Building effective communication within a team is challenging but highly rewarding. Employees want to be heard and feel that they contribute to the company. Therefore, direct contact between the team and management is essential for establishing a truly efficient work environment.