Handling miscommunication at the workplace

Human communication is incredibly complex and miscommunication can lead to confusion and animosity. According to workplace communication statistics 2021, productivity may increase by 25% when teams communicate effectively and properly.

Miscommunication in the workplace can arise in many shapes, forms, and sizes. Body language and desk arrangements communicate something as well but we’d be focusing more on verbal/written miscommunication.

More than one individual makes up a team, and collaboration and communication go hand in hand. It is unlikely that you would be able to collaborate effectively if there is poor communication.

Miscommunication in the workspace happens when there is inadequate communication between co-workers, teams, bosses, contractors and clients. Communication happens, and an agreement can even be reached but the messages and intentions have been misinterpreted.

Without effective communication, teams can’t function optimally; so much time is lost and it eventually tells on the business’s long-term growth. A basic understanding of what happens when communicating can help you prevent miscommunication, and when it happens, handle it swiftly and efficiently.

What causes miscommunication?

Some common causes are principles we have come to agree to but often use out of context. Such as;

• “Saying less is more”: The term, when spoken without context or out of context, can create questions and confusion. The other party is left to fill in the communication gaps with what they think you are saying irrespective of how different it might be.

• “Saying more is more”: While sharing as many details as needed is a great idea, you might end up confusing the other party. Choose to be concise and clear.

3 proven ways to handle Miscommunication at work

When you identify the reason for a concerning response at the workplace as miscommunication, that is not the time to panic. It is time to step up and address it before it gets any worse. Find a few tips below;

• Find the source; if you are the cause, take responsibility and own up to it. There’s no need to push blame. If it isn’t you
• Address the situation: Once the source has been identified there is a need to access the situation, identify where it happened and address it calmly and openly.
• Reflect: Check that every misunderstanding and miscommunication has been properly addressed and solved, get a positive confirmation regarding this, and urge the involved parties to move on.

Preventive Measures

To reduce miscommunication issues you have to manage, here are a few to incorporate in your company culture.

• Listen actively without interruptions:  recognize that passive hearing and active listening are not the same. Consciously engage in verbal feedback and create an understanding when communicating with a co-worker or team member.

• Be Observant: This shouldn’t just be when you are listening. Even when you speak, pay attention to your listener’s nonverbal values like body language, eye contact, and other hidden clues. 

• Take time to understand and be understood: In a rush to pass a message and “do your job”, take your time to make sure that the other person understands the message you are passing, and in return, actively try to understand them. Ask questions if confused.

• Encourage feedback: Give constructive feedback. Take responsibility and accountability when there is a mistake. This will help create an environment where employees are comfortable expressing themselves to give feedback.

Communication is a two-way street but miscommunication is normal and sometimes cannot be avoided. In every case when it occurs, it is best resolved quickly and professionally so as not to adversely affect productivity. Click here to improve productivity at your workplace for free.