Navigating Lack of Communication in the Workplace: Solutions

Workplaces are at their most productive when everyone is on the same page. But a lack of communication in the workplace throws a wrench in not just hitting goals — it affects overall employee engagement and subsequent retention of top talent. Today we’re going to address the issue of a lack of communication in the workplace and discover practical solutions for repairing communication breakdowns, boundaries, and complete roadblocks.

What is bad communication in the workplace?

When we hear the word “communication,” we might think of conversations including people talking face-to-face. But there are numerous other methods of communication in the workplace, including:

• Non-verbal communication (body language and facial expressions)
• Paraverbal communication (volume, tone, speaking tempo)
• Phone and video call communication (also known as the reality of remote work)
• Written communication (emails, direct messages, group chats)

Additionally, communication is more than just speaking — it’s also about listening. So when we address the topic of bad communication in the workplace, it can bleed into any or all of these areas. Bad communication in the workplace could be eye-rolls on Zoom calls and silently brewing resentment. It might also look like consistent frustration over a broken chain of information.

Bad communication in the workplace manifests not only in awkward silences and unspoken thoughts. It’s also in the misinterpretation of messages and the mishandling of projects when collaboration lacks cohesion. So fixing a lack of workplace communication can therefore improve numerous areas of collaboration and boost the overall employee experience.

Why lack of communication in the workplace is a big problem for your company

Why does communication matter? For starters, communication boosts employee involvement, interest, and engagement. Employees who feel confident, fully informed, and equipped to handle their jobs are also likelier to be happier and continue in their roles. According to Trade Press Services, 85% of employees are most motivated when internal communications are effective. So communication is the leading motivator for the vast majority of the workforce.

Meanwhile, effective workplace communication practices directly correlate to better business results. And who doesn’t want that? According to Bizfluent, effective communication can increase productivity by 25%. Why? Because employees feel more engaged with their work and connected to their colleagues. Meanwhile, McKinsey & Company found that employees who feel included in detailed workplace communication are 5x more likely to have increased productivity.

A lack of communication in the workplace could therefore be costing your company big numbers. Not to mention, it can also negatively impact the employee experience. Poor communication at work leads to misunderstandings, mistakes, and missed opportunities. All of these can erode trust and weaken team dynamics. Additionally, bad communication in the workplace can contribute to a toxic work environment. This can cause employees to feel undervalued and disconnected from the company’s mission.

Most common reasons for poor workplace communication

Do you wish for a team that seamlessly works together but you’re instead plagued by poor communication in the workplace? To solve this conundrum, it’s helpful to first identify the most common reasons why the issue is arising. Understanding these root causes can help you address them effectively and foster a more communicative and cohesive work environment.

Unclear expectations

One of the primary reasons for poor communication in the workplace is unclear expectations. When employees are unsure about their roles, responsibilities, or the objectives of a project, communication can quickly break down.

This lack of clarity often stems from inadequate onboarding, vague instructions, or inconsistent messaging from management. Without clear guidelines, employees may feel lost, leading to miscommunications in the workplace and costly inefficiencies.

Siloed teams

Siloed teams commonly cause a lack of communication in the workplace. In many organizations, departments or teams work in isolation. This can lead to workers focusing solely on their specific tasks without considering how their work fits into the broader company goals.

This siloed approach creates barriers to effective communication. Teams fail to share information and collaboration becomes more challenging. Consequently, opportunities for synergy and innovation slip by, leaving employees feeling disconnected from the company’s mission.

Lack of active listening

A significant but often overlooked reason for poor communication at work is the lack of active listening. When managers or team members don’t fully engage with or understand what others are saying, they miss or misinterpret important information.

This can lead to misunderstandings, frustration, and a breakdown in trust. Active listening involves not just hearing words but also understanding the context and emotions behind them. Without this skill, communication remains one-sided and ineffective, leading to disengagement and a lack of collaboration.

Identifying these common causes of poor communication in the workplace is the first step toward creating team engagement. Now let’s see what bad communication in the workplace looks like in action. Then, we can discover solutions for ineffective communication at work.

Examples of bad communication in the workplace

These examples of poor communication in the workplace aim to help employees and managers recognize ineffective communication and develop strategies to improve their interactions.

Lack of communication between managers and employees

Lack of communication in the workplace can significantly undermine team productivity and morale. When there’s a lack of communication between managers and employees, team members might feel excluded from important decisions or unaware of critical deadlines. This type of bad communication in the workplace affects more than individual performance. It can also have a ripple effect, leading to misaligned goals and decreased overall efficiency.

If the communication of your workforce is struggling, the first area to look at is those in leadership. Leadership communication plays a major role in guiding a team and providing team members with a clear focus. In fact, Gallup found that there is a shocking 70% variance in employee engagement among teams determined solely by the manager.

Since managers hold such influence, they should set strong examples for team communication. This can involve scheduling regular check-ins, requesting team feedback, and paying attention to potential communication gaps. At the end of the day, part of a leadership job involves having uncomfortable conversations with team members.

Examples of bad communication at work:

• A manager fails to inform the team about a change in project direction. As a result, the team continues to work on tasks that are no longer relevant. This wastes time and resources.
• Another example of poor communication at work is when a manager sends a last-minute request for a report. This could be messaging an employee on a Friday afternoon with the expectation to complete a new project by the end of the day. This creates unnecessary stress and pressure.

Ineffective communication in the workplace

Ineffective communication at work can manifest in various ways, leading to misunderstandings, decreased productivity, and conflicts among team members. Some conversations may also be unhelpful, failing to contribute positively to the work environment. Overall, ineffective communication in the workplace is communication that does not support collaboration or the achievement of goals, ultimately hindering progress.

At its core, ineffective communication in the workplace can take several forms. Sometimes, communication lacks detail and omits critical information. Other times, it includes too many unnecessary details, overwhelming or confusing the recipients. Both scenarios prevent coworkers from doing their best work. This lack of communication in the workplace fails to provide the clear, concise, and informative exchange needed for a productive environment.

To address ineffective communication at work, it’s crucial to implement structured communication processes. Using clear templates or plans during project discussions can reduce the risk of miscommunication. These structures ensure the conveyance of all necessary information. They also filter out irrelevant details to make communication more effective. Additionally, setting clear expectations for meetings and collaborations can help everyone stay on the same page. Define objectives, roles, and next steps for maximum alignment.

Examples of poor communication in the workplace:

• A coworker might make an offensive comment instead of constructive criticism such as, “I didn’t like that blog you wrote.” They don’t offer further collaboration.
• Different teams within the same organization use various communication tools (e.g., email, Slack, Teams) without a standardized approach. This inconsistency leads to the overlooking of important messages.
• Another example of bad communication in the workplace is when someone might forget to include you in a planning group. This causes feelings of exclusion that can hinder further collaboration.

Poor communication at work for remote employees

One of the trickiest areas of workplace engagement is engaging remote employees. A lack of communication at work can be particularly hard to navigate when employees work far away. Time zone interference further exacerbates this issue. Such physical alienation can cause employees to feel left out of conversations, which can impact employee retention and engagement.

Employee connection tools like employee intranet platforms, employee email, and employee apps are one way to remedy a lack of communication at work and engage remote and desk workers alike. According to Forbes’ State Of Workplace Communication In 2024 report, 45% of workers feel more connected to their team as a result of using digital communication, with workers spending an average of 20 hours per week using digital communication tools.

However, digital communication tools can also be tied to worker burnout, with workers feeling increased pressure for availability. That’s why companies should leverage digital communication tools while also championing core values, including setting and respecting boundaries. Communications tools that draw workers together — such as company apps — can create connections without offering the immediate pressure to respond. Just be sure to set company standards for respecting downtime.

Examples of poor communication at work:

• A team leader schedules a meeting to discuss crucial project updates without considering the time zones of remote team members. As a result, some employees either miss the meeting or receive the information too late. This causes delays in project progress and makes remote workers feel out of the loop.
• A company requires remote workers to be available for frequent, impromptu video calls throughout the day. This constant need to be “on call” disrupts focus and leads to burnout.

Bad communication at work during crises

Communication is a vital element of any healthy organization, though change management communication is particularly make-or-break for companies. Flaws in communication systems become evident and many companies collapse during transition periods. That’s why addressing a lack of communication at work before the implementation of change management strategies is crucial.

Navigating crisis communication the wrong way can cause confusion, misinformation, and a significant decline in employee morale. A lack of communication in the workplace during crises can leave employees feeling uncertain about their roles, responsibilities, and the overall direction of the company. This not only hampers productivity but can also exacerbate the crisis by causing panic or disengagement among employees.

To address the issue of poor communication during workplace crises, companies need to establish clear change management communication protocols well in advance. This includes setting up designated communication channels, identifying key spokespersons, and ensuring that all employees know where to find accurate and up-to-date information. Regular updates help keep employees informed and reassured during uncertain times. It’s also essential to give employees opportunities to ask questions and voice concerns. Address concerns in virtual town halls, through employee emails, or on employee apps.

Real-life examples of poor communication in the workplace:

• During a cybersecurity breach, a company fails to clearly communicate the steps employees should take to secure their accounts and devices. As a result, some employees continue using compromised systems. which worsens the breach.
• During a financial crisis, different departments receive conflicting information about budget cuts and resource allocation. This inconsistency causes confusion and mistrust among employees.

Consequences of poor communication in the workplace and their impact on your business

The consequences of poor communication in the workplace can significantly impact your business’s overall success.

Decreased productivity is one of the most immediate effects of bad communication in the workplace. When employees are not clearly informed about their tasks, objectives, or company goals, they can make mistakes, duplicate efforts, or work toward conflicting objectives. This inefficiency wastes time and resources and frustrates employees. It ultimately leads to a decline in morale and job satisfaction.

Another of the effects of lack of communication in the workplace is the erosion of trust within teams and between employees and management. When communication is inconsistent, incomplete, or unclear, employees feel that their contributions are not valued or that they aren’t included in decisions. This lack of transparency can foster a sense of distrust and disengagement, which can, in turn, increase employee turnover rates. High turnover not only disrupts workflow and causes the loss of top talent but also incurs significant costs related to recruiting and training new employees.

The impact of poor communication in the workplace also extends to customer satisfaction and business reputation. Miscommunication or delays in internal processes can lead to errors in product delivery, missed deadlines, or subpar service, all of which negatively affect customer experience. In the long term, the effects of poor communication in the workplace can damage your company’s reputation, leading to lost business opportunities and decreased market competitiveness.

How to improve poor communication in the workplace

We all want to avoid the consequences of poor communication in the workplace. That’s why you should take a serious look at your company and see if the culture and communication are up to par. If you notice your workplace communication is suffering, then there are areas you can focus on for improvement. The following tips are created to improve a lack of communication in the workplace.

1. Provide reliable communication access

When it comes to addressing poor communication in the workplace, one weak area is unequal access to information. That’s why it’s critical to have access points on employee connection tools where all workers, regardless of whether they are desk workers, work from home, or are on the frontline, can find information.

Having a company app or intranet platform where employees can rely on consistent information updates is key to offering equal information access. Employee apps achieve many communication goals. They provide a hub to collaborate and are also reliable sources of information. Ensure that all employees can access both static information and breaking news, including updates, employee handbooks, and critical information they need to function in their roles.

2. Open numerous feedback loops

How can you improve communication if you don’t know which areas are lacking? Resolve a lack of communication in the workplace by opening feedback loops to give workers opportunities to share their thoughts and weigh in on decisions. This can include hosting town halls with Q&A panels and offering surveys either companywide or department-wide — which can also be anonymous.

Pulse surveys are quick, informal surveys that management can offer frequently. They monitor ongoing initiatives so management understands the immediate state of the workforce and their current concerns. Additionally, employee engagement surveys can be offered quarterly to gauge a more comprehensive view of employee opinions about a wide range of topics.

3. Improve active listening

According to a 2020 University of Southern California report, as many as 70% of professionals are considered poor listeners by their colleagues. (An unfortunate statistic, as 96% of people think they are good listeners.) Fortunately, listening is a skill — and like many skills, it can be improved.

A good place to start is for management to remind coworkers to consider each other’s nonverbals — as well as their own — during communication. Oftentimes, messages are perceived in certain ways due to factors such as tone, hand gestures, or facial expressions. To be a good listener and a strong communicator, nonverbal communication should be a championed value of your workforce.

4. Invest in workshops and learning programs

Sometimes poor communication in the workplace is chronic and requires a serious overhaul. Workshops and learning programs are essential for boosting workplace communication. These initiatives equip employees with crucial skills like active listening, public speaking, and understanding nonverbal cues. Regular training can also bridge communication gaps between teams, fostering better collaboration.

Additionally, by offering these opportunities, companies demonstrate a commitment to employee growth, which can enhance morale and engagement. Tailor programs to address specific communication challenges within the organization — such as broadening DE&I initiatives. This ensures a more cohesive and effective workforce, leading to improved business outcomes. Programs can be held onsite or virtually to increase accessibility.

5. Consider analog communication options

It never hurts to find more traditional ways to bring employees together. As mentioned, town halls are opportunities for workers who live in the same area to gather, while remote workers have the option to join virtually. Make important team, department, and company meetings events that people want to attend, and feel empowered to offer feedback after or during these events. Plan events and meetups where company members can get together and communicate.

If it simply isn’t possible to physically unite a company — given great distance or size — then there are still ways to try and recreate in-person interactions online. Use employee apps not just to exchange and locate information (which is one-half of critical communication) but to connect with fellow employees. Encourage the formation of social channels, groups, and even clubs. Allow employees to share their silly sides from posting animal photos to candid moments to team events.

Turn around your lack of workplace communication with action

The results of poor communication in the workplace can be devastating to a company not just in the present, but for the future, as it can cause a breakdown of reputation. That’s why companies need action plans if they notice their employee communications are faltering. Don’t allow miscommunication at your workplace to hurt the company you’ve built.

Mission Control is an advanced communication management system created by Staffbase. It revolutionizes internal communications and remedies a lack of workplace communication. This system provides centralized planning, enhanced employee collaboration, and measurable impact metrics to allow companies to align their communications efforts with ongoing goals and initiatives.

Remember that great workplace communication starts from the top down. Ensure your managers and team leaders are equipped to navigate everything from difficult conversations to maintaining two-way feedback mechanisms. And be sure to leverage multiple communication channels such as employee apps to ensure workplace communication possibilities exist for all members of a company.