5 Common Causes of Miscommunication
Work and communication are interchangeable. 88% of employees’ workweek is spent communicating, and in a 40-hour workweek, that is 35.2 hours spent conversing across a multitude of tasks and channels. How professionals communicate with others is of utmost importance, especially when misalignments are attributed to 86% of workplace failures.
The first step to preventing miscommunication is understanding what causes the disconnects. Let’s explore a few of the most common contributing factors.
Take Note of these 5 Communication Pitfalls
#1 – Differing communication styles
From our research at Emergenetics, we know that at least 85% of the population will prefer to think differently from you. Additionally, The Economist found dissimilar communication tendencies to be the top cause of insufficient work communication. When you and a colleague are unaware of how either of you prefer to engage, it leaves room for assumptions. After all, misperceptions often arise from what isn’t conveyed. Misunderstandings come from the interpretations or stories we tell ourselves about information received. And if individuals jump to conclusions or opt not to clarify assumptions, it can lead to further misalignment.
Pro tip? Define your communication style as it pertains to sharing information and receiving it. Share it with and ask for the same from your colleagues.
#2 – Lack of clarity
The same study from The Economist identified unclear responsibilities as the second most common reason for poor communication in organizations. Ambiguity in expectations, goals and timelines as well as a lack of transparency can all contribute to misperceptions and confusion. And what happens when there is vagueness? It is left up to the recipient to fill in the blanks about what was meant, which can result in further missteps. To quote Brené Brown, “to be clear, is to be kind.”
Pro tip? When delegating a task be sure to convey the why, how, who it impacts or involves and connect it the big picture. Doing so will cross the t’s and dot the i’s. Invite questions to ensure everything is clear.
#3 – Time pressure
If people feel rushed, they are less likely to focus on the quality of their communication and instead jump into action, causing potential misunderstandings. Compressed timeframes can also increase stress, which tends to push individuals to lean further into their own preferences, rather than reflect on what others may need to know and how they’d prefer that information be shared.
Pro tip? Allow ample time for initiatives to be completed. Advocate when deadlines need to be extended and vocalize how much time it takes to accomplish certain projects.
#4 – Cultural differences
Cultural diversity can play a role in misunderstandings. One common example comes from workers in high-context cultures where tone and body language are as important as the words being used, compared with employees in low-context cultures where communication is quite direct. Without understanding the distinctions, recipients may miss essential points being shared implicitly or explicitly.
Pro tip? When discussing communication styles as referenced in point #1, share any cultural nuances that may affect your collaboration with someone else. Make a point of asking your colleagues about whether they have any cultural implications too.
#5 – Inference of tone
Psychology Today shares that people are more sensitive to tone of voice than they are to the explicit content of spoken or written language, and the way a message sounds and feels can impact what is interpreted and understood. Tone has become particularly notable in virtual settings, with research indicating that four in 10 adults can spend ‘hours’ puzzling over verbiage or tone in a message – contemplating if someone is frustrated or joking.
Pro tip? Be mindful of the form in which you are communicating and go the extra mile in expressing your intention when sending a message via chat or email. When speaking, realize how words come across by observing the other person’s body language and facial expressions. Clarify your meaning when it seems something was misinterpreted.
Bonus Tip – Remote & Hybrid Teams
For remote and hybrid teams, there are further considerations to acknowledge to effectively communicate. One challenge from our Mitigating Miscommunication eBook is proximity bias, where on-site team members receive more information than remote workers, leading off-site employees to feel less educated and perhaps less motivated.
Pro tip? Establish set communication guidelines and practices to ensure that all communications shared in-person are shared virtually. Make a point to connect with remote or hybrid workers routinely and fill them in on in-office discussions.
Acknowledging how disconnects happen leads to greater self and social awareness. Knowing the causes to look out for also provides a mental reminder on what you can do differently next time. Commit to being more intentional, self-aware and attentive to the needs of others to improve workplace communications. For more helpful tips, download our eBook below.
Discover how Emergenetics supports better organizational communication. Visit our website, download our Mitigating Miscommunication eBook or fill out the form below to speak with one of our team members today!
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