8 Common Communication Mistakes Managers Make (and How to Avoid Them)

As a manager, the ability to communicate clearly and effectively is perhaps the most important skill you can have. Yet, communication is more complex than it appears—it involves connecting with different types of people across various mediums, all while navigating challenging topics like feedback and conflict.

The good news? Developing strong communication skills is achievable once you identify why your current style may not be working. Below, we outline the most common communication mistakes managers make and how to avoid them.

Do you recognize any of these mistakes in your own management style?

1. Using a ‘One Size Fits All’ Approach

The way people process and interpret information can differ greatly. Consider how you deliver news to your group of friends—some might prefer a quick message, while others appreciate a longer conversation. The same goes for your team.

How to Fix It:

• Tailor your communication style to suit the individual.
• Some team members may prefer receiving key updates via email, while others will value a group meeting or a one-on-one discussion to understand how the information impacts them.

2. Reacting, Not Responding

When we react emotionally instead of responding thoughtfully, it’s easy to let frustration take over. For instance, if your team is about to miss a deadline and didn’t notify you earlier, your initial reaction might be one of anger.

But reacting doesn’t solve the issue. Responding by asking why the deadline was missed and what went wrong will help you get to the root of the problem.

How to Fix It:

• Pause before responding. Ask questions like:
  • What went wrong?
  • Why wasn’t this flagged earlier?
  • How can we prevent this from happening again?

3. Avoiding Difficult Topics and Feedback

This is one of the most common—and harmful—communication mistakes. By avoiding tough conversations or failing to provide feedback, you’re not only accepting poor results or behavior, but you’re also depriving your team members of the opportunity to improve.

How to Fix It:

• Be proactive about addressing issues as they arise.
• Offer constructive feedback in a timely manner to give employees the chance to correct course.

4. Being Unprepared or Making Errors in Communication

A poorly prepared presentation or error-filled emails can undermine your credibility as a manager. When your communication is disorganized or unclear, it becomes difficult for employees to see you as a competent leader.

How to Fix It:

• Rehearse presentations before delivering them, and always proofread emails or reports before hitting send.
• Consider training in public speaking or writing skills if necessary.

5. Sending Mixed or Unclear Messages

It’s easy to miscommunicate when you’re juggling multiple priorities. If your instructions are unclear, your team may walk away with muddled expectations.

How to Fix It:

• Outline exactly what you want in clear, actionable steps.
• After a meeting, ask someone to repeat the instructions back to you and follow up with a bullet-pointed email to confirm the discussion.
• Check in periodically to ensure the project is progressing as expected.

6. Failing to Seek Understanding

Jumping to conclusions or reprimanding an employee without hearing their side of the story can damage trust. Great managers ask questions before making assumptions.

How to Fix It:

• Instead of imposing your perspective, ask questions like:
  • What do you think went wrong?
  • How do you feel about the project?
• By listening to your team’s views, you create an open and trusting communication environment.

7. Over-Relying on Email

Management relies on human interaction, not just a steady stream of emails. Managers who operate from behind a computer screen risk disconnecting from their team.

Worse, using email to communicate major news—like promotions or demotions—can come across as impersonal and insensitive.

How to Fix It:

• Use in-person meetings or video calls for important conversations.
• Strike a balance between email communication and face-to-face interaction to build rapport with your team.

8. Sharing Too Much (or Too Little) Information

If you don’t share enough information, your team might feel lost or disconnected from the larger company goals. On the other hand, if you share too much, it can overwhelm your team and leave them feeling confused.

How to Fix It:

• Ensure everyone understands the team’s goals and their role in achieving them.
• Filter information so that your team receives what’s relevant to their tasks, without unnecessary details.

The Power of Effective Communication

Effective communication can inspire, motivate, and drive results. On the other hand, poor communication can confuse, demoralize, and even alienate your team. By recognizing and addressing these common communication mistakes, you’ll be able to lead your team with clarity and confidence, ultimately setting everyone up for success.

Thanks 

Alex & The Excel Team

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