3 common communication mistakes at work (and how to fix them for good)

Let’s face it: communication mistakes happen to the best of us. A misunderstood email, an awkward silence, a meeting that goes nowhere—these slip-ups are part of working life.

But here’s the thing: most communication mistakes don’t come from bad intentions. They usually happen because we’re moving fast, juggling priorities, or assuming the other person “gets it.” (Hint: not always.)

In this article, we’ll break down 3 of the most common communication mistakes in the workplace—and give you simple, practical ways to fix them. Whether you’re a team leader or a team member, avoiding these missteps can help you build stronger, more effective collaboration at work.

1. Not adapting your communication style to your audience

It’s a classic. We speak how we naturally do, thinking we’re being clear… without realizing our communication style might actually be creating confusion.

For example, maybe you’re someone who likes to get straight to the point, using short, clear sentences. The person you’re talking to, though, might prefer more nuance and context—and might interpret your style as cold or rushed. On the flip side, a colleague who prefers concise updates might completely zone out if you send them a detailed, three-paragraph explanation.

The issue? When we don’t consider the other person’s preferences, we risk irritating them or losing effectiveness—even with the best intentions. This is one of the most common (and easiest-to-fix) communication mistakes… once we become aware of it.

How to adjust your communication (without losing your authenticity)

Start by observing—yourself and others. Do they prefer emails or verbal chats? Do they tend to be more direct, more relational, more detailed? Adjusting your communication style isn’t about putting on an act—it’s about showing that you value the person you’re talking to.

Why not talk about it openly? Starting a conversation with your colleagues about your preferences—“I like getting the big picture ahead of time” or “I need a bit of time to reflect before responding”—can make a real difference. The goal isn’t to standardize everything, but to understand each other better.

And to gain some clarity on your own style, take this quick and free quiz: What’s your communication style? It’s an easy way to put words to what you already do… or uncover some blind spots.

Remember: flexibility is your best asset when it comes to communication. Adjusting to others helps you truly understand and connect—with both the head and the heart.

2. Half-listening (or not really listening at all)

In a fast-paced work environment full of notifications and back-to-back meetings, it’s easy to slip into autopilot listening. We nod without truly hearing, or worse—we’re already planning our response while the other person is still talking.

This tendency to craft our comeback rather than fully take in what’s being said is one of the most common—and costly—communication pitfalls. Not only does it hurt the quality of the exchange, but it can (even unintentionally) come across as dismissive or closed-off.

Active listening, though, is more than just politeness—it’s a real relationship-building superpower. It boosts mutual understanding, builds trust, and helps avoid a lot of misunderstandings.

How to become a better listener (and improve your non-verbal communication too)

1. Silence the “how-should-I-respond” voice in your head.
Try pausing your internal commentary and resist the urge to jump in right away. Give the conversation your full attention—as if the other person has something valuable to share (which they often do).

2. Be fully present.
Put away your phone, close those extra browser tabs, and turn toward the person. Showing you’re really there makes a huge difference.

3. Tune into what’s not being said.
Gestures, silences, tone of voice, and eye contact all carry meaning. A 2021 study in Frontiers in Psychology found that non-verbal cues strongly impact how we perceive the quality of an interaction—shaping emotion, intention, and openness. (1)

4. Paraphrase and ask open-ended questions.
Confirm your understanding (“So, what I’m hearing is…”) or invite the other person to elaborate. This shows you’re engaged—not just waiting for your turn to talk.

5. Show empathy.
You don’t need to solve everything on the spot. Sometimes, just acknowledging what the other person is going through is powerful support in itself.

Active listening is about slowing down a little—so you can move forward more effectively together.

3. Avoiding difficult conversations

We know we should bring it up. It crosses our mind in the shower, between meetings, or just before bed. But when it’s time to actually say something… radio silence. It’s not that we want to avoid it (well, maybe a bit)—it just never feels like the “right time.”

Avoiding difficult conversations—whether it’s to bring up a concern, give feedback, or ask for a change—is a very common communication mistake. And totally understandable: being honest can be scary. We fear hurting someone, triggering conflict, or not knowing what to say.

But this avoidance reflex isn’t just about lack of courage or poor strategy—it’s also wired into our brains. When we anticipate a difficult conversation, our brain may register it as a threat, triggering a stress response.

The result? We shut down, get defensive, or simply avoid. On the flip side, when we feel safe, the brain regions linked to trust, empathy, and collaboration kick in—making it much easier to have respectful and productive conversations. (2)

How to approach difficult conversations without blowing things up

1. Clarify your intent.
Before speaking up, ask yourself: what’s my goal here? Do I want to solve a problem, strengthen a relationship, or express an unmet need? Naming your intent helps keep you grounded—even when emotions run high.

2. Create a safe space.
Pick the right time and place, and send signals that you’re open. The environment—both physical and emotional—goes a long way in keeping the conversation constructive.

3. Use respectful and specific language.
Stick to “I” statements: “I felt uncomfortable when…” rather than “You always…”. It’s not about pointing fingers—it’s about sharing your perspective.

4. Make room for the other person.
Avoid turning it into a monologue. Be ready to hear a different point of view. You don’t have to agree—just be open to understanding what’s happening on their side.

5. Embrace imperfection.
You might stumble, get emotional, or feel caught off guard. That’s okay. What matters most is your authenticity and respect.

Speaking honestly isn’t about having all the answers—it’s about choosing not to let silence shape the relationship.

Fixing communication mistakes: a step toward more humanity—and better performance—at work

Communication mistakes aren’t flaws to be “fixed once and for all.” They’re opportunities to reflect, adjust, and connect more authentically.

Adapting your style, really listening instead of waiting your turn, and daring to say what matters—even when it’s uncomfortable—are simple actions, but they pack a powerful punch.

Because intentional, compassionate communication isn’t just a “nice-to-have” in teams. It’s the foundation. The bedrock on which smoother, more human, and more effective working relationships are built.

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References

1. Burgoon, J. K., Wang, X., Chen, X., Pentland, S. J., & Dunbar, N. E. (2021). Nonverbal Behaviors “Speak” Relational Messages of Dominance, Trust, and Composure. Frontiers in Psychology.
2. Balboa, N. (2021). This is why we avoid difficult conversations. Psychology Today.