{"id":54105,"date":"2022-08-01T12:52:11","date_gmt":"2022-08-01T16:52:11","guid":{"rendered":"https:\/\/www.sogolytics.com\/blog\/?p=54105"},"modified":"2022-08-01T17:27:13","modified_gmt":"2022-08-01T21:27:13","slug":"avoiding-mixed-messages-at-work","status":"publish","type":"post","link":"https:\/\/www.sogolytics.com\/blog\/avoiding-mixed-messages-at-work\/","title":{"rendered":"Avoiding Mixed Messages in the Workplace: It\u2019s a Culture Thing"},"content":{"rendered":"<p>Poor communication is a fast-track method for resentment, low motivation, mistakes and tension in the workplace. It\u2019s important to understand that miscommunication is\u00a0not easily contained; in reality, it cascades\u00a0<em>exponentially<\/em>.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>We\u2019ve all seen it happen: Boss miscommunicates to employee, who then spreads it to customers or colleagues, and then it spreads like wildfire until no one really knows what\u2019s going on.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>The different types of miscommunication are endless, but some of the most prominent are:<\/p>\n<div class=\"div-minispacer\"><\/div>\n<ul>\n<li>Unclear objectives or expectations<\/li>\n<li>Rumors<\/li>\n<li>Poor phrasing<\/li>\n<li>Time zone problems<\/li>\n<li>The Blame Game<\/li>\n<li>Micromanagement (even if it\u2019s accidental)<\/li>\n<\/ul>\n<p>Let\u2019s take a look at each of these areas and see what organizations can do to limit, or entirely prevent, miscommunication\u00a0and mixed messages.<\/p>\n<div class=\"div-spacer\"><\/div>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-54107\" src=\"https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1346943987-1024x706.jpg\" alt=\" mixed messages at work\" width=\"1024\" height=\"706\" srcset=\"https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1346943987-1024x706.jpg 1024w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1346943987-300x207.jpg 300w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1346943987-768x530.jpg 768w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1346943987-50x34.jpg 50w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>Unclear objectives or expectations<\/h2>\n<p>\u201cSimon you\u2019ve got that, yeah?\u201d<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>Too often in work people accept jobs either without really understanding the brief (that realization comes later!) or without being given <em>time<\/em> to ask important clarifying questions, usually during a meeting or when the boss is super busy.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p><strong>This seems like an obvious fix, right? Ask for <em>clarification<\/em>. <\/strong><\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>The problem is that many team cultures make this impossible. We see this particularly in intense corporate environments, where asking for help or displaying ignorance are signs of weakness\u2014and weakness isn\u2019t tolerated.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>The result is that employees will:<\/p>\n<div class=\"div-minispacer\"><\/div>\n<ul>\n<li>Follow their instinct and produce <em>something<\/em>. It might be what the boss wanted, it might not.<\/li>\n<li>The employee feels stressed, under pressure, foolish, and other harmful perceptions which aren\u2019t objectively true. So even if they do somehow deliver the goods, their <a href=\"https:\/\/www.sogolytics.com\/blog\/mental-health-awareness-at-work\/\" target=\"_blank\" rel=\"noopener\">mental state<\/a> is a shambles.<\/li>\n<\/ul>\n<p>So what\u2019s the solution? <strong>Create a <em>culture of clarity.<\/em><\/strong> In other words, encourage all employees to ask clarifying questions and speak up if they\u2019re unsure how to approach a task; but crucially, instill this same culture in managers at all levels.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>Companies can lose thousands of valuable work hours while stressed employees scramble to figure things out for themselves, when all they really needed was a 5-minute explanation from someone more experienced!<\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>Rumors<\/h2>\n<p>Rumors, finger-pointing, casting blame, behind-the-back chattering\u2014these are unhealthy habits which sadly afflict a lot of teams. You need to teach your employees about <em>taking responsibility<\/em> and <em>being accountable<\/em>\u2014and that starts by <a href=\"https:\/\/www.sogolytics.com\/blog\/plan-to-fail\/\" target=\"_blank\" rel=\"noopener\">making it okay to fail<\/a>.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>Employees avoid accountability not because they want others to take the rap, but because they fear retribution for themselves. If not owning up to an error stops you from being in the bad books, we can empathize with the action. However, as leaders and managers, we can\u2019t condone it.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>So what\u2019s the solution? <strong>Show your employees it\u2019s okay to make mistakes.<\/strong> If you explode into a fiery rage or shame employees who make mistakes\u2014somehow ignoring the fact that <em>everyone<\/em> makes mistakes\u2014the problem is exacerbated. Here are steps you can take:<\/p>\n<div class=\"div-minispacer\"><\/div>\n<ul>\n<li>Consistently praise those who take responsibility<\/li>\n<li>Work actively to <em>help correct the mistake<\/em><\/li>\n<li>Never threaten, shame or torment<\/li>\n<li>Own up to your own mistakes in front of the team<\/li>\n<\/ul>\n<p>This will gradually teach team members to be accountable for their actions, but also see this accountability as a strength, not some arbitrary corporate goal.<\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>Poor phrasing<\/h2>\n<p>Two words: grammar, brevity.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>There is no excuse for any school-educated professional to make regular typos, senseless sentences or to omit key punctuation. It sounds petty, but poor grammar makes <em>any<\/em> message inherently more confusing.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>Brevity means being concise: saying what needs to be said and nothing more. Too many workplace communications (I\u2019m looking at you, emails) are long-winded and meandering. Even a simple request can become confusing if it\u2019s not concise:<\/p>\n<div class=\"div-minispacer\"><\/div>\n<ol>\n<li>\u201cHey Mary, can you double-check these numbers? Thanks, Tom.\u201d<\/li>\n<li>\u201cHey Mary. I hope it wouldn\u2019t be a problem if I asked you to double-check the numbers in an Excel file? There\u2019s no rush but sooner the better, I\u2019m sure\u2026\u201d<\/li>\n<\/ol>\n<p>You get the point.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p><strong>What\u2019s the solution?<\/strong>\u00a0You should foster <a href=\"https:\/\/www.sogolytics.com\/blog\/making-the-implicit-explicit-the-impact-of-virtual-work-on-communication-style\/\" target=\"_blank\" rel=\"noopener\">a culture of concise and direct messaging at work<\/a>. Many employees want to avoid seeming \u201ccasual\u201d (especially with senior leadership) which causes long-winded messaging. For grammar, even a quick proofread (or proofreading tool) will catch most errors.<\/p>\n<div class=\"div-spacer\"><\/div>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-54109\" src=\"https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-1024x683.jpg\" alt=\"mixed messages at work time zones\" width=\"1024\" height=\"683\" srcset=\"https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-1024x683.jpg 1024w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-300x200.jpg 300w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-768x512.jpg 768w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-600x400.jpg 600w, https:\/\/www.sogolytics.com\/blog\/wp-content\/uploads\/2022\/07\/GettyImages-1300072609-50x33.jpg 50w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>Time zones<\/h2>\n<p>As companies become more global and make better use of remote talent, time zone niggles start to rear their ugly heads. The smaller the crossover between everyone\u2019s working hours (i.e. for the most asynchronous teams) the higher chance there is for miscommunication. This is because most teams are reading IMs or emails and don\u2019t have time to message back and wait until the following day for a reply.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>Such miscommunication\u00a0can lead to hours of misguided or redundant work. Teams that work in the same time zone\u2014especially if they\u2019re being accountable, writing clearly and working to clear objectives\u2014can easily double-check instructions or intentions with colleagues.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p><strong>So, what\u2019s the solution?<\/strong> You need to optimize your crossover hours for <em>team communication<\/em>. If your whole team is only synchronized for 3 hours a day, a portion of that time must be dedicated to communication, clarification and asking the important questions. All other work must be shifted to later or earlier parts of the day.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>If time is really limited, your organization should encourage live calls over instant messaging. As we all know, when setting expectations or clarifying positions, it is <em>significantly<\/em> clearer through voice than through text chat.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>It\u2019s also important to assess your workflow: Based on the different skills in different time zones, can you optimize your processes so less communication is necessary? Can you create a better flow that <em>maximizes<\/em> your productivity, rather than hampers it?<\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>Micromanagement (even if it\u2019s accidental)<\/h2>\n<p>Our final point for avoiding mixed messages at work is a more subtle, but equally crucial one: micromanagement.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p><strong>Over communication is a form of miscommunication.<\/strong><\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>When a manager is completely overbearing and needs to approve every task, get copied into every email, oversee every step, be constantly updated, is constantly feeding back on their work\u2026it\u2019s more than a little exhausting.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>This sends a message to your team that you don\u2019t trust them. You don\u2019t believe they can deliver good work on their own, that they shouldn\u2019t think independently or take risks.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>But we know that for most micromanagers, <em>this isn&#8217;t the case<\/em>. It\u2019s not a conscious act of subjugation, it\u2019s just the manifestation of their own anxiety about work. They want their role to be a success, and total overcommunication is the result. Unfortunately, micromanagement can be a brutal and almost shaming regime for the employee(s).<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p><strong>So what\u2019s the solution?<\/strong> These situations should always be approached sensitively\u2014your manager probably <em>isn\u2019t<\/em> trying to be a massive pain\u2014but the goal is to make them aware of how their management style is hurting your productivity, growth or morale.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<p>One option is to speak to <em>their<\/em> boss. Hopefully they understand and can start working with your manager to adopt a more hands-off, autonomous approach.<\/p>\n<div class=\"div-spacer\"><\/div>\n<h2>The secret to strong internal communication is <em>culture<\/em><\/h2>\n<p>In each of the 5 cases we\u2019ve looked at, the best solution was a cultural change:<\/p>\n<div class=\"div-minispacer\"><\/div>\n<ol>\n<li>Ask questions when you\u2019re unsure<\/li>\n<li>Be accountable<\/li>\n<li>Be clear and succinct<\/li>\n<li>Optimize your collaborations<\/li>\n<li>Balance support and autonomy<\/li>\n<\/ol>\n<p>If your organization can successfully adopt one or all of these practices, you will see a massive improvement in communication. The upsides of this are boundless, from reduced conflict to increased employee retention, more innovative work and a more profitable business.<\/p>\n<div class=\"div-minispacer\"><\/div>\n<div class=\"div-spacer\"><\/div>\n<p><strong>Time for a check-up?<\/strong> Take a look at the big picture with a <a href=\"https:\/\/www.sogolytics.com\/survey-templates\/employee\/company-culture-survey\/\" target=\"_blank\" rel=\"noopener\">company culture survey<\/a> or zoom in on point with an <a href=\"https:\/\/www.sogolytics.com\/blog\/5-key-questions-for-your-internal-communication-audit\/\" target=\"_blank\" rel=\"noopener\">internal communication audit<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Poor communication is a fast-track method for resentment, low motivation, mistakes and tension in the workplace. It\u2019s important to understand that miscommunication is\u00a0not easily contained; in reality, it cascades\u00a0exponentially. We\u2019ve all seen it happen: Boss miscommunicates to employee, who then spreads it to customers or colleagues, and then it spreads like wildfire until no one really knows what\u2019s going on. The different types of miscommunication are endless, but some of the most prominent are: Unclear objectives or expectations Rumors Poor phrasing Time zone problems The Blame Game Micromanagement (even if it\u2019s accidental) Let\u2019s take a look at each of these areas and see what organizations can do to limit, or entirely prevent, miscommunication\u00a0and mixed messages. Unclear objectives or expectations \u201cSimon you\u2019ve got that, yeah?\u201d Too often in work people accept jobs either without really understanding the brief (that realization comes later!) or without being given time to ask important clarifying questions, usually during a meeting or when the boss is super busy. This seems like an obvious fix, right? Ask for clarification. The problem is that many team cultures make this impossible. We see this particularly in intense corporate environments, where asking for help or displaying ignorance are signs of weakness\u2014and weakness isn\u2019t tolerated. The result is that employees will: Follow their instinct and produce something. It might be what the boss wanted, it might not. The employee feels stressed, under pressure, foolish, and other harmful perceptions which aren\u2019t objectively true. So even if they do somehow deliver the goods, [&hellip;]<\/p>\n","protected":false},"author":41,"featured_media":5041,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[5,156],"tags":[374,239,164,241,455,626,801],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.7.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Avoiding Mixed Messages in the Workplace: It\u2019s a Culture Thing - Sogolytics Blog<\/title>\n<meta name=\"description\" content=\"Poor workplace communication is a fast-track method for resentment, low motivation, mistakes and tension. Improve communication and improve your culture!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.sogolytics.com\/blog\/avoiding-mixed-messages-at-work\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Avoiding Mixed Messages in the Workplace: It\u2019s a Culture Thing - Sogolytics Blog\" \/>\n<meta property=\"og:description\" content=\"Poor workplace communication is a fast-track method for resentment, low motivation, mistakes and tension. 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