Avoid communication breakdowns and lower productivity

Assuming everyone is on the same page during a meeting is a mistake that can lead to misaligned expectations and frustration — which all translates into lower productivity. The good news is there are simple fixes with these steps to ensure understanding, avoid ambiguity and foster clarity, which leads to higher effectiveness.

Step 1: Acknowledge the risk of assumptions

The first step is recognizing that assuming understanding is a common trap. People interpret words and instructions through their own experiences, which often creates gaps in understanding.

Key practices

• Before ending conversations, ask, “What questions do you have?” This small shift from “Do you have any questions?” creates a more open space for clarification.
• Remember, as the communicator, the responsibility for clarity falls on you. If your message didn’t land, it’s a cue to adjust your approach.

Step 2: Define terms and expectations clearly

Ambiguity thrives when instructions are vague. Words like “soon or “better” leave room for multiple interpretations, which can lead to confusion or inaction.

How to define clearly

• Use specific language: Instead of saying, “Let’s catch up later,” try, “Let’s meet Thursday at 3 p.m.”
• Quantify goals: Replace “improve sales” with “increase sales by 15% this quarter.”
• Provide concrete examples: If requesting a report, clarify, “I’m looking for something like the analysis we used in last month’s presentation.”

Step 3: Encourage two-way communication

Communication is a two-way street. Without feedback or discussion, it’s impossible to know if your message was received as intended.

Try this

• After sharing instructions or information, ask, “To make sure we’re aligned, what’s your understanding of the next steps or what we discussed?”
• Create a safe space for questions by saying, “This is a complex process. What can I clarify for you?”
• Actively listen to responses and adjust if necessary. Conversations should feel collaborative, not one-sided.

Step 4: Document agreements and next steps

Relying on memory is risky, especially when juggling multiple clients or working in teams. Documentation ensures there’s a shared reference point that eliminates ambiguity.

Best practices

• Send follow-up emails after meetings to summarize key points, responsibilities and deadlines.
• Replace vague timelines like “soon” with specific deadlines such as “by Wednesday at 5 p.m.”

Step 5: Avoid overloading communication channels

Too many channels create chaos. When important updates are scattered across email, texts, phone calls, various instant messaging services and meetings, key details are bound to get lost.

Streamlining communication

• Choose one primary channel for essential updates and stick to it.
• Use descriptive subject lines like “Deadline Update: May 15” instead of generic ones like “Quick Question.”
• Establish rules for when to use each tool. For instance, use email for formal updates and instant messaging or texts for quick questions.

Step 6: Conduct regular check-ins

Regular check-ins ensure alignment and catch potential misunderstandings before they escalate. Think of these as opportunities to course-correct in real time.

Check-in tips

• Ask specific questions like, “What challenges are you encountering?” rather than generic ones like, “How’s it going?”
• Compare current progress to initial plans to identify gaps.
• Reaffirm the overarching goal to remind everyone of the purpose behind the work or financial plans.

Invest minutes now and avoid hours later

Assuming everyone understands a conversation or meeting in the same way is a shortcut to frustration. But with a few intentional adjustments — asking questions, defining expectations, documenting steps and fostering clarity — you can drastically reduce ambiguity and improve your effectiveness.

The extra minutes spent clarifying now will save hours of headaches later. Clear communication builds trust, improves relationships and ensures everyone can move forward with confidence. Why settle for guessing when you can guarantee understanding?

Kate Zabriskie is the president of Business Training Works Inc., a talent development firm. For more information, visit businesstrainingworks.com.

For more ideas to better connect with clients and increase productivity, read

• “Get the story”
• “Transform client relationships by asking better questions”