4 Ways Poor Communication Could be Slowing Down Your Team

Inefficient and Unfocused Meetings

A critical area where poor communication manifests is in the planning and execution of meetings. Inefficient and unfocused meetings are not just time-consuming; they can significantly drain a team’s energy and creativity.

For example, a client I once worked with held regular team meetings that were meant to streamline project updates and brainstorm solutions. However, these meetings often lacked a clear agenda and objective, which led to prolonged discussions about irrelevant topics. The team members felt their time could have been better spent on actual work, leading to frustration and decreased productivity.

To hold more effective meetings, consider implementing the following guidelines:

• Establish a Clear Agenda: Before any meeting, circulate an agenda that outlines the topics to be discussed and the objectives to achieve. This keeps the meeting focused and goal-oriented.
• Assign Roles: Designate a moderator or leader for each meeting to keep the discussion on track and manage time effectively.
• Set Time Limits: Allocate specific times for each agenda item to ensure that discussions remain concise and on point.

Unclear Expectations and Instructions

One of the most common issues I see in teams across various industries is the lack of clear expectations and instructions. This seemingly simple oversight can lead to significant confusion and frustration, affecting not only the quality of work but also team morale.

Let me paint you a picture… A staff member sends a contract to an external lawyer with the brief instruction: “Please review.” Without further context or detailed expectations, the lawyer is left guessing what specifically needs attention, with too much room for assumption. It’s a simple contract, a non-disclosure agreement, which should be straightforward. However, the absence of clear instructions leads to a cycle of back-and-forth communications, delays and potential errors.

To combat this issue, I encourage staff members to adopt a more detailed approach when assigning tasks. Here are a few tips:

• Be Specific: Clearly outline what needs to be done, why it’s important and any specific concerns or areas to focus on.
• Set Deadlines: Always specify when the task needs to be completed, allowing for a clear timeframe.
• Provide Context: Help your team understand the bigger picture. This not only improves the quality of the work but also enhances engagement and responsibility.

Lack of Transparency

A lack of transparency within teams can lead to mistrust and a sense of isolation among team members. When information isn’t shared openly, it can create barriers to collaboration and leave employees feeling out of the loop and undervalued.

A team I once advised provides a vivid example. In this example, management tightly controlled decision-making processes and information was shared only on a need-to-know basis. This closed-door approach fostered rumours and speculation, diverting team members’ attention from their primary tasks and undermining trust within the group.

To foster a more transparent environment:

• Encourage Open Communication: Promote an open-door policy where team members feel welcome to ask questions and express concerns without fear of reprisal.
• Share Key Information: Regularly update your team on company news, project progress and strategic decisions. This not only keeps everyone informed but also helps them understand how their work contributes to the organisation’s goals.
• Involve Team Members in Decision Making: Whenever possible, involve your team in the decision-making process. This inclusion not only enhances commitment to the resulting decisions but also builds a deeper level of trust and engagement.

Poor Conflict Resolution

Conflict is a natural part of any team dynamic, but when left unresolved, it can escalate and negatively impact team morale and productivity. Poor conflict resolution often stems from ineffective communication and a lack of understanding among team members.

Conflict can easily fester within a team, leading to strained relationships and decreased productivity. To improve conflict resolution within your team:

• Promote Open Dialogue: Encourage team members to address conflicts openly and constructively, fostering an environment where differing opinions are valued and respected.
• Provide Conflict Resolution Training: Equip team members and managers with the necessary skills to identify, manage and resolve conflicts effectively. Training sessions and workshops can enhance communication skills and promote a culture of collaboration and mutual respect.
• Lead by Example: As a leader, demonstrate effective conflict resolution techniques in your interactions with team members. Model positive communication behaviours, such as active listening, empathy and compromise, to encourage similar approaches among your team.