Miscommunication in the workplace can lead to various problems such as misunderstanding, delays, conflict and errors leading to misinterpretation of the intended message and reduced productivity. It can happen in any form of communication whether visual, verbal, written or broadcasting. Miscommunication occurs when the sender and receiver of the message do not share the same understanding or meaning, leading to confusion between them.
by Munuriyathse:
Miscommunication in the workplace can happen due to a range of factors including language barriers, unclear communication, assumptions, tone of communication, nonverbal communication, technical jargon and more. It’s essential to address any miscommunication early and clearly to avoid any unwanted consequences. And the fact of working without information causes ignorance of where the failures occur or who generates them, thus causing conflicts to break out.
If you have heard any of the below phrases within your organization more than once, you may have a problem of miscommunication in the workplace such as:
- I didn’t know anything…
- No one told me how to do it…
- That part is not up to me…
- I have not received any email…
- Did I have to send it?
If the messages do not reach the recipients on time or not enough messages are sent, problems and misunderstandings arise. Effective communication in the workplace is one of the fundamental pillars of motivation and an improved positive safety culture.
An employee who has the opportunity to express his opinions feels listened to and therefore valued. Motivated employees feel greater loyalty to the organization, and this is one of the keys to retaining the best talent and optimizing productivity. The larger the company is, the greater the importance of good communication in the company to keep all employees focused on the same goals.
What is miscommunication in the workplace?
The lack of communication between the employees of the different departments is a reality in all companies, but it must be avoided. The fact that workers do not know the work of the other departments causes interdepartmental conflicts since they do not understand the urgency of certain tasks, nor the consequences of not receiving the necessary message on time. Most companies have started working remotely, which means we have to learn new ways to communicate.
Simply to say that workplace communication is important would be an understatement. Effective communication is defined as the exchange of information between two or more people. So that, correct information has to be transmitted, received and understood. Verbal communication uses the spoken word, face-to-face or by telephone. Written communication uses the written word such as e-mail. Graphic communication uses symbols and pictures. Broadcasting communication such as films or videos, digital media etc.
Examples of miscommunication
There can be several examples of miscommunication in the workplace, some of which include:
- Lack of clarity: When instructions or information are unclear, it can lead to misunderstandings and errors. When face-to-face meetings are held, it is easier to gain clarity. You can always ask follow-up questions on the spot. However, with the written communication that we mostly use now, that opportunity is lost.
- Assumptions: Sometimes, employees may assume that others are aware of something when in reality, they are not. This can lead to confusion and mistakes. Employees continue to use their corporate language, and new ones don’t feel comfortable asking what it all means.
- Language barriers: If there are employees who speak different languages, it can lead to miscommunication and misunderstandings. If we work with international clients or employees from abroad, we are faced with cultural diversity. It is difficult for everyone to communicate.
- The tone of communication: The tone of written or spoken communication can be misconstrued, leading to conflicts and issues.
- Communication overload: When there is too much information being conveyed at once, it can be overwhelming and lead to miscommunication.
- Nonverbal communication: Misinterpretation of nonverbal cues such as facial expressions or body language can lead to misunderstandings and conflict.
- Technical jargon: The use of technical language or industry-specific terms can be confusing to those who are not familiar with them.
- Misunderstanding of priorities: Employees may have different understandings of the importance or urgency of tasks, leading to confusion and miscommunication.
- Supremacy: Of course, some level of authority is necessary, but supervisors and workers still need to collaborate. If the relationship starts to look like that of a dictator versus a servant, then it’s time for a reassessment.
- Constant negative feedback: It’s okay to get negative feedback from time to time, even healthy. The problem is that we are constantly criticized and not praised when we do something good.
Effect of Miscommunication in the Workplace
Why are good communications important?
- Low morale: good communication must be generated from the largest in the company, articulating a clear vision and objectives. Poor communication can generate resentment, and frustration, create a bad environment at work, and damage productivity and even external relations.
- Low performance: Performance in a company is measured by productivity. Not having good communication can mean wasted time waiting for clear instructions or wasted time when work needs to be redone due to a lack of understanding.
- Difficulties appear in the flow of information: If the operational information lacks effectiveness between your employees and your company, the consequences mentioned in previous points may occur. If your collaborators don’t have tools to easily communicate with each other, there will simply be a point at which they stop doing so. This will cause a lot of disorganization that can lead to errors in the operation.
- Increase staff turnover: Make a small count and analysis of the number of employees who have resigned or have had to lay off in the last 6 months. If this number is high, it is a clear sign that there is something wrong with the communication with your company. If you notice that you have not been able to develop and retain your human talent, it is time to ask yourself what you are doing wrong. Rotation is normal, but not every month or in high amounts.
Avoid miscommunication in the workplace
Proper communication is vital in the workplace to ensure that everyone is well-informed, coordinated, and working towards the same goals. Below are some tips on how to communicate effectively in the workplace. Now that we’ve diagnosed the roots of the problems, it’s time to look at some solutions. Here are some tips to help improve communication in the workplace:
- Create a safe space to share ideas: Not all of us feel comfortable sharing ideas or expressing concerns in front of others. What I would suggest here is to give everyone a chance to give feedback anonymously, or just emphasize that there are no consequences when sharing ideas.
- Have an open door policy: As I said before, not all of us want to speak in public, so keep your door open, or in today’s world, your chat room. I would suggest setting certain hours when people are welcome to ask questions so that you can focus on your work the rest of the time.
- Two-way communication: Not only should you open your doors, but your ears as well, because communication goes both ways. When we praise and encourage people, they begin to feel welcome and valued, and they are likely to put more effort into their work. Daily meetings or one-on-one meetings should be a general practice where everyone can express their opinion.
- Define the chain of command: Everyone should have a clear idea of who to talk to and who to report to. Assign a leader for a task who is in charge of all progress and the flow of information. And of course, communicate it to everyone. Depending on the nature of the message and the intended recipient, the right channel of communication should be chosen. For instance, email may be useful for formal messages, while face-to-face communication may be more suitable for conveying sensitive or complex information.
- Be clear and concise: Use simple and direct language to clearly express your message. Use clear and concise language: Avoid using jargon and technical terms that may be unfamiliar to others. Use simple and easy-to-understand language to ensure that your message is clear and concise.
- Listen carefully: Active listening involves paying attention to what the speaker is saying, asking questions, and responding appropriately. This helps to avoid misunderstandings and improve the quality of communication.
- Use non-verbal cues: Non-verbal cues such as facial expressions, tone of voice, and body language can convey a lot of information about how you feel about a particular topic.
- Be respectful: Communication should be respectful and courteous, regardless of the situation. Avoid using aggressive or confrontational language that could lead to conflict.
- Follow-up: After communication has taken place, it is important to follow up to ensure that the message is understood and acted upon.
- Avoid multitasking: When communicating with someone, avoid multitasking as it can lead to a lack of concentration and misunderstandings. Focus on what they are saying to ensure a clear dialogue.
Conclusion
By following the above tips and communicating effectively, the workplace can enjoy improved productivity, increased cooperation, and reduced miscommunication in the workplace. It’s essential to address any miscommunications early and clearly to avoid any unwanted consequences.
If we try to improve internal communication by applying best practice techniques, we can all excel in our work and careers. There are many more causes of miscommunication in the workplace, but they are all easy to resolve once we decide it’s time to address them. To solve communication problems, we have to communicate.
